Introduction to SharePoint On-Prem
Architecture & Setup
Site Management
Lists & Libraries
Pages & Content
Permissions & Security
Search & Navigation
Automation & Workflows
Integration & Extensibility
Development & Customization
Administration & Governance
Migration
Compliance & Records Management
Content Types & Columns
In SharePoint, two fundamental tools for organizing and managing information are Columns and Content Types. Together, they ensure that content is consistent, structured, and easy to find.
Columns (Site Columns)
A Column is a single piece of information, like a field in a form. Examples include a “Project Name,” a “Due Date,” or a “Client Name.” When a column is created at the top level of a site, it becomes a Site Column. A Site Column is reusable, meaning it can be added to any list or library in that site. This is a best practice as it ensures that the same information, such as a “Project ID,” is collected in the exact same way across all parts of a site.
Content Types
A Content Type is a collection of columns and settings that define a specific type of item or document. It is a powerful way to manage consistency. For example, you can create a “Contract” Content Type that includes specific columns like “Client Name,” “Contract Number,” and “Expiration Date.” A “Memo” Content Type, on the other hand, might include different columns.
How They Work Together
Content Types are built using a collection of reusable Site Columns. This allows an administrator to define a specific type of document or item just once. Then, when a user adds a new item to a library, they can choose the Content Type (e.g., “Contract”), and all the necessary columns will automatically appear. This makes it easy for users to provide all the required information every time. It also allows a single document library to hold multiple types of documents, each with its own unique set of columns.
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