How To Add A Folder In Sharepoint
Introduction
In today’s rapidly evolving digital workspace, efficient document management is crucial for businesses of all sizes. SharePoint serves as a powerful web-based platform that integrates seamlessly with Microsoft 365 and Microsoft apps, including Microsoft Teams and File Explorer. It provides Australian businesses with an effective document management system, enabling the organisation of files into document libraries and folders.
SharePoint Online and SharePoint Server (including SharePoint Server 2016 and SharePoint Server 2019) offer extensive folder options to streamline workflows, improve collaboration, and enhance document retrieval. This comprehensive guide covers the process of creating a folder, managing folder permissions, leveraging SharePoint libraries, and optimising folder structure to ensure your SharePoint site remains a centralised hub for file storage and document management.
Understanding SharePoint Folders
A folder in SharePoint functions as a container for files within document libraries, supporting logical grouping and easy navigation across SharePoint Online and SharePoint Server environments. Each folder has a Folder name, helping maintain a structured Folder hierarchy for file storage.
SharePoint libraries also offer document sets, which allow multiple files to be managed as a single entity. The choice between folders and document sets depends on your organisation’s specific needs. Additionally, understanding Folder permissions, library settings, and SharePoint views is essential for optimal document management. Leveraging metadata along with folders allows businesses to efficiently organise SharePoint data and integrate managed or structural navigation for better user experience.
Step-by-Step Guide: How to Add a Folder in SharePoint
A. Creating a Folder in a Document Library (Modern SharePoint)
- Access your SharePoint site and navigate to the document library where you want to create a folder. Use the Quick Launch or SharePoint views for fast navigation.
- Click the “+ New” dropdown and select “Folder” from the Folder options available.
- Enter the Folder name in the New Folder dialog box and click “Create.”
- Locate your new folder in the document library. You can now start creating a file, such as a Word document, or upload existing files into the folder using the Files tab.
- Tip: To rename or delete a folder, right-click and choose the appropriate action from the Folder options.
B. Creating Nested Folders
- Navigate to the parent folder using the Folder section.
- Follow the same steps above to create a subfolder. Ensure folder names are descriptive for a clear Folder hierarchy.
- Use the breadcrumb navigation or managed navigation settings to maintain a structured library and facilitate SharePoint data retrieval.
C. Creating a Folder in SharePoint Classic Experience
- Identify if you are using the SharePoint Classic experience by checking toolbar layout (SharePoint Server 2016 or SharePoint Server 2019).
- Navigate to the list or library where you want to create a folder.
- Click the “Items” tab and select “New Folder command.”
- If the command is missing, adjust settings in List settings under advanced settings to enable Folder creation.
D. Folder Creation in Lists vs. Libraries
Document libraries store files and support file libraries for efficient file storage, while lists handle rows of data. Ensure you are in the correct type of library for your needs, using SharePoint views to optimise the interface for your team.
E. Folder Permissions: Who Can Create Folders?
Creating a folder requires certain Folder permissions. Users with owner or designer roles typically have access. If needed, consult your SharePoint administrator to configure permissions appropriately.
Comparison of Folder Creation Steps: Modern vs. Classic SharePoint
| Feature | Modern SharePoint | Classic SharePoint |
|---|---|---|
| Navigation | “+ New” button | “Items” or “Library” tab |
| Nested Folders | Supported | Supported |
| Permissions Needed | Standard (depends on site) | Owner/Designer may be needed |
| Enable/Disable Option | Not typically needed | Adjust advanced settings if required |
Best Practices for Organizing SharePoint Folders
- Folder Naming Conventions: Keep names concise and meaningful for better document management.
- Folder Structure: Maintain a logical Folder hierarchy to simplify navigation.
- Metadata vs. Folders: Use metadata for filtering and sorting, while folders provide static organisation. Combine with Microsoft Power Platform tools for enhanced workflow automation.
- Collaboration Tips: Share folders via Microsoft Teams for team access and ensure everyone understands the folder structure for seamless collaboration.
Troubleshooting & FAQs
- Cannot create a folder? Check Folder permissions or consult your SharePoint administrator.
- Move files into a folder: Drag and drop or use the “Move to” option in the File Explorer view.
- Rename or delete folders: Right-click and select the desired action.
- Folder limits: SharePoint supports deep folder hierarchies, but over-nesting can complicate library management.
- Accidental deletion: Restore from the Recycle Bin.
Advanced Tips
- Automation with Power Automate: Streamline Folder creation and file management.
- Default Folders: Pre-configure folders in document libraries for consistency.
- Integration: Use Microsoft Teams and OneDrive to enhance collaboration and external sharing of SharePoint data.
Common Mistakes to Avoid
- Over-nesting: Avoid too many subfolders to maintain a clear Folder hierarchy.
- Ignoring Permissions: Set proper Folder permissions with guidance from your SharePoint administrator.
- Lack of Planning: Strategically design folder structures within SharePoint libraries and views to support your document management system.
Additional Resources
- Microsoft’s official documentation for SharePoint Server, SharePoint Online, and Microsoft 365 tools.
- YouTube video tutorials for creating a folder and managing file libraries.
- Community forums and expert blogs for insights on library settings, folder options, and managed navigation strategies.
Conclusion
Properly organising your SharePoint site with folders improves document management, enhances productivity, and supports team collaboration. Follow these practices to streamline file storage, maintain a structured folder hierarchy, and maximise the benefits of SharePoint Server, SharePoint Online, and Microsoft 365 in your Australian business.
Call to Action
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