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Inside any SharePoint online we have a term group named "People", and each tenant will have different values under the term sets, here are the values from one tenant:-

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and on my test tenant where i only have one user with "Software Develop" title, i got those values:-

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so I have those 3 questions, regarding this "People" term group:-

  • How those values/terms are been populated? automatically from AD, based on the users' profiles?
  • Also can/should we modify the underlying terms manually? for example to add a new department named "All", or delete existing job title? or we should keep this been managed automatically?
  • Also inside a site collection, we need to tag different documents with departments. and to do so, we want to create a managed metadata column, so should we link this managed metadata column with the built-in Department term set? or we should create our own Department term set and manage the departments terms manually?

Can anyone advice on those 3 questions please?

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If a department information is deleted in AD, then that term in the department term set will not be deleted either. As long as the properties are synchronized to the term set, they will not be deleted unless they are manually deleted.

If a term in a term set is deleted, the columns that use that term will keep the value unchanged, but editing the column value will show that the term does not exist. The term will be displayed in red font. enter image description here

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