Content types in SharePoint allow users additional methods of categorizing and classifying content in libraries. A single document library may have multiple content types to allow users to quickly and easily add new information to the library using the content types. In this video we’ll explore content types by creating content types; adding new site columns to the content type, as well as assigning a document template to the content type. We’ll finish the video by associating the content type to a document library.
- [Voiceover] In this video, we'll continue our exploration of the document management features in SharePoint 2013. By taking a look at document content types. So, why might someone use document content types? Well, primarily it gives us another way of categorizing and classifying documents plus a couple of extras. Work flows can be associated with a specific content type. And SharePoint information management policies can also be tied to content types.
The great thing is that document templates can be added to a document content type allowing you to easily create documents based upon a set Excel spreadsheet, or a PowerPoint presentation or a Word template. And remember, a document library or list can have multiple content types associated with it. In order to create content types, you need to have designer or full control permissions to the site. We're gonna quickly create a few content types.
Remember, there are other great videos, like the SharePoint 2013 Essential Training by Gini Courier that will give you more in-depth information. In this video, we'll go ahead and create a custom content type. And we're gonna add an existing site column to that custom content type to allow us to track additional information. We'll assign a template to a content type and then of course, wrap up, by making sure we associate that content type to particular document library.
Switching back over to SharePoint, we're gonna first create a new content type that our group will use to create customer presentations. We'll choose the settings gear and we'll choose the command site settings. On the left hand side, underneath, Web Designer Galleries I'll click site content types. Now, I've already created one content type. And I've created a custom group for that content type called Landon.
But I'll walk you through creating another one. Back up at the top of my list of content types, I'll click create to start the process. And I'm gonna name my new content type Landon Customer Presentation. I need to select what parent type. And even though this is going to hold PowerPoint information, I'm gonna use the document content type as the parent and also document to inherit the information from the default document content type.
Which means, I'm gonna get the single field called Title. Scrolling down a little bit more, I'm gonna select the Landon custom group. It's sometimes a great idea to store your own content types under your own company's name, just making them easier to find. I'll choose okay to create the content type. Now, I'd like to add a new column to my content type. As you can see, if I scroll down, the only column I have in this content type currently, is the title column.
I've already created a new site column that I'm gonna use to hold my customer's name. So I'll choose, add from existing site columns. And staying with the idea of creating custom groups, to find my information easily. Under the select columns from, I'll pop open the list, I'll choose the Landon Custom Group and there is the Custom Site Column I had created called Client Name. It's selected, I'll choose Add, scroll down just a little bit and choose okay.
I'm now returned back to my Landon Customer Presentation content type I've created. And towards the bottom, I now see my two columns. I see my title column, as well as my client name column. Now to make this work the best, I'd like to actually assign a PowerPoint presentation template I've already created. So, I'm in my content type, I'm gonna select advanced settings.
I'll choose upload a new document template and browse. I'll find my new customer presentation, PowerPoint template I had created earlier. Select it and choose open. I certainly don't want the content type to be read only. And if I had used this information on other document libraries or list, I would want to update that. I'll make sure the option for update all content types, inheriting from this type is set to yes.
I'll choose okay. So now my content type has my two columns in it, plus it's automatically set up to use the PowerPoint presentation that I had created. And of course, to see this in use, we have to go create a document library and assign this content type to it. I'll go back to my settings gear, choose add an app and I'll select document library. I'm gonna call it Marketing and Sales Documents and click create to create the document library.
Find it in my list, I'll hover over the ellipses, and choose settings to jump me immediately to the library settings for this document's library I just created. I will fix the name by simply adding the spaces in. And I'll also make sure I display this library in the quick launch, under advanced settings. I need to make sure I select the option to allow management of content types.
Once I scroll down, there's all sorts of different choices about whether information from that library appears in search. I can re-index the library, but there's really no other changes I need to work from in here. So I'll choose okay. I return back to the library settings and if I scroll down, I'll see the choice called content type. So far, the only content type in here is the default document.
I have those two content types, the one I just created and the other one, that I'd like to add. So I'm gonna choose, add from existing site content types. Again, here's where that custom group comes in handy. I'll select my Landon. There's the customer presentation content type I just created, as well as my sales projections using an Excel template. I'll add those two and choose okay. Now, let's navigate back to our library and see what all of this work did for us.
On the files ribbon, under new document, there are my Landon Customer Presentation as well as the sales projection. By adding those content types, I'm really encouraging people to use the templates I'd like them to use. So, for a quick recap. We created a custom content type. Remember, inheritents works in content types. So when I selected the document content type as the parent, the new content type I created inherited the default column.
You can also add additional data. We added a site column that I had already created to allow me to capture the client name. You can also make sure that your users are using your company approved templates by adding those to the document content types that you created. And of course, to finish it all off, you want to make sure that you associate your content types to the library you'd like people to use. And as we've seen, a single library can have multiple content types.
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- Understanding the exam objectives, format, and registration process
- Creating and configuring lists
- Modifying list items, views, and columns
- Creating and editing libraries
- Setting up content types
- Managing SharePoint sites
- Creating new site pages
- Sharing information in newsfeeds and blogs
- Storing files in OneDrive
- Refining SharePoint search results