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Categorization with Folders, Create Folders and Move Files

A SharePoint Online tutorial by Peter Kalmström

SharePoint iconIn a few SharePoint Online from Scratch articles we are looking on how best categorize files and list items in SharePoint. In the demo below, however, Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, shows a method he actually does not recommend: to create folders in document libraries.

Even if Peter does not recommend using folders in document libraries generally, it may be an option in some cases. Therefore we have included how to best use folders in the series about SharePoint categorization. For example, when you want to synchronize files with to a PC using OneDrive for Business, folders is the only way to categorize files within a document library.

Create new SharePoint library folder

  1. Click on + New and select the folder option, or in the classic interface only, click on the New Folder button under the FILES tab in the ribbon.

  2. Give the folder a name that tells what kind of files it contains and click on Create.

Move files

The new library experience interface has a 'Move to' button in the command bar and under the ellipsis. (There is also a 'Copy to' command.)

SharePoint Move to button in the new experience library

In both interfaces you can also drag and drop the files, even if this method does not always work perfectly:
  • To move documents into a folder, select the file and drag and drop it on the folder.
  • To move documents out of a folder, select the file and drag and drop it on the document library link in the Quick Launch in the classic experience and on the upper level heading in the new experience.

If you need to move many files, the quickest method is actually to use Internet Explorer and the classic experience and open the document library in Windows Explorer. For this to work well you should also add the site to your local intranet and save the login details. Then it is easy to create folders and move documents.

For the classic experience, this method is shown last in the first demo below. The method is also shown for both the classic and the modern experience in a demo on how to import files to a SharePoint library.

Classic experience:

Modern experience:

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