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SharePoint Online Folder Management

Creating and managing folders in SharePoint Online is a basic aspect of arranging documents and files within a SharePoint document library. In this article we will go through a detailed guide on how to work with folders in SharePoint Online:

How to Create a folder in SharePoint Online?

  • Log in to your Office 365 account.
  • Access the SharePoint site where you want to organize files.
  • Once you are on the SharePoint site, navigate to the document library where you want to add a new folder. You can access document libraries from the site contents or directly from the navigation pane.
  • Inside the document library, click on New and then select Folder from the dropdown menu.
  • You will be prompted to enter a name for your new folder. Choose a name that clearly represents the contents you plan to store in it. After typing the name, click Create or press Enter.
  • Your new folder will now be created and will appear in the document library. You can also select a colour so that your new folder will be created in that colour, this will be very useful when you identify the folder just by its colour.

How to Delete a folder in SharePoint Online?

  • Go to the SharePoint site containing the document library from which you want to delete a folder.
  • Navigate to the specific document library where the folder is located.
  • Browse through the library to find the folder you wish to delete. If you have a lot of folders or files, you can use the search bar to quickly locate the folder by typing its name.
  • If you have lots of document libraries and folders and you don’t remember the library name, you can also start a site wide search from top right corner from the home page.
  • Hover over the folder to see a checkbox appear on the left side of the folder name. Click this checkbox to select the folder.
  • With the folder selected, click on the Delete option available in the command bar at the top of the page.
  • Alternatively, you can click on the ellipsis (…) next to the folder name and then select Delete from the drop-down menu.
  • You will likely receive a prompt asking for confirmation that you really want to delete the folder and all of its contents. Confirm the deletion to proceed.

How to move folders in SharePoint Online?

  • Navigate to the document library where the folder currently resides. You can access the library either through the site contents or from a direct link on the site’s homepage or navigation pane.
  • Locate the folder you wish to move. Click on the checkbox next to the folder name to select it.
  • With the folder selected, click on the Move to option in the command bar at the top of the page.
  • A pane will appear on the screen, showing you the possible destinations for the move. You can choose another location within the same library, a different library, or even a different site within your SharePoint environment.
  • Navigate through the SharePoint directory in the pane to find the destination where you want to move the folder.
  • Once you have located the destination, click Move here.

  • How to Create a shared folder?

    Creating a shared folder in SharePoint Online involves setting up a folder within a document library and then configuring permissions so that specific users or groups can access it. This process ensures that you can collaborate efficiently by sharing documents and other files within your organization or with external partners.

  • If you already have a document library where you want to create the shared folder, navigate to it.
  • Inside the document library, click on “New” at the top of the page, then select “Folder”.
  • Enter a name for the folder and click “Create”.
  • Navigate to the folder you just created, click on the ellipsis (…) next to the folder name, and select “Manage access”.
  • The Manage access pane will show up. Here you can see who (People and Groups) currently has access to the folder.
  • There are two navigations to manage this from top right corner of the popup.
  • To change permissions, click on Advanced Settings to go to the detailed permissions page.
  • You can add or remove users or groups from here.
  • To add users/groups, click on Grant permissions.
  • Enter the email addresses of the users or the names of the groups you want to share the folder with. You can choose whether they can view or edit the contents.
  • Click Share to apply the permissions.
  • For direct sharing, instead of managing detailed permissions, you can also share the folder directly:
  • Right-click the folder and select Share.
  • Enter the names or email addresses of the people you want to share with.
  • Choose the permission level (Can edit/Can view).
  • Click Send to share the folder via an email link.
  • How to restrict access to a Folder?

  • Navigate to the document library that has the folder you want to restrict.
  • Locate the folder within the document library to which you want to apply restricted access.
  • Right-click on the folder, or click the ellipsis (…) next to the folder name, then select Manage access.
  • In the Manage access panel, click Advanced settings to navigate to the detailed permissions page.
  • On the permissions page, you'll see that the folder is likely inheriting permissions from its parent document library. To change permissions specifically for this folder, click Stop inheriting permissions.
  • You will be prompted to confirm. Click OK to proceed.
  • Once inheritance is stopped, you can remove groups or individual users who should no longer have access. Under the Permissions tab, you'll see a list of users and groups.
  • Click the checkbox next to the users or groups you want to remove and then click Remove User Permissions.
  • Confirm your action if prompted.
  • After removing undesired permissions, click Grant Permissions to add users or groups who need access to the folder.
  • Note: If you click on Grant Permission and you see a message like this then you need to disable this feature:limited access lockdown mode feature
  • Click on the manage site feature and you can act according to your requirement.
  • Now, coming back to the previous step (Once you disable the above feature), enter the email addresses or group names in the provided box for granting the permission.
  • Choose the permission level (e.g., View Only, Edit) from the drop-down menu. For highly restricted access, you might want to choose View Only.
  • Click Share to apply the permissions.
  • Creating a link which redirects to a SharePoint folder is very easy.

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