Storing Documents on SharePoint Online
Matus Lacko
Collaboration Manager @ adapa Group | Process Automation, Project Management
The days of storing files on a traditional network drive are far from over. It’s not that people enjoy shouting across the floor, “Close the file, I need to work on it!”—it’s more a matter of habit, I believe. MS Teams has helped us make better use of SharePoint Online (SPO), but even here, I still see room for improvement. Here are a few examples:
Versioning
SPO tracks file changes, so there’s no need to create “document1,” “document2,” or “document_final.” If you don’t need all versions at once, simply overwrite the previous version. You can always view individual versions and restore or replace the current one if needed.
Sync vs. Shortcut
If you work with certain files frequently, consider syncing them to your computer. Syncing is folder-based, so try not to sync more than necessary. Also, consider the size and frequency of file changes to avoid a constantly syncing computer that runs low on space. A shortcut, on the other hand, simply links to the folder and can be a good option when quick access is needed but the folder is either rarely used or very large.
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Naming of Files and Folders
As mentioned above, the file name shouldn’t contain metadata. Instead, aim for a clear yet concise file and folder structure with few subfolders. The path limit, as far as I know, is 400 characters, so instead of creating endless nested folders, keep the structure simple and file names short. Many folders can be replaced by a prefix for the folder ("transport_" instead of folder "means of transport") and names can be short... to some extent. Too often I see too many folders within folders within folders where at the end, it's one file, overkill.
Use additional columns to define and categorize the information instead of relying on the file name. This allows you also to create different views for the same file.
More information on this topic here.
Metadata and Views
In the past, metadata was embedded in the file name, but today, there are better ways. In a typical SPO document library, you can add columns for text, person fields, dropdowns, etc. This allows you to create user-specific views that let users ignore folders and see only the content relevant to them (or that they have access to). Note that metadata won’t be visible if you access files via sync or shortcut; you need to be in the browser to view it. More info on views here.