• Call Toll Free: 1-855-909-3300

Office 365 Guide series: A guide to SharePoint navigation using metadata

 This is not as complicated as it might seem. The difficult parts have been taken care by Microsoft Office 365 when setting up the Managed Matadata Service Application. Navigation is division of the Publishing Infrastructure features in SharePoint, therefore to manage Navigation; the Publishing features must be initiated.

The following steps demonstrate how to go about the entire initiation.

  • Go toSite settings.
  • In Site settings, locate the column Site Collection Administration, click onSite collection features.
  • In the list of Site Collection features, scroll down to the one calledSharePoint Server Publishing Infrastructure.
  • On the far right, click onActivate
  • It will take a little while and then it will to show that it isActive. Scroll to the top while waiting, there you will see the ‘Working on it twirl’…
  • Next step is to go back toSite Settings, and locate the category Look and Feel and there you now have Navigation. Click on Navigation.
  • The Navigation settings will by default is configured to use Structural Navigation. You have the same choice for both the Global Navigation (Top) and the Current Navigation (Left).
  • Now change theGlobal Navigation setting to Managed Navigation.
  • Scroll down a bit past theCurrent Navigation setting to the area called Managed Navigation: Term set.
  • Here you will see your Term Store content.
  • Expand the Taxonomy node, and you will see the shared terms and the site collection specific node.
  • Click on the buttonCreate Term Set and a termset for your navigation will be created.
  • In the Term Store tree you will also see a new node.
  • This where your navigation entries will be stored. Next we go to theTerm Store Management Tool to start on our new navigation.
  • Before you do, notice the setting below the term windows, these settings will allow you to control what happens when new pages are created.
  • Make changes if you want to, I’ll just leave them as is, I will be creating subsites, not pages.
  • Now, click on the link to theTerm Store Management Tool or if you go via Site settings, find the Site Administration 
  • Click onTerm store management.
  • In the Term Store Management Tool, you will same as before, see some shared metadata and a site collection node.
  • Expand the site collection node, now you will see the Navigation node we just created.
  • Add an entry to the global navigation that is for a subsite for example XY. It will only be one entry in the navigation and that will open my subsite XY.
  • Right-click onorgname
  • Click onCreate Term.
  • Type in the name of the term, use the same name as you want to show up in the Navigation when done and hit enter.
  • A new empty termlabel will show up but simply click on the new term to make it go away.
  • When the new term is selected, you get a list of choices and configurations you can make.
  • You can here type in a description, add a second label, language and some more. Let this page be as it is.
  • Now click on the tab Navigation
  • This brings up a new page of navigation specific settings.
  • Add a Navigation Hoover Text:Take me to the XY.
  • SetVisible In Menus to: Show in Global Navigation only (deselect the show in current)
  • The selectSimple Link or Header and hit browse and locate subsite
  • Select the icon for the subsite, eg: XY
  • Click onInsert at the bottom right.
  • Verify your navigational settings for the new node. When done, hit the Save 
  • Now you are done, go to your rootsite to verify the result.
  • Note theXY Navigational link with the Hoover Text showing (Mouse is over in image).
  • Repeat the steps 20 to 40 to add more terms and new nodes to your navigation. Do not be afraid of trying new things, link to pages, to external sites, you can always delete the node if you don’t like the result.
  • Done!

All the same steps apply in SharePoint Online as well as SharePoint 2013 onpremise. You will first have to configure the Managed Metdata Sevice Application before any of these steps can be performed though.

Leave a Reply

Techarex NetWorks Products