In this article, you'll discover a variety of data and column types available in SharePoint, and the good news is, you don't need to be an expert to use them! By the end of this article, you'll see that just three types of columns are usually all you need to handle most tasks efficiently.
What are columns
To start up our exploration of SharePoint list columns, think of them as the final garnish on your personalized ice cream sundae. Each column, akin to a delicious ice cream flavor, serves a unique purpose in making your data just as delightful as your favorite treat.
By organizing your information into these flavorful columns, you're essentially creating a perfectly layered ice cream masterpiece. Whether you're scooping up Single Lines of Text like classic vanilla, making Flavor Selections with Choice columns, or adding Quantity Crunch with Number columns, each choice contributes to the richness of your data experience.
Just like savoring a scoop of ice cream, the final reason for SharePoint list columns is pure satisfaction. They provide an efficient and visually appealing way to organize, access, and enjoy your data. So, whether you're creating a sweet time-stamped memory with Date and Time columns or indulging in the collaborative Buddy System with Person or Group columns, remember that each column is a flavorful component in crafting a data experience as delightful as your favorite ice cream sundae.
What types of columns are available
Let's explore the variety of SharePoint columns using the ice cream flavors analogy:
Single Line of Text (Vanilla): Think of this as the classic vanilla scoop – simple and versatile. Use it for short and sweet pieces of information, like the name of your favorite ice cream.
Multiple Lines of Text (Neapolitan Swirl): Like a swirl of Neapolitan, this column lets you include more details. Perfect for longer descriptions or notes, just like enjoying the layers of different ice cream flavors.
Choice (Flavor Selection): Similar to choosing your ice cream flavor, this column allows you to pick from predefined options. Chocolate, vanilla, or strawberry – customize it to match your data preferences.
Number (Chocolate Chip Crunch): This column is your chocolate chip scoop, perfect for managing numerical values like quantities or ratings. It adds a satisfying crunch to your data, just like chocolate chips in ice cream.
Currency (Caramel Drizzle): Just as you might drizzle caramel on your sundae, the Currency column handles money-related data. Dollars, euros, or any currency you fancy, adding a sweet financial touch to your information.
Date and Time (Time-Stamped Sprinkle): This is your time-stamped scoop, noting when something happened. Like sprinkles on your ice cream, it adds a timestamp for events, creating a delightful chronology.
Lookup (Flavor Fusion): Similar to mixing different ice cream flavors, the Lookup column lets you link to information in another list. Create flavorful connections like combining chocolate and caramel in your data.
Yes/No (Binary Swirl): It's a simple choice – either you like the swirl or you don't. The Yes/No column is perfect for true/false or yes/no decisions in your data, creating a binary flavor swirl.
Person or Group (Buddy System): Think of this as having a favorite partner to share a double scoop. Use this column to link to specific people or groups, fostering collaboration like sharing ice cream with a friend.
Hyperlink or Picture (Visual Topping): Adding a cherry on top, this column lets you include links or images. It's like adding visually appealing toppings to your ice cream, making your data a treat to look at.
Calculated (Custom Blend): Just as you might create a custom blend of ice cream, the Calculated column lets you perform calculations on other columns, crafting a unique and customized flavor of data.
Image (Visual Delight): Much like adding an image of your favorite ice cream to your list, the Image column allows you to include pictures, making your data visually delightful.
Managed Metadata (Flavor Tags): Like labeling your ice cream flavors, the Managed Metadata column allows you to use predefined terms or tags, making it easier to categorize and organize your data flavors.
Location (Geographic Scoop): Much like adding a scoop of geographic information, the Location column brings a spatial dimension to your data, allowing you to pinpoint and organize information based on its geographical context.
Each of these columns contributes a unique flavor to your SharePoint list, creating a rich and diverse data experience much like enjoying an array of delicious ice cream scoops in a sundae.
What are the ones that you will use
Drawing from my experiences across various projects, an important lesson has emerged: simplicity is paramount in the realm of SharePoint columns. Through trial and error, three column types have consistently proven to be user-friendly and efficient for both input and interpretation: Single Line of Text, Date and Time, and Choice.
Single Line of Text: Much like a universal language, the Single Line of Text column is straightforward and easily understood. Whether I'm inputting data, reading it, or working with it, this column type simplifies the entire process. It's my dependable choice for capturing names, addresses, or concise information without unnecessary complexities.
Date and Time: In the world of data, timestamps are often crucial. The Date and Time column excels in simplicity, effortlessly recording temporal information. Whether I'm noting creation dates, deadlines, or event timestamps, this column streamlines the process, making it as intuitive as possible for end-users in my projects.
Choice: Recognizing the need for customization, the Choice column steps in as the practical solution. It allows me to select from predefined options, removing ambiguity and making data entry, reading, and management a breeze. This column type empowers me to navigate through data with ease and confidence.
Reflecting on these experiences, it's clear that while specialized column types have their place, the widespread ease of use offered by Single Line of Text, Date and Time, and Choice columns is invaluable. These three types consistently contribute to a smoother and more intuitive data management experience in my projects, aligning perfectly with the lessons learned from my journey in SharePoint.
Conclusion
SharePoint offers a variety of column types for building comprehensive solutions. Yet, it's not always essential to pinpoint the perfect type, and for end users, the complexity of certain types might outweigh their benefits.
Hence, we often opt for the most straightforward column types, namely Single Line of Text, Date and Time, and Choice. These three suffice for most scenarios.
Feel free to share in the comments if your experience aligns with this approach or if, conversely, you leverage every available column type.
References
- List and library column types and options: https://support.microsoft.com/en-us/office/list-and-library-column-types-and-options-0d8ddb7b-7dc7-414d-a283-ee9dca891df7
Top comments (3)
The default format for Date/ Date-Timestamp is US format.
I'm not quite sure about it. I bet that it depends on the language you select for your site. But it's something to check. It won't be the first time I found a different format than the one I expected or a different value based on the physical time zone of the data center.
I did run into problem when I was trying to Automate using a date field. But it was couple of years ago.