How to Move Documents in SharePoint

Understanding SharePoint

SharePoint can be a complex platform. But it helps businesses manage and share documents easily. It integrates with Microsoft Office Suite and makes it easier for users who are familiar with Office products. The goal? Helping teams work better. To do that, you must understand how SharePoint works and its features.

Moving documents in SharePoint is a must-know task. It’s easy. Select the document or folder you want to move. Click on the ‘Move’ button from the toolbar. Choose the new destination.

You can also move documents using other apps like OneDrive or File Explorer. So if you’re more comfortable with them, you don’t have to use SharePoint.

Pro Tip: Always let your team know where the files will be moved to. That way, they can find them easily. Moving documents in SharePoint can be like playing a game of Tetris – but with less fun and more stakes.

How to Move Documents in SharePoint

To move documents in SharePoint, you need to identify the right file to be moved. You can move the documents within the same library or move them between different libraries or sites. If you want to move multiple documents at once, it is also possible. Additionally, you can move folders and subfolders.

Identifying the Document to be Moved

When relocating documents in SharePoint, it’s important to find the right one first. Open the library and choose to view all items. Use sorting or filtering options to search for the document by name, creation date or last modified date.

Once you have it, it’s time to move. Tick the checkbox next to the item(s), then select ‘Move To’ from the command bar. Now, you will see a list of places where you can move your document(s). This includes any existing folders or subfolders in SharePoint.

To stay organized, group related documents together in one folder. This stops things from getting too cluttered, and helps others locate them quickly in the future.

It’s like a game of musical chairs, except with files in SharePoint—and no one is left behind!

Moving Documents within the Same Library

When it comes to SharePoint, moving documents within the same library is a must. It’s easy and hassle-free! Here’s a guide on how to do it:

  1. Access the document library with your files.
  2. Select all the items you want to move by hovering over them and ticking them.
  3. Click ‘Move’ in the toolbar menu.
  4. Choose an existing folder or enter a new folder’s name. Click ‘OK’.

It’s important to remember that moved files should have a link in their original location. Be careful when moving documents within the same library. If versioning is enabled, users can accidentally overwrite previous versions of files. So, make sure to check first to avoid errors or duplication mistakes.

Pro Tip: Moving documents between libraries and sites isn’t as easy as moving furniture – no heavy lifting required!

Moving Documents between Different Libraries or Sites

Need to move documents in SharePoint? Here’s a six-step guide.

  1. Open the library containing the documents.
  2. Check the boxes next to their names.
  3. Select ‘Copy‘ or ‘Move‘ on the toolbar.
  4. Choose the destination site or library from the menu.
  5. Click ‘OK‘ for the changes.
  6. Check that all records are in the right place.

Moving documents from one site collection to another requires admin permission. Be sure to check compatibility with other systems.

Did you know? Sharepoint has over 190 million users worldwide. (Source: Microsoft)

Why move one document at a time when you can be a superhero and move multiple documents together in SharePoint?

Moving Multiple Documents at Once

Save time and effort when organizing your SharePoint content by moving many documents at once! Here’s how:

  1. Select the documents you want to move: Hold down the “Ctrl” key and click each item in the document library.
  2. Click ‘Move’: At the top of the library screen, click the “Move” button.
  3. Select a destination: A pop-up window will appear – pick the folder or library where you want the documents to go.
  4. Click ‘Move Here’: After clicking “Move Here”, watch all selected items transfer to their new location.

Organizing with SharePoint doesn’t have to slow you down. Make use of this feature when you need to move a lot of documents and keep track of important files. Get started now!

Moving Folders and Subfolders


Choose the folder or subfolder you want to transfer.

Press “Move To” in the toolbar.

Pick the destination for the folder.

Tap “Move Here”.

Voila! Your folder has shifted.

When moving folders with plenty of files, it may take a few minutes.

Did you know SharePoint is a project management tool? According to Forbes, over 190 million people use Microsoft SharePoint for project collaboration and document storage.

Moving documents in SharePoint is like a game of Jenga. One wrong move and it all collapses. But we have tips to keep your documents upright.

Tips to Ensure a Smooth Document Move

To ensure a smooth document move with SharePoint, we bring you tips that will make the process easy for you. Ensure permissions to move documents, check metadata and content types, review and consolidate document versions, update links and references, and communicate changes to team members. These tips will make your document move cake-walk.

Ensure Permissions to Move Documents

When it’s about shifting documents, guaranteeing permissions is essential for a seamless process. Without the right authorization, the transfer might cause data loss or even legal issues. Here are 6 steps to guarantee you have the mandatory access before proceeding.

  1. Find out who owns the documents and has the right to move them.
  2. Understand the user roles and obligations for accessing and editing documents.
  3. Build a list of users who require access to these documents.
  4. See if any security settings need updating or customization.
  5. Assign permissions to those who need access, without compromising privacy or sensitive info.
  6. Check access for all compulsory users prior to initiating the document move.

Also, consult with an IT specialist or security expert if any doubts arise in this process. Mind that permissions should be reviewed regularly and updated as needed for maximum security.

Pro Tip: Keep track of alterations made during this process in case of future audits or investigations. Moving docs can be fun – like CSI but for documents!

Check Metadata and Content Types

Before moving documents, check the metadata and content types. Assess author, date created, and modified dates. Know if a file is an email attachment, spreadsheet, or PDF. This way, you can group related documents accordingly.

Establish standard naming conventions. Use industry conventions or create your own internal rules. Consistent naming avoids confusion and saves time locating files.

Example: A company failed to check their metadata during a file transfer. After migration, they couldn’t locate contracts due to incorrect author metadata.

In conclusion, checking metadata and content types enables document grouping and orderly files. This ensures efficiency during transfer.

Review and Consolidate Document Versions

When it comes to a successful document move, reviewing and consolidating document versions is key. Here’s a guide to help:

  1. Find all the versions.
  2. Put them side-by-side.
  3. Note the differences.
  4. Decide which changes should stay.
  5. Combine them into one master version.
  6. Make sure everyone has access to the same version.

Plus, version control and naming conventions are important too.

Did you know? A survey by Workfront found that 69% of people waste time searching for the most recent files because of poor organization. So make sure your documents are as up-to-date as your ex’s relationship status on Facebook before you move them!

Update Links and References

Updating links and references is essential for a successful document move. Here are three simple steps to guarantee accurate and efficient updating:

  1. Locate all hyperlinks and references in the document. Utilize the ‘find’ feature to look for necessary information.
  2. Replace the old hyperlinks and references with new ones. Thoroughly check if the links are functioning correctly.
  3. Refresh the table of contents, list of figures, or tables if there are any changes to these.

Plus, don’t forget to update external links, such as website URLs or video links, as they can affect the credibility of your document.

And always test the revised file on different devices and software to make sure it works perfectly before sharing.

My friend once forwarded an outdated report to her manager without updating the hyperlinks. This caused confusion among their team when they stumbled upon broken links while citing it in a meeting. So, remember, double-checking can prevent miscommunication or embarrassment later!

Communication is vital; but if your team still doesn’t get it, just remind them that unawareness is not bliss when it comes to document moves.

Communicate Changes to Team Members

When switching to a new document, make sure your team is on board. Let them know early about the change. Explain what the document is for and its objectives. Keep everyone updated on any changes.

Be clear and precise when giving instructions. Avoid ambiguity. Poor communication can lead to disastrous consequences. For example, a big company once lost critical documents during a move because they didn’t plan properly. Don’t let this happen to you. Get your document-management system in order now, or risk losing files in a sea of disorder.

Best Practices for Managing Documents in SharePoint

To effectively manage documents in SharePoint, implement the best practices with a solid document management policy. Establish and organize libraries and sites, maintain consistent naming conventions, and regularly review and clean up old documents. These practices can be achieved by integrating the sub-sections, including efficiently organizing documents and enforcing strict management policies.

Establish a Document Management Policy

We all know: document management is essential in any organization. To ensure it is done right, a policy must be set up. This policy serves as a guide for document creation, saving, access and disposal.

To establish a document management policy, do the following:

  1. Determine which types of documents will be included.
  2. Choose who will manage and enforce the policy.
  3. Set up rules for creating and naming documents.
  4. Figure out how long documents should be kept before disposing or archiving.
  5. Train employees on the policy.

When setting up the policy, take into account the specifics of the organization’s needs. For example, if you’re in a regulated industry, like healthcare or finance, your policy has to conform to certain regulations.

AIIM International conducted a study which found that organizations saved an average of $9.50 for every electronic document replacing a paper one. This proves the impact effective document management can have on a company’s finances.

Organizing SharePoint libraries and sites is like packing a suitcase for a holiday – it might take some time, but it’s worth it when you can easily find what you need.

Organize Libraries and Sites Effectively

Organizing Libraries and Sites is vital for efficient document management on SharePoint. Create a structured system that guarantees documents can be easily found, accessed, and kept secure.

  • Consistency is necessary when making Libraries and Sites. Have naming conventions and stick to them.
  • Use metadata to index the files, making them simpler to find in searches. Employ content types to organize data based on its type or purpose.
  • Establish sub-sites for teams or departments to manage their documents independently while still obeying established guidelines.
  • Set up version control, ensuring only the most current document is visible, and roll back changes if needed.
  • Designate permissions and access levels based on need-to-know, making sure confidential information is not available publicly.

It’s essential to remember that user adoption plays an essential part in managing documents productively on SharePoint. Without proper training and communication, any system established will fail.

Pro Tip: Use Hub sites as an effortless way to control branding across multiple sites.

Naming conventions: since you never know when you need to locate that document you saved as ‘Untitled’.

Enforce Consistent Naming Conventions

Consistent naming is key for organizing documents on SharePoint. It allows for easy searchability, access and reduces errors or duplicate files. To make it work, follow these 5 steps:

  1. Set Clear Guidelines: Outline rules for document types, project names and department nomenclature and tell everyone.
  2. Create Naming Conventions: Develop a standard format based on the guidelines. E.g. Document Type + Project/Department Name + Version Number + Date.
  3. Implement Naming Policy: Do this with automated processes, e.g. metadata tagging, or manual procedures like training.
  4. Evaluate Regularly: Check if people are sticking to the conventions and policies.
  5. Fine-Tune Naming System: Listen to feedback from users and adjust for better efficiency.

Starting this off early ensures it works well. Keep the conventions simple and clear. Abbreviations only if commonly understood. Consistent naming convention will boost your document management, productivity and accuracy. Get organized – do it now!

Regularly Review and Clean Up Old Documents

Managing documents in SharePoint is key for efficient resource usage. Review and clear out old docs often to boost performance, save storage costs, and increase security. Here are some best practices for managing old documents in SharePoint:

  1. First, create a document retention policy that fits your organization’s goals. Think legal requirements, industry standards, and corporate governance.
  2. Second, use automation tools to classify old docs based on relevance, value, and risk. Set up workflows or alerts to signal defined milestones or events.
  3. Third, create a regular schedule for reviewing and deleting old docs, based on the retention policy. Archive or delete data where needed, and migrate data to other platforms if necessary.

Maintaining good documentation habits simplifies user searches, and helps organizations reach operational excellence. A report by McKinsey & Company* claims the top-performers invest heavily in digital transformation initiatives that include effective document management practices. So, get those folders ready!

*Note: McKinsey & Company is a global management consulting firm.


Once you understand the document-moving process in SharePoint, you can use its functionalities to improve your productivity and organization. With a few clicks, you can move and access your files without a mess. Mastering SharePoint may take time and practice. But with dedication, you can streamline your work processes.

Remember to understand the document’s relevance and impact before moving them. Make sure all team members are aware of any changes for keeping everyone on the same page.

Also, you can use SharePoint’s features like alerts, workflows, templates, and metadata to manage documents better. Explore these features to enhance collaboration and have an efficient workflow.

XYZ Corporation had trouble managing their filings until they started using SharePoint. They used technology to sort through the historical data. This allowed them to manage their records better. With SharePoint’s centralized storage system and workflow automation, they reduced processing errors and achieved desired milestones much faster than when everything was paper-based.

Frequently Asked Questions

1. How do I move documents in SharePoint?

To move a document, locate the file you wish to move and select it. Once selected, click on the ‘Move to’ button located at the top of the page. Finally, select the destination library or folder you wish to move the document to.

2. Can I move multiple documents at once in SharePoint?

Yes, you can select multiple documents by holding down the “Ctrl” key on your keyboard while clicking on each document. Then, click on the “Move to” button and choose your desired destination.

3. What happens to the document’s version history when I move a document in SharePoint?

The document’s version history is retained when you move it to a new location in SharePoint. All versions and comments on the document will remain intact.

4. Can I move a document to a different SharePoint site?

Yes, you can move documents to a different SharePoint site. When you select the “Move To” option, you will be prompted to choose a location on the current site or a different one. Simply select the destination site and library, and then click “Move”.

5. What permissions do I need to move a document in SharePoint?

You must have at least ‘Contribute’ permission level to be able to move documents in SharePoint. If you do not have the necessary permissions, you can request permission from the site owner or administrator.

6. What happens if I accidentally move a document to the wrong location in SharePoint?

If you accidentally move a document to the wrong location, you can simply move it again to the correct location. If you do not have permission to move the document back, you can contact the site owner or administrator to have them move it for you.

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