How to Create a Global Content Type in SharePoint Online

Last Updated on December 14, 2023

Need a content type you can add to any of your SharePoint sites?

In this guide, you will learn about global content types, how to create one, and how to add it to your site.

Let’s get started.

Table of Contents:

What is a content type?

A content type in SharePoint serves as a blueprint for the items you create, store, and manage.

Think of it as a template that defines the metadata and behaviors of a document, list item, or folder.

By using content types, you bring structure and organization to your data, making it easier to manage, search, and collaborate on content.

Here are the reasons why content types are important in SharePoint Online:

Metadata management: Allows you to define a set of metadata (columns/fields) that should be associated with items of that type (ensures consistency).
Reusable templates: Once a content type is created, it can be reused across different lists and libraries (useful in large organizations where standardization is key).
Advanced features: SharePoint content types can include additional features (workflow, document template, or custom action) providing a rich set of capabilities to your items or documents.
Enhanced search: The metadata associated with content types improves the searchability of your content, making it easier to find what you’re looking for.
Global management: Create global content types that are available across multiple site collections, further enhancing standardization and ease of management.

By leveraging content types, you not only standardize the way data is stored:

But also simplify the content management process, making your SharePoint environment more efficient and user-friendly.

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Normally, content types are created on the site collection where they’re supposed to be used.

Within the site settings page, you will find a site content types option under the web designer galleries group:

From there, you will be able to create a content type and do the following:

So what is the problem with this approach?

Well, the content types created within the site will only be usable on that entire site collection (and not on any other SharePoint site).

What if you need to reuse a content type?

Unfortunately, the only answer to that is to create a global content type.

It’s important to discuss what the content type gallery is since this is where you will be creating the content types.

Here’s what the content type gallery, often referred to as the “site content types” page, is:

It’s a centralized location where you can manage all the content types that are available for your environment.

Essentially, it’s your one-stop shop for creating, modifying, and managing content types.

This gallery offers a hierarchical view of all content types, making it easier to understand their relationships:

Key features of the content type gallery:

Centralized management: Allows you to manage all your content types from a single location, making it easier to maintain consistency across your site.
Hierarchy view: Content types are often displayed in a hierarchical manner, inheriting characteristics from parent content types.
Customization: From the gallery, you can easily add or remove metadata fields (columns), associate workflows, and more.
Bulk operations: You can perform actions like deleting or updating multiple content types at once, saving you time and effort.
Grouping: Content types are often grouped together based on functionality or purpose, making it easier for users to find the content type they need.