Term Sets and the Term Store
Term sets are groups of related terms. In SharePoint 2010, the Term Store Management Tool is used to create and manage terms and term sets so that users can pick from a known list of values. With appropriate permissions (generally, Site Owners with Full Control privileges), users can use this tool to perform the following activities:
- Create a new term set or delete one that's no longer needed.
- Add, change, or remove terms.
- Create a hierarchy for terms, identifying which terms in the hierarchy can be used to assign tags to content and which are just used for grouping other terms. (You typically will want to use only the "lowest level" in the term hierarchy for tagging.)
- Define alternate terms (authorized synonyms). If users use different terms for the same thing, or you introduce a new term to replace an old one, taggers will be able to use their familiar terms to find a tag, but the authoritative term will actually be assigned to the document.
- Import terms from an existing list. Unless you only have a few terms to add to your term set, you'll probably want to use the import capability to add your terms. You act on each term independently in the Term Store Management Tool; while it's convenient to use this tool for updates to existing terms, you won't want to use it to add a large collection of terms.
- Change managed keywords into managed terms by moving them into a term set. This capability allows you to evolve your managed terms over time. In other words, you don't have to make yourself crazy trying to define all your managed terms up front. You should invest some time to plan your initial managed terms, but you can change your mind later. However, you'll need to assign someone to pay attention to how keywords are being used across the site.