SharePoint Content Types vsSite Columns: A Tutorial on Creating Custom List 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 list content types, which can help streamline business processes and improve content management. In this tutorial, we will explore the difference between content types and site columns and walk you through the process of creating custom list content types in SharePoint.

Understanding Content Types and Site Columns

Before we dive into creating custom list content types, let's first understand the difference between content types and site columns.

Content types in SharePoint are reusable collections of metadata, workflow, and behavior settings. They allow you to define the structure and attributes of a specific type of content, such as a document, task, or event. Content types can be used across multiple lists or libraries, ensuring consistency and standardization in how content is organized and managed.

Site columns, on the other hand, are individual fields or attributes that can be added to content types, lists, or libraries. They define the type of data that can be stored in a field, such as text, number, or date. Site columns can be reused across multiple content types, providing a consistent set of fields for capturing and organizing information.

By combining content types and site columns, you can create a flexible and extensible information architecture in SharePoint.

Creating Custom List Content Types

Now that we have a basic understanding of content types and site columns, let's walk through the process of creating custom list content types in SharePoint.

Step 1: Identify the Requirements

Before you start creating custom list content types, it's important to identify the requirements of your organization or project. Consider the following questions:

• What type of content do you want to manage?
• What metadata do you need to capture for this content?
• What behaviors or workflows do you want to associate with this content?

By answering these questions, you can determine the fields and settings that need to be included in your custom list content types.

Step 2: Create Site Columns

Once you have identified the requirements, the next step is to create site columns. Site columns define the fields or attributes that will be used in your custom list content types. To create site columns:

1. Go to the SharePoint site where you want to create the site columns.
2. Click on the gear icon in the top right corner and select "Site settings".
3. Under the "Web Designer Galleries" section, click on "Site columns".
4. Click on "Create" to create a new site column.
5. Enter a name and description for the site column.
6. Select the data type for the site column, such as text, number, or date.
7. Specify any additional settings, such as default value or validation formula.
8. Click on "OK" to create the site column.

Repeat these steps for each site column that you need to create.

Step 3: Create Content Types

Once you have created the site columns, the next step is to create the custom list content types. To create content types:

1. Go to the SharePoint site where you want to create the content types.
2. Click on the gear icon in the top right corner and select "Site settings".
3. Under the "Web Designer Galleries" section, click on "Site content types".
4. Click on "Create" to create a new content type.
5. Enter a name and description for the content type.
6. Under the "Parent Content Type" section, select the parent content type for your custom content type. This determines the base set of fields and behaviors that your custom content type inherits.
7. Under the "Columns" section, click on "Add from existing site columns" to add the site columns you created earlier to your custom content type.
8. Drag and drop the site columns from the "Site Columns" section to the "Columns in Content Type" section to add them to your custom content type.
9. Click on "OK" to create the content type.

Repeat these steps for each custom content type that you need to create.

Step 4: Add Content Types to Lists or Libraries

Once you have created the custom list content types, the final step is to add them to lists or libraries. To add content types to lists or libraries:

1. Go to the SharePoint site where you want to add the content types.
2. Navigate to the list or library where you want to add the content types.
3. Click on the gear icon in the top right corner and select "List settings" or "Library settings".
4. Under the "Content Types" section, click on "Add from existing site content types" to add the custom content types you created earlier to the list or library.
5. Drag and drop the custom content types from the "Available Site Content Types" section to the "Content Types" section to add them to the list or library.
6. Click on "OK" to save the changes.

Repeat these steps for each list or library where you want to add the custom content types.

Conclusion

Creating custom list content types in SharePoint can greatly enhance your organization's content management capabilities. By leveraging content types and site columns, you can ensure consistency and standardization in how content is organized and managed. Follow the steps outlined in this tutorial to create your own custom list content types and take full advantage of SharePoint's powerful features.