Folders are familiar, so it is easy to use them for everything.
In SharePoint, folders are only one way to organize content. Views let you show content by department, topic, type, or category without moving files into different places.
Before deciding whether to use folders or views, it helps to separate the three pieces:
A library stores the files.
A folder sits inside the library.
A view shows the library in a specific way.
- A SharePoint library is where files, pages, or documents are stored.
- As the library grows, content needs to be organized so users can find what they need more easily.
- A folder can be created inside a library to group related content together.
- Folders can be useful when the structure is simple and easy for users to browse.
- They can also be useful when a folder needs its own permissions.
- A view is created in a SharePoint library or list.
- Views work with metadata. Metadata is added to files to help describe and organize them.
- The view uses that metadata to display the right files in a more organized way.
- This can make content easier to find and display without needing a large folder structure.
- Views also follow SharePoint permissions. If a user does not have access to a file, folder, or library, the view will not give them access.
- This makes views useful for libraries and for web parts like Finder or Search.
- Folders organize content by location.
- Views organize content by metadata.
- Folders are useful when users need a simple place to browse.
- Views are useful when content needs to be organized in a more flexible way.
- A large folder structure can become harder to manage over time.
- Views help reduce that by using metadata instead of relying only on folders.
- Views do not replace SharePoint permissions.
- If content is restricted at the library, folder, or file level, SharePoint permissions still apply.
- A view can help organize and display content, but it does not give users access to content they cannot already access.
- This makes views useful for organizing content while still respecting existing permissions.
When to use folders
Use folders when:
- The structure is simple
- Users expect to browse by folder
- A folder needs its own permissions
- The content does not need to be shown in many different ways
When to use views
Use views when:
- You want to organize content by metadata
- You want to reduce a large folder structure
- You want content to be easier to find or display
- You want to use the view with a web part like Finder or Search
Best practice
- Use libraries to store content.
- Use metadata to describe content.
- Use views to organize and display content.
- Use permissions to control access.
Folders can still be useful, but views give you more flexibility when content needs to be organized in different ways.