SharePoint Owner: Create & Configure Columns

Course description

This course introduces SharePoint site owners to the concepts, types, and management of columns—the essential data structures that power lists and libraries. Learners begin by understanding how columns define the kind of information stored in a list or library, from basic text and number fields to advanced metadata and lookup connections. The training explains the difference between site columns and list columns, emphasizing how site columns allow consistent metadata across multiple lists and libraries within a site, while list columns remain unique to a specific list. Participants explore the wide range of available column types, including single line and multiple lines of text, choice lists, dates, numbers, currency, yes/no toggles, hyperlinks, people, and managed metadata. They also learn about modern-only columns such as image and location fields, as well as more advanced column types like lookup and calculated columns that link data and perform automatic calculations. Learners gain insight into how column selection impacts data consistency, searchability, and list performance, along with practical tips on when to use each type effectively. The course then guides learners through creating and managing site columns from the Site Settings interface, including naming best practices, choosing column types, setting required fields, and grouping columns for easier management. Step-by-step demonstrations show how to configure choice options, default values, and formatting, as well as how to propagate updates from a site column to all lists using it. Learners also discover common challenges—such as reserved column names and the difficulty of deleting site columns used in multiple places—and how to manage them safely. By the end of the course, participants will understand how SharePoint columns support data organization, automation, and reporting, and will be able to create both list and site columns that maintain consistency, accuracy, and efficiency across their SharePoint 365 environment.

Course outline