SharePoint 2010: Managed Metadata
and Search
Vili Bogdan
DevFacto Technologies Inc.
Solution Developer
About me
Born and raised in Romania
Immigrated to Canada in 2002
University of Regina graduate
Have been working with SharePoint since
2007
• SharePoint 2010 certifications achieved:
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MCTS: SharePoint 2010, Configuration
MCTS: SharePoint 2010, Application Development
MCITP: SharePoint Administrator 2010
MCPD: SharePoint Developer 2010
What keeps me sane
My Wife
My Puppy
Presentation Outline
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What is metadata?
Where/how is it used?
Benefits of using metadata
What is the Managed Metadata Service?
Managed Metadata Service demo
Search in SharePoint 2010
What is new in SharePoint Search in 2010?
SharePoint 2010 Search Demo
What is metadata?
• Traditional definition: “Data about data”
• Provides information about a certain item, be
it about its content or external attributes
• Examples:
– A car has a make, model, production year, colour,
etc.
– A music player has a manufacturer, capacity,
colour, etc.
– A Word document has an author, a created date, a
subject, a location, etc.
Where/how is it used?
• Metadata is used everywhere in the digital
world
• Metadata can be created without any user
action
• Metadata can be used to reduce the time it
takes to find the content relevant to you
• Examples:
– Documents last modified by me in the past three
months
– Invoices related to Client A in a document library.
Benefits of using metadata
• Information is easier to find
– Can be used to filter content
– Makes it easier to find related content
– Enhances the ability to determine at a glance if
the content is relevant to your task at hand
• Can be leveraged to improve business
processes
– Control the flow of a business workflow
– Automatically organize content
– Control document retention
Common metadata challenges
• Standardization of terminology
– Using the same terms across multiple departments
or sites
– Synonyms: There are often multiple ways of
referring to the same thing
– Providing terminology for multiple languages
• Management of metadata
– Delegation of management for unrelated
terminology
– Migration of the terminology between
environments
• Training
Managed Metadata Service
• Central location for management of:
– Terms
– Content Types
• Provides ability to define:
– Term hierarchy
– Synonyms
– Language-specific terms
• Can be shared across the corporation and
even between corporations
• Can delegate management of unrelated terms
Managed Metadata Limitations
• No web based InfoPath support
• No support in Office 2007
• Can’t be edited in SharePoint Workspace if
the field is not marked as required
• Can’t be used at all in SharePoint Workspace
if the field is marked as required
• Can’t edit Managed Metadata values in
Datasheet mode
• Can’t use “Begins With” or “Contains”
operators for filters in views
Managed Metadata Limitations – Part 2
• Care is needed in SharePoint Designer when
comparing managed metadata fields
• Can’t be used in calculated fields
• Maximum of 250 terms per Managed Metadata
Column
• Taxonomy feature isn’t activated on the Blank
Site Template
• Can’t add a Managed Metadata Column
through SharePoint Designer
Managed Metadata
Demo
A Divider
Questions?
SharePoint Search
SharePoint 2010 Search improvements
• Boolean query syntax for free-text queries and for
property queries
– Example: ("SharePoint Search" OR "Live Search") AND
(title:"Keyword Syntax" OR title:"Query Syntax")
• Prefix matching for search keywords and document
properties
– Examples: “micro*” would find documents that contain
“Microsoft” or “microchip”
• Suggestions: while typing search queries or after queries
have been run
• Refinement panel
• People search: phonetic name matching and nickname
matching, self search
• Many more improvements
SharePoint Search
2010 Demo
Related Links
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TechNet
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Andrew Connell
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Managed Metadata Column Limitations http://www.sharepointanalysthq.com/2011/06/managed-metadata-columnlimitations/
Paul Culmsee
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SharePoint 2010 Managed Metadata series http://www.andrewconnell.com/blog/archive/2011/06/15/sharepoint-2010-managedmetadata-about-the-series.aspx
Michal Pisarek
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Managed metadata service application overview - http://technet.microsoft.com/enus/library/ee424403.aspx
Managed Metadata overview - http://technet.microsoft.com/enus/library/ee424402.aspx
What’s new in enterprise search - http://technet.microsoft.com/enus/library/ee667266.aspx
Un-Managed Metadata: A couple of gotchas http://www.cleverworkarounds.com/2010/10/28/un-managed-metadata-a-couple-ofgotchas/
Ari Bakker – Create a Simple SharePoint 2010 People Directory
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http://www.sharepointconfig.com/2011/05/how-to-create-a-simple-sharepoint-2010people-directory/
Thank you
www.devfacto.com
www.facebook.com/devfacto
@vilibogdan
www.bogdanv.com
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SharePoint 2010: Managed Metadata and Search