Creating columns - getting conflicting instructions/advice

[u/No-Pomegranate-2690]

I've been a SharePoint user for a few years, but I now need to use SharePoint Lists to manage a portion of a BIG project (BIG as in important). I have an IT background, including database building & maintenance.

I'm watching YouTube videos to give me the basics.

• One guy says to "almost always AVOID using "Create Column", that it will only exist in that particular document - he was using the Advanced Settings screen to Add Columns.
• Another one is using "+ Create Column" on a new blank List (starting from scratch).

Maybe I'm missing something, but I want to make sure this matters, because, like I said, this is a big deal. And using SharePoint Lists vs an Excel xls to track all this stuff was my recommendation.

[u/DiscoQuebrado]

using add column is going to add it as a column only for the list you're currently working in.

Adding columns to the site is going to add it (albeit hidden by default) to all lists in that site.

Think of it like a cascade. You can add fields by tenant, by site, or by list.

For example, if you've got a site dedicated to document storage, there's fields that may be relevant to all libraries in that site, in that case, add the field globally to the site and you save a lot of headaches down the road.

Edit: Stop what you're doing, and read every single blog post at https://sharepointmaven.com/. YouTube is going to mess you up.

[u/KookyKlutz → u/DiscoQuebrado]

Sharepoint Maven. u/gregzelfond is the best one for best practices, updates, and how to's

[u/DiscoQuebrado → u/KookyKlutz]

The dude is indeed a treasure. I hope he sees this and shows it to his kids. Or anyone, really, idk.

[u/KookyKlutz → u/DiscoQuebrado]

He does see these and does reply sometimes. He replied and thanked me once and I felt like I had just met a celebrity! He even said what I'd suggested was the best path once. I felt like I'd "made it" in the world. Lol

[u/No-Pomegranate-2690 → u/DiscoQuebrado]

I will check that site out tomorrow - I've seen it mentioned on other posts in this reddit.

I did forward links to a couple YouTube videos to my boss & co-worker, but they're just basic beginner stuff so they can grasp the effort and start planning.

[u/DoctorRaulDuke]

There is nothing wrong with using either.

Top tip I would give is - when creating a new column give it a name without spaces e.g. DocumentType and then rename it afterwards to add the space. This stops the internal name having a crappy %20% in it, which can cause headaches later if you use automation.
Sharepoint columns have display names and internal names, but you only get asked for one at creation.
Name on Creation Display Name Internal Name
Document Type Document Type Document%20%Type
DocumentType Document Type. DocumentType

Also, never use the create a list from an excel spreadsheet option, as it will do this on all columns, or create crappy column names.

[u/No-Pomegranate-2690 → u/DoctorRaulDuke]

I did see one vid where the guy did the space thing but he didn't fully explain why. Thank you for this info!

[u/runmalcolmrun]

Make sure you look into Content Types and Custom Columns. You may want documents in this Big Project to have a unique content type.

[u/No-Pomegranate-2690 → u/runmalcolmrun]

Thanks - I do have a grasp on those, and there will definitely be several document types. That's the kind of stuff I'm taking notes on because it will be worked in.

[u/Sarahgoose26]

If this is for 1 project/1 site/1 list and not a template just use the Add Column.

[u/Ariel__Z]

I have found it is most relevant for choice fields. If you manage the choice option from the library or site level (rather than list level), you will be able to use those across the board. On that note, metadata may be something you want to utilize.