Content Type

https://en.share-gate.com/blog/sharepoint-content-types-understand-use-create

What are SharePoint Content Types?

Content types are a set of columns that are grouped together to serve a specific purpose.

For example, you could create a content type (group of columns) called Invoice that you can then insert in every list or library that would need this type of information.

Why are Content Types Useful?

A reusable set of columns

The good thing about content types is that anytime you need a specific set of columns, you'll be able to simply add the designated content type to your list or library in one click, as opposed to creating or adding each column one at a time.

Multiple content types in the same list or library

Another advantage is that you can use many content types inside a list or library, which means you can have different sets of columns for different items or documents within the same list or library.

Let’s say I have a library with documents related to conferences I am sponsoring. To facilitate my research, I decided to create a view that groups the documents related to each conference together. The problem is that I need different types of documents within the same library. One that contains the description of the event, and one that contains the information about the invoice I received. The solution is to create two content types - one for each type of document - and add them to my library. Here’s what will happen when you create a new document in your Event library after adding the two content types:

• Event description
• Invoice

How to Create New SharePoint Content Types

Navigate into the Site Settings.

Under Web Designer Galleries, click on Site content types.

You will see many predefined content types already in SharePoint. You’ll probably recognize some of them like wiki page, document, task, etc. which are related to the different lists or libraries you can create out of the box in SharePoint.

You’ll also notice that they are grouped by sections, which is just to organize them depending on what they are related to. It makes it easier to locate them when needed.

Every content type is related to a parent.

The only content type that is not related to a different parent is the item. It’s the basic one and includes only the title. You can see that under the parent column beside item you’ll find « System ». It’s basically the king or root of content types!

What Is a Parent Content Type in SharePoint?

A good tip to remember this, is to compare it to a real parent. You inherit the genes from your parents right? So you get a full package from them when you are born. The same thing happens here. The content type gets the settings and columns from its parent when you create it and then like when you grow up and create your own life path, the new content type can be modified to have its own purpose and use.

To create your content type, click on Create.

The New Site Content Type diaglog is displayed. Enter the necessary information as follows.

First of all, you should give your content type a name. Choose an easy and clear one so you'll understand right away what the purpose of it is.

Then, you can add a description, but this is optional.

The next part is crucial. When comes the time to choose the parent content type, you need to be sure of your choice. Some of them are just for libraries and some of them are just for lists, but the problem is that you can’t change it afterwards.

If you chose a parent that is only for list and you need your content type for a library, it won’t be possible. The only real question we will ask ourselves at this point is if the content type we are creating is useful for documents or for items.

Document Content types: For content type that will be used inside Libraries. List Content Types: Obviously for the ones used inside Lists. These two groups are the most important to remember. Here are the basic content types that you will find in each group: Document and Item (the king or root content type). Remember, choose wisely! The last section is to decide within which group you want your content type to be, in order to find it easily later. In my own site, I created the group « Natasha Content Types ».

Choosing Columns in New Content Types

Of course, you will already have the columns from your parent available which is, in this case, the Title column. Personally, I don’t like the Title column because I never know what to write there.

The question is: how do you get rid of it?

Your instinct tells you to click on Edit site column beside Title right? It probably would have been my first move too.

WARNING: Never, never, never do this!

Remember when I said the Item column type is like the king or root of all content types? If you decide to click on Edit site column you will change this column EVERYWHERE it's currently in use. This could be a catastrophe if it happened within a massive site collection. I'm sure your boss wouldn't be happy to see the column Task name or any other name instead of title in his day-to-day lists or libraries afterwards.

Now, here's what you CAN do...

Just simply click on Hidden and the column won't appear in the form of your list or library.

Finally, you can create new columns or add columns from existing site columns inside your content type to complete it.

Now it's ready to be used!

Using your SharePoint Content Types

When you're in your list or library, you won’t be able to add a content type unless you activate the management of content types. To do this, you'll have to go into your library settings.

This is the screen you’ll see, click on advanced settings.

Now just click on "Yes" under "Allow management of content types?", scroll down to the bottom and click "OK".

Here’s the section you’ll get when you activate the management of content types:

You can add one or more content types inside your library to have different sets of columns available. Just click on "Add from existing site content types".

Select the content types you want add inside your library.

You can add one or more content types inside your library to have different sets of columns available. Just click on "Add from existing site content types".

Select the content types you want add inside your library.