Metadata Navigation in SharePoint allows users to filter and find documents or list items more efficiently by using predefined metadata columns. Instead of navigating through folders, users can select metadata values to refine search results dynamically.
This guide will explain:
✔ What Metadata Navigation is and why it’s useful
✔ How to enable and configure Metadata Navigation
✔ Best practices for optimizing metadata-based filtering
1. What is Metadata Navigation in SharePoint?
Metadata Navigation enables users to browse and filter content in lists and libraries using metadata fields, such as document type, department, project name, or status.
Key Benefits:
✅ Faster document retrieval – No need to click through multiple folders.
✅ Dynamic filtering – Users can refine views using multiple metadata fields.
✅ Improved user experience – Simplifies large libraries by providing a structured way to locate files.
Example Use Case:
Instead of organizing contracts into folders like:
📂 Contracts → 2024 → Clients → ABC Corp
You can tag documents with metadata like:
✔ Year: 2024
✔ Client: ABC Corp
✔ Document Type: Contract
Users can then filter by these metadata fields to quickly find what they need.
2. How to Enable Metadata Navigation in a SharePoint Library
Step 1: Enable Metadata Navigation and Filtering
1️⃣ Navigate to your SharePoint document library or list.
2️⃣ Click on Settings (⚙️) > Library Settings (or List Settings for lists).
3️⃣ Under General Settings, click “Metadata navigation settings”.
- If you don’t see this option, ensure you have the necessary permissions (Site Owner or Admin).
4️⃣ If Metadata Navigation and Filtering is disabled, enable the feature: - Go to Site Settings > Site Collection Features.
- Find Metadata Navigation and Filtering and click Activate.
Step 2: Configure Navigation Hierarchies and Filters
1️⃣ Under Metadata Navigation Settings, find Navigation Hierarchies.
2️⃣ Select the metadata column(s) you want to use for navigation.
- Example: Choose Department, Document Type, or Created Date.
3️⃣ Under Key Filters, select additional metadata fields to enable filtering.
4️⃣ Click OK to save your settings.
Navigation Hierarchies vs. Key Filters:
✔ Navigation Hierarchies – Displays metadata values as a tree for browsing.
✔ Key Filters – Allows users to refine their view by selecting metadata values.
Step 3: Add Metadata Columns to the Library/List
1️⃣ Go to the Library or List Settings page.
2️⃣ Under Columns, click “Create Column”.
3️⃣ Choose a column type (e.g., Choice, Lookup, Managed Metadata).
4️⃣ Name the column and define choices if applicable.
5️⃣ Click OK.
Recommended Metadata Columns:
✔ Department – HR, Finance, IT, Sales
✔ Project Name – Project A, Project B
✔ Document Type – Contract, Proposal, Policy
Step 4: Test Metadata Navigation
1️⃣ Return to the document library or list.
2️⃣ On the left navigation pane, look for the Metadata Navigation panel.
3️⃣ Click on a metadata value to filter the documents.
4️⃣ Use the Key Filters section to refine results further.
Tip: If the panel isn’t visible, switch to the Classic View to configure it, then return to Modern View.
3. Best Practices for Metadata Navigation in SharePoint
✔ Use Managed Metadata (Taxonomy) – Ensures consistent metadata values across the organization.
✔ Avoid Too Many Filters – Limit filters to 3-5 key fields for usability.
✔ Enable Indexing for Performance – Improves search speed in large lists/libraries.
✔ Educate Users – Provide training on metadata tagging and search techniques.
✔ Regularly Review and Update Metadata – Ensure metadata fields remain relevant.