Content Types are reusable set of columns that defines the metadata\properties of the content to be stored in a list\library.
Why Content Types?
Let's take the example of a list named "Employee Details" which may have columns like Employee ID, Employee Name, Designation, Email, Phone etc. Normally we would create these columns inside the list itself. But what if you want to reuse or extend this set of columns in another list called "Shift Employees" in the same site or a sub site?
To solve the above problem, we can create a content type named "Employee" with the set of columns (Employee ID, Employee Name, Designation, Email, Phone) and reuse it in the other lists. In this post, we will see the step by step implementation of Content types.
Note: The default parent content type is "Item" and all the other content types provided by SharePoint are inherited from it. For instance, the "Document" or "Announcement" content type are inherited from parent content type "Item".
Implementation in Lists\Libraries
When you create a new custom list, you will notice that there is only one column names "Title" which is the part of the default SharePoint content type "Item".
Why Content Types?
Let's take the example of a list named "Employee Details" which may have columns like Employee ID, Employee Name, Designation, Email, Phone etc. Normally we would create these columns inside the list itself. But what if you want to reuse or extend this set of columns in another list called "Shift Employees" in the same site or a sub site?
To solve the above problem, we can create a content type named "Employee" with the set of columns (Employee ID, Employee Name, Designation, Email, Phone) and reuse it in the other lists. In this post, we will see the step by step implementation of Content types.
Note: The default parent content type is "Item" and all the other content types provided by SharePoint are inherited from it. For instance, the "Document" or "Announcement" content type are inherited from parent content type "Item".
Implementation in Lists\Libraries
When you create a new custom list, you will notice that there is only one column names "Title" which is the part of the default SharePoint content type "Item".
To manage the content types associated to the list, go to the List Settings->Advanced Settings and click "yes" for allow the management of content types option.
You will notice that a new section named Content Types is visible in the List Settings page. Additional content types can be added to the list from the site content types available in the site.
Site Content Types
To view the existing content types or create new ones, go to Site Settings->Site content types.
All the existing site content types will be listed under their respective groups.
Advantages of Content Types
1) Reusable : The content types provided the advantage of using the same set of columns to be reused or extended in multiple lists\libraries. The underlying subsite can inherit the parent site content types and reuse in the list\libraries.
For instance, consider a list named "Employee Details". A content type named "Employee" can be used with a set of columns (Emp ID, Emp Name, Designation, Email, Phone) to emphasize that the type of content in this list is employee. Further we may reuse this content type for another list named "Emergency Contacts" or "Employee Details" list in a sub site, to define the employees who needs to be contacted in case of emergency.
Hope this post was helpful! In the upcoming posts we will see how to create and manage content types.
2) Multiple content types support: A list\library may have multiple content types assigned to it based on the set of columns (metadata) required.
For Instance, a list named "Employee Details" can have 2 different content types like "Permanent" and "Contract". The contract employee details may have a few more additional details such as Contract ID, Contract Duration, Start Date, End Date etc.
Hope this post was helpful! In the upcoming posts we will see how to create and manage content types.
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