How to Set Column Default Value in SharePoint Library?

While working on a Project Management System, I used a SharePoint document library to store and manage files for different projects. To keep everything organised, I created separate folders for each project in the library. I also added a column called Project Code to identify which files belong to which project.

Later, when different teams started uploading their files, I noticed that each project folder needed its own default Project Code. But when I tried setting a default value, it applied to the entire library rather than a single folder. That’s when I found out about the Column Default Value Settings feature in SharePoint.

In this tutorial, I will show you how to set column default value for specific folders in a SharePoint document library.

Column Default Value Settings in SharePoint Library

For this example, I created a SharePoint document library named Power Platform Projects. Inside the library, I added folders for different projects:

• Leave Management System
• Expense Claim Automation
• SharePoint Chatbot
• Client Feedback Dashboard

Then, I created a new column named Project Code (Single line of text) in the library.

This column stores a unique code for each project, for example:

• Power Apps Development -> PAD001
• Power Automate Integration -> PAI002
• Power BI Dashboard -> PBD003
• Power Virtual Agents Chatbot -> PVAC004

Now, instead of entering the Project Code manually every time someone uploads a file into a folder, we will use Column Default Value Settings in SharePoint to automatically apply the correct Project Code for each folder.

Now follow the steps below:

1. Go to your SharePoint site -> open the Power Platform Projects document library. Click the Settings icon (top right corner) -> choose Library settings.

2. In the Library Settings page, under General Settings, click Column default value settings. This opens a page where you can assign default column values based on folders.

3. On the left-hand side, you will see a tree view showing all our folders. Click on the first folder, Leave Management System.

4. Click the column you want to add the default value. Then it will open a pop-up where you can choose “Use this default value“, then put the value and click ok.

5. Now, repeat the same process for the remaining folders:
   • Expense Claim Automation -> ECA002
   • SharePoint Chatbot -> SCB003
   • Client Feedback Dashboard -> CFD004

After entering the values, click Save to apply the settings.

Note: When you add a default value, a green color-setting icon will appear.

Now it’s time to test:

1. Go back to your Power Platform Projects library.
2. Upload a file inside any folder (for example, Leave Management System).

You will see that the Project Code column automatically fills with the folder’s default value, like LMS001.

Now, whenever someone uploads a file into any project folder, SharePoint automatically fills in the Project Code column based on that folder’s default setting.

Also, you may like the following tutorials:

• Delete SharePoint Site
• Get SharePoint Online Site ID
• Share SharePoint Site with External Users
• Create a Custom Site Template In SharePoint Online
• Set Alert Policies in Microsoft Defender Portal