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Sharepoint 2013 : Manage Tags and Notes

4/17/2014 3:00:54 AM
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Scenario/Problem: You have added tags on items, documents, and pages. Now you want to find the items you tagged, change whether they are private or public, and maybe remove them. Similarly, you have added notes to the items, and you want to review and manage those notes.


Solution: SharePoint offers a page that allows you to review your tagged items and your notes. However, the link to that page is not always shown in SharePoint pages. To open this page, type /_layouts/15/thoughts.aspx after your site’s address.

This opens the Tags and Notes page, which lets you find items tagged with specific terms—either by yourself or other people, as shown in Figure 1.

Image

FIGURE 1 The Tags and Notes page.

At the bottom of the page is a list of activities (by month). This list shows the items you or other people tagged with the term you click on under the Refine by Tag section. For example, clicking on the tag “dog” shows the files or list items or pages that were tagged with that word, as shown in Figure 2.

Image

FIGURE 2 Selecting a specific tag.

When you find an item that is tagged or noted, you can click on the link to the item to open the item, or you can remove the note or the tag (by clicking the Delete link). You can also click on View Related Activities to open the tagging dialog for that item to add tags and notes to the file, item, or page.

Add, Edit, and Remove Notes on the Notes Board

Notes are similar to your status, but unlike the status, which is supposed to be a short description of what you are doing, notes can be long. You can use notes to comment on documents, items, and pages—even on external sites.

The notes board is the place in your personal site where you can see all the notes you have written and from which you can easily create more notes that are not related to a specific item, file, or page.

To view the notes board for an item you tagged, either go to that item (or file) and click the tags and notes button. Otherwise, locate the item using the same process you used to find an item by tag (refer to Figure 2) but click on the “notes” filter at the top of the page. After you find an item, click View Related Activities to open that item’s notes board where you can create a new general note by just typing in the box and clicking the Post button. The page also includes a list of all the notes you have created under the new note text box.

To delete a note, click the Delete link next to it. To edit a note, click the Edit link next to it.


Tip

Remember that everyone can see your notes.

 
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