Have you ever faced a scenario in SharePoint where you needed to associate multiple values with a single metadata column?

For example, let's say you have a SharePoint site for managing projects, and you want to assign multiple team members to a project. By default, SharePoint only allows you to associate one value with a metadata column, making it difficult to efficiently manage and organize content.

But fear not! SharePoint offers a solution to this problem. You can enable multiple metadata values in a column, allowing you to assign multiple team members to a project or any other scenario where multiple values are required.

In this blog, we'll provide a detailed step-by-step guide on how to enable this feature, empowering you to improve flexibility and efficiency within your SharePoint site.

What is Multiple Metadata Values in SharePoint Columns

Multiple metadata values in SharePoint columns refer to a feature that allows users to associate more than one value with a single metadata column. By default, SharePoint only allows a single value to be associated with a metadata column. However, there are situations where multiple values need to be assigned to a single metadata column. Enabling multiple metadata values in a SharePoint column brings added flexibility and efficiency to content management.

An example of how this feature can be used is in a SharePoint site designed for project management. The site manager may want to assign multiple team members to a project and manage the project through a metadata column.

By enabling multiple values in the metadata column, the manager can assign all team members involved in the project without having to create multiple metadata columns, thus simplifying the management process.

7 Steps to enable multiple metadata values in SharePoint Columns?

Step 1: Accessing the SharePoint Site

1. To begin, open your preferred web browser and navigate to your SharePoint site.

2. Log in using your credentials to gain access to the site, ensuring that you have the necessary permissions to modify column settings.

Step 2: Navigating to the List/Library Settings

1. Next, navigate to the specific list or library where you want to enable multiple metadata values.

2. Click on the "Settings" gear icon located at the top-right corner of the SharePoint site.

3. From the drop-down menu, select "List/Library Settings" to access the configuration options for the selected list or library.

Step 3: Accessing the Column Settings

1. Now that you are in the List/Library Settings page, scroll down to find the "Columns" section.

2. Locate the column for which you want to enable multiple metadata values and click on its name.

3. This will direct you to the specific column's settings page, where you can modify its properties.

Step 4: Modifying Column Settings

1. In the Column Settings page, you will find various options to configure the selected column.

2. Under the "Allow multiple values" section, select the checkbox labeled "Allow multiple values." This option enables the column to accept more than one value.

3. Once you have selected the checkbox, click on the "OK" button to save the changes and apply them to the column.

Step 5: Updating Existing Items (if applicable)

1. Before moving forward, it's important to note that enabling multiple values in a column will remove all existing values. Thus, if the column already contains items, SharePoint will prompt you with a warning stating the consequences of enabling multiple values.

2. If the current values are not significant, click on the "OK" button to proceed. However, if the existing values are important, consider exporting the items, enabling multiple values, and then re-importing the items after following the previous steps.

Step 6: Adding Metadata Values

1. With multiple values enabled for the column, you can now add multiple metadata values when creating or editing items in the list or library.

2, When creating or editing an item, locate the metadata column and click on the field to activate it.

3. You can now enter multiple values for the column, separating each value with a semicolon (;).

4. This allows you to associate multiple values with a single item. Once you have entered all the desired values, save the item, and the multiple metadata values will be associated with the column.

Step 7: Filtering and Sorting Multiple Metadata Values

1. SharePoint provides a range of options for filtering and sorting items based on multiple metadata values.

2. In a list or library view, you can click on the column header to initiate the sorting process.

3. This allows you to sort items based on the multiple values associated with the metadata column.

4. Additionally, you can filter items based on these values. To filter multiple metadata values, click on the "Filter" option located beside the column heading, and select the desired values from the drop-down list.

5. This enables you to narrow down the content displayed based on specific metadata values, facilitating easier navigation and information retrieval.

Conclusion

Enabling multiple metadata values in SharePoint columns enhances the flexibility and efficiency of managing content within your SharePoint site. By following the step-by-step guide provided in this blog, users can easily configure metadata columns to accept and manage multiple values.

If you need any assistance in configuring or managing your SharePoint environment, consider reaching out to CloudStakes Technology Solutions. Visit our CloudStakes website to learn more about our sharepoint services and schedule a consultation with our team. Let us help you maximize the value of your SharePoint development services and achieve greater business success.