Understanding List Column Data Types in SharePoint

SharePoint allows you to create and manage lists or libraries with various column data types, each serving a specific purpose for storing and managing data. Below is an overview of some commonly used column types in SharePoint and their use cases.

Creating a list in SharePoint allows you to store, manage, and organize information in a structured format. Follow these steps to set up a new list in SharePoint.

Step 1. Navigate to your SharePoint Site

• Go to your SharePoint site where you want to create the list.
• If using SharePoint Online, log in to your Microsoft 365 account.

Step 2. Access the "Site Contents" Page

• Click on the gear icon (Settings) in the top right corner of the page.
• Select Site Contents from the dropdown menu. This page shows all the existing lists, libraries, and other contents of the site.

Step 3. Create a New List

• In the Site Contents page, click on the + New button and select List from the dropdown menu.
• You will be given two options.
  • Blank List: Start from scratch.
  • From Excel: Import an existing Excel file.
• From an existing list: Duplicate the structure of an existing SharePoint list.
• For this guide, choose Blank List.

Step 4. Configure the New List Add Columns to the List

• Name Your List: Provide a meaningful name for the list. This name will be used to identify the list in the Site Contents and elsewhere.
• Description (optional): Add a brief description to explain the purpose of the list.
• Show in Site Navigation: Choose whether you want the list to appear in the site's left-hand navigation for quick access.
• Click Create to finalize the creation of your list.

Step 5. Add Columns to the List

Columns define the data attributes in the list, such as text, numbers, or dates. Here’s how to add them.

• Click on "Add column" in the list to add a new column.
• Choose the Column Type based on the data you need to store.
  
• A single line of text
  • Description: Allows you to input a single line of text (up to 255 characters by default).
  • Use Case: Useful for capturing simple data like names, titles, or short descriptions.
  • Settings: You can limit the character count, enforce unique values, or set default values.
• Multiple lines of text
  • Description: Stores multiple lines of text, which can be plain text, rich text (with formatting), or enhanced rich text (with images, tables, etc.).
  • Use Case: Ideal for comments, descriptions, or long-form content.
  • Settings: Specify the number of lines to display and whether to append changes.
    
• Choice (menu to choose from)
  • Description: Provides a dropdown menu with pre-defined options. Choices can be displayed as a dropdown, radio buttons, or checkboxes.
  • Use Case: Useful for status fields or priority levels.
  • Settings: Allows custom values, default selections, and multiple selections.
    
• Number (1, 1.0, 100)
  • Description: Stores numerical values, including decimals.
  • Use Case: Ideal for quantities, ratings, or numerical data.
  • Settings: Configure decimal places and set value limits.
• Currency ($, ¥, €)
  • Description: Similar to the number column, but formatted as a currency.
  • Use Case: Suitable for tracking financial data.
  • Settings: Choose currency type and precision.
• Date and Time
  • Description: Stores date and time values.
  • Use Case: Tracks deadlines, meetings, or events.
  • Settings: Define date format and time zone settings.
• Lookup (information already on this site)
  • Description: Pulls data from another list on the same site.
  • Use Case: Links items across lists, like tasks to projects.
  • Settings: Select the source list and lookup field.
    
• Yes/No (check box)
  • Description: A simple Boolean field that stores "Yes" or "No."
  • Use Case: Represents binary choices.
  • Settings: Default value configuration.
• Person or Group
  • Description: Allows selection of a person or group from the directory.
  • Use Case: Useful for assigning tasks or tracking ownership.
  • Settings: Configure multiple selections and display format.
    
• Hyperlink or Picture
  • Description: Stores a URL and displays it as a link or image.
  • Use Case: Suitable for storing website links or images.
  • Settings: Configure to show as hyperlink or picture.
• Calculated (calculation based on other columns)
  • Description: Performs calculations using values from other columns. The result can be text, number, currency, date and time, or Yes/No.
  • Use Case: Automates tasks like calculating totals or creating dynamic text fields.
  • Settings: Supports mathematical, text, and date functions.
  • Eg: The below function checks if the Status is "Approved" and returns "OK" if true, otherwise "NOT."
    
• Image
  • Description: Allows inclusion of an image in a column.
  • Use Case: Suitable for catalogs, profiles, or documentation.
  • Settings: Supports various image formats.
• Task Outcome
  • Description: Used in workflows to capture task results.
  • Use Case: Useful for tracking workflow outcomes.
  • Settings: Configure possible outcomes.
• External Data
  • Description: Connects to external data sources via Business Connectivity Services (BCS).
  • Use Case: Accesses external databases or systems without importing data.
  • Settings: Requires configuration of external content types.
• Managed Metadata
  • Description: Tags items with terms from a term store.
  • Use Case: Suitable for content classification.
  • Settings: Enable multiple value selection and default terms.

Proper configuration of these column types helps enhance data integrity, enables better reporting, and ensures that lists and libraries serve their intended purpose effectively.