SharePoint Document Issues

How to Use Different SharePoint Columns for Separate Libraries

Maira Mehtab Sep 28, 2026 868 views

Question details

The user wants to understand how to apply different columns and metadata categorization across separate SharePoint document libraries and folders.

Product: SharePoint
Device & OS: not provided
Scenario: Configuring document metadata and categorization efficiently across a SharePoint site without column overlap.
Observed behavior: Users notice that columns apply at the entire library level, preventing them from assigning different metadata columns to individual folders within the same library.

Before you start

Ensure you have Site Owner, Designer, or Full Control permissions on your SharePoint site to create new document libraries and manage site columns.

Solution 1Recommended

Create Separate Document Libraries for Different Metadata

Because SharePoint columns apply to the entire library rather than individual folders, the recommended solution is to build completely separate libraries when different metadata is needed.

SharePoint lists and document libraries are entirely separate site components, and a list is not tied to a specific library.

Columns (metadata fields) function strictly at the document library level. This means you cannot configure different columns for individual folders living within the same document library. To properly separate metadata, you must create distinct document libraries and configure customized columns for each.

Create a New Document Library

Navigate to your SharePoint site homepage. Click the 'Settings' gear icon in the top right corner and select 'Add an app', or go to 'Site contents' and click 'New' > 'Document library'.

Name and Describe the Library

Enter a specific name and description for your new document library that reflects the unique metadata or document type it will hold, then click 'Create'.

Add Custom Columns

Open the newly created document library, click '+ Add column' at the top of the file list, and choose the column type (e.g., Text, Choice, Date). Configure the metadata fields specific to this library's purpose.

Repeat for Additional Categories

Repeat this exact process to create additional document libraries for any other document categories that require a completely different set of metadata columns.

Folder Limitations: Remember that any column you add to a library will automatically appear and apply to all folders and subfolders within that specific library.

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Frequently Asked Questions

Can I have different columns for different folders in the same SharePoint library?

No. SharePoint columns apply at the library level. Any column you add to a document library will automatically apply to all files and folders within that library. If you need distinct columns, you must use separate document libraries.

Are SharePoint lists tied to specific document libraries?

No, SharePoint lists and document libraries are completely independent site components. A list operates on its own and is not inherently connected to any specific document library on your site.

How do I move files to a new library after configuring different columns?

You can move files by selecting them in the original library and using the 'Move to' or 'Copy to' command in the top command bar. Be aware that if the destination library uses different columns, some customized metadata may not transfer over.

Document & File Issues