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How do you change the term set for Enterprise keywords?

Anonymous
2025-05-30T08:12:27+00:00

I have a SharePoint library in a multitenant environment and want to use Enterprise keywords but I don't want the keywords to be stored in the system keywords term set. Instead I want to configure enterprise keywords to use a specific term set. Please give details on how I can do this. I have tried editing the enterprise keywords column settings but although it lets me save the change it reverts back to keywords term set in system term group

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  1. Anonymous
    2025-05-30T10:01:54+00:00

    Dear Sue Kondakor,  

    Thank you for reaching out to the Microsoft Community. 

    To assist you with your concern, I would like to recommend you accomplish your objective by creating a Managed Metadata column linked to a custom term set. 

    Here are some steps you can following: 

    1. Create a Custom Term Set:
    • In SharePoint Admin Center -> Content Services -> Select Term Store
    • In the tree-view pane -> Create a new term group or select an existing one which you want to add a term
    • Select Add term to create a new term set within the group.
    • Add your desired terms to the new term set.
    • Choose the term set type:

    Open: Permits users to add new terms while tagging 

    Closed: Limits users to predefined terms for stricter control 

    => Save your changes. 

    For reference: Create and manage terms in a term set - SharePoint in Microsoft 365 | Microsoft Learn 

    1. Map a Managed Metadata Column to your new term set:
    • Navigate to your SharePoint Online document library where you want to create a new Managed metadata column -> Click Library Settings
    • Under Columns -> click Add Column -> Name the column
    • Select Managed Metadata as the column type.
    • Under Term Set Settings -> select your new term set that you created.
    • Adjust settings as needed:

    Allow multiple values: Enable if users should apply multiple tags.  

    Allow fill-in choices: Enable if users can add new terms (only for open term sets).  

    => Click OK to save. 

    For reference: Create a Managed Metadata column - Microsoft Support 

    1. Disable or Hide Enterprise Keywords:
    • If the Enterprise Keywords column is no longer needed: Go to Library Settings -> Enterprise Metadata and Keywords Settings -> Uncheck Add an Enterprise Keywords column to this list and enable Keyword synchronization
    • Or you can hide the Enterprise Keywords column by going to the library view settings and remove the Enterprise Keywords column from the view.

    For reference: Add an enterprise keywords column to a list or library - Microsoft Support 

    I hope you find this information useful. Whenever you're ready, feel free to share the details, please don't hesitate to get in touch.  

    Best regards!  

    Julie-Hu - MSFT | Microsoft Community Support Specialist

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