Now that we know what metadata and manage
metadata are, how are they used inside of
SharePoint? In SharePoint, every item can
have metadata attached to it, from list
items to documents, pages, pictures, and
so on. Metadata is found inside columns,
in that list or library. There is also a
type of column called Managed Metadata,
which gets the information from the
central managed metadata service. Or you
can also configure to have the metadata
used in this column only managed at the
site collection level. Before we move
forward, let's also cover some terms.
First of all, the term store is at the
tenant level. You really have one per
tenant and includes all of your terms. In
on‑premise of SharePoint, you could have
multiple, but in SharePoint Online, there
is only one. Next up, the term group. In
SharePoint products, group is a security
term and with respect to manage metadata,
a group is a set of term sets that all
share the same common security
requirements. Only users who have
contributor permissions to a specific
group can manage term sets that belong in
that group or create new term sets within
it. Organizations should really create
groups for term sets that will have unique
access or security needs. Now a term set
is a group of related terms. For example,
an organization might have a term set that
lists the name of business units inside
organizations such as human resources,
marketing, IT, and so on. A term is a
specific word or phrase that you associate
with an item on a SharePoint site. It is a
single item in a term set, and the term
has a unique ID and it can have as many
text label or synonyms as you want. If you
work on a multilingual site, the term can
also have labels in different languages.
Something to remember is that the term
store is always at the tenant level, but
you could also have term groups that can
be at a tenant level or at the site level.
As I have mentioned a bit before, terms
can be entered in multiple languages. So
if your organization is multilingual, you
can make sure that people tag the same
terms correctly in multiple languages. You
can also add synonyms and abbreviations
for terms, so even if somebody enters a
synonym you have, it will be entered correctly.