Microsoft SharePoint 2013:Content Types

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Content Types in SharePoint 2013

Content types in SharePoint 2013 are used to define what type of data will be stored within lists or libraries and contain the information about items. This information may be key metadata, a template or a retention policy. Content type joins the item and information about it and it can be used throughout a site collection. With a single list or library you can use multiple types of content with different definitions. Content types are very useful if you need to create multiple custom lists or libraries and need to reuse a set of custom columns. Additionally, it is handy when you are creating views and filtering by content type or use an aggregation Web Part to roll up the documents.
There are a lot of scenarios where content types can be helpful and make completing jobs easier. For example, if you have a sales team, you can create a Proposal content type, Quotation or Sales contract to store the necessary information.

Creating custom content type

  1. Go to the site on which you want to create new content type.
  2. Click on the gear button and choose Site Settings from the drop-down menu.
    Content Types-1.png
  3. On the Site Settings page go to Site Content Types under Web Designer Galleries.
    Content Types-2.png
  4. On the Site Content Types page click Create.
    Content Types-3.png
  5. Type the name and description for your new content type.
    Content Types-4.png
  6. Specify the group of the parent content type under the Select parent content type from and choose content type from the Parent Content Type list. Each content type is based on the existing content type and the new content type inherits the settings and properties of the selected parent one. This allows you to create a hierarchy of content types.
    Content Types-5.png
  7. Click OK.

Configuring custom template for the new content type

  1. On the content type page go to the Advanced settings.
    Content Types-6.png
  2. In the Document Template section, choose Upload a new document template and click on Browse.
    Content Types-7.png
  3. Choose the template to upload and click Open.
    Content Types-8.png
  4. Click OK on the Advanced Settings page.
    Content Types-9.png

Adding columns to the content type

  1. On the content type page in the Columns section click on Add from Existing Site Columns to add an existing column or click on Add from new site column to create the custom column for this content type. In our example we are going to add an existing columns.
    Content Types-10.png
  2. On the Add Columns page in the Select Columns section, select the desired site column from the Available Columns section. You can choose the group in which the site column exists to filter the list of site columns, and then add columns.
    Content Types-11.png
  3. Click the Add to move the selected site columns to the Columns to Add section.
    Content Types-12.png
  4. Click OK.

Adding a content type to the library or list

  1. Navigate to a list or library you want to add new content type. We are using a document library in this tutorial.
  2. Go to the Library Settings.
    Content Types-13.png
  3. On the Library Settings page go to the Advanced Settings.
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  4. Under Allow management of content types select Yes and click OK.
    Content Types-15.png
  5. On the Library Settings page scroll down to the Content Types section and click on Add from existing site content types link.
    Content Types-16.png
  6. Select Custom Content Types in the Select site content types from menu and chose your new content type from the Available Site Content Types list, then click Add. Click OK to add this content type to the library.
    Content Types-17.png

Creating a new document based on the created content type

  1. Go to the library where you have added a new content type.
  2. On the ribbon in the File tab click on the arrow on the New button and select your newly created content type.
    Content Types-18.png
  3. Click Yes in the warning appeared and type your password in the password prompt.
  4. When Word application opens you will see the columns added to the content type, in the document information panel. Enter the necessary values to the columns.
    Content Types-19.png
  5. Go to File and click Save as.
    Content Types-20.png
  6. Choose your document library, type the name for this file and click Save.
    Content Types-21.png
  7. Refresh the library page.
  8. Click on the ellipsis to open Callout menu, then another ellipsis and then on View Properties. Alternatively, you can click View Properties button on the ribbon.
    Content Types-22.png
  9. Now you can see the properties added to the document.
    Content Types-23.png

See how to create a view based on the content type at the following page – Create a View