SHAREPOINT 101: COLUMN TYPES

SharePoint 101: Column Types

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SharePoint 101: Advanced Column Types

SharePoint Columns & Content Types are the core of the platform. Start your SharePoint Journey by learning everything there is to know about them!

SharePoint 101: Column Types

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SharePoint 101: Advanced Column Types

There are many SharePoint Column Types

Remember: Your column type choices have big repercussions later.

Before you go further, read our introduction to basic SharePoint Column Types

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SharePoint 101: Column Types

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Choice ColumnThis column is very common, it allows you to display a list of choices to the user creating a new item or uploading a file.

Choices are entered manually by whomever creates the column

There are 3 layouts available (pictograms):

Radio buttons - Perfect for 3 or fewer choices

Drop-down menus - Perfect for 3 or more choices

Checkboxes - Allow for selection of multiple choices

SharePoint 101: Column Types

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Choice ColumnWARNING:

Checkboxes can result in lots of different combinations that could affect SharePoint features as Sites get bigger.

If you want users to only pick one option, select either Radio buttons or drop-down.

SharePoint 101: Column Types

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Data and Time ColumnDecisions taken here will impact future actions in SharePoint: The platform needs to know that it's a date.

For example, if you want to set an alert on a specific date, then SharePoint needs to know the information in the column you create is a date.

SharePoint 101: Column Types

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Calculated ColumnsAllows you to specify formulas based on other columns, pretty much as you would in Excel.

Here are some examples:

SharePoint 101: Column Types

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Lookup ColumnsA lookup column works like the choice column, except the choices are automatically filled by looking up entries in an existing list.

Choice columns only display a set of options manually entered by the creator.

SharePoint 101: Column Types

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Lookup ColumnsTherefore, Lookups are practical if you plan on using the same list of choices more than once. Or, if you want it to link to more details.

Update them in one single place (the looked up list) instead of editing every Choice column.

It can be Displayed as a drop-down, or Checkboxes (if you allow multiple choices)

SharePoint 101: Column Types

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Lookup ColumnsWhat happens if you delete the looked up value?

Cascade Delete: will delete without warning you that a value is used somewhere by lookups, and will also delete the entries that refer to it.

Restrict Delete: Will block anyone from deleting the lookup value if it is still being used anywhere (I recommend you use this one)

SharePoint 101: Column Types

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Managed MetadataAvailable only in SharePoint 2010 and up.

Provides an autofill of your entry (major uniformity perk) fetched from data stored in the Term Store (Centralized Keyword Store).

This means the keywords you'd like to use are available anywhere in your SharePoint.

Many advanced settings are available -> make sure you read the descriptions alongside.

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Manage Metadata in SharePoint 2013 can be far more useful!

SharePoint 101: Column Types

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Lookup or Managed MetadataThe only major perk provided by Lookups over Managed Metadata: Lookups being related to a list/library, you can get additional information on a selection.

Otherwise, go with Managed Metadata for reusability, as Lookups are limited by the Site Collection they are in.

SharePoint 101: Column Types

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Read More:

Did You Know That Metadata Can Help Boost User Adoption?

Continue Your Path on SharePoint Mastership with our Guide on Site Columns

Understand the Benefits of SharePoint Content Types

Manage Your SharePoint Columns with Sharegate.

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