Now that we have seen the theory, let's go
to the lab and check out in practice how
metadata is used inside SharePoint. We are
now in the live environment, and I have
already opened a site here called
Globomantics Migration, and let's create a
list. So I'll create a list. I'll call it
Department Information and click on
Create. And once it's done, as you see, it
comes in with the title, and that's the
only thing that I can input in the list.
However, I can also add columns. So, let
me add a column here. I will add a Yes/No
column. I'll call it Active, and let's put
the default answer to No, and I will click
on Save. Now when I create a new item,
I'll have to enter this piece of
information about what I input. So this is
metadata. We're now sending information
about the title, about the information
that we have over here. Now what about
managed metadata? Like I said before,
managed metadata is also a column;
however, it's not one of the choices that
I have here. I have to go into More. Once
I go into More, I will really have all of
the different column options that
SharePoint has to offer. So what I will do
is I will select Managed Metadata here,
and let's call it Department. I will
scroll down, and I have the option, do I
want this column to contain information,
Yes or No. Let's click on Yes. Do I want
to allow multiple values? Let's keep it at
No. And here I can see all of the
different term sets that I have at a
tenant level. So I can, for example, go
into HR TERMS into Departments where I
have all of my Departments and select this
term set. Now I'll go, I will click on OK
in order to add the column. Now when I go
create an item, let me enter a title, I'll
call it Test 1, I'll say that it's active,
and one of the advantages is I cannot just
put human and click on Enter. It will not
allow me to. So, if I start typing H, it
will already propose me options. So let's
say I start typing Finance, it will
already show me those options. So this way
you make sure that people tag metadata
with consistence, and this is managed at a
tenant level. Another option you have, and
let me go add another column, and we're
going to call, let me go into More, and
we're going to call this Country. And let
me select metadata again. Instead of using
a managed term set, I will customize my
own term set, and this is because term
sets can either be at the tenant level or
they can be at the site collection level.
So right now, I would be creating a term
set only inside of this site collection;
it would not be available anywhere else.
But it will still have the same
functionality inside this site collection,
meaning that still fill in the blanks and
still make sure that everything is
consistent across all of your different
managed metadata columns in this site that
use that term. Now that we know how
managed metadata is used inside
SharePoint, let's go back to the slides and learn how we can manage it.