SharePoint: Bulk-Import Term Store Terms

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Expert Microsoft guide to bulk import CSV into SharePoint Term Store for consistent metadata and taxonomy

Key insights

Term Store and bulk import: The Term Store is SharePoint’s central place for managed metadata.
Use bulk import when you need to add many tags or build hierarchies quickly instead of typing terms one by one.
CSV template and SKOS: Microsoft provides a sample CSV template for most cases and supports SKOS for more complex taxonomies.
Choose CSV for simple hierarchies and SKOS when you need richer semantic structure.
Required columns and hierarchies: Fill the CSV with at least the Term Set Name, “Available for Tagging”, and term names.
Define hierarchy levels using Level 1, Level 2, etc., so parent-child relationships import correctly.
Import process and Term Group: Download the sample CSV, populate it, then use the Term Store management tool to import into a selected Term Group.
Validate the file and choose the correct term group before importing.
Limitations and illegal characters: A CSV can contain only one term set and you can’t re-import a CSV to append to an existing term set.
Avoid illegal characters and follow the template format to prevent import errors.
Benefits and test import: Bulk import saves time, enforces consistent metadata, and scales to thousands of terms.
Best practice: run a small test import first, then import the full file once results look correct.

Overview: Video Breakdown by SharePoint Maven Inc

The YouTube video from SharePoint Maven Inc offers a practical walkthrough on how to bulk import terms into the Term Store in SharePoint. It aims to help administrators avoid manual entry when they need to create hundreds or thousands of tags, and therefore focuses on a CSV-based workflow that Microsoft provides. The presenter clearly timestamps each section, guiding viewers from template download to final import and a short troubleshooting segment. Consequently, the video serves both beginners and experienced administrators who need a faster way to manage metadata at scale.

Moreover, the video stresses the value of planning a taxonomy before starting the import, because poorly organized terms can create more work later on. It covers practical steps such as where to get Microsoft’s sample CSV, how to populate required columns, and how to represent hierarchies using level columns. The presenter also dedicates time to limitations and common gotchas, which helps set realistic expectations. Therefore, readers can use the video as a single reference to move from theory to execution.

What the Video Demonstrates

First, the video explains the purpose of the Term Store and when bulk import makes sense, especially for large taxonomies like locations or project identifiers. Next, it shows how to download Microsoft’s sample CSV template and then walks through populating key fields such as Term Set Name and Available for Tagging. The presenter also demonstrates how to express hierarchy with Level 1, Level 2, and subsequent columns so nested terms import correctly. As a result, viewers can see a concrete example of a properly formatted file before attempting their own imports.

Then the tutorial proceeds to the import step inside the Term Store management tool, highlighting the selection of the target term group and confirming the uploaded file. It closes by showing the limitations: only one term set per CSV, inability to append to an existing term set via re-import, and constraints around certain illegal characters. These points prepare administrators to troubleshoot, because understanding the process reduces the risk of failed imports or inconsistent metadata.

How-to Summary: Practical Steps

Start by downloading Microsoft’s sample CSV template and then plan your taxonomy to decide term names, hierarchy levels, and whether terms should be available for tagging. Next, fill required columns carefully and use separate columns for each hierarchy level so SharePoint reads the relationships correctly. After that, upload the prepared file to a chosen term group in the Term Store management tool and monitor any import errors that the tool reports back.

Importantly, the video recommends testing with a small sample file before sending a large upload, because early tests reveal formatting issues and illegal characters without risking the full taxonomy. Additionally, the presenter suggests keeping backup copies of your metadata files and documenting the mapping, which helps when multiple people manage taxonomy. Therefore, a staged approach—test, import small, validate, then import large—reduces operational risk and saves time overall.

Benefits and Tradeoffs

Bulk import clearly improves efficiency and ensures more consistent metadata, which benefits search, filtering, and governance across the organization. On the other hand, speed comes with tradeoffs: a single bulk import can propagate errors widely if the CSV contains mistakes, and the inability to append to an existing term set forces planning around updates. Thus, organizations must balance the desire for rapid onboarding of terms with the need for careful validation and governance.

Furthermore, while CSV is straightforward for many scenarios, the video notes that SKOS can better handle more complex taxonomies and multilingual needs, though it also adds complexity to the workflow. Therefore, choosing between CSV and SKOS involves weighing ease of use against the need for advanced features like multi-language labels or richer semantic relationships. In practice, teams should match the format to the complexity of their taxonomy and their capacity to manage that complexity.

Limitations and Common Challenges

The video highlights several practical limitations, such as the single-term-set-per-CSV restriction and the fact that you cannot re-import to append terms to an existing set. These constraints mean administrators must either plan complete imports or perform careful merges offline before importing. Additionally, illegal characters and formatting mistakes often cause import failures, which is why the presenter emphasizes strict adherence to the template columns and validated sample uploads.

Another challenge is governance: without clear ownership and validation steps, different teams might upload conflicting terms or inconsistent naming conventions, undermining the value of centralized metadata. The presenter therefore recommends establishing a taxonomy owner and a review process that includes small tests and organizational sign-off before large-scale imports. Consequently, sound governance and a disciplined workflow are essential to avoid costly cleanup later.

Recommendations for Practitioners

In short, the video by SharePoint Maven Inc recommends a staged, tested approach: plan the taxonomy, use Microsoft’s template, test small imports, and then scale up once formatting and governance are validated. For complex or multilingual taxonomies, consider whether SKOS and additional tooling are necessary, but weigh that against the added complexity and management overhead. By following these steps, teams can gain the benefits of consistency and scale while minimizing the common risks associated with bulk imports.

Ultimately, the video provides a clear, practical guide that balances technical steps with governance advice, and therefore serves as a useful resource for anyone charged with managing metadata in SharePoint. Viewers will leave better prepared to import terms safely and efficiently, while also understanding the tradeoffs and challenges that come with different approaches.