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Tagging Multiple Documents/Files in Microsoft SharePoint

Today, I am here to speak about tagging multiple files in Microsoft SharePoint.

So one major problem that we hear from our customers is that, very difficult and time consuming for tagging multiple files in Microsoft SharePoint. But it is not true, in fact SharePoint does a fantastic job when you need to edit metadata properties for various files at once.

So this is one of the SharePoint platforms called Dock, one of our product. I am going to show you this SharePoint feature that I would like to discuss today.

So step 1, it is loading multiple documents so I am just going to take one of the folders here, as seen, it is documents. So as the 1st step let us go ahead and upload few documents. There are different ways to do that depending on the kind of SharePoint version that you use.

What I have is O365, SharePoint online. You can go ahead and upload it from here, like click and upload or drag and drop. So I am going to pull up alloy of files on my folders just by clicking in the application. As you see, it acts more like OneDrive. I have all my files loaded at one shot, so I have 12 documents that has been uploaded here.

Step 2, is the tagging multiple documents. So once the upload is done you get this video, so you can see here I have the modified view modified by which user and this is custom fields that I have created for my sales teams. So this is basically the sales portal that I have, where I have my sales opportunities and the reports.

What I am going to do is, I am going to click on quick edit. So I click on quick edit and then I get an interface of something like excel, so you can see it is a grid view similar to what I have in an excel. What I am going to do is, I am going to change the status here. Let us put it for initial. So I have a drop down that has been created. Probably I will let you know how to do a different view of an approach in SharePoint.

So here I am going to select closed, now where I am going to add my tag is nothing but her. So let us say a sales representative Bryan Smith, I click “Control” and click “+” sign and I just have to drag it just like the excel that we have, the same excel functionality.

I am going to add Chris that is our sales representative again. So I am going to just drag him here and that is it. So I just got the tags done right, the metadata is already done. So I can do it for multiple documents. I just have to copy the metadata values, I just have to put it in the cells and it is perfect. So all your documents are tagged in no time.

Also for this classic view or SharePoint 2013 view, we have a similar concept, but you just have to go to “Library” and then go to “Create view”. So it is kind of steps you need to follow if you are using older versions like SharePoint 2013.

But it is the same process, you have to go to library and then click on Quick edit and then we will be able to do it. Also I have a quick note for the users. Probably it is something you need to follow. Please note the “Quick Edit” option does not work out for group use. It only works for the non-group here.

 Let us say I have group view, now if you see here, I have created a group view called opportunities, where I will be able to differentiate my documents in three different types: closed, initial and on-going.

If you look, there is no quick edit, it is basically one think you should note of and it does not show in group views. And please use Internet Explorer if you are using SharePoint 2010, if you are trying to do the bulk edit.

The initiate view is kind of greyed out if you do not use it. So make sure you use Internet Explorer. Data view or initiate view is kind of greyed out if you do not use it. So please make sure to switch to Internet Explorer when you do bulk edit of metadata.

So that is it from me and thank you and have a great day. I will come up with some more and more SharePoint tips. Stay tuned.