All Content
Timespan
explore our new search
Differences Between Lookup Column & Managed Metadata Column
Image Source: Shutterstock.com /new_publishers(a693199c-4179-ec11-8d21-6045bd8e0e82)
SharePoint Online
Oct 20, 2022 9:01 AM

Differences Between Lookup Column & Managed Metadata Column

by HubSite 365 about SharePoint Maven Inc

I help organizations to unlock the power of SharePoint

Pro UserSharePoint Online

Lookup vs Managed Metadata column: Discover the differences, pros, and cons in SharePoint navigation to enhance your Microsoft expertise.

Look-up Column vs. Managed Metadata Column: A Closer Look

In the ever-evolving landscape of SharePoint Online, a pivotal question often raised by users pertains to the practical choice between the Lookup column and the Managed Metadata column. With recent improvements in the user experience for the Lookup column, this query has gained further momentum. Here, we aim to provide a comparative analysis of these two column types, conferring the pros and cons of each.

Choosing between these two column types essentially hinging on two crucial factors:

  • Are the metadata values intended for use across multiple sites?
  • Is there a need to display other pieces of information from the connected list?
[p>Further scrutinizing these two options will unearth more pros and cons to facilitate informed decision-making.

If the metadata needs to be accessible across multiple sites, using the Term Store Metadata, another name for Managed Metadata, is advised. On the other hand, the Lookup column makes more sense if there's a need to display other information from the linked list. In the case you replied 'Yes' to both queries, the pros and cons of each would need to be weighed, as both things cannot be achieved simultaneously.

At its core, Lookup Columns grant users the ability to link diverse lists using a common piece of metadata (column). Imagine you have a list of client names and respective contacts for each client. These two could be linked using a common column (Client Name), thereby facilitating access to Client Name information from the Contacts List. Recent user interface enhancement has extended much-needed efficacy and user-friendliness to the Lookup column.

Gleaning some shining points of Lookup Columns reveal usability, easy management, allowance for display of information from the associated list or library, and no requisite for Term Store access.

However, Lookup Columns do exhibit some limitations. It remains confined to the site where the lists were established and cannot be reused across other sites. Further, it lacks numerous benefits offered by its Managed Metadata counterpart.

Shifting gears to Managed Metadata, or Term Store, it refers to metadata capable of being utilized and reused across multiple sites on a tenant. The metadata is stored within the Term Store.

The advantages of Managed Metadata include features such as type-ahead functionality, ability to establish term set hierarchies, option to set up synonyms, multiple language support, robust security, import capability of terms, and a swift term renaming functionality.

However, not without its shortcomings, the Managed Metadata column (in this context) only allows storage of term values, a stark contrast to the Lookup Columns that facilitate storage of tables of information.

Further Understanding SharePoint Metadata

Gaining clarity on information organization through columns - Lookup or Managed Metadata, provides a stepping stone to a more streamlined SharePoint Online experience. Remember, the essence lies not in the superior option, but in the one that seamlessly blends with your requirements. Exploring more on the topic could be done here: SharePoint Online Further Information.

Read the full article Lookup column vs. Managed Metadata column

SharePoint Online - Differences Between Lookup Column & Managed Metadata Column

Learn about Lookup column vs. Managed Metadata column

In this blog post, we'll delve deeper into the topic of Lookup column versus Managed Metadata column in SharePoint Online. This is a key topic for those needing to decide the most optimal way to store and organize data on Microsoft's popular cloud-based platform.

We'll start by giving context to the decision. At a fundamental level, it boils down to two primary considerations. Firstly, do you want the metadata values to be accessible across multiple sites? Secondly, do you need to display additional data from the connected list?

Moving ahead, if you answered 'yes' to the first question, a Term Store Metadata solution is recommended. This platform feature, otherwise known as managed metadata, would meet that requirement. Meanwhile, if you require additional related data display, a Lookup column would be more appropriate. Remember, though, you can’t have both characteristics in one solution.

Now, let's go into the specifics of each solution. Starting with the Lookup Columns, they conveniently allow linking multiple lists via a common metadata (column). An example could be having a list of Client names and a contacts list for each client, which could be linked together using the common data - the Client Name. Besides, Lookup columns have seen recent user interface improvements making them more efficient and user-friendly.

The Lookup columns have several clear advantages:

  • They are easy to manage.
  • They are accessible to site members.
  • They don't necessitate access to Term Store.
  • They permit pulling in and displaying additional data from the connected list.

However, the Lookup columns have certain limitations as well. They are local to the site where lists have been created and can't be reused on other sites. Moreover, they lack many of Microsoft's Managed Metadata column's benefits.

Turning towards the Managed Metadata, we're discussing metadata that can be applied and reused across multiple sites within a tenant and stored in the Term Store. These columns have several distinct advantages:

  • They possess type-ahead functionality.
  • They support establishing synonyms.
  • They allow creating term set hierarchies.
  • They support multiple languages.
  • They provide security.
  • They enable terms import.
  • They permit quick renaming of terms.

However, the Managed metadata also has drawbacks. In this context, the sole disadvantage is that it only permits storing term values. Unlike Lookup columns, it does not allow associated table information storage.

In conclusion, both Lookup and Managed Metadata columns have their pros and cons, and the choice between the two would depend on specific user requirements. Understanding these details will help you make an informed decision, thus ensuring you reap the most benefit from your SharePoint Online infrastructure.

More links on about Lookup column vs. Managed Metadata column

Managed Metadata versus Lookup columns
Oct 19, 2021 — A lookup column is a metadata column that gets its data from another list in the same site. Before you start creating the column it's always a ...
Lookup column vs. Managed Metadata column
Dec 9, 2022 — Lookup Columns essentially allow you to link multiple lists based on the same piece of metadata (column). For example, you have a list of Client ...

Keywords

lookup column, managed metadata, SharePoint columns, metadata comparison, SharePoint lookup, column vs metadata, SharePoint metadata, metadata column management, lookup column benefits, managed metadata advantages