In this lesson, you’ll learn how to:
- Assign or edit metadata for your documents in SharePoint Online
- Use the Details Pane to tag a single document with metadata
- Use Grid View to quickly edit metadata across multiple documents
- Bulk edit metadata for several documents at once using the Details Pane
- Understand when and how metadata fields apply to one or many items
By the end, you’ll be able to confidently organize your SharePoint files using metadata—making documents easier to find, manage, and sort.
Transcript
Welcome to our SharePoint online tutorial. Today, we’ll be exploring how to edit or assign metadata to your documents. We’ll cover three main methods: tagging a single document with the details pane, editing in grid view, and bulk editing multiple documents with the details pane. Let’s get started. Let’s look at how to tag a single document using the details pane.
Click on the document you want to tag. There are two ways to enter the information. You can click on required info and the details screen will open, or you can click on the ellipsis and click on details. In the details pane, you’ll see fields for the metadata. Click on the field you want to edit and enter the new information.
Click off of the field and your changes will be automatically saved. And that’s it. You’ve successfully tagged your document. Next, let’s edit metadata in grid view. This method is great for editing multiple documents quickly.
Select edit in grid view. Click on the cell corresponding to the metadata field you want to edit. You can type directly into the cell or select from a drop down if available. In the case of a date field, click twice and a calendar will open. Select the date and then we’ll just change the year.
When you’re done, click exit grid view to save your changes. Editing in grid view makes it easy to update multiple documents at once. Finally, let’s bulk edit metadata for multiple documents using the details pane. Select all the documents you want to edit. Click on the properties button to open the details pane.
Here you’ll see that you are about to edit five items at once. There are two metadata fields showing. The first one is location. If we edit this field, we’ll be changing the location on all five documents. We don’t want to do that so we’ll leave that one as is.
Click in the document next review date field and select the date you want. The date you enter will apply to all selected documents. Click on save. Bulk editing Whether you are tagging a single document, editing in grid view, Whether you’re tagging a single document, editing in grid view or bulk editing multiple documents, SharePoint makes it easy to manage your metadata. Thanks for watching and happy tagging.