Title: Updating Tenant Term Store in SharePoint Online (SPO)
Introduction
SharePoint Online (SPO) provides organizations with a powerful tool for managing their content and information. One essential feature is the tenant term store, which allows administrators to define and manage metadata terms used across all site collections. In this article, we will discuss how to update the tenant term store in SPO, along with addressing some frequently asked questions related to the topic.
**How to Update Tenant Term Store in SPO?**
To update the tenant term store in SharePoint Online, follow these steps:
Step 1: Access SharePoint Admin Center
Log in to your SharePoint Online Admin Center using appropriate credentials.
Step 2: Navigate to Term Store Management Tool
In the left-hand navigation panel, click on “Term Store” under the “Admin Centers” section.
Step 3: Choose the Term Store to Update
Select the relevant term store from the list of available term stores. If you have multiple term stores, ensure you select the correct one.
Step 4: Update Terms and Groups
Within the selected term store, you can update terms by editing their properties or even delete them if required. To add or modify terms, either navigate to the respective group or create a new group as needed.
Step 5: Save Changes
After making the necessary updates, click on the “OK” or “Apply” button to save the changes. SharePoint Online will automatically propagate these changes to all connected site collections, ensuring consistent use of the updated terms within your organization.
Frequently Asked Questions (FAQs):
1. Can I update the tenant term store only for specific site collections?
Yes, the updates made in the tenant term store apply to all site collections connected to the term store by default. However, you can also create and manage separate term stores for specific site collections if required.
2. What permission level do I need to update the tenant term store?
To update the tenant term store in SPO, you need to have the “Term Store Administrator” or “Global Administrator” permission level within your SharePoint Online environment.
3. Can I export and import the tenant term store?
Yes, SharePoint Online provides the ability to export and import terms using CSV files. This can be helpful when migrating or aligning term sets with existing systems or using third-party tools.
4. Is it possible to update tenant term store using PowerShell?
Yes, SharePoint Online Management Shell and PnP PowerShell can be used to update the tenant term store programmatically, allowing for automation of term store management tasks.
5. What happens if I delete a term or group in the tenant term store?
If you delete a term or group in the tenant term store, it can have a significant impact on the site collections using those terms. Ensure you communicate such changes effectively and consider the implications before removing any terms or groups.
6. Can I customize the term store’s appearance for end-users?
Yes, SharePoint Online allows you to customize the look and feel of the term store using the term store management tool. You can modify labels, descriptions, and even create localized term sets to provide a seamless experience for end-users.
7. Can I limit the visibility of certain terms in the tenant term store?
Yes, SharePoint Online supports term set permissions, allowing administrators to control the visibility and accessibility of specific terms based on user roles or groups.
8. Can I update the term store using the Modern SharePoint Admin Center?
As of now, updating the tenant term store can only be done using the Classic SharePoint Admin Center. However, the Modern SharePoint Admin Center provides other management features and capabilities.
9. Are the updates made to the tenant term store instantaneously reflected across all site collections?
Yes, SharePoint Online automatically propagates the updates made in the tenant term store to all connected site collections. Users will see the updated terms and attributes without any delay.
10. How do I ensure consistent usage of terms across site collections?
By using the tenant term store, you can maintain a centralized and standardized set of terms, ensuring consistent usage across all connected site collections. Regularly review and update the term store to reflect changes or evolving requirements.
11. What is the difference between a term store administrator and a term group contributor?
A term store administrator has the authority to create, modify, and delete groups and term sets within the term store. A term group contributor, on the other hand, can only add or modify terms within the assigned term group.
12. Is it possible to rename a term in the tenant term store?
Yes, you can rename terms in the tenant term store. However, keep in mind that renaming a term will affect how it appears in all site collections connected to the same term store.