How to Create a Group of Columns (aka a "Content Type")
To simplify the vital SharePoint feature called "content type", think of it as a "group of fields". That, in a nutshell (perhaps a little too oversimplified), is the definition of a content type. Its purpose is to help us define and manage in one place our groups of fields.
Content types are the recommended way to create groups of columns for use in lists and libraries in SharePoint. Amongst the benefits of content types over adding columns directly to a list are:
- Define a group of columns once, and use that same set of columns anywhere in the site collection
- If a new column is needed in all those lists, adding the column to the content type will update all the lists using the content type
- Behaviours and properties can be applied to a content type - for instance, a specific template file can be associated with a document library content type
For these reasons, always think to yourself whether a custom content type will be useful before creating a new list or library.
Creating the New Content Type
If you do decide to structure your SharePoint designs in this way, here are a few simple pointers to creating content types. In the screenshots I am creating a new content type for use in a document library
Navigate to the Site Settings administration page (and if the site settings page offers the link "Go to top level site settings", click on that link). Then click on the "Site Content Types" link in the central group on the page.
If there is no content type matching your needs, click on the "Create" link. This opens a form in which you enter the following information:
- Name - this is the name that appears in the New menu option in the list/library using the content type
- Description - this is the additional text that appears in the New menu option in the list/library using the content type
- Parent content type - which existing content type (group of columns!) wll be used as the starting point for your new content type. Select the existing content type that has the closet matching set of columns to your desired outcome. In the illustrations I have selected "Document Content Types" and "Document" in the two drop downs in the form.
- Content type group - these group names simply help you to manage the content types. Setting a new name for your own types will help in using the type in later steps
Add other columns to the set of columns. You can either add any existing site column, or create a new site column from this next page.
Using the Content Type
Your new content type is ready for use in a list or library. If the list/library does not yet exist, create it before following the next steps:
Open the list/library settings page. Click on the "Advanced Settings" link in the General Settings area on the page. This opens a form with a setting that needs to be adjusted; select the "Yes" settings for "Allow Management of content types". Click the OK button to apply this new setting.
This action reveals a new area on the library settings page. In this new "Content Types" area, click on the "Add from existing content types" link to open a form. On that form, you choose your new content type.
The new group of columns is now available in the list. Note that the default type that is created by clicking on the "New" button is the first content type in the list, so you need to reorder the list to match your needs. You can also remove all content types but your custom one to make the user's life easier.
Other Capabilities of Content Types
Content types offer much more flexibility than merely grouping columns (though that is a real benefit!).
For instance, in document content types, a document template file can be set (in the content type advanced settings page). By pointing this at an existing document, a sales proposal template or customer letter for example, the content type makes it easy for your users to create a new document and to save it to the right location - simply by clicking on the new button in a document library!
(Please note that I have used the terms "fields" and "columns" interchangeably in this article. Strictly speaking, a field is an instance of a column in a single list item)