SharePoint Content Types Explained

SharePoint Content Types are one of the most underutilised features, but if you want to bring better organisation and consistency to your SharePoint libraries and lists, they are a powerful tool for streamlining workflows. Whether you’re managing documents, forms, or structured data, content types allow you to standardise how information is captured and categorized across your SharePoint site.

If you’ve ever found yourself frustrated with scattered metadata, inconsistent document templates, or difficulty filtering and sorting specific types of content—this post is for you!

What Are SharePoint Content Types?

A Content Type is essentially a predefined set of metadata, templates, workflows, and settings that can be applied to items in SharePoint lists or libraries. Instead of manually configuring settings for each document or list item, you can define a reusable content type that streamlines the process.

For example, in an HR department, a Leave Request content type could include fields for:

• Employee Name
• Leave Start Date
• Leave End Date
• Reason for Leave
• Approval Status

This ensures that every leave request submitted follows the same format, making it easier to search, filter, and manage in a SharePoint library.

Another example could be Expense Claims, where fields such as amount, category, and receipt attachments are required. While many companies use dedicated HR or finance systems for these processes today, content types remain valuable for structuring internal processes that still rely on SharePoint.

Workplace Scenario: Managing Project Documents

Let’s say your team is working on multiple client projects, and you want to ensure that every project document includes essential details like:

• Project Name
• Client Name
• Project Manager
• Document Type (Proposal, Contract, Report, Invoice, etc.)
• Version Number

Instead of asking team members to manually enter these details every time they upload a file, you can create a Project Document content type that automatically applies these fields.

How to Create a SharePoint Content Type

Follow these steps to create and apply a content type for your project documents:

Step 1: Go to the Content Type Gallery

1. Navigate to your SharePoint site.
2. Click on Settings (gear icon) and choose Site Information > View all site settings.
3. Under Web Designer Galleries, select Site Content Types.
4. Click Create to start a new content type.

Step 2: Define Your Content Type

1. Give it a name, such as “Project Document”.
2. Choose a parent content type (e.g., Document if this is for files, or Item for list items).
3. Assign it to a new or existing group to keep things organised.
4. Click OK to proceed.

Step 3: Add Metadata Fields

1. Once the content type is created, select it from the gallery.
2. Click Add a New Site Column and define the required fields:
   • Project Name (Single line of text)
   • Client Name (Single line of text)
   • Project Manager (Person or Group)
   • Document Type (Choice: Proposal, Contract, Report, Invoice)
   • Version Number (Number)
3. Save your changes.

Step 4: Apply the Content Type to a Library

1. Navigate to your document library where you want to use this content type.
2. Click Library Settings > Advanced Settings.
3. Enable Allow management of content types.
4. Under Content Types, click Add from existing site content types.
5. Select Project Document and click OK.

Step 5: Test and Use Your Content Type

• Go back to your document library and click New.
• You should see “Project Document” listed as an option.
• When uploading a file, you’ll now see the custom fields prompting users to fill in the necessary details.

Why Use Content Types?

🔹 Consistency

Ensures all documents follow the same structure, improving searchability and filtering.

🔹 Automation

Pairs well with Power Automate for workflows like approvals, notifications, and document routing.

🔹 Improved Metadata Management

Makes it easier to tag, track, and sort information across libraries and lists.

Final Thoughts

If you’re not using content types yet, you’re missing out on one of SharePoint’s best features for keeping documents and data organised and efficient. Start by setting up a simple one, like a Project Document content type, and expand from there.

🚀 Pro Tip: Combine content types with SharePoint views and Power Automate to build an even more powerful document management system.