SharePoint Site Columns: A Comprehensive Tutorial

SharePoint is a powerful platform that allows organizations to collaborate, share information, and manage content effectively. One of the key components of SharePoint is site columns, which are predefined fields that can be added to lists and libraries to capture specific information. In this tutorial, we will explore the concept of SharePoint site columns in detail and discuss how they can be used to enhance the functionality of your SharePoint site.

What are Site Columns?

Site columns are reusable fields that can be defined at the site level and used across multiple lists and libraries within the site. They provide a way to standardize and enforce data consistency across different types of content. For example, if you have a SharePoint site for project management, you can create site columns for project name, project start date, project end date, project manager, etc., and then use these columns in various lists and libraries related to projects.

Creating Site Columns

Creating site columns in SharePoint is a straightforward process. Here are the steps to create a site column:

1. Go to the site where you want to create the site column.
2. Click on the Settings gear icon and select Site settings.
3. Under the Web Designer Galleries section, click on Site columns.
4. Click on the Create button to create a new site column.
5. Fill in the required information such as column name, type, and any additional settings.
6. Click OK to create the site column.

Types of Site Columns

SharePoint offers a wide range of site column types to cater to different data requirements. Some of the commonly used site column types include:

1. Single line of text

This is the most basic site column type, which allows users to enter a single line of text. It is useful for capturing short pieces of information such as names, addresses, or descriptions.

2. Multiple lines of text

This site column type is similar to the single line of text, but it allows users to enter multiple lines of text. It is suitable for capturing longer pieces of information such as comments or notes.

3. Choice

The choice site column type allows you to define a set of predefined options for users to choose from. It is useful when you want to enforce data consistency and restrict the values that can be entered.

4. Number

The number site column type allows users to enter numeric values. It can be used for capturing quantities, ratings, or any other numeric data.

5. Currency

This site column type is similar to the number, but it includes formatting options for currency values. It is useful when you need to capture monetary information.

6. Date and Time

The date and time site column type allows users to select a date and time using a calendar picker. It is commonly used for capturing dates, deadlines, or scheduled events.

Using Site Columns

Once you have created site columns, you can start using them in lists and libraries within your SharePoint site. Here are the steps to add a site column to a list:

1. Go to the list where you want to add the site column.
2. Click on the List tab in the ribbon and select List Settings.
3. Under the Columns section, click on Add from existing site columns.
4. Select the site column from the list of available columns and click Add.
5. Click OK to save the changes.

Benefits of Using Site Columns

Using site columns in SharePoint offers several benefits:

1. Consistency and Data Integrity

By using site columns, you can ensure that data entered across different lists and libraries is consistent and follows a predefined format. This helps in maintaining data integrity and improves the overall quality of information.

2. Reusability

Site columns are reusable, which means that you can define them once and use them across multiple lists and libraries. This saves time and effort in creating and managing fields separately for each content type.

3. Easy Updates

If you need to make changes to a site column, you can update it at the site level, and the changes will automatically reflect in all the lists and libraries where the column is used. This makes it easy to manage and maintain the consistency of your data.

Conclusion

SharePoint site columns are a powerful feature that allows you to standardize and enforce data consistency across your SharePoint site. By creating and using site columns, you can improve the quality of information, save time in field creation, and easily manage updates. Whether you are using SharePoint for project management, document management, or any other purpose, site columns can greatly enhance the functionality and usability of your SharePoint site.