HowTo: Create a Site Column in SharePoint 2010

This post is for SharePoint beginners. When creating custom lists or customizing lists based on the default templates, you often add columns. If you want to re-use these columns you can choose to create site columns, these are re-usable.

Why and when to use site columns

Some columns you add to your lists might be unique, unique in your organisation, or unique in your project. As some columns may be unique, others can have multiple occurrences within you organisation. When columns have more settings and options to it and in that way can become relatively complex, when this occurs it might be handy to re-use these columns. This has several advantages. It saves you time, time in creating them and perhaps time in testing them. It also ensures that every different list, has the same way of displaying and functioning of the site column.

How to create a site column

  1. Navigate to the top level site of the site collection in which you want to use the site column. The site column will only be shared in the site collection and its children.
  2.  In the upper left corner click “Site Actions” and then choose “Site Settings”. Next, under ” Galleries” , click “Site columns”.
    Creating a site column: Menu

    Creating a site column: Menu

  3. On the page that is displayed, a list with all existing site columns is displayed. Click “Create” to create a new site column.
    Creating a site column: Column list

    Creating a site column: Column list 

  4. This opens a page which looks familiar if you have create a list column before, or maybe you’ve seen it reading my post about creating a custom list. When all the properties of the site column are set to fit your needs, click “Ok” to create the site column.
    Creating a site column: Existing site columns

    Creating a site column: Existing site columns 

  5. After creating the site column we of course also want to use it. The first time I tried to, it took me some time to find where I could do that. In the site collection where you created your site column, either create a new list, or use an existing one. Click on the list. In the Ribbon, make sure that under “List Tools”, List is selected (click it). Then, in the Ribbon, click “List Settings”.
  6. Scroll down to “Columns” and click “Add from existing site columns”.
    Adding a site column to a list: Menu

    Adding a site column to a list: Menu 

  7. Add the column to the list and presto, we’re done.
    Adding a site column to a list: Adding the columns

    Adding a site column to a list: Adding the columns 

SharePoint versions 

  • SharePoint 2010 Foundation
  • SharePoint 2010 Standard Edition
  • SharePoint 2010 Enterprise Edition
  • SharePoint 2010 Online (Office 365 Edition)

Permission level

  • Design
  • Full Control

More to read

I can imagine that you might want to know even a bit more on site columns, as this article is only about creating a site column. I recommend you read this article, it elaborates about the basics and theory surrounding site columns and content types. If you want to know hot to create a content type, read my article about creating content types.

Thats all folks, for now Happy SharePointing and untill next time.

HowTo: Create and Delete a SharePoint list

Audience

This post is for SharePoint beginners. One of the core elements of SharePoint is the list. A list in SharePoint is like a table in a database or a sheet in Excel. So basically any data you want to store in SharePoint you store in lists. Lists can be created using a template which give you predefined columns and list settings or you can design a list by creating a custom list.

Steps to create a list:

  1. Navigate to the site on which you want to create the new list (you must be in the right role to do this e.g. “site owner”).
  2. Click “Site Actions” in the upper left corner.
  3. Choose “More options”
  4. The “Create” screen appears.
    Create Screen SharePoint 2010

    HowTo Create a List

  5. In the “Filter By” menu select “list”.
  6. Choose the template that fits your needs.
  7. On the right hand side of the screen, type a name that describes the list and click “create”.
Alternative route:
Replace step 2 in the above instructions by clicking “Lists” in the Quickstart menu on the left of your site. You’ll get an overview of all the existing lists. In the upper left corner of this screen there is a “create button” this will also open the Create menu.
 
Congrats, you’ve just created a list. The list can now be found in the Quickstart menu on the left of your site.
 
Ok, so we’ve created a list, the next step is to delete a list. Deleting a list might not be something you will be doing on a daily basis but when you are learning SharePoint it can be a handy little thing to know as you’ll probably be adding several lists for testing purposes.
 

Steps to delete a list:

  1. Navigate to the site on which hosts the list which you want to delete (you must be in the right role to do this e.g. “site owner”).
  2. In the Quickstart menu (on the left of your site) click on the listname of the list you want to delete.
  3. By clicking the list in step two the Ribbon contect menu called “List Tools” wille be displayed (make sure the “List” option is selected, in the dark blue bar in the top of your window)
    Ribbon List Tools context menu

    Ribbon

  4. In the Ribbon choose “List Settings” this opens the list settings menu.
  5. The list settings menu shows a lot of properties and options, choose “delete this list” in the “permissions and management” category (located somewhere in the center of your screen).
    List Settings Deleting a list

    List Settings Deleting a list

  6. Confirm that you want to “move the list to the recycle bin” which, of course, sends the list to the recycle bin.
The recycle bin is very much like the recycle bin in Windows, it holds all your deleted items, it is located in the Quickstart menu, clicking on it gives you the option so recover deleted items or permanently delete them.
 

SharePoint versions 

  • SharePoint 2010 Foundation
  • SharePoint 2010 Standard Edition
  • SharePoint 2010 Enterprise Edition
  • SharePoint 2010 Online (Office 365 Edition)

Permission level

  • Design
  • Full Control
 
This concludes this HowTo. for now Happy SharePointing, live long and prosper.