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JamesPhilbey-0954 avatar image
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JamesPhilbey-0954 asked JamesPhilbey-0954 commented

Is there a way to set up default metadata fields such as tags, categories, company to use managed metadata/term store?

Hi
I have noticed if I go to save an office document to sharepoint in the info field there are properties such as tags, categories, subject, company etc. These seem to be default metadata fields? I want users in my team to be able to use these but using a set of tags already created ie managed metadata or a term storm. Is this possible?

I have seen i can create my own custom columns with managed metadata but I find that these custom columns don't appear when creating a new document and requires the document to be open a closed a few times to use which clearly not practical when trying to persuade users to use metadata, therefore would prefer if it can use the default Property fields.

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EchoDu-MSFT avatar image
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EchoDu-MSFT answered JamesPhilbey-0954 commented

Hello @jamesphilbey-0954 ,

Welcome to Q&A Forum!

According to my research, we cannot add custom columns in SharePoint to the Word properties panel.

Here is a workaround to add custom columns in SharePoint to the document:

1.Go to the Site Settings page as an admin, and create custom Site columns. For example: In my test, I create Training ID(Single line of text) and Training Type(Choice) column

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2.Go back the Site settings page, and create custom Site Content type. Eg: In my test, I create Training Document content type

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3.Add custom Site columns to Site Content type

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4.Navigation to the Document library as an admin, Library settings >> Advanced settings >> Enbale "Allow management of content types" option

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5.Go back Library Settings page, scroll to the Content Types section, click "Add from existing site content types" to add custom Site Content Type

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6.Create a Traing Document file and open it in Office app

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7.Add custom columns to the document and rename this document. Make this document as a template. Eg. In my test, this document template named "Training-Document-Template.docx"

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8.Go back Library Settings page, scroll to the Content Types and select the custom Site Content Type.

9.On the Content Type page, Advanced settings >> entry the URL of document template, in this format: http://[the-url-of-your-document-library]/Training-Document-Template.docx

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10.On the Library Settings page, scroll to the Views section, check the columns you want to display

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11.Here is my test:

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Thanks,
Echo Du
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Hi @jamesphilbey-0954 ,

Is there anything else I can help with regarding this issue?

You can comment us at any time and we will continue to follow up.

Thanks,
Echo Du

0 Votes 0 ·

Hi @jamesphilbey-0954 ,

Would you tell me whether your issue has been resolved or have any update?
I am looking forward to your reply.

Have a nice day!

Thanks,
Echo Du

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Hi
Thank you for the detailed reply however, I am aware how to create the custom columns and actually find the term store feature a better way for them.
My question is two fold:
1. Can I apply managed datasets/term stores to the default tagging fields so that for office documents they can easily be tagged from within the office app itself. For example in the picture below there are fields called tags, subject, company - i want these default fields to have managed data sets or link to a term store so I can control what users are inputting:


![141624-image.png][2]

  1. If the above is not possible. I have noticed that custom fields will appear in the section from the screenshot above (despite you saying your research says otherwise I can confirm they definitely do), however it generally involves waiting some minutes and sometimes having to open and close the document multiple times. Is there a way to get it to happen instantly or open saving for example? Here is a screenshot showing the custom fields:
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Hi @jamesphilbey-0954 ,

Thanks for your reply.

Core document properties are those that are common to all Office applications. SharePoint includes the following columns that are mapped to these core document properties:

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Please following steps:

1.Sign in the Document library as site admin

2.Library settings >> (Columns) Add from existing site columns

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3.On the Add Columns from Site Columns page, add [Subject] and [Keywords] column in the "Available site columns" List

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4.[Subject] and [Keywords] column will be displayed on the Document library default view.

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5.You can edit the document properties and save.

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6.Then, you can re-upload this file to the Document library.

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7.You will see Tags and Subject will mapping to [Subject] and [Keywords]. Of course, if you modify the values of [Subject] and [Keywords] , these values will also be mapped to Tags and Subject.

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Thanks,
Echo Du



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Hi
Thank you for this but is it possible to assign it to managed metadata to a default column? In the screenshot below you can see some custom columns I created that are linked to managed metadata, but I would like the Categories Column to be managed metadata as well?

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PauldeJong-6993 avatar image
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PauldeJong-6993 answered

You can use the property promotion and mapping capabilities for Office files. For non-Office files such as msg, PDF, zip, jpg, ... this will not work OOTB.

There are external apps that provide this capability irrespective of the file format. They allow you to set metadata (e.g. project number) and extract properties from files (GPS location photo, keyword PDF, ...) and capture them into SharePoint columns. For example,
142320-exploreruploadoverview-2labels.png

So if you only have to cater for Office files then problem solved. If not, use manual instructions or use tools.

Paul | SLIM Applications



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