Content Types in SharePoint allow organizations to define and manage standardized sets of metadata, templates, workflows, and policies for documents and list items. They help ensure consistency, reusability, and efficient content management across SharePoint libraries and lists.
This guide will cover:
✔ What Content Types are and why they matter
✔ How to create and configure a Content Type
✔ Using Content Types in document libraries
✔ Best practices for managing Content Types
1. What are Content Types in SharePoint?
A Content Type is a reusable collection of metadata (columns), document templates, workflows, and settings that define how a specific type of content should be handled in SharePoint.
Key Benefits:
Standardization – Ensures consistency across documents and lists.
Reusability – Can be applied across multiple libraries or lists.
Enhanced metadata management – Predefined columns make search and filtering easier.
Automation – Can trigger workflows and retention policies.
Example Use Cases:
✔ Invoices – A predefined Content Type with invoice-specific metadata.
✔ Contracts – A Content Type with approval workflows and templates.
✔ Policies – A standard Content Type for company policies with version control.
2. How to Create a Content Type in SharePoint
Step 1: Go to the Site Content Type Gallery
1️⃣ Navigate to SharePoint Site Settings.
2️⃣ Under “Web Designer Galleries,” click “Site content types.”
3️⃣ Click “Create” to add a new Content Type.
Step 2: Define the Content Type
1️⃣ Enter a name (e.g., “Project Proposal”).
2️⃣ Select a parent content type (e.g., “Document” or “List Item”).
3️⃣ Choose a group (e.g., “Custom Content Types”) to organize it.
4️⃣ Click OK to create the Content Type.
Step 3: Add Columns (Metadata)
1️⃣ Open the newly created Content Type.
2️⃣ Click “Add column” and define:
✔ Column Name (e.g., “Project Manager”)
✔ Column Type (e.g., “Person,” “Date,” “Choice,” etc.)
3️⃣ Save the settings.
Example Metadata for a “Contract” Content Type:
- Contract Name (Single Line Text)
- Contract Date (Date/Time)
- Contract Owner (Person)
- Approval Status (Choice: Pending, Approved, Rejected)
3. Using Content Types in Document Libraries
Step 1: Enable Content Types in a Library
1️⃣ Go to the document library where you want to use the Content Type.
2️⃣ Click Settings (⚙️) > Library settings.
3️⃣ Under “Advanced settings,” select “Allow management of content types” > Yes.
4️⃣ Click OK.
Step 2: Add a Content Type to a Library
1️⃣ Under Library Settings, scroll to “Content Types.”
2️⃣ Click “Add from existing site content types.”
3️⃣ Select your newly created Content Type (e.g., “Contract”) and click “Add”.
4️⃣ Click OK to apply the Content Type.
Now, whenever users upload a new document, they will be prompted to select the Content Type and fill in its metadata.
4. Best Practices for Managing Content Types
✔ Use meaningful names – Content Type names should clearly define their purpose.
✔ Keep metadata relevant – Don’t overload Content Types with unnecessary fields.
✔ Group similar Content Types – Organize them for easier management.
✔ Apply retention policies – Use Content Types to enforce document retention rules.
✔ Test before rolling out – Ensure the Content Type functions correctly in a test library.