Managed Terms

Managed terms are placed in central repository, controlled and managed by a selected group of administrators or librarian. This enables consistency across users, provides hierarchical organisation, and enforces strict information architecture. In the SharePoint Term Store Management Tool, users with sufficient permissions are able to manage and perform CRUD operations on terms in the hierachy.

Like keywords, terms can be added to many types of content within SharePoint.

E.g. To add a managed term to the document, click the drop down on the document (inside the document library that has been enabled for tagging with terms) and select Edit Properties. Find the managed metadata field and either start typing a term or click the Browse for a vlaid choice icon on the right. This will open the Select Managed Metadata dialog.



Tag cloud for folksonomy

The Tag Cloud web part is the quickest way to view the folksonomy being created in SharePoint. You can configure this web part to show your tags or from all users.

The font size of the terms indicate how popular they are 🙂

Added keywords to a SharePoint item

Keywords can be added to an item by using the Tags & Note button on the ribbon, or editing the properties on an item.

e.g. Go to Edit Properties on a document in a document library and add  a managed keyword to the document.

To enable keywords on a document library, you need to click on the Library tab in the ribbon -> Library Settings. Go to Enterprise Metadata and Keyword Settings link under the Permissions and Management settings category. Tick add an Enterprise Keywords column to this list and enable Keyword synchronisation and click Ok.



Taxonomy relationships

Equivalent Terms – SharePoint taxonomy allows synonyms and preferred terms. Synonyms allow a central understanding that LOL is the same as “laughing out loud”, and preferred terms specify which of the two should be used.

Hierarchical Terms – Providing a hierarchy allows for information architecture and organisation. This hierarchy is managed through the SharePoint Term Store Management Tool.

Term Store


Term sets

Managed terms


Terms, term set, managed terms, managed keywords ! Huh?

Terms – A word/phrase that can be associated with an item in SharePoint 2010

Term set – A collection of related terms

Managed terms – Predefined terms that can only be created by users with the appropriate permissions and are often organized into a hierarchy.

Managed keywords – Words/Phrases that have been added to SharePoint 2010 items. Also known as Enterprise keywords are part of a single, non hierarchal term set called the keyword set.

Term store – A database that stores both managed terms and managed keywords

Group –  A group is a container for term sets

Lets be Social

I Like It

  •  The I Like It button is a simple button on the ribbon that enables users to tag the current item. This action will appear in the news feed for the user’s profile, allow colleagues within the organisation to view what the user has tagged as something he/she may like reading.


  • Ratings allow users to provide quick feedback about how they rate a particular document. To enable/disable this, go to General Settings ->  Rating Settings and select from the available radio buttons

My Profile

  • My profile page provides information about the user, tagged items, connected colleagues, information about the organisation, post, associated memberships and activity feeds that display user activities in SharePoint.

  • Tags & Notes

Tags & Notes allow you to make up your own tags and apply those to SharePoint items. These tags are not predefined so the user can create as many tags as they desire to associate with items. This open taxonomy is referred as folksonomy.

Two speed Taxonomy – SharePoint 2010

There are two types of taxonomy available in SharePoint 2010 (You probably already knew this)

Managed : A centrally managed tagging system, terms/keywords are already defined and the user just has to select from the predefined term set.

  • This prevents duplication of similar terms/more managable as users can not touch the predefined terms
  • Must be properly designed, otherwise users will not be able to relate to the predefined terms and hence find it difficult to use

Social Tagging (Folksonomy) : Users determine their own terms/keywords to associate with items.

  • Flexibility for users to define their own terms, allowing them to be able to find items more easier as they know what to look for
  • A loose system can get out of hand, different terms that are used to tag items might actuallly have the same tags.