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Tagging and SharePoint 2010

As more people assign the same tags, tags become a way to navigate to similar content. The Tags and Notes group on the SharePoint 2010 Ribbon has two buttons that let you tag items. Tags are keywords that you assign to content.

Tagging pages to share with others is social bookmarking, and it’s very popular on the web. If you’ve ever used a site like Delicious, you already know how social bookmarking works.

The two buttons you can use to tag items are

  • The I Like It button is a single-click way to tag items you like; think of this as a recommendation, viewable to others.

  • The Tag & Notes button lets you type your own tag keywords, so you can mark content with terms that are meaningful to you. This button also lets you access the Note Board, which you can use to leave publicly viewable comments on a document or page.

Your company can add more buttons to the Ribbon that map to other specific tags.

The emphasis is on keyword in tagging. SharePoint doesn’t prevent you from typing longer tags, but you should use and train others to use, single words or very short phrases as tags. Otherwise, you defeat the purpose in using tagging as a fast, concise way to categorize information. If you need to make longer remarks, use the Note Board.

To tag content in SharePoint:

  1. Browse to the page you want to tag.

    To tag individual list items or documents, you must browse to the list or library and then click the row you want to tag.

  2. Locate the Tags and Notes group in the Ribbon to see your tagging options.

  3. To apply a predefined tag, click the I Like It button.

    SharePoint applies the tag to your content and briefly displays a notification confirming your tag.

  4. To apply your own tags, click the Tags and Notes button.

    The Tags and Notes Board window appears, populated with recent tags you’ve applied.

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  5. In the My Tags box, click an existing tag and/or type the tags you want to apply to the content.

    Use a semicolon to separate tags.

  6. (Optional) To mark your tags as private so others can’t see them, select the Private check box.

  7. Click the Save button to save your tags.

    When you save your tag, it appears in the Suggested Tags section of the page. You can click any of the tags in this section to view the Tags Profile page.

  8. To add a note to the item, click the Note Board tab and type your note in the text box.

    Unlike tags, notes entered with the Note Board can’t be marked private and therefore are viewable by anyone else with the same access; choose your words carefully.

  9. Click the Post button to post the note.

    The note appears in the window along with any other notes that have been entered. You can scroll through all the posts entered for this content using the Next and Previous buttons.

    image1.jpg
  10. To close the window, click the X in the upper-right corner of the window.

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