Understanding SharePoint Content Types

Understanding
SharePoint Content Types

Benjamin Niaulin
Online Webinar SharePoint Geek

Description
A Simple way of explaining what a SharePoint Content
Type is by imagining us grouping Columns used in your list
or library together, which we plan to reuse often. For
example, if I know I will often need the columns
“Title, Assigned To, Status, Due Date” together when
working with “Tasks”, then I will group together into a “Task”
Content Type. If you want to read more before you attend
the session, check out this article that covers the difference
between Columns, Site Columns and Content Types.

@bniaulin Share-gate.com

Who is this guy talking?
Benjamin Niaulin
Speaker, Trainer, Consultant, SCRUM Master
Blog
bniaulin.wordpress.com
Website
share-gate.com
Email
benjamin.niaulin@share-gate.com
TWITTER!: @bniaulin


Today
Recap of columns and site columns
What is a Content Type?
Create a Content Type
Using Content Types
Understand existing Content Types


Columns


Columns and their types
When you create a column it is stored
in the list/library where you create it
Every type of column has it’s use
Know when to use the right one
Views will be created based on the
columns
Workflows can be created, triggered by
the right column information
SharePoint allows for Column Validation


Reuse your Columns!
If you create columns from your lists/libraries they are
stored in them. And thus, are not reusable.
I recommend using “Site Columns” whenever possible to
be able to reuse them.
Site Columns are available to subsites – best to create at
the root


Site Columns - Hierarchy


Columns vs Site Columns – Huh?
List/Library Column Site Column
Fast to create Reusable!
Not reusable Cross-Site lookup column
Does not permit cross site Always available in the
lookup CQWP
Not always available in Can organize them by
CQWP (Content Query WP) “groups”
Easy to use for Power User Very useful to provide
advanced solutions with
SharePoint Foundation


At the core
Content Type

Site Column Site Column Site Column

Site Column Site Column


What’s a Content Type?
Reusable set of columns used together that defines a type
of content in your organization
Document Templates to be used with specific metadata
Document Policies (Retention, Audit, Labels, Barcodes)
Document Information Panel (Form in Office Documents
that allows you to enter Column Information)
Helps reunite content spread in multiple libraries together
Helps having different columns in the same list/libraries, so
different content but same list/library features enabled
Stored in the Site where it was created and sub sites


How to create a Content Type
Site Settings -> Galleries -> Content Types

You will see all of this site’s Content Type


Content Types page


When creating a Content Type
Be sure to choose
the right parent!

This cannot be
changed after.

Will inherit all
columns from
parent


Associating
Content Types are used by associating it to the list or
library
List/Library Settings -> Advanced Settings -> Allow
management of Content Types -> Yes!


Associated or Copied?
Once you associate your Content Type to a list/library it is
sort of copied there and can be managed directly in this
list/library without affecting other places it is used.


Managing the Content Type
Directly from the List/Library
You can add/remove:
Site Columns
List/Library Columns


UNDERSTAND
EXISTING CONTENT
TYPES

It’s a secret…
EVERYTHING is using a Content Type
Publishing Pages
Documents
Tasks

Let’s browse existing ones live…


THANK YOU!
KEEP IN TOUCH ON TWITTER @BNIAULIN

Benjamin Niaulin


Understanding SharePoint Content Types

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