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Add folder to document library

  Asked By: Eve    Date: Feb 21    Category: Sharepoint    Views: 11561

please i need the steps to add folder to sharepoint document libraries????

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24 Answers Found

 
Answer #1    Answered By: Donald Torres     Answered On: Feb 21

Am I missing something about your question? On the New menu, select Folder.
However, the bigger question you must ask yourself is Why? There are many
reasons to not use folders in SharePoint libraries.

 
Answer #2    Answered By: Courtney Scott     Answered On: Feb 21

i understand from you that i can't upload folder  true or false..

 
Answer #3    Answered By: Jagdeep Hor     Answered On: Feb 21

You can add  a folder  to a document  library using the Windows Explorer view, but
you cannot upload a Folder to a document library  using the Upload or Upload
multiple documents functionality in SharePoint.

 
Answer #4    Answered By: Aja Howe     Answered On: Feb 21

What are the reasons for not using folders?

 
Answer #5    Answered By: Cecil Mckenzie     Answered On: Feb 21

It becomes a long involved debate, but I'll try to summarize some of the points.

Folders are a familiar way of organizing files, but they have several
limitations:

* they only provide one organizational hierarchy

* SharePoint's user interface is also only designed to show you the
contents of one folder  at a time

* Some reported problems when people depend on folders for security by
placing security on the folders and not on the files themselves.

Views based on metadata are:

* more flexible

* can be used to present files in different lists based on needs

* can even be created for temporary needs

* their only real limitation is the learning curve involved in using
them.

 
Answer #6    Answered By: Jaclyn Gordon     Answered On: Feb 21

Good points, though it is quite easy to view documents in all folders in a
library, all at once.

I'd be curious to know what problems have been reported when depending on
folders for security; there would seem to be some useful applications of
this for grouping, though understandably it would be far more commonly
useful to adjust permissions on the document  itself.

 
Answer #7    Answered By: Bhupendra Bajpai     Answered On: Feb 21

Yes, you can create a flat view of all the documents in all the folders. But
with grouping you can expand some of the groups without expanding all of the
groups at one time. So there is a better chance to display some of the contents
without displaying everything.

The problems reported are not reproducible on demand. But they deal with
displaying folder  secured files in the datasheet view. Occasionally (and it is
rare) you will see files that should be secured by the folder they are in when
looking at a flat datasheet view. The problem is that folders aren't container
objects in SharePoint. Files simply reference what folder they are in, they
aren't actually accessed through the folder. Sometimes the system can bypass
the folder permissions when enumerating the files.

 
Answer #8    Answered By: Marianne Vance     Answered On: Feb 21

An additional point in assigning security at the folder  or document  level. If
you have a large number of folders or documents and your users require that
there be specific permissions assigned at that document or folder level the
administrative overhead skyrockets.

Suppose User A is fired unexpectedly or quits without notice and you are
directed to remove that persons permissions to everything they have access to in
your SharePoint instance immediately. Is there any way out of the box to see all
items that User A has permissions to? Not unless you have a third party tool or
the programming skill to write an application that pulls that info for you.

I learned the hard way.............lessons learned kind of thing. I have a
couple of sets of libraries  that have a folder for each program manager in that
division (btw.........you can assign metadata to a folder it probably woulnd't
be considered best practice though) and each folder has permissions assigned to
that folder. It's been a constant battle on who has access, who can see what,
why can't I see that and on and on and on.

I am currently in the process of redoing the whole thing so I can manage it
without pulling my hair out with the day in and day out issues that folder and
item level permissions have brought about.

Of course your mileage may vary but I'll never do it again.

 
Answer #9    Answered By: Aayushman Kanvinde     Answered On: Feb 21

While you are right about SharePoint not being able to identify who has access
to what, where, without 3rd party help, by disabling the users Active Directory
account they will have no access to SharePoint what so ever.

As for assigning metadata to a folder... how? You can't attach columns to the
folder content type and the only field you have when creating a folder  is a
name.

 
Answer #10    Answered By: Edgardo Atkins     Answered On: Feb 21

I have created a folder  content type and attached columns to it.

1. Go to your Site COntent Type Gallery and click create
2. Give the CT a name and select Folder Content Type as the "Parent Content Type
Form" and "Folder" as the parent content type.
3. Select the group to save the new content type to.
4. Click OK

After you click OK you are taken to the ManageContentType.aspx page where you
can "Add from new site column or "Add from existing site column"

Add your coumns and save and you now have a folder that has columns associated
with it.

 
Answer #11    Answered By: Kamal Mayachari     Answered On: Feb 21

I guess since I don't like using folders, didn't think of that. To simple.

 
Answer #12    Answered By: Kelsie Terrell     Answered On: Feb 21

I don't like them either and try to avoid using them where and
whenever possible. That being said I often get that user that has a lot of
"pull" and pretty gets what they want.

When 2010 comes out I might have to lie and tell everyone that MS has gotten rid
of folders altogether in SharePoint.

 
Answer #13    Answered By: Alka Sarabhai     Answered On: Feb 21

We use Folders in our Shared Documents Libraries to make it easier to
categorize/find documents. So for instance, on our Faculty Resources page, the
Shared document  library has folders that contain different categories of
documents: ANGEL Documentation; Common Forms; Policy Manuals; etc.

While I am the SharePoint admin for our site, there's a lot I don't know (been
working with SharePoint a grand total of 16 months ...am the designer,
administrator, the "SharePoint Guru in our organiation).

Please explain why shouldn't we be using folders?? How do we accomplish the
organizational structure of documentation desired by the administration without
folders??

Basically our site is being used as a replacement for our intranet and as a
document repository (if that matters).

 
Answer #14    Answered By: Eashan Nadkarni     Answered On: Feb 21

The point is that using folders you can only
categorize things one way. Using metadata you can categorize it several ways.
For example you could have one grouping based on category, while you have
another based on when the document  was last modified, or who created it, etc.

 
Answer #15    Answered By: William Odom     Answered On: Feb 21

One of the issues we tend to bring with us when moving into SharePoint is our
old habits and ways of doing things. What you have described below could
possibly be better served by placing these documents into different libraries,
as opposed to folders within a single library. Metadata is great for
classifying, cataloging and finding the information within our systems.
SharePoint's search features can help users find the data are they looking for
if we tag it properly. You can't apply metadata to a folder.

For Example, in a Faculty Resources site you would create a Forms library, a
Policy library, an ANGELs library, etc. If you need to further sub-divide the
documents in these libraries, you can use content types with the appropriate
metadata to distinguish the documentation and then create views to display only
those types of documents, thereby filtering the contents of the library, easily
and efficiently, without the need to navigate a folder  structure. Also, let's
not forget the URL length issue we run into with SharePoint of a limit of 256
(or is it 255?) characters. Folders add  to the length of the URL as you nest in
the library.

Granted, these are all just my opinions and people have different ways of doing
things for various reasons. But SharePoint is a different way of doing things
and we should use that to our advantage.

 
Answer #16    Answered By: Mia Scott     Answered On: Feb 21

Can you explain what you mean by "Metadata" and point to me information on how
to use it?

 
Answer #17    Answered By: Kristian Chaney     Answered On: Feb 21

Metadata is "Data about the Data or Information". In other words, metadata in
SharePoint is the information stored in the columns of a library  as opposed to
the document  itself.

 
Answer #18    Answered By: Alicia Scott     Answered On: Feb 21

So if I don't use folders, how do I deal with the problem of trying to keep the
maximum number of items in a list under the recommended threshold, or doesn't
that problem apply in this case?

 
Answer #19    Answered By: Mike Lamb     Answered On: Feb 21

The maximum number issue deals with how many items are retrieved for display,
not how many items are stored in the list or library. If views that filter
appropriately are created and users trained not to create a personal catch all
view then it works fine. As I said there is a learning curve involved.

 
Answer #20    Answered By: Jose Scott     Answered On: Feb 21

Can you point me to more information on HOW to do this?? Are we talking about
setting up VIEWS only or is there more to this (and I suspect that there is)??

 
Answer #21    Answered By: Taylor Clark     Answered On: Feb 21

Just set up a series of Views with appropriate Sorting, Filtering, and Grouping
settings for each configuration you want to use. Group settings are very
important, because that's what lets you expand or contract the file lists in
something like folders. When you are done switching views will be like having a
whole different folder  structure.

 
Answer #22    Answered By: Anthony Rutledge     Answered On: Feb 21

I've figured out how to do this on our forms libraries  and it's working well.
The document  libraries were set up before I knew how to do this (that's what
happens when you're self-taught).

 
Answer #23    Answered By: Heena Nagori     Answered On: Feb 21

When modifying the "All Documents" View, in the Doc. Library, I only see that
there are two levels of Groups that can be set up (of course, one could add  more
view/filters, but this is not what has been requested). Is there a way to add
more initial Groups, as one would do in a Folder structure?

 
Answer #24    Answered By: Aishwarya Karmarkar     Answered On: Feb 21

Using the built in View editor you can only group on two fields. However,
you can create views using SharePoint Designer by replacing the listview web
part with a DataForm web part. The Dataform web part can group on as many
fields/sub fields as you like.

 
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