{"id":4896,"date":"2020-08-21T13:39:18","date_gmt":"2020-08-21T08:09:18","guid":{"rendered":"https:\/\/www.idslogic.com\/blog\/?p=4896"},"modified":"2025-02-26T13:17:04","modified_gmt":"2025-02-26T07:47:04","slug":"what-is-managed-metadata-in-sharepoint-and-what-are-the-benefits","status":"publish","type":"post","link":"https:\/\/www.idslogic.com\/blog\/what-is-managed-metadata-in-sharepoint-and-what-are-the-benefits","title":{"rendered":"What is Managed Metadata in SharePoint and What are the Benefits"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_72 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.idslogic.com\/blog\/what-is-managed-metadata-in-sharepoint-and-what-are-the-benefits\/#Metadata_in_SharePoint_Intranet_Development_and_its_Benefits\" title=\"Metadata in SharePoint Intranet Development and its Benefits:\">Metadata in SharePoint Intranet Development and its Benefits:<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.idslogic.com\/blog\/what-is-managed-metadata-in-sharepoint-and-what-are-the-benefits\/#Understanding_Managed_Metadata\" title=\"Understanding Managed Metadata:\">Understanding Managed Metadata:<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.idslogic.com\/blog\/what-is-managed-metadata-in-sharepoint-and-what-are-the-benefits\/#Metadatas_are_Classified_into_Two_Categories_and_They_are\" title=\"Metadatas are Classified into Two Categories and They are:\">Metadatas are Classified into Two Categories and They are:<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.idslogic.com\/blog\/what-is-managed-metadata-in-sharepoint-and-what-are-the-benefits\/#Taxonomy_and_Folksonomy\" title=\"Taxonomy and Folksonomy:\">Taxonomy and Folksonomy:<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.idslogic.com\/blog\/what-is-managed-metadata-in-sharepoint-and-what-are-the-benefits\/#Benefits_of_Using_Managed_Metadata_in_SharePoint_Intranet\" title=\"Benefits of Using Managed Metadata in SharePoint Intranet:\">Benefits of Using Managed Metadata in SharePoint Intranet:<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.idslogic.com\/blog\/what-is-managed-metadata-in-sharepoint-and-what-are-the-benefits\/#Flexibility\" title=\"Flexibility:\">Flexibility:<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.idslogic.com\/blog\/what-is-managed-metadata-in-sharepoint-and-what-are-the-benefits\/#Great_Site_Navigation\" title=\"Great Site Navigation:\">Great Site Navigation:<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<p><span style=\"font-size: 14pt;\">Being an active <span style=\"color: #ff0000;\"><a style=\"color: #ff0000;\" href=\"\/dedicated-sharepoint-developer\/\">SharePoint intranet developer<\/a><\/span>, I have handled various clients and have gathered complex knowledge about the various elements and concepts of SharePoint. There is no doubt that SharePoint is a great collaboration tool and helps organizations to manage their important documents and share it with remote colleagues easily while maintaining security. <\/span><\/p>\n<p><span style=\"font-size: 14pt;\">SharePoint metadata is a term that is significant and useful at the same time and there are various tasks or processes, which includes managing, retrieving, using the information from a resource.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Metadata_in_SharePoint_Intranet_Development_and_its_Benefits\"><\/span><span style=\"font-size: 18pt; color: #008000;\"><strong>Metadata in SharePoint Intranet Development and its Benefits:<\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-size: 14pt;\">An organization having lots of content needs proper management and metadata plays a crucial role in effectively categorizing and organizing the content. It helps you to easily find the information that is needed and also allows you to filter, sort and group your content making the management much easier. <\/span><\/p>\n<p><span style=\"font-size: 14pt;\">So how can you use it? There are basically two options, you can either create the custom columns in specific lists and offer the metadata locally or define the managed metadata globally.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Understanding_Managed_Metadata\"><\/span><span style=\"font-size: 14pt;\"><strong><span style=\"color: #003366;\">Understanding Managed Metadata:<\/span> <\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Managed metadata is information about information, which is actually a collection of centrally managed terms that the users can define when they use it as attributes for the items in SharePoint. <\/span><\/p>\n<p><span style=\"font-size: 14pt;\">When you use SharePoint products, you can manage the metadata centrally and can prepare a complete list of the keywords that are suitable for the organization and can place them centrally in the Central Administration or Site Collection based on your performance. <\/span><\/p>\n<p><span style=\"font-size: 14pt;\">The metadata in <span style=\"color: #ff0000;\"><a style=\"color: #ff0000;\" href=\"\/sharepoint-development\/\">SharePoint Development<\/a><\/span> can be organized easily in a way that helps business use it effectively for list items or documents or libraries to make it easier and to quickly retrieve the documents whenever you want them.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Metadatas_are_Classified_into_Two_Categories_and_They_are\"><\/span><span style=\"font-size: 18pt; color: #008000;\"><strong>Metadatas are Classified into Two Categories and They are:<\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"Taxonomy_and_Folksonomy\"><\/span><span style=\"font-size: 14pt;\"><strong><span style=\"color: #003366;\">Taxonomy and Folksonomy:<\/span> <\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Taxonomy is predefined as a formal classification and the admin can create groups, term sets and term labels as per the company\u2019s taxonomy structure and the users can use them to easily tag their data in any site collection.<\/span><\/p>\n<p>\u00a0<\/p>\n<blockquote>\n<p style=\"box-shadow: 0 0 16px #cccccc; padding: 10px;\"><span style=\"font-size: 14pt;\"><strong>Also Read: <\/strong><a href=\"\/blog\/how-to-adopt-a-remote-work-for-long-using-sharepoint\"><span style=\"color: #ff0000;\">How to Adopt a Remote Work for Long Using SharePoint<\/span><\/a><\/span><\/p>\n<\/blockquote>\n<p>\u00a0<\/p>\n<p><span style=\"font-size: 14pt;\">Folksonomy is an informal classification of the metadata and this is created by the website users whenever they want it and use it in a site collection. The terms created are available only in that site collection.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Benefits_of_Using_Managed_Metadata_in_SharePoint_Intranet\"><\/span><span style=\"font-size: 18pt; color: #008000;\"><strong>Benefits of Using Managed Metadata in SharePoint Intranet:<\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"Flexibility\"><\/span><span style=\"font-size: 14pt;\"><strong><span style=\"color: #003366;\">Flexibility:<\/span> <\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">The Term store administer can easily access all the term sets and terms at any time and they can create some new terms also based on the business metadata or update the existing terms that will automatically reflect on the tenant wherever that updated term or term set is used. If you have a multilingual website, then you can specify the multilingual labels for the individual terms.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Great_Site_Navigation\"><\/span><span style=\"font-size: 14pt;\"><strong><span style=\"color: #003366;\">Great Site Navigation:<\/span> <\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Managed metadata is used for the website navigation, lists and libraries navigation. It is by using the metadata navigation that we can filter the lists and libraries easily. Without metadata, the information in the organization will be highly unstructured and adding them will help you search, organize and gather insights from the data. <\/span><\/p>\n<p>\u00a0<\/p>\n<blockquote>\n<p style=\"box-shadow: 0 0 16px #cccccc; padding: 10px;\"><span style=\"font-size: 14pt;\"><strong>Also Read: <\/strong><a href=\"\/blog\/how-to-create-an-effective-content-strategy-for-sharepoint-intranet-portal\"><span style=\"color: #ff0000;\">How to Create an Effective Content Strategy for SharePoint Intranet Portal<\/span><\/a><\/span><\/p>\n<\/blockquote>\n<p>\u00a0<\/p>\n<p><span style=\"font-size: 14pt;\">With this feature, users can easily view the information dynamically and this is done based on specific metadata fields. Managed metadata makes it easier to adapt and maintain the metadata along with the business evolution.<\/span><\/p>\n\n\n\n","protected":false},"excerpt":{"rendered":"<p>Being an active SharePoint intranet developer, I have handled various clients and have gathered complex knowledge about the various elements and concepts of SharePoint. There is no doubt that SharePoint is a great collaboration tool and helps organizations to manage&#8230;<\/p>\n","protected":false},"author":1,"featured_media":4911,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[643],"tags":[278,280],"class_list":["post-4896","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-sharepoint","tag-sharepoint-development","tag-sharepoint-development-company"],"post_mailing_queue_ids":[],"_links":{"self":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/4896","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/comments?post=4896"}],"version-history":[{"count":4,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/4896\/revisions"}],"predecessor-version":[{"id":11054,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/4896\/revisions\/11054"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/media\/4911"}],"wp:attachment":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/media?parent=4896"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/categories?post=4896"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/tags?post=4896"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}