I Like Your Moves


Moving Files between SharePoint Libraries

You may occasionally encounter the need to move a file from one SharePoint library to another. While there is the brute force method (download the file to your local machine and then upload it back to the new library which may be in a different site), there are at least two other easier methods.

For the first method, you need to know the URL of the library to where you want to move the file before you begin the process. Then follow these steps.

Step 1: Navigate to the library containing the file you want to move. For the purposes of this article, I’m going to start from a library in our team collaboration site to move a file to our intranet site. The specific starting and ending destinations are not the important issues here. Rather the technique is what is important.

Step 2: Locate the file you want to copy or move from one library to the other and hover over the right side of the document’s Title. Click the down arrow to open the document menu as shown in the following figure and select the option: Send To and then select Other Location from the secondary fly out menu.

Step 3: This opens the Copy dialog in which you need to specify the destination library or folder as well as the filename to be used in the destination library. (If you do not know the URL of the destination library, you may need to close this dialog and find that URL first. Don’t say I didn’t warn you.).

Step 4: Note that the default location is the site in which the current library resides. If you simply want to copy a file from one library to another library within the same site, you can just add the library name to this URL. If the library name has spaces, you must replace each space with the characters %20. The following figure shows that the file is being copied to a library named: “Server Training”. It also shows that the name of the file will be changed to ‘Add a new user role’. (Yes, this means that you can create a copy of a file in the same library by giving the copy a new name.)

Step 5: When you click OK, the Copy Progress dialog appears. You can review the information on the copy here before you press OK. After you click OK, the copy proceeds and if successful updates the Copy Progress by showing the text string that: The copy operation was successful.

If you wanted to move rather than copy the file, you must go back to the source library and manually delete the original copy of the document.

If the copy fails either because you entered the URL incorrectly or you do not have Add rights to the destination library or there already was a file in the destination library with the same name, you will get a message that the copy operation failed.

This method may be okay if you only have a few files to copy, but if you have a large number files, copying them one at a time from one location to another can be time consuming. A better way to transfer multiple files from one location to another may be to open the library using Explorer. To do this, follow these steps.

Step 1: Open the source library and display the Library ribbon. In the Connect & Export group, locate and click on the Open with Explorer command/icon. (I could be wrong, but I believe you must have Internet Explorer on your local machine for this to work.)

SharePoint opens an instance of Windows explorer that looks just like the display of any local folder from your desktop, but displays the contents of the SharePoint site.

Step 2: In a similar fashion, open another tab on your browser or even another browser instance and navigate to the destination library. Again open the library and then click Open with Explorer from the Connect & Export group of the Library ribbon. You should now have two separate instances of Windows Explorer open, each displaying a different SharePoint library. Now either close or minimize your browser windows to get them out of the way.

Step 3: Arrange the two Windows Explorer instances so you can see the source file as well as the destination library.

Step 4: Now simply click on the file or files you want to move and drag them from the source window to the destination library.

Note, as the image below shows, you can even copy SharePoint files back to your local computer by opening Windows Explorer from your local computer and navigating to the folder where you want to copy or move the files.

If you just click on the files and drag them from one window to another, the files will be copied. However, if you drag the files by pressing and holding down the right mouse button while you drag the files, when you release the mouse button you will be prompted with the following dialog.

In this menu Copy here is bolded because that is the default option. However, by clicking the Move here button, you can copy the files to the new location and then have the original files from their original library automatically deleted.

You can even create shortcuts to the files and place them on your desktop by pressing the right mouse button and dragging the files from their source to the Desktop within Windows Explorer and then select Create shortcuts here. Your copy of Windows Explorer may also support other options like the ability to create a zip file from the copied files and placing just the zip file in the destination folder.

That’s all for this week.

C’ya next time.

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