Tagging in SharePoint – Insider Tips You Need to Know

Tagging in SharePoint helps you to easily remember and classify important content on your site. When you use tags in SharePoint sites, you enable users to easily connect with different related information in your website. Tags can be specified to help users to navigate a site and also search for information by typing the tags keywords on the search box of a site. With tags you can receive important updates of your website, when users add pages and documents.

Why Tags are used in SharePoint

  • Tags are used to share and learn new information about a relevant topic
  • They help a company employees to maintain professional contacts with different teams
  • They help people working in different locales to easily learn more about each other.
  • Tags enables different site users to discover potential mentors with different knowledge
  • They help site users to discover other people with similar interest
  • Help people to discover helpful content pages or posts

For example if you have a SharePoint site that deals with Computers, you can add a tag like “Latest Computer News” to keep track on all the content that you would like to remember or share with your users. When you create so many tags in your site, they are added to a list that is called a “Tag Cloud”. People use the Tag Cloud to sort out and arrange tags alphabetically, and also how often they are used. If you website contains a lot of content, you can use the News-feed of your site to discover new tags that have been added by your colleagues. You can also visit your sit users profile to check on recent tags that have been added.

How to Connect with People Using Tags in SharePoint

On SharePoint user profile, you can connect with other people by simply using your tags.

_To connect with different user profiles by using tags follow these steps.

1. On your colleagues profile click on “tags”
2. If you can’t locate the tag link on the profile, go to the “Activities-For” located at the right side of your screen and click on it.
3. You will find the tags names under the “Activities-For-Tags”

  • If you want to see all related activities in your News-feed. Locate “Get-Connected” options on your screen and click on “Follow_This_Tag_In_My_News-feed”
  • If you want to add some popular tags to the “Ask_Me_About” section of your profile, Click on “Add-To” , Ask_Me_About in your profile. When you add tags to your Ask-Me-About section of your profile, you allow people to easily ask questions of different subjects.
  • Sometimes you may want to find people that have similar interests on your site. To perform this, locate “Get_Connected” and click on “View-People-Who-Are-Following-This-Tag”
  • If you would like to add some notes on the Tags profile, click on the boxes under the “Noted-Board”, type your desired text and click on the post option.

How to View Your Tags for Pages and Documents on Your SharePoint Site

When using tagging in SharePoint, most people get confused and unable to relocate their recently used tags. With some good understanding on how SharePoint operates, you can easily group your tags in an alphabetic order that is easy to use. SharePoint allows you to arrange tags on how often you use them and also in an alphabetic order.

In case you are unable to view your tags do the following:

1.  Click on “My-profile” on your SharePoint page if you are at someones else profile.
2.  Click on the “Notes and Tags” options displayed on your screen. You will see a list of tags appear on the left side of your screen while activities, notes and tags are displayed on the right side of your screen.
3.  To change how tags are displayed on your SharePoint site choose either “By size or “Alphabetically order” under the “Refine-By-Tag” options displayed on your screen.
4.  If you prefer “alphabetically” click on it’s box and enable tags to display in an Alphabetic order.

To change or view how Activities’ are displayed on your SharePoint site do the following steps

1. Under the “refine_by_type” click on tags to see all activities that are related to specific tags in your site.
2. Under the “Redefine-By-Type” click on “Public” to view all your public tags
3.Still, on The “Redefine-By-Type” Click on “Private” to see all your tags that are private to you
4. If you would like to view all activities for particular months, click on the “Activities-For-month”

Tagging in SharePoint – Insider Tips You Need to Know

Just like other content management systems, SharePoint allows you to add related tags on your content posts and pages published in your site. If you have documents, posts and pages that you would like to easily remember, use tags to group them. When use tagging in your SharePoint site, you improve search the search results that are displayed when you search different keywords related to a particular content of a page.

There are very many ways that you can easily add tags to your content. When viewing different content on your SharePoint site, use buttons to easily apply notes and tags to your content. SharePoint offers you some suggestions, when you type tags keywords that someone else has used before in your site. If you want to re-use a particular tag, type it on the tag box and accept it without necessarily typing the whole words.

How to View Tags in Your SharePoint Site

Your site tags are usually organized and stored in a “Tag Cloud” that can be easily browsed in many ways. Depending on your Tags settings, the tags that you often use most appear in large characters than the lest of tags. This setting allows one to easily view commonly used tags without necessarily having to navigate hundreds of Tag sections in a site. Once you click a particular tag in a “Tag-Cloud” you are able to see all the activities that are associated with it. Tags do not have a limitation on the number of activities that can be associated with them.

How to Delete Tags in Your SharePoint Site

For some reasons, you may might want to delete unused tags or irrelevant tags that don’t make sense. To delete a tag, simply click on it and choose the “delete” action to delete all content and activities shown on it’s list. Refresh your web browser to check whether the tag has been completely removed from your site.

Once you learn all the concepts of tagging in SharePoint, you can easily manage your site and build good user interface that will allow visitors or users to easily navigate your site.

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Marissa Hart is the Lead Author & Editor ShareMe. ShareMe is a blog focused on SharePoint Online. SharePoint Online delivers the powerful features of SharePoint without the associated overhead of managing the infrastructure.