SharePoint Content Types vsSite Columns: Best Practices and Tutorial

In SharePoint, content types and site columns are important components that allow for the organization and management of data and documents. Content types and site columns provide a way to define and enforce consistency in terms of data structure and metadata throughout the SharePoint environment. However, understanding the differences between content types and site columns, as well as best practices for their use, is crucial for effective SharePoint implementation and management.

What are Content Types?

Content types are a way to organize and manage similar types of content within a SharePoint site or site collection. They define the metadata and behavior for a specific type of content, such as a document or list item. For example, you might have a content type for project documents that includes metadata fields for project name, client name, and project status.

What are Site Columns?

Site columns, on the other hand, are reusable metadata fields that can be added to content types, lists, and libraries. They define the properties and characteristics of a specific type of data that can be stored in SharePoint. For example, you might have a site column for "Project Name" that can be added to multiple content types and used in various lists and libraries.

Best Practices for Using Content Types

When it comes to using content types in SharePoint, there are a few best practices to keep in mind:

1. Plan and define your content types before creating them. It's important to have a clear understanding of the types of content you want to manage and the metadata that needs to be associated with them.
2. Use content types to enforce consistency. By defining and using content types, you can ensure that all content of a specific type follows the same structure and includes the necessary metadata.
3. Consider inheritance when designing content types. Content types can inherit from other content types, allowing for a hierarchical structure that promotes reusability and consistency.
4. Regularly review and update content types. As your SharePoint environment evolves, it's important to review and update your content types to ensure they continue to meet your organization's needs.

Best Practices for Using Site Columns

When it comes to using site columns in SharePoint, here are some best practices to consider:

1. Plan and define your site columns before creating them. It's important to have a clear understanding of the types of metadata you want to capture and how it will be used.
2. Reuse site columns whenever possible. Instead of creating a new site column for every piece of metadata, try to reuse existing site columns to promote consistency and reduce maintenance.
3. Consider the scope of your site columns. Site columns can be created at the site level or the site collection level. Consider the needs of your organization and the potential for reuse when deciding where to create your site columns.
4. Regularly review and update site columns. As your SharePoint environment evolves, it's important to review and update your site columns to ensure they continue to meet your organization's needs.

How to Create and Use Content Types in SharePoint

Creating and using content types in SharePoint is a straightforward process. Here's a step-by-step tutorial:

Step 1: Plan and Define Your Content Types

Before creating content types, it's important to plan and define them. Consider the types of content you want to manage and the metadata that needs to be associated with them.

Step 2: Create a Content Type

To create a content type in SharePoint, follow these steps:

1. Go to the SharePoint site or site collection where you want to create the content type.
2. Click on "Site Settings" and then "Site Content Types".
3. Click on "Create" to create a new content type.
4. Enter a name and description for the content type.
5. Choose a parent content type, if applicable.
6. Add columns to the content type by selecting them from the available site columns.

Step 3: Add the Content Type to a List or Library

Once you have created a content type, you can add it to a list or library in SharePoint. Here's how:

1. Go to the list or library where you want to add the content type.
2. Click on "List Settings" or "Library Settings".
3. Click on "Advanced settings".
4. Under "Content Types", click on "Add from existing site content types".
5. Select the content type you want to add from the list of available site content types.

How to Create and Use Site Columns in SharePoint

Creating and using site columns in SharePoint is also a straightforward process. Here's a step-by-step tutorial:

Step 1: Plan and Define Your Site Columns

Before creating site columns, it's important to plan and define them. Consider the types of metadata you want to capture and how it will be used.

Step 2: Create a Site Column

To create a site column in SharePoint, follow these steps:

1. Go to the SharePoint site or site collection where you want to create the site column.
2. Click on "Site Settings" and then "Site Columns".
3. Click on "Create" to create a new site column.
4. Enter a name and description for the site column.
5. Choose the type of data you want to store in the site column.
6. Configure any additional settings for the site column, such as default values or validation formulas.

Step 3: Add the Site Column to a Content Type, List, or Library

Once you have created a site column, you can add it to a content type, list, or library in SharePoint. Here's how:

1. Go to the content type, list, or library where you want to add the site column.
2. Click on "List Settings" or "Library Settings" if you are adding the site column to a list or library. If you are adding the site column to a content type, click on "Site Content Types" and then click on the content type.
3. Click on "Add from existing site columns" or "Add from existing site content types".
4. Select the site column you want to add from the list of available site columns.

Conclusion

Content types and site columns are powerful tools in SharePoint that enable effective organization and management of data and documents. By understanding the differences between content types and site columns and following best practices for their use, you can ensure consistency, promote reusability, and streamline the management of your SharePoint environment.