SharePoint Site Columns: A Tutorial on Creating and Managing Lookup Columns

SharePoint is a powerful platform for creating and managing content, and it offers a wide range of features and capabilities to help with document management, project collaboration, and enterprise content management. One of the key features of SharePoint is the ability to create custom site columns, which allow you to define and manage metadata for your content. In this tutorial, we will focus on one specific type of site column - the lookup column - and explore how it can be used to enhance your SharePoint site.

What is a Lookup Column?

A lookup column is a type of site column that allows you to create a relationship between two lists or libraries in SharePoint. It enables you to reference values from another list or library, making it easier to maintain consistency and accuracy in your data. For example, you might have a list of employees and a list of departments, and you can use a lookup column to associate each employee with a specific department.

Creating a Lookup Column

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

1. Open your SharePoint site and navigate to the list or library where you want to add the lookup column.
2. Click on the "Settings" gear icon in the top right corner of the page and select "List settings" or "Library settings" from the dropdown menu.
3. Under the "Columns" section, click on "Create column".
4. In the "Column name" field, enter a name for your lookup column.
5. In the "Type of information" section, select "Lookup" from the dropdown menu.
6. In the "Get information from" section, select the list or library that contains the values you want to reference.
7. In the "In this column" section, select the column from the referenced list or library that you want to use as the lookup value.
8. Click on "OK" to create the lookup column.

Managing Lookup Columns

Once you have created a lookup column, you can manage it by editing its properties or deleting it if no longer needed. To edit the properties of a lookup column, follow these steps:

1. Open your SharePoint site and navigate to the list or library that contains the lookup column you want to edit.
2. Click on the "Settings" gear icon in the top right corner of the page and select "List settings" or "Library settings" from the dropdown menu.
3. Under the "Columns" section, click on the name of the lookup column you want to edit.
4. Make the desired changes to the column properties, such as the column name, the referenced list or library, or the lookup value column.
5. Click on "OK" to save your changes.

If you no longer need a lookup column, you can delete it by following these steps:

1. Open your SharePoint site and navigate to the list or library that contains the lookup column you want to delete.
2. Click on the "Settings" gear icon in the top right corner of the page and select "List settings" or "Library settings" from the dropdown menu.
3. Under the "Columns" section, click on the name of the lookup column you want to delete.
4. Scroll down to the bottom of the page and click on the "Delete" button.
5. Confirm the deletion by clicking on "OK" in the confirmation dialog.

Using Lookup Columns

Lookup columns can be used in various ways to enhance the functionality and usability of your SharePoint site. Here are a few examples:

1. SharePoint Forms

Lookup columns can be used in SharePoint forms to create dropdown menus or autocomplete fields that allow users to select values from the referenced list or library. This makes it easier for users to input data and ensures consistency in the values entered. For example, you can use a lookup column to create a dropdown menu for selecting a department in an employee registration form.

2. SharePoint Project Management

Lookup columns can be used in SharePoint project sites to associate tasks with specific projects or project phases. This allows you to easily track and manage tasks within the context of a project. For example, you can create a lookup column to associate each task with a specific project or project phase, and then use views and filters to display and manage tasks by project.

3. SharePoint Document Management

Lookup columns can be used in SharePoint document libraries to associate documents with specific categories or tags. This makes it easier to organize and find documents based on their metadata. For example, you can create a lookup column to associate each document with a specific category, and then use views and filters to display and manage documents by category.

4. SharePoint Custom Tools

Lookup columns can also be used in custom tools or applications built on top of SharePoint. For example, you can use a lookup column to reference values from a custom list that contains data specific to your organization or industry. This allows you to leverage the power of lookup columns in your custom solutions and enhance the overall user experience.

Conclusion

Lookup columns are a powerful feature in SharePoint that allow you to create relationships between lists and libraries, making it easier to manage and maintain consistency in your data. In this tutorial, we explored how to create and manage lookup columns in SharePoint, as well as how to use them in various scenarios such as SharePoint forms, project management, document management, and custom tools. By leveraging lookup columns, you can enhance the functionality and usability of your SharePoint site, and improve the overall productivity and collaboration of your team.