Use Tags in SharePoint

In the effort of keeping files organized and searchable, students, faculty, and staff may add tags (metadata) to files and folders. Once these tags are implemented, they can be used as search terms in the SharePoint search bar.

Introduction

This guide will show you how to create and manage tags in SharePoint. These tags can be applied to files and folders.

Create Term Group

1. Visit s.uconn.edu/sharepoint and click on your SharePoint site to visit it.

2. Allow the settings gear in the top-right corner a few seconds to load and then click on it. Click on Site information.

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3. Click on View all site settings.

4. In the Site Administration section, click on Term store management.

5. Expand the Site level term groups section. Click on Add term group and give the group a name, “termgroup” for example, then tap Enter on your keyboard. This name will not be visible to users.

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6. If necessary, add others who should be able to add/remove tags from this group.

7. Click on the vertical ellipsis and then Add term set. Give this set a name, such as “tags” and then tap Enter on your keyboard. This name will not be visible to users.

Add searchable tags

1. Skip to step 8 if you have been following the instructions above.

2. Visit s.uconn.edu/sharepoint and click on your SharePoint site to visit it.

3. Allow the settings gear in the top-right corner a few seconds to load and then click on it. Click on Site information.

4. Click on View all site settings.

5. In the Site Administration section, click on Term store management.

6. Expand the Site level term groups section.

7. Expand your term group and then expand your term set.

8. Click on your term set to create a new term (tag).

9. Click on Add term at the top to add a tag. Give the tag a name and then hit Enter on your keyboard. This name will be visible to users.

10. Click on your term set to return to the group level before creating a new term (tag).

11. When you are done you should have 3 levels in the hierarchy: term group, term set, and terms (tags). Click on SharePoint in the top-left corner to return to the SharePoint homepage.

     

Make Tags visible in Document Library

1. Skip to step 3 if you have been following the instructions above.

2. Visit s.uconn.edu/sharepoint

3. Click on your SharePoint site to visit it.

4. Click on Documents, or other Document Library, so that you can see your files.

5. Click on + Add Column and choose Managed Metadata. Click on Next.

6. Give your column a title, such as “Tags”.

7. Click on Select to choose the term set you created.

8. Click Save.

9. Click on More options.

   1. You may want to “Allow multiple values” if you anticipate needing more than one tag per file/folder.

   2. You likely do not want to “Require that this column contains information” as some files/folders may not need a tag.

10. Click Save to see your new column.

Apply Tag to items

1. Skip to step 4 if you have been following the instructions above.

2. Visit s.uconn.edu/sharepoint and click on your SharePoint site to visit it.

3. Click on Documents, or other Document Library, so that you can see your files.

4. Click on Edit in grid view. This changes your view of the files and folders.

5. Click on a cell in the tag column you have created and begin type out one of your tag names. You can also click on the tag icon to see available tags.

6. Click away from this cell when you are done.

7. Click on Exit grid view when you are totally done. You will be returned to your normal view, and you will see your tags applied to your items.

8. Allow some time for these tags to take effect.

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