SharePoint, Microsoft’s collaborative platform, allows organizations to manage and share content efficiently. One of its fundamental building blocks is the site column. In this guide, we learn what SharePoint site columns are and their significance. Also, will learn how you can create, edit, and delete SharePoint site columns and the best practices for using them effectively.
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Table of Contents:
1. What are SharePoint Site Columns?
SharePoint Site Columns vs List Columns
2. Create a SharePoint Site Column
Add a site column to the List or library
Edit a SharePoint Site Column
Delete a SharePoint Site Column
3. Best Practices for Using Site Columns
4. Conclusion
Let us check it out in detail.
What are SharePoint Site Columns?
A SharePoint Site Column is like a pre-made template for a column that you can use in different parts of your SharePoint site. It's a way to keep information consistent across documents, list items, or pages.
When you create a Site Column, you're making a reusable piece of information that you don't have to set up again each time you want to use it. So, if you're adding a new column to a list or library, you can either create a new one from scratch or choose one that you've already made before. If you pick the second option, it adds a copy of the Site Column to where you're working.
Site Columns each have a field type
A single line of text
Multiple lines of text
Choice (menu to choose from)
Currency ($, ¥, €)
Date and Time, etc.
Each Site Column also has the settings we can use whenever we add a column to a list or library directly, such as whether the Date/Time column should be Date only or Date & Time or whether the column should be required.
SharePoint Site Columns vs List Columns
Understanding the differences between SharePoint Site columns and SharePoint List Columns is crucial for several factors, such as Data Consistency, usage, search or management, and maintenance. You can make more informed decisions when designing and managing your SharePoint environment.
It helps you choose the right type of column based on your specific needs, whether it’s for a single list/library or multiple sites. This can lead to more efficient data management and a more effective use of SharePoint’s capabilities.
Aspect | SharePoint Site Columns | SharePoint List Columns |
|---|---|---|
Scope | Created at the site level. Available across multiple lists and libraries within that site collection. | Created at the list or library level. Specific to the list or library where they are created. |
Reusability | Can be reused across multiple lists and libraries within the site. | They are not reusable outside of the list or library where they are created. |
Search | Creates a Search managed property automatically which can be used to search for content. | Does not create a managed property, but column contents can still be searched. |
Use Case | Good choice when you want to ensure data consistency across multiple lists and libraries. | It is a suitable choice when you need a column for a specific list or library. |
Create a SharePoint Site Column
Follow the below steps to create a SharePoint site column.
Step 1: Open your SharePoint site and click "Site content".
Step 2: Now, click on "Site settings" on the top right.
Step 3: Click on "Site columns".
Step 3: Click on Create.
Step 4: In the create column page.
Give your column a name (e.g., "Department Name").
Choose the type of information for the column (e.g., "Choice").
Step 5: Set the following options:
In the "Group" section, choose an existing group or create a new one (e.g., "Department Group").
Add a description for the site column.
If applicable, type each choice on a separate line (e.g., "HR, Finance, Engineering").
Step 6: Further customize:
Choose how choices should be displayed (e.g., Radio Buttons).
Decide whether to allow fill-in choices (default is often "NO").
Set a default value if needed (e.g., "HR").
Click "OK" to save your settings.
Step 7: You will see there is a drop-down list of Show Groups. You can see your site columns group name "Department Group".
That's it! You've successfully created a SharePoint Site Column.
Add SharePoint Site Column to the List or Document Library
In the above section, you have learned to create a SharePoint Site Column. Here, you will learn to add a SharePoint Site Column to a list or document library.
Follow the below steps:
Step 1: Go back to your list. After that click on the gear icon and then select "List settings".
Step 2: Scroll down and click on the "Add from existing site columns" option.
Step 3: On the next page, select your site column group in the "Select the site column from" section.
Then, click on "Add".
Step 4: Click "OK."
Step 5: Back on the Employee List page, you'll find your site column (highlighted).
Step-6: When you click on "New Item," you'll see a page where you can enter details.
For example, in the "Employee Name" field, provide a name, and in the "Department Name" field, you'll have a dropdown.
Click "Save".
Edit a SharePoint site column
Follow the steps to edit a SharePoint site column:
Step 1: Navigate to "Site content => Site settings => Site Columns".
Look for your "Department Group" in the show group.
Step 2: Click on the name of the column you want to edit. This will open the edit column page.
Make your edits, for example, adding a new "Department name" like "IT."
Click on "OK" to save.
Delete a SharePoint Site Column
To delete a Site Column in SharePoint, you can follow these steps:
Step 1: Navigate to "Site contents => Site settings => Site Columns.
Step 2: Select the name of the column that you want to delete.
Step 3: Select Delete.
Best Practices for Using Site Columns
Plan Ahead: Before creating site columns, consider their purpose, potential reusability, and naming conventions. A little planning prevents future headaches.
Avoid Spaces in Names: Refrain from using spaces in site column names. Spaces can lead to issues with underlying system-generated characters.
Provide Clear Descriptions: Add meaningful descriptions to site columns. Users should understand their purpose and usage.
Logical Grouping: Organize site columns into logical groups. Consider using underscores or special characters to group names for easy identification.
Conclusion
Site columns play a crucial role in maintaining consistency and efficiency within SharePoint. By following best practices, you can harness their power to enhance data management and collaboration across your organization. Remember to adapt these practices to your specific SharePoint implementation. Happy column crafting! 😊