In SharePoint, custom columns allow users to add metadata to list items, making it easier to categorize, filter, and retrieve information efficiently. Instead of relying only on default columns (like Title, Created By, Modified), you can create custom columns that fit your business needs.
This guide covers:
✔ Types of custom columns in SharePoint
✔ Steps to create and configure columns
✔ Best practices for managing columns effectively
1. Why Use Custom Columns?
Better data organization – Helps in structuring list data for easy filtering and sorting.
Enhanced metadata management – Allows tagging, categorization, and additional information storage.
Improved searchability – Enables faster retrieval of data using filters and views.
Supports automation – Works with Power Automate for workflow automation.
2. Types of Custom Columns in SharePoint
SharePoint provides multiple column types, each serving a unique purpose.
1. Single Line of Text
✔ Stores short text values (e.g., Names, IDs).
✔ Can be used as a Title field replacement.
Best For: Employee names, product codes, status labels.
2. Multiple Lines of Text
✔ Stores long-form text (e.g., descriptions, notes).
✔ Can have rich text formatting (bold, italic, links).
Best For: Comments, project descriptions, meeting notes.
3. Choice (Dropdown Menu)
✔ Users select from a predefined list of options.
✔ Can be displayed as dropdown, radio buttons, or checkboxes.
Best For: Status tracking (Pending, Approved, Rejected), department selection, priority levels.
4. Number
✔ Stores numeric values (integers or decimals).
✔ Can have minimum and maximum limits.
✅ Best For: Order quantities, scores, financial data.
5. Date and Time
✔ Stores dates and timestamps.
✔ Can be configured for date only or date & time format.
✅ Best For: Task deadlines, event schedules, project start dates.
6. Yes/No (Checkbox)
✔ A binary field (Yes/No or True/False).
✔ Displays as a checkbox in list views.
✅ Best For: Approval status, completed tasks, feature toggles.
7. Person or Group
✔ Links to SharePoint user accounts for assigning ownership.
✔ Displays the name, email, or profile picture of the user.
✅ Best For: Assigning tasks, tracking document owners, project leads.
8. Lookup
✔ Fetches data from another SharePoint list.
✔ Allows linking between lists for relational data.
Best For: Selecting a client from a customer database, linking tasks to projects.
9. Hyperlink or Picture
✔ Stores URLs or image links.
✔ Can open links in a new tab.
Best For: Storing website links, linking to external resources, embedding images.
10. Calculated Column
✔ Performs formulas and calculations using values from other columns.
✔ Supports functions like IF, CONCATENATE, TODAY, DATE, ROUND.
Best For: Automatically calculating total prices, setting due dates based on creation date.
3. How to Create a Custom Column in SharePoint
Steps to Add a Custom Column
1️⃣ Go to your SharePoint list where you want to add a column.
2️⃣ Click on “Add column” (located at the top of the list).
3️⃣ Choose the column type (Text, Choice, Number, etc.).
4️⃣ Enter the column name and configure additional settings:
- Default value (optional)
- Required field (Yes/No)
- Unique values (prevent duplicates)
5️⃣ Click Save to apply changes.
Tip: Use “Show/hide columns” to control which columns appear in views.
4. Best Practices for Custom Columns
✔ Use meaningful names – Avoid generic names like “Column1”; use “Project Status” instead.
✔ Limit the use of multiple lines of text – Use choice fields when possible to keep data structured.
✔ Leverage calculated columns – Automate calculations for better efficiency.
✔ Use Lookup columns for relationships – Avoid duplicate data by linking lists.
✔ Keep column types consistent – Changing column types later can lead to data loss.