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Metadata in SharePoint Document Libraries Clients often ask us why we recommend using metadata over managing folders and subfolders in a SharePoint document library.
When to use subsite vs.library in Office 365?
Because you are creating work groups for each departments, at one point they might want to add shared calendar, task lists, or start creating different document libraries with special permissions for confidential information.
Likewise, SharePoint offers a similar folder functionality for document libraries. Therefore, it is not uncommon that users creating a document library in SharePoint for the first time start using folders right away instead of creating columns to tag documents with metadata and library views.
Is it bad to use folders in SharePoint document libraries?
Both library views (by document type and by business area) offer the flexibility and scalability that our client needed and that a folder-based structure would not offer. By now, you may be wondering whether it is bad to use folders in SharePoint document libraries.
How to assign metadata to folders in SharePoint?
The only correct way to assign metadata to folders is to use document sets. Just like the trick above, you will be creating a custom content type, but it is a unique content type that exists in SharePoint and a pretty darn good one! In one of my earlier posts, I called Document Sets – the hidden gem of SharePoint.
How does the document library web part work?
This article describes the Document Library web part, which allows you to display a document library. When you use the document library web part, you can choose to show a specific view of the library or even a folder within the library.
How do I add documents to the web part?
In the web part, users can add new folders and documents and/or upload files and folders. The easiest way to add files and folders is to drag them into the library from another location. You can also add or upload documents by using the toolbar: Click + New, and select Folder or a document type. Or, click + Upload, and select Files or Folder.