Introduction To Term Store Management In SharePoint Online (Office 365)

In this article, we will see how to create a new Term Store in SharePoint Online. (Office 365). The Term Store for SharePoint Online is globally used terms in organization.

You can use the Term Store Management tool to create terms in a term set, or manage a term such as copy it or move it, reuse it. The purpose of Term Store is to maintain consistent data throughout our SharePoint online sites.

The SharePoint 2013 Term Store is a farm level repository of hierarchical term sets and terms used by SharePoint for both metadata and navigation.

See the below structural image of SharePoint online Term Store management.

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Let’s consider an example. Here we’re going to create a term set group S_ITDevelopement for using in a Services term set, which includes different terms such as Web Development, Microsoft Development, Android Development, iPhone Development.

Following are the steps which will help to create Term Store in SharePoint Online.

Login office 365 portal and go to SharePoint Admin Center. Then, click on term store.

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Note

Before starting to create term store, a user must have permission to create a new term set groups. Enter usernames into term store administrators section, as shown in below image.

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Let’s go to Term Store page to add a new group to the Term Store.

Create a new Term Set group

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Right click on Taxonomy_ and then click new group. In General tab, do provide details as shown in below image.
  • Group Name
    Your Group name that you want to display in the hierarchy.

  • Description
    Your Group description

  • Group Managers
    To grant group manager permission, enter your usernames, groups name, or email.

  • Contributors
    Enter usernames, group names or email for contributors permission.

    Click Save. Only people who were identified as contributors to a term set group can add terms to a closed term set in the group.
Click on Save.

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New Term set group is successfully created now.

Create new Term set

Right click on term set group which was created earlier and then, click the new term set name.

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In General tab fill out all require details. Enter new term set which will display in the hierarchy. Description for term set, Owner: enter user’s name who owns this term set, contact, stockholders etc. and click on save button.

Below image contains complete set of general information for this term set. Term sets have several tabs with its own specific activities.

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Intended use

In new term set, have different stages of settings like Term set Usage which can have the many different use cases. You can hide or display tabs at time of edit term set user will able to see it.

Available to tagging: in this term set is available to use by end users and content editors of site consuming this term set.

You can allow this term set for site navigation by selecting check box. Allow Use this Term set for Faceted Navigation to configures contextual refiners (faceted navigation).

Custom Sort

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In this you can set the option either to use default sort order according to current language or use custom sort order respectively.

Translation

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You can also add translations of these terms into multiple languages if you have turned on the working languages in the Managed Metadata setting.machine translate send the contents of this term set to be machine translated.

Create new Term

Now let's create a term for term set group.

Below are the several actions that you can take on terms that will help you build and manage term sets.
  • Create Term
  • Copy Term set
  • Reuse Terms
  • Pin Term with Children
  • Move Term set
  • Delete Term Set

Right click on term set and then click on Create Term.

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New created term will appear in General tab as default lable. You can select the language of the label for the term. Set the description which helps to ensure when to use this term.

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Great..!! Using the Term Store Management tool, you can create a new term set group, new term set, and term in SharePoint online.

Any feedback or suggestions are always welcome.
 
Happy reading!!

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