SharePoint Content Types vsSite Columns: A Tutorial on Creating Custom Content Types

SharePoint is a powerful platform that allows organizations to manage and collaborate on content effectively. One of the key features of SharePoint is the ability to create custom content types, which provide a way to organize and manage different types of content within a SharePoint site. In this tutorial, we will explore the concept of content types in SharePoint and learn how to create custom content types to suit your organization's needs.

What are Content Types in SharePoint?

In SharePoint, content types are a way to define and manage the metadata and behavior of a specific type of content. A content type can be thought of as a blueprint or template that defines the structure and properties of a particular type of content. It can include columns, workflows, document templates, and other settings that define how the content should be managed and used within a SharePoint site.

Difference between Content Types and Site Columns

While content types and site columns are closely related and often used together, it's important to understand the differences between them. A site column is a reusable component that defines the metadata or properties of a content item, such as a document or list item. It can be used across different content types within a SharePoint site. On the other hand, a content type is a collection of site columns and other settings that define the structure and behavior of a specific type of content. It provides a way to group related site columns together and apply them to content items.

Creating Custom Content Types

Now that we understand the concept of content types in SharePoint, let's learn how to create custom content types. Follow the steps below:

Step 1: Access the Site Settings

First, navigate to the SharePoint site where you want to create the custom content type. Click on the "Settings" gear icon in the top right corner of the page and select "Site Settings" from the dropdown menu.

Step 2: Manage Site Features

In the Site Settings page, under the "Site Actions" section, click on "Manage site features". This will allow you to enable or disable features for the site.

Step 3: Enable Content Types Feature

In the "Manage site features" page, scroll down until you find the "Content Types" feature. Click on the "Activate" button next to it to enable content types for the site.

Step 4: Create a New Content Type

After enabling the content types feature, go back to the Site Settings page and under the "Web Designer Galleries" section, click on "Site content types". This will take you to the page where you can manage the existing content types and create new ones.

Step 5: Add Site Columns to the Content Type

In the "Site content types" page, click on the "Create" button to create a new content type. Give your content type a name and optionally provide a description. Next, you can add site columns to the content type by clicking on the "Add from existing site columns" or "Add from new site columns" links. Select the desired site columns and click on the "Add" button to add them to the content type.

Step 6: Configure Additional Settings

Once you have added the necessary site columns to the content type, you can configure additional settings such as workflows, document templates, and other behaviors. These settings will define how the content type should be used within the SharePoint site.

Step 7: Publish the Content Type

After configuring all the necessary settings, click on the "OK" button to create the content type. The content type will be created and published to the SharePoint site. You can now start using the content type to manage and organize your content within the site.

Benefits of Using Custom Content Types

Now that you know how to create custom content types in SharePoint, let's explore the benefits of using them:

1. Consistency: By using custom content types, you can ensure consistency across your SharePoint site. All content items of the same type will have the same structure and properties, making it easier to manage and find information.

2. Reusability: Custom content types can be reused across different sites and even different site collections within a SharePoint environment. This allows you to standardize the content structure and properties across your organization.

3. Flexibility: With custom content types, you have the flexibility to define the structure and properties of your content based on your organization's specific needs. You can add or remove site columns, configure workflows, and define other settings to match your requirements.

4. Enterprise Content Management: Custom content types are an essential part of an enterprise content management strategy. They provide a standardized way to organize and manage content across the organization, ensuring compliance and improving efficiency.

Conclusion

Creating custom content types in SharePoint is a powerful way to organize and manage content within your SharePoint site. By understanding the difference between content types and site columns and following the steps outlined in this tutorial, you can create custom content types that meet your organization's specific needs. Take advantage of the benefits that custom content types offer, such as consistency, reusability, flexibility, and improved enterprise content management.