Creating & Editing Folders
Creating Folders
Folders are used to organize documents and subfolders in a clear and structured way. This allows content to be grouped by topic and found more easily, making day-to-day project work more efficient. A folder is created directly within the structure by clicking the "Create" button. To do this, you need write access to the current folder. At the top level, this permission is reserved exclusively for Project Administrators.
Filing, organization, categorization, document management, project structure
Editing Folders
Folders can be customized to keep the structure up-to-date and organized. The changes that can be made depend on the user's view permissions. For more information, see the article: Visibility & Permissions for Folders & Documents.
Open in OneDrive
Folders can be placed in OneDrive is open to synchronize their contents directly with the local file manager.
download
Folders can be Downloaded to make their contents available locally.
Copy the 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 within a folder. They are automatically linked to that folder.
Favorites
Folders can be added to the Favorites. This creates a personalized overview that allows you to quickly access frequently used folders at any time.
Creating Shortcuts
A Link can be created directly from an existing folder. The name and path are automatically copied from the folder.
Changing the Status
The Folder status can be changed by archiving it or making it inactive when it is no longer actively needed.
Viewing Visibility
The Visibility of a folder can be displayed. This makes it easy to see which teams have access to the folder.
Rename
Folders can be renamed. Using the Expanded folder name option, you can also add additional information such as project numbers or custom labels, or shorten the name if the path becomes too long.
Move
Folders can be moved to another folder. This requires write access to the destination folder. At the top level, only project administrators have this permission.
Copy
Folders can be copied when their contents are needed in multiple locations within different structures. Only subfolders and documents that are visible to the user are copied.
delete
Folders can be deleted. When a folder is deleted, all subfolders and files it contains are also removed. Deleted content is moved to the Recycle bin and can be restored from there.
Multiple selection
You can select multiple documents or folders at once to perform actions such as downloading, copying link, creating tasks, information, or topics, sending externally, changing status, moving, copying, or deleting them all at the same time. To select all items within a view at once, you can use the multiple selection feature. To do this, select the top item while holding down the "Shift" key. Then select the bottom item in the view. All elements in between are automatically selected, and the desired action can then be performed.
Customization, Management, Organization, Folder Structure, File Management, OneDrive, Favorites, Visibility, Renaming Folders, Multiple Selection, Select All, Selection Function
Troubleshooting
- Troubleshooting When Renaming or Moving Folders
- Troubleshooting Issues When Moving Folders
- Troubleshooting Folder Deletion Issues
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 because the maximum path length has been 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 the number of folder names or levels of nesting
- Enable "Advanced Folder Naming" in the project settings to shorten folder names
- Use categories to efficiently find documents, even when they have shorter names
For detailed information on extended folder names, see the following article: Extended Folder Name.
For detailed information on the categories, see the following article: Categories.
For more information about the maximum path length, see the following Microsoft article: File Name and Path Lengths.
Troubleshooting When Moving Folders
If a folder cannot be moved and the following error message appears: "Not all files could be moved," this may be due to the following reason: A folder with the same name already exists in the destination folder.
In this case, the folder with the same name in the destination folder can be renamed, deleted, or moved.
Troubleshooting Folder Deletion Issues
If a folder cannot be deleted and the following error message appears: "Not all items could be deleted," this may be due to the following reason: The folder contains a document that has been checked out by a user and is therefore write-protected.
In this case, the document must first be checked back in by the user so that the folder can be deleted. If this is not possible, please contact Support.
Updated on: 06/07/2026