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Is it better to create multiple document libraries or folders?
The gist of the question was around wanting to know if it was best to create multiple document libraries (1 for each category), create 1 document library with multiple category folders within it or use metadata rather than folders. This is an age-old conversation that has gone on thru the years in the SharePoint world.
How to create multiple folders in one document?
If there are different permissions per category your options are: Option 1: Create 1 document library per category. Set the permission at the library level. Good choice. Option 2: Create 1 document library with multiple category folders within it. Break permission inheritance from the library level and set it at the folder level.
How to create new document in document library?
When you choose a new Microsoft 365 document, a generic file is created in the library (Document.docx, book.xlsx, etc), and a blank document is opened in the respective app. Your SharePoint or Microsoft 365 administrator or owner may set different document types. For more info see Create a new file in a document library.
How do I add folders to my document library?
Open the list in an internet browser. There will be an option bar at the top. Select “List” and choose “List Settings” in the new ribbon. Click on “Advanced Settings”, activate the option “Enable management of content types” and click on “OK”. Back to the list settings. Click on “Add from existing content types”.
When to use multiple libraries, folders or metadata?
It is an excellent choice for grouping documents together in a folder with shared metadata. Examples of this are contract files, project files, job competitions, etc. What are the security requirements for the content?
How can I predict which libraries and lists will exceed the threshold?
It’s easy to check the number of items or documents in a List or Library. Either look in Site Contents, or look in the List/Library Settings. A blue bar will appear there if the List/Library is getting close to the limit. How can I predict which Libraries and Lists will exceed the threshold?
How to index large lists and large libraries?
In an ideal situation, where the user knows the List or Library will be large, you’d index any and all columns you can. A View that’s over the threshold will generally only display if it’s filtered by an indexed column first in the view, and that filter returns no more than 5000 unique values.