Quick Guide: Tagging Multiple Docs in SharePoint Online
SharePoint Online
Mar 22, 2024 6:00 AM

Quick Guide: Tagging Multiple Docs in SharePoint Online

by HubSite 365 about SharePoint Maven Inc

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Master SharePoint Online: Effortless Guide to Tagging Documents Efficiently

Key insights

  • Streamlining document organization in SharePoint Online through metadata tagging enhances file management and categorization.
  • Metadata acts as labels for documents, with common columns like Department, Document Type, Project Name, and Expiration Date.
  • Bulk Edit and Grid View Editing are simple methods for tagging multiple documents, enabling changes in the details pane and a spreadsheet-like interface respectively.
  • Effective tagging brings about enhanced search capabilities, improved document organization, and the potential for process automation.
  • Experimenting with these tagging strategies in SharePoint Online can significantly improve document management within teams.

Understanding SharePoint Online Tagging

SharePoint Online offers effective tools for managing documents within any organization. By implementing metadata tagging, users can streamline their file organization, making it easier to locate, manage, and classify documents in a shared workspace. This process involves assigning labels or tags to documents, which can include various types of information such as the department the document pertains to, the type of document, the project it's associated with, or its expiration date.

These tags add valuable context to files, enhancing searchability and organization. SharePoint Online provides features like Bulk Edit and Grid View Editing to facilitate the tagging of multiple documents simultaneously. This not only saves time but also opens up opportunities for automating workflows based on specific metadata. With the potential to significantly boost productivity and document management efficiency, mastering the art of tagging in SharePoint Online is an invaluable skill for teams across all departments.

Beginning to tag documents might require a bit of practice, but as users become more familiar with the process, they will quickly see the benefits of an organized, easily navigable document library. Whether you're looking to improve search functions, streamline file organization, or automate processes, effective tagging in SharePoint Online is the key to unlocking these advantages.


How to tag multiple documents in SharePoint Online: Harnessing SharePoint Online for better document management through effective metadata tagging. Tags add crucial context, making files easier to find and manage within a shared workspace. Here's how to tag multiple documents efficiently.

Understanding Metadata

Think of metadata as informative labels for your documents. Key metadata columns in libraries include Department, Document Type, Project Name, and Expiration Date. This organization aids in managing document lifecycles effectively.

Methods for Tagging Multiple Documents

  • Bulk Edit: Use the details pane to apply tags to selected documents.
  • Grid View Editing: Use a spreadsheet-like interface for quick tagging.

These methods streamline the tagging process, making it simple to manage files in bulk.

Benefits of Effective Tagging

  • Enhanced Search: Makes finding documents effortless.
  • Improved Organization: Allows for easy sorting and filtering of documents.
  • Automation Potential: Enables process or workflow automation based on tags.

Effective tagging enriches document management, facilitating a more organized and efficient workspace.

Start tagging documents in your SharePoint Online environment today. With practice, this skill vastly improves document management for your team. As a Microsoft expert, I'm here to assist with any questions on SharePoint Online or other Microsoft technologies.

More on SharePoint Online

At its core, SharePoint Online is a powerful tool for enhancing collaboration and document management within organizations. Its ability to store, share, and manage documents in a centralized location makes it indispensable for teams across various departments. The platform's versatility in managing documents through metadata tagging cannot be overstated. This functionality not only streamlines the searchability and organization of documents but also opens avenues for automation, ultimately boosting workflow efficiency. By mastering the art of tagging and leveraging SharePoint Online's full capabilities, businesses can achieve a more organized, efficient, and collaborative workspace. This, in turn, promotes better project management, team coherence, and productivity, solidifying SharePoint Online as a key player in digital workplace solutions.

People also ask

"How do I bulk tag in SharePoint?"

Bulk tagging in SharePoint Online can be achieved through certain steps that allow for efficient organization and categorization of documents.

"Is there a way to tag documents in SharePoint?"

To tag documents in SharePoint, the process involves selecting the file and utilizing the Grid View for an effective tagging approach.

"How do I select multiple documents in SharePoint?"

Multiple documents can be selected in SharePoint by utilizing the Shift key. This is done by clicking on the first file, holding the Shift key, and then clicking on the last file to select a range of documents effortlessly.

"How do I add tags to a list in SharePoint?"

In order to add tags to a list in SharePoint, one must log into SharePoint, navigate to the desired library, select the documents through the checkboxes next to the document names, and make use of the “Tags and Notes” ribbon tab. Here, tags can be added by typing them into the designated “Tags” field.


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