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Exporting and Importing Site Collection Term Stores In SharePoint

Introduction

SharePoint Online offers a robust term store management feature that allows organizations to classify and organize their content effectively. However, managing term store groups across multiple site collections can be a daunting task, especially when consistency and synchronization are crucial. In this blog post, we'll explore how to simplify this process by exporting and importing site collection term store groups using PowerShell scripts.

Challenge of term store management in SharePoint Online

Term store groups serve as containers for organizing related term sets and terms. When dealing with multiple site collections, ensuring that the same term store groups are available across all sites becomes essential for maintaining consistency in metadata usage, searchability, and navigation.

PowerShell for exporting and importing term store groups

PowerShell provides a powerful automation solution for exporting term store groups from one site collection and importing them into another. By leveraging PowerShell scripts, administrators can streamline the process, reduce manual effort, and ensure uniformity across SharePoint Online environments.

Exporting Term Store Groups

Let's start by examining the PowerShell script to export term store groups.

# Config Variables
$SourceSiteURL = "https://sourceSite.sharepoint.com"
$TermGroupName = "Regions"
$ExportFilePath = "C:\Users\Admin\ExportedTerms.xml"

# Connect to PnP Online
Connect-PnPOnline -Url $SourceSiteURL -Interactive

#Export Term Store Group to XML
Export-PnPTermGroupToXml -Identity $TermGroupName -Out $ExportFilePath
  • Config Variables: Set the source and target site collection URLs, the name of the term group to export, and the export file path.
  • Connect to PnP Online: Establish a connection to the source SharePoint Online site collection.
  • Export Term Store Group: Utilize the Export-PnPTermGroupToXml cmdlet to export the specified term group to an XML file.

Importing Term Store Groups

Next, let's explore the PowerShell script to import term store groups.

# Config Variables
$TargetSiteURL = "https://targetSite.sharepoint.com/"
$ImportFilePath = "C:\Users\Admin\ExportedTerms.xml"

# Connect to PnP Online
Connect-PnPOnline -Url $TargetSiteURL -Interactive

# Import Term Store Group from XML
Import-PnPTermGroupFromXml -Path $ImportFilePath
  • Config Variables: Set the target site collection URL and the path to the exported XML file.
  • Connect to PnP Online: Establish a connection to the target SharePoint Online site collection.
  • Import Term Store Group: Utilize the Import-PnPTermGroupFromXml cmdlet to import the term store group from the XML file.

Conclusion

Exporting and importing site collection term store groups between SharePoint Online sites empowers administrators to maintain consistency and streamline term store management across their environments. Whether you're consolidating metadata structures, migrating content, or simply ensuring uniformity, PowerShell scripts provide a scalable and efficient solution.


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