Working with Term Store in SharePoint Online

This SharePoint tutorial explains, how we can work with term store in SharePoint online like how to create term store, how to use terms efficiently within our list or document library in SharePoint Online.

We will see here, how we can create a term group, term sets, terms in SharePoint Online Office 365.

Term Store in SharePoint Online

SharePoint maintains term store like a global directory of common terms for your enterprise. This helps in increasing data consistency in your SharePoint online environment.

By default, if you will try to add term sets from site settings it will be in disabled mode. For this, we need to first add Term Store Administrators. To do this go to the SharePoint Online Admin Center and then click on the term store as shown in the fig below:

term store in sharepoint online
term store in sharepoint online

There go to the Term Store Administrators section and add an administrator and Save like below:

Working with Term Store in SharePoint Online
Working with Term Store in SharePoint Online

Then open SharePoint online site, click on the gear icon and then click on Site Settings. In the Site Settings page click on “Term store management” which is under Site Administration. By default the Term Store Management Tool will look like below:

term store management in sharepoint online
term store management in sharepoint online

To start with we need to first add a new group to the term store. Right click and click on “New Group” as shown in the fig below:

sharepoint online term store
sharepoint online term store

Then give a name, description, group manager, contributor etc. like below:

introduction to term store in sharepoint online
introduction to term store in sharepoint online

Then we will add a term set to the group. Think to suppose you want to upload document related to SharePoint, then people can tag like SharePoint 2016, sp 2016, sharepoint2016, sp2016, sp2013, etc. To avoid this kind of things you can put define company wise terms. So that people can only choose terms from those available terms.

Right click on the Group and then click on New Term Set as shown in the fig below:

create and manage terms in a term set
create and manage terms in a term set

Put the Term Set Name, Description, Owner etc like below:

Create and manage terms in a term set sharepoint online
Create and manage terms in a term set sharepoint online

Now we can create terms to the term set. Right click on the Term Set and then click on Create Term like below:

What is a term in SharePoint?
What is a term in SharePoint?

Here I have added 5 terms like 3rd Party Tools, AngularJS, SharePoint 2013, SharePoint 2016, SharePoint Online. It looks like below:

term store in sharepoint online
term store in sharepoint online

Now to use term set in document list or library go back to the list or document library. And from ribbon click on Add a new column. Give a name for the column and select column type as “Managed Metadata” like below:

term store management in sharepoint online
term store management in sharepoint online

Then go to the Term Set Settings section and then choose the Training term set which we have created above. see fig below:

introduction to term store in sharepoint online
introduction to term store in sharepoint online

Also if you want to select a default value to it, then go to the Default Value section and then click on the Term Set to choose one like below:

What is Term Store Management in SharePoint Online?
What is Term Store Management in SharePoint Online?

Now try to add one item or try to edit meta data like below. In the training column, one icon will come to choose from the term store. Once you click on that you can see the terms that we have added to it.

term store in sharepoint online
term store in sharepoint online

Even if you try writing something it will display the related terms presented like below:

Working with Term Store in SharePoint Online
Working with Term Store in SharePoint Online

You may like following SharePoint tutorials:

Hope, this SharePoint tutorial helps to know term store in SharePoint online.

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Bhawana Rathore

Hello Everyone!! I am Bhawana a SharePoint MVP and having about 8+ years of SharePoint experience as well as in .Net technologies . I have worked in all the versions of SharePoint from wss to Office 365. I have good exposure in Customization and Migration using Nintex, Metalogix tools . Now exploring more in SharePoint 2016 :) Hope here I can contribute and share my knowledge to the fullest. As I believe "There is no wealth like knowledge, and no poverty like ignorance"

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