Columns in a SharePoint site contain information, for example in a library there are various columns such as Date Modified, Author, Date Created, Document Title etc. This information can then be used to filter, sort and organise files in a document library or list.

Columns can also be referred to as metadata.

By the use of columns, you can then easily locate documents that have been created or modified by yourself (or others) and locate documents that have certain keywords.

Additional columns can also be created to hold any information you require. For example, if you would like to record a Country name against each document that is created in a library you could create a Country column and then filter your documents by a relevant country.

There are various types of columns that can be created such as free text fields, drop-down lists, date and time and yes/no options.

1.     Select the required list.

2.     Within the list click the New button on the toolbar and add list items as required.

A lookup column can be used to lookup values from elsewhere, for example another list.

1.     Select the list you wish to add a lookup column to.

2.     Click Add Column and select More.

3.     Enter a column name and select Lookup (information already on this site).

4.     Select Require that this column contains information if you wish to mandate that this column must be completed by the site users.

5.     Leave Enforce Unique Values to No. Only set this to Yes if you are using unique values, such as sequential numbers in the column, that can only ever be entered once by a user.

6.     Within Get information from, select the list that contains the information you wish to lookup and the Title that contains the list items to be displayed.

7.     Notice that you can also select to allow Multiple Values.

8.     Click OK.

9.     Your list will now contain a drop-down list of values that is looking these up from another list in the site.

Using formulas in calculated columns in a list or library can help add to existing columns for example to calculate a percentage profit or VAT.

Examples of formulas that can be used.

1.     Select the list you wish to add a calculated column to.

2.     Click Add Column and select More.

3.     Enter a column name and select Calculated (calculation based on other columns).

4.     Build the calculation by using the columns from the Insert Columns list and add any additional requirements.

5.     Select the required data type.

6.     Click OK.

7.     The new column will now be displayed in the list or library.