Learn SharePoint In Series - Part Twenty Eight - Introduction To Site Columns

Introduction

This article is the 28th part of my SharePoint series. Here are my previous articles.

1. Learn SharePoint In Series - Part One - Introduction
2. Learn SharePoint In Series - Part Two - Web Application
3. Learn SharePoint In Series - Part Three - Site Collections
4. Learn SharePoint In Series - Part Four - Subsites
5. Learn SharePoint In Series – Part Five – SharePoint Lists
6. Learn SharePoint In Series - Part Six - Power Of Versioning
7. Learn SharePoint In Series - Part Seven - Lists Advanced Settings
8. Learn SharePoint In Series - Part Eight - Validation Settings in List Settings
9. Learn SharePoint In Series - Part Nine - Audience Targeting
10. Learn SharePoint In Series - Part Ten - Rating Settings
11. Learn SharePoint In Series - Part Eleven - Form Settings in List Settings
12. Learn SharePoint In Series - Part Twelve- Save list as a template in List Setting
13. Learn SharePoint In Series - Part Thirteen- Permission Settings in List Settings
14. Learn SharePoint In Series - Part Fourteen- Enterprise Metadata and Keywords
15. Learn SharePoint In Series - Part Fifteen - Retention Policy Under Information Management
16. Learn SharePoint In Series - Part Sixteen - RSS Settings in List Setting
17. Learn SharePoint In Series - Part Seventeen - List Columns in SharePoint
18. Learn SharePoint In Series - Part Eighteen - Multiple Lines Of Text Column Type in SharePoint
19. Learn SharePoint In Series - Part Nineteen - Number and Choice Column Type in SharePoint
20. Learn SharePoint In Series - Part Twenty - Currency and Yes No Column types in SharePoint
21. Learn SharePoint In Series - Part Twenty One - Person or Group Column types in SharePoint
22. Learn SharePoint In Series - Part Twenty Two - Date and Time Column types in SharePoint
23. Learn SharePoint In Series – Part Twenty Three – Look Up Column Type in SharePoint
24. Learn SharePoint In Series - Part Twenty Four - Hyperlink or Picture Column Types in SharePoint
25. Learn SharePoint In Series -Part Twenty Five - Calculated Column in SharePoint
26. Learn SharePoint In Series - Part Twenty Six - Task Outcomes and External Data Column Type in SharePoint
27. Learn SharePoint In Series - Part Twenty Seven - Introduction to Managed Metadata Column Types

In the previous article, I have explained Managed Metadata columns type. Along with that, we have completed all the available column types in SharePoint. So now, we will be moving up one more level and we will be exploring SharePoint in more detail. In today’s article, I will be covering,

• Background
• Limitations of List Columns
• Introduction to Site Columns
• Creating Site Columns
• Summary

Background

Consider a scenario where you have created a site collection and now you are creating many subsites based on the departments. The structure of sites is the same for all departments. The structure includes lists, libraries etc. Now, what you will do? You will create a list in the main site collection and then, create your columns into the lists and libraries, as shown in Learn SharePoint In Series - Part Seventeen - List Columns in SharePoint and then, you will save this list as a template as shown here Learn SharePoint In Series - Part Twelve- Save list as a template in List Setting and your problem is solved. Yes, the problem is solved. Here, you have used the list columns. But is it a feasible solution? If you think yes, then here comes some trouble for you.

Imagine that you have added one column as Number but that column was supposed to be Single Line of text. Now, what you will do? You have several solutions, like

1. Save the list as a template again and delete from all the lists from existing sites and recreate it. But it is not possible if the lists have data.

2. Go to every list and update the column setting and convert the Number column type of Single line of text.

Both of the above solutions are correct but they are too time-consuming as you have used the list columns. And the list columns have certain limitations. Let’s explore the limitations of list columns first.

Limitations of List columns

List columns cannot be reused

List columns is a limitation to the list on which you have created. You cannot use the list columns to another list. Although if you want to use the list columns in the same site collection, you cannot reuse the list columns.

The scope of List columns is limited

The scope of list columns is up to the list only in which it is created, for example, you have created a List Column 1 in List 1. Then, you cannot use List Column 1 in List 2. You have to create a new column into the List 2. Although you can use the same name as List Column 1 to create a column in List 2.

You cannot have a lookup with another site. If you want to take the value from the parent site list, then also, you cannot take reference of parent site list into the list columns.

Introduction to Site Columns

So now you know what list columns are and what are the major limitations for the list columns. The columns which are created at a site or site collection level that can be reusable in multiple lists in the same site or subsite are called as site columns. If we compare the structure of list columns and site columns, both are identical. The only difference is that the site columns are hierarchical in nature. In other words, we can inherit the site columns to the multiple lists and libraries from to the same site or in subsites.

In order to understand the hierarchical nature of site columns consider the following figure.

Image source

So here, there is a Top Site collection. There, I have created a Site Column A so that Site Column A can be used in any of the subsites and subsites of subsites. The hierarchy will always flow from top to bottom level. For example, you can use Site Column A into the third level subsite also but you cannot use Site Column B into the top level site as it is created in the lower level of the hierarchy.

Also, you cannot use the site columns in the same level sites. For example, Subsite A and Subsite B have a common site collection as Site Collection A. The list columns created in Site Collection A will be reused in Subsite A and Subsite B, but if I create site columns in Subsite A, then that column I cannot reuse in Subsite B.

Creating Site Column

In order to create a Site Column, please follow the below steps.

Step 1

Open the site in which you want to create a site column. Click on the Settings gear icon and then click "Site Settings" menu.