How to create and manage document templates and content types in SharePoint

SharePoint is a powerful platform for document management and collaboration. It provides various features and tools to streamline document creation, organization, and management within an organization. One of the key features of SharePoint is the ability to create and manage document templates and content types, which can greatly enhance productivity and consistency.

What are Document Templates?

Document templates are pre-designed files that serve as a starting point for creating new documents. They can include predefined formatting, layout, and content, which can be customized based on specific requirements. In SharePoint, document templates can be created and stored in document libraries for easy access and reuse.

Creating Document Templates in SharePoint

Creating document templates in SharePoint is a straightforward process. Here are the steps:

Step 1: Access the Document Library

To create a document template, first, access the document library where you want to store the template. This can be done by navigating to the desired site and clicking on the "Documents" or "Library" link in the navigation menu.

Step 2: Upload or Create a New Document

Once you are in the document library, you have two options: upload an existing document as a template or create a new document to serve as a template.

Option 1: Upload an Existing Document as a Template

If you already have a document that you want to use as a template, click on the "Upload" button in the toolbar and select the document from your computer. Make sure to check the "Save as template" checkbox before uploading the document.

Option 2: Create a New Document as a Template

If you want to create a new document as a template, click on the "New" button in the toolbar and select the desired document type (e.g., Word Document, Excel Workbook, PowerPoint Presentation). This will open a new document in the corresponding application, which you can then customize based on your requirements.

Step 3: Customize the Document

Once you have uploaded or created the document template, you can customize it by adding placeholders, formatting, and content. Placeholders are variables that can be replaced with actual data when a new document is created based on the template. To add a placeholder, simply insert a bookmark or a content control at the desired location in the document.

Step 4: Save the Document as a Template

After customizing the document template, save it by clicking on the "File" menu and selecting the "Save As" option. Choose a name for the template and select the "Word Template" or "Excel Template" file format, depending on the document type. Save the template in the document library where you want to store it.

Managing Document Templates in SharePoint

Once you have created document templates in SharePoint, you can easily manage them to ensure consistency and accessibility. Here are some tips for managing document templates:

Organize Templates in Document Libraries

To keep your document templates organized, create dedicated document libraries or folders within existing libraries to store them. This will make it easier for users to find and access the templates when needed.

Version Control

Enable version control for your document templates to track changes and maintain a history of revisions. This will allow you to revert to a previous version if needed and ensure that everyone is using the latest version of the template.

Permissions and Security

Set appropriate permissions and security settings for your document templates to control who can access, edit, and delete them. This will help prevent unauthorized changes and ensure that only authorized users can modify the templates.

Document Template Approval Process

Implement an approval process for document templates to ensure that they meet the necessary standards and requirements before being used. This can include review and approval by designated individuals or teams within the organization.

What are Content Types?

Content types are a way to organize and manage different types of content within SharePoint. They define the metadata, workflow, and behavior associated with a specific type of content. Content types can be used to enforce consistency, enable advanced search and retrieval, and facilitate content management processes.

Creating Content Types in SharePoint

Creating content types in SharePoint involves the following steps:

Step 1: Access the Site Settings

To create a content type, first, access the site settings of the SharePoint site where you want to create the content type. This can be done by clicking on the gear icon in the top-right corner of the site and selecting the "Site Settings" option from the dropdown menu.

Step 2: Manage Site Features

In the site settings, click on the "Site Features" link under the "Site Actions" section. This will take you to the site features page, where you can activate the "Content Type Syndication Hub" feature if it is not already activated. This feature allows you to publish content types to other sites within the SharePoint environment.

Step 3: Create a Content Type

After activating the necessary features, go back to the site settings page and click on the "Site content types" link under the "Web Designer Galleries" section. This will open the content types gallery, where you can create and manage content types.

Step 4: Add Columns to the Content Type

When creating a content type, you can add columns to define the metadata associated with the content type. These columns can include fields such as title, description, author, date, and any other relevant information. To add columns, click on the "Add from existing site columns" or "Add from new site columns" link in the content type settings.

Step 5: Customize the Content Type Settings

Once you have added the necessary columns, you can customize the settings of the content type. This includes specifying the workflow, information management policy, and other behaviors associated with the content type. You can also define the document template that will be used when creating new documents based on the content type.

Step 6: Publish the Content Type

After customizing the content type settings, you can publish it to make it available for use in other sites within the SharePoint environment. To publish the content type, go to the content type settings and click on the "Publish" button. You can also choose to publish the content type to the content type syndication hub for wider distribution.

Managing Content Types in SharePoint

Managing content types in SharePoint involves the following tasks:

Content Type Inheritance

Content types in SharePoint can be inherited from parent sites. This means that changes made to a content type at the parent level will be reflected in all child sites that inherit the content type. This can be useful for maintaining consistency and ensuring that all sites within the SharePoint environment adhere to the same content type standards.

Content Type Hub

The content type syndication hub is a central location for publishing and managing content types in SharePoint. It allows you to publish content types to multiple sites within the SharePoint environment and ensures that all sites have access to the latest version of the content type. To manage the content type hub, go to the site settings and click on the "Content Type Publishing" link under the "Web Designer Galleries" section.

Content Type Policies

Content type policies allow you to apply specific rules and behaviors to content types. This can include retention policies, auditing, information management policies, and document conversion policies. To configure content type policies, go to the content type settings and click on the "Information management policy settings" link.

Content Type Usage

You can track the usage of content types across the SharePoint environment to gain insights into how they are being used. This can help identify areas for improvement, training needs, and potential issues. To view content type usage, go to the content type settings and click on the "View usage" link.

Conclusion

Document templates and content types are powerful features of SharePoint that can greatly enhance document management and collaboration within an organization. By creating and managing document templates, you can ensure consistency and efficiency in document creation. Content types, on the other hand, allow you to organize and manage different types of content with associated metadata and behaviors. By following the steps and best practices outlined in this tutorial, you can effectively create and manage document templates and content types in SharePoint.