SharePoint Term Store: Custom Sort Tips

Key insights

• Term Store — The central SharePoint area where you manage taxonomy and terms.
  Access it from the SharePoint Admin Center to view term groups and term sets.
• Term Set — A collection of related terms used for metadata.
  Open a Term Set and change its sorting mode to control how terms appear in dropdowns.
• Custom Sort Order — Switch a Term Set from alphabetical to custom sorting to define a precise order.
  This gives you full control over the sequence users see in metadata fields.
• Drag-and-drop — Reorder terms directly in the Term Store by dragging them or using move up/down commands.
  Save changes so lists and dropdowns reflect the new order immediately.
• Metadata dropdowns — Sorted terms improve form clarity and reduce user confusion.
  Logical lists make it faster for users to find and select the right term.
• Usability & Adoption — Consistent, well-ordered terms boost metadata accuracy and adoption.
  Apply a clear sort policy, test it with users, and keep governance in sync with business needs.

Overview of the Video and Its Purpose

The YouTube video by SharePoint Maven Inc explains how to take control of the SharePoint Term Store by manually sorting terms rather than relying on the default alphabetical order. In clear, step-by-step fashion, the presenter shows administrators how to change a Term Set to a Custom Sort Order and then rearrange terms using drag-and-drop or move up/down controls. As a result, metadata dropdowns can appear in a more logical and user-friendly order, which the video argues improves usability and fosters consistent metadata adoption across sites. This coverage builds on a companion blog post referenced by the author, though no external links are included here.

What the Walkthrough Covers

First, the video demonstrates how to open the SharePoint Admin Center and navigate to the Term Store management interface. Next, it shows how to switch a particular Term Set from the default alphabetical sorting to a Custom Sort Order. Then, the presenter demonstrates the practical actions of dragging terms into the desired sequence and using move up or move down controls for finer adjustments. Consequently, viewers can replicate these actions to control the order that users see in metadata pickers across lists and libraries.

Why Manual Sorting Matters

Sorting isn't merely cosmetic; it shapes how people find and select metadata in day-to-day tasks. When common or important terms appear at the top of a dropdown, users make faster and more consistent choices, which boosts data quality and compliance. Moreover, logical groupings and intentional order help new or occasional users who might otherwise be confused by strict alphabetical listings that mix unrelated items. Therefore, manual sorting can play a direct role in raising metadata adoption and reducing training time.

Tradeoffs Between Manual and Automated Approaches

However, manual sorting comes with tradeoffs that organizations must weigh carefully. On one hand, manual control gives precision and context-sensitive ordering that automated alphabetical lists cannot provide. On the other hand, it introduces ongoing maintenance tasks: lists with many terms or frequent updates require someone to adjust orderings, which consumes time and can introduce inconsistency if different administrators apply different rules.

Challenges and Scalability Concerns

As taxonomies grow, maintaining a manually sorted Term Set becomes harder, especially in multi-language environments where translations change ordering expectations. Additionally, distributed teams may need permissions to edit term order, which raises governance questions about who can change corporate metadata. For very large term stores, manual management can also increase the risk of human error and slow down processes, so organizations must balance precision against operational overhead.

Practical Recommendations for Governance

To address those challenges, the video implies several practical approaches that organizations should consider. First, define clear ownership for each Term Set and create simple rules about when to use manual sorting versus automated rules. Second, combine manual ordering for high-value term sets with automation for large, rapidly changing lists to limit maintenance burden while keeping important lists curated.

Operational Best Practices

Additionally, implement change-control processes and version notes so teams understand why orderings change and can revert if needed. Train content owners on the impact of term order on usability and show them the exact drag-and-drop steps demonstrated in the video, which makes adoption smoother. Finally, schedule periodic reviews of critical Term Sets so that sorting reflects current business priorities rather than historical choices.

Balancing Usability and Maintainability

Ultimately, the choice between manual and automated sorting is about balancing user experience with maintainability. While manual sorting improves clarity and can encourage consistent metadata usage, it also requires governance and resources to keep taxonomies healthy. Therefore, organizations should prioritize manual control for core lists that directly affect business workflows and lean on automated approaches where scale or volatility makes manual work impractical.

Conclusion and Next Steps

The SharePoint Maven Inc video offers a practical and actionable guide for administrators who want to make metadata easier to use by sorting terms intentionally. It makes a convincing case that small investments in ordering can yield improved data quality and user satisfaction, while also warning that consistent governance is essential to avoid chaos. For teams considering this change, the sensible path is a hybrid approach: apply manual sorting where it truly matters and adopt policies and reviews to keep those sorted lists accurate and useful.

Keywords

Term Store management, SharePoint term store, sort SharePoint terms, managed metadata sorting, term set organization, taxonomy best practices, metadata navigation SharePoint, enterprise taxonomy management