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In SharePoint 2010 Essential Training, author Simon Allardice demonstrates the full feature set in SharePoint 2010 and the necessary skills to be a SharePoint site administrator. The course shows how to use SharePoint, create sites and site collections, and plan and design sites and portals. It also covers Office integration, security and permissions, and advanced features such as document management and business intelligence.
As you start using more and more SharePoint sites, you will find it useful to start keeping track of the different pages, libraries, and lists that you are finding the most useful. Now, of course, you could use the Favorites or Bookmark section of your browser to do this but that can get a bit of a pain to maintain. You would like to find an easier way to do it, a more informal way of doing this. Now, we can do that with Tags & Notes. On just about every page of every SharePoint site you are going to use, you will see the section under your name over here on the right. I Like It and Tags & Notes.
These are really two sides to the same coin. If I click the button I Like It, what I am actually doing is adding a tag and see that instantly the little Tag & Note icon changed. I have got a message that I have tagged this page with the phrase I Like It. What does that actually mean? Well, you get the choice of tagging or attaching a word or phrase to any page in any SharePoint site and then going back to that particular phrase. So the idea, of course, is that you will use the same phrase perhaps multiple times. You can use any phrase here, something descriptive like "I like it" or "useful," but you can also use subject matter phrases, say I think this site is about SharePoint.
As I type, it's going to bring up other phrases and words that other people have tagged the pages with. I could either select one or just change a phrase and add it myself and I am going to click Save and close that. So what does this do? Well, obviously, it's not adding anything to my Favorites in my browser, but I am able to get to that information. I am going to go back to my profile and I have got a section on the profile called Tags & Notes which is all about the tags and the notes. We haven't done a note yet. But what we do on those individual pages. When I click here, it will start to show me, you have just tagged this home page with that phrase SharePoint and useful and I Like It and here are some other stuff that you have done.
Now you can delete some of the tags from this location. So if I wanted to delete, I don't like the word useful, I will delete that. I had some earlier ones. I am going to get rid of, but what you do on those other pages is going to affect this page on your profile. It's going to bring up this tag cloud where you will see all the phrases that you have used to tag certain content. SharePoint, SharePoint 2003, I Like it, Annual Report. The bigger the word or phrase is, the more times you have used that phrase in tagging content. So if I click the SharePoint tag, it will show me the things that I have done here, but if I click the tag SharePoint on the right-hand side, it will take me to what's called the tag profile that will go even more into detail about the content that has been tagged with that phrase.
Going back to that section of the profile, bear in mind that apart from deleting some of the things that you might have tagged with that particular phrase, the rest of the page is generated by what you do elsewhere in SharePoint. Now, notice that there is an option here to add the SharePoint Tags & Notes tool. What this allows you to do is have a kind of quick entry in your browser toolbar to tag external sites, or not just sites in SharePoint but external websites as well can be part of this whole information tagging thing that you do.
Now I actually have my Favorites bar turned off, so I am just going to quickly turn that guy back on and right-click this link and say Add to Favorites. I am going to continue. I will add it to my Favorites bar and we have got that entry up there. So let's say I was a little later on surfing on some public websites. I find this one useful. Now depending on your security settings of your company and your browser, you might get a message to say that it's popping something up is that okay. Yes it is. I am going to tag this with the word training.
It pulls down a security message. I am going to go back into my profile, looking at my Tags & Notes and I see that I am starting to tag that with that phrase. Now sometimes the tagging takes a little while to index. So if you are clicking say a word, you might immediately find the tags that have been recently done. But of course the idea is this isn't about things instantly happening. It's about massive amounts of people adding phrases and words and really starting to take the power of the crowd into finding useful content.
The last thing here is the idea of adding notes. I am going to go back to that team site that I had already tagged. Clicking on Tags & Notes not only takes me back to the tags I had put, but I can switch over to the Note Board and actually add more of a discussion idea. Rather than just a phrase, just say a question. This will count as activity. Other people will see it in my Activity feed. They can decide to join in or not join in but we are starting to almost create a discussion about the pages themselves on the pages themselves.
Any page that has Tags & Notes will actually show up with the little hot pink icon there. So you can browse them and see what other people have done and it shows the recent activities at the bottom of it. Like any of the other personal features in SharePoint, the real power of this, of course, is not that just you are tagging something, but other people are adding notes. By changing things in your profile, you can decide which tags, which notes you are actually interested in, but as an informal and collaborative way to start building indexes of content, this is very useful.
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