How to add metadata to a folder in SharePoint

Metadata in SharePoint is a great way to use data to provide information about other relevant data. For instance, information in a document such as titles and subtitles can be used to create structural metadata in a file listing on SharePoint. However, this privilege is native to files on SharePoint — it’s quite complex to assign to folders within your SharePoint site.  If you try to tag a folder in SharePoint, you won’t be able to assign the metadata information. However, there are a few constructive methods if you do want to assign metadata to folders, and in this blog, we will be talking about them. When you try to tag a file in a document library with custom metadata columns, you’ll get a document information panel where you may add metadata to the file. The same cannot be established when you try to assign the metadata tags to a folder. Follow the steps below to see how you can assign Metadata tags to files.

Step by step process – How to add metadata to a folder in SharePoint?

  • First sign in to Office 365.
  • Use the app launcher and navigate to “SharePoint”, and click on it.
  • In SharePoint go to the Site where your files are located.
  • In the menu bar click on “Documents”.
  • Click on the specific folder within your document library.
  • Now click on “Settings”(Gear icon).
  • Here click on “Library settings”.
  • Now click on “Advanced settings”.
  • Here set “Allow management of content types” to “yes”.
  • Set the “Make “New folder” command available” to “no”.
  • Then click on “OK”.
  • In the document setting panel a new row called “Content types” will be added, here click on “Add from existing site content types”.
  • Select a custom folder type, preferably the one assigned to the document library.
  • Adjust certain properties of the view setting to ensure folder-level columns are displayed in a view.
  • Now go to the document library and click “New”.
  • and select the “Custom Folder Content Type” from the drop-down.
  • Now assign it a folder name + metadata for the folder. Click Save.

You will need to have a defined document library with file-based content correctly organized to ensure the indexed profile generates a sufficient and accurate metadata reference tag for the associated folder.

Despite the fact that SharePoint is generally advertised as a collaboration tool, I am aware of at least a few businesses that utilize SharePoint and its document libraries to replace traditional file servers. The concept is that SharePoint has a user-friendly interface and indexing features that make it simple for users to discover the files they require.

More information about SharePoint Metatags

When a user uploads a document to a SharePoint document library, some information is automatically generated. Metadata tags are used to categorize and edit files within a document library, rather than actual folders. For example, metadata tags may be used to categorize and manipulate an Excel spreadsheet within a document library. When you do so, the right-hand pane of the screen reveals some of the document’s metadata, such as the file type, most recent modification date, and file size.

The default information is a solid start, but by attaching new metadata that better defines the document, you may considerably improve a user’s ability to discover the documents they need. However, you must strike a balance by requesting just enough metadata from the user to increase the document’s searchability without burdening the data with too much metadata. Otherwise, users may fill metadata sections with irrelevant data in order to avoid a time-consuming and unpleasant process.

The main summary point is that you must consider carefully which meta will be most beneficial to users inside the company. Asking consumers what sort of search information would make it simpler for them to discover documents is a smart place to start.

The choices that you are presented with when creating a custom metadata field vary based on the metadata type that you have chosen. For instance, if users go with a single-line-of-text option in this particular example. In most cases, this will prompt users to give the new metadata column a name, a description of the column’s purpose, and the metadata type. There’s also the option of setting a default value.

In depth step by step process – How to add metadata to a folder in SharePoint?

Step by step breakdown:

  • First sign into Office 365.

Use your account details or if you have a current Skype account with the Office account in question, you can use this.

  • Use the app launcher and navigate to “SharePoint”, and click on it.

You can access the SharePoint application however this is for individuals who only have a SharePoint plan, A larger group of individuals have SharePoint in Office 365.

  • In SharePoint go to the Site where your files are located.
  • In the menu bar click on “Documents”.

A document library is a safe storage location for files that you and your coworkers can quickly locate, collaborate on, and access from any device at any time. For example, a document library on a SharePoint site can be used to hold all materials relevant to a given project or customer.

  • Here click on “Library settings”.
  • Now click on “Advanced settings”.
  • Here set “Allow management of content types” to “yes”.

You need to allow for content types to have the management feature enabled to ensure the 

metadata source which is the content within the document folders, consistent indexing.

  • Set the “Make “New folder” command available” to “no”.
  • Then click on “OK”.
  • In the document setting panel a new row called “Content types” will be added, here click on “Add from existing site content types”.
  • Select a custom folder type, preferably the one assigned to the document library.
  • Adjust certain properties of the view setting to ensure folder-level columns are displayed in a view.
  • Now go to the document library and click “New”.
  • and select the “Custom Folder Content Type” from the drop-down.
  • Now assign it a folder name + metadata for the folder. Click Save.

That’s it for this Blog thank you for taking time out to read our content, please feel free to email our team about how it went if you followed the steps or if you need more help with the questions we answered in this Blog.

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Saajid Gangat

Saajid Gangat has been a researcher and content writer at Business Tech Planet since 2021. Saajid is a tech-savvy writer with expertise in web and graphic design and has extensive knowledge of Microsoft 365, Adobe, Shopify, WordPress, Wix, Squarespace, and more! You can connect with Saajid on Linkedin.

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