All we should know about site Columns in SharePoint Online

All we should know about site Columns in SharePoint List or Library for online or on-premises.

In this article, I am going to describe about site columns for SharePoint online and other version for on-premises.

So let’s start from what is site columns in SharePoint?

From the definition of Site columns: A site column is a column for a list or a document library that can be used in all document libraries or lists in the site in which it is created, as well as in the subsites for that site. SharePoint Site Columns allow us to add to the list of standard SharePoint columns used in a site or its sub-sites to include additional metadata to files in it.

Site columns will be defined by a site manager instead of adding a specific column of data in most of list or library we can add once and manage it from a central location In addition, content types can only use site columns. (In lists and libraries, on the other hand, columns can be created separately.)

From the page; Columns: A column stores information about each document in the document library. Because this document library allows multiple content types, some column settings, such as whether information is required or optional for a column, are now specified by the content type of the document.

Site columns are really very useful, we can reuse site columns multiple time and can save Lots of time as well. We need to make some more attention when we are going to custom site columns, as we have most of site columns available on the SharePoint list but for every organisation requirement is unique and we can create according to your customer.

If we will navigate our site to site columns under site setting we will getting there will be number of site columns exist on the page, that we can filter by group which is available by default.

So let’s quick start after few description of site columns, in this article I will be covering below few of points:

• How to add site columns from existing SharePoint List or Library
• How to Create Site columns and New group for the same
• How to delete created or default site columns from site settings

How to add site columns from existing SharePoint List or Library

To add site columns from existing SharePoint List or Library too simple and we will have few of steps to do the same.

• Open the List or Library and go the setting page for each of those, if it is List option will be List setting from List Ribbon page. In case if it Document Library then document setting from the Library ribbon.

• Now on the setting page we will be getting option called Add from existing site columns from columns options, see below:

• Click on that will take us to Add Columns from Site Columns here we will get many option like:

Select Columns: Select which site columns to add to this list, from the drop down just select group you want to add then down the page we will get available site columns box, here just select desire columns name and click on Add> button.

• Once columns is added, the option for default view check box will be added, If you want to add in view add it or unbox then click on save.

• After saving it will take us back to site setting page where we can see the site columns has been added under the columns.
• Once all done go back to list or library and we can see the site columns will added to the page.

How to Create Site columns and New group using site setting page:

We can create new site columns which we can use for List, Document Library, Site, Subsite also.

• Login to the Site or subsite page with appropriate user account and password.
• Go to the site setting page and select Site columns under web designer and galleries. We need to follow the same steps for site collection or subsite.

• On the site columns page, click on Create option

• After clicking on create option it will take us to create columns page, here we need to assign;

Name and Type: Type a name for this column, and select the type of information you want to store in the column.

Group: specify a site column group. Categorizing columns into groups will make it easier for users to find them

Additional Column Settings: Specify detailed options for the type of information you selected.

Column Validation: Specify the formula that you want to use to validate the data in this column when new items are saved to this list. The formula must evaluate to TRUE for validation to pass.

Message:

• Once all done click on ok and wait till it is getting create, after creating it will take us to site columns page, here you can find created site columns.

• Now we can add the new created custom columns to the list same as above described.

How to delete created site columns from site settings

Here I would like to describe you about how to delete created custom site columns or change the Group, Also I will be showing you how to delete or modify default created site columns.

• Login to the Site or subsite page with appropriate user account and password.
• Go to the site setting page and select Site columns under web designer and galleries. We need to follow the same steps for site collection or subsite.

• Now open any of created or default site columns from this page by clicking on site columns under the defined group
• Site columns will get opened in edit mode, where we will have option for modify or we can delete directly from here,

• To modify select the part which you want to modify or update, like name, existing group or create new group for selected columns, description, columns required content information, length for document library etc…, see below screen shot for more details:

• If wish to delete the site columns, just click on delete option from down of page and wait till getting delete.
• Verified the same site columns will get created in subsite under the site collection, here we no need to create any site columns.