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Creating and Using Site Columns and Content Types Applied to SharePoint Online, Office 365 2013

In this post we apply the steps Asif Rehmani demonstrates in a video titled Creating and using Site Columns and Content Types to configure site columns for a document library created in our SharePoint Online, Office 365, 2013 environment. Asif Rehmani is a SharePoint MVP and MCT. A subscription to SharePoint-Videos.com is required to view the video tutorial.

Asif notes at the start of this 11 min tutorial, “[site columns and content types] are both extremely powerful functionality”. The capabilities of these two features contribute substantially to the usefulness of SharePoint Search, ease of access to data for SharePoint users, and, particularly for heavily regulated businesses, to the task of gathering business intelligence about data stored in SharePoint.

The left hand access to both the “Site Columns and Content Types” features from SharePoint Designer 2010 has been kept entirely as is in SharePoint 2013. SharePoint Designer 2013 is the preferred tool to use to set up these features (they can be set up with a browser). Set up is much faster with SharePoint Designer 2013.

As Asif points out midway through this video tutorial, SharePoint Online, Office 365, 2013, out of the box, offers a comprehensive set of content types which may, in fact, be entirely useful to the needs of an organization. If it makes sense to create a new content type, then certainly it is an easy process to add one, as required.

The SharePoint Designer 2010 procedures demonstrated in this video are entirely consistent with SharePoint Online, Office 365, 2013 up until Asif demonstrates how to “Edit content type columns.” When we clicked on the same button with SharePoint Designer 2013, we were presented with only “Name” and “Title” column choices. None of the Taxonomy and Metadata Keyword options visible in our video are available with SharePoint Designer 2013. There are options to add an “Enterprise Keywords” column, or a “Meta Description” of “Meta Keywords” “Publishing” column, but, to repeat, the Taxonomy choices are not present.

We only experienced one additional anomaly. When we followed the instructions in this video tutorial to modify the default view of our shared documents library in SharePoint Online, Office 365, 2013, we received an initial error message when we added our custom column “Budgets”. But this error corrected itself fine.

Ira Michael Blonder

© Rehmani Consulting, Inc. & Ira Michael Blonder, 2013 All Rights Reserved