Create & edit folders
Create folders
Folders are used to clearly structure documents and subfolders. Content can be bundled thematically and found more easily, which makes everyday project work more efficient. A folder is created directly in the structure using the "Create" button. To make this possible, write permission is required for the current folder. At the top level, this right is reserved exclusively for Project administrators.
Filing, structuring, subdivision, document management, project structure
Editing folders
Folders can be customized to keep the structure up-to-date and meaningful. Which changes are possible depends on the user's view rights. You can find more information on this in the article: Visibilities & authorizations of folders & documents.
Open in OneDrive
Folders can be set to OneDrive open to synchronize the contents directly with the local file manager.
Download
Folders can be Downloaded to make the content available locally.
Copy link
The Link to a folder can be copied and pasted into other elements to allow direct access.
Creating tasks & topics
Tasks & topics can be created directly for a folder. These are automatically linked to the folder.
Favorites
Folders can be added to the Favorites. This creates a personal overview with which frequently used folders can be accessed quickly at any time.
Change status
The Status of a folder can be changed by archiving it or making it inactive if it is no longer actively required.
Display visibility
The Visibility of a folder can be displayed. This makes it possible to see which teams have access to the folder.
Rename
Folders can be renamed. With the Extended folder name it is also possible to add additional information such as project numbers or individual names or to shorten the name if the path is too long.
Move
Folders can be moved to another folder. Write permission to the target folder is required for this. Only project administrators are authorized at the top level.
Copy
Folders can be copied if content is required multiple times in different structures. Only subfolders and documents that are visible to the user are copied.
Delete
Folders can be deleted. All subfolders and files contained in the folder are also deleted. Deleted content ends up in Recycle bin and can be restored from there.
Multiple selection
It is possible to select several documents or folders at the same time in order to execute actions such as download, copy link, create tasks, information, topics, external dispatch, change status, move, copy or delete at the same time. Multiple selection can be used to select all elements within a view at the same time. To do this, select the top element while holding down the "Shift" key. The lowest element in the view is then selected. All elements in between are automatically selected and the desired action can be carried out.
Customization, administration, organization, folder structure, file management, OneDrive, favorites, visibility, folder renaming, multiple selection, select all, selection function
Troubleshooting when renaming or moving folders
If a folder cannot be renamed or moved and the following error message appears "The folder could not be renamed", this may be due to the maximum path length being exceeded.
SharePoint limits the maximum length of a file path to 400 characters (including all parent folders). If this limit is exceeded, no further changes can be made to the path.
Possible solutions:
- Make the folder structure flatter by reducing folder names or nesting
- Activate the extended folder name in the project settings to shorten folder names
- Use categories to efficiently find documents even with shorter names
You can find detailed information on the extended folder designation in the following article: Extended folder designation.
You can find detailed information on the categories in the following article: Categories.
You can find further information on the maximum path length in the following article from Microsoft: File name and path lengths.
Updated on: 19/11/2025