Using OneDrive Sharepoint More Effectively for Organization

Question

My org moved to OneDrive mid-2024 and we're still working out kinks to perfect folder navigation. I want some tips on effectively using it, at least for Marketing (templates, photos, graphics, meetings, etc).

On a more specific note, there any way to make a shortcut that links one shared folder to another? For example, there is a Business Development folder with meeting files, documents, and other administrative stuff. On top of that, there are some files like templates and collateral pieces that would classify under Marketing. How can I link these two together?

My task is to hold all of the Business Development templates/collateral within Marketing but link to the files from the original Business Dev folder. Is this possible?

This would be replicated for all other folders so that the working files are properly under Marketing but is accessible from the intended folders.

Trying to create shortcuts just makes them for me in "My Files" and I do not see any other option that would make it easier to navigate between the two.

Answer 1

Dear Tan,

If I understand correctly, you want to access one shared folder from another folder like the following "Access Develop from Market" via a shortcut link.

If yes, you can just add a "Link to file" type file in Market and type the folder Develop path in the folder Market.

The folder path is like https://contoso.sharepoint.com/sites/sitename/library name/folder name. Replace the bold part with the names in your environment.

Welcome to share any updates if you need further help on this issue.

Sincerely

Cliff | Microsoft Community Moderator

Answer 2

Dear Tan Pham,

Thank you for your question about organizing and linking shared folders in OneDrive and SharePoint. The good news is that SharePoint offers features to create logical shortcuts and organize files effectively without duplicating them. Let’s address your needs step by step:

Organizing Files Across Folders

Your goal to link files between the Business Development and Marketing folders without duplicating them can be achieved using SharePoint shortcuts and metadata tagging.

1. Use “Add Shortcut to My Files”

• Navigate to the folder in the Business Development SharePoint library.

• Click on the folder or file you want to link and select Add Shortcut to My Files. This creates a shortcut in your OneDrive My Files, accessible across devices.

Limitations: This shortcut is visible only to you unless shared with others. If organization-wide visibility is needed, consider using linking options within SharePoint.

2. Create Links with “Symbolic Links”

• Add Links to Another Folder in SharePoint:

• Navigate to the Marketing folder in SharePoint.

• Use the “New > Link” option to create a link to files or folders from Business Development.

• This creates a visible shortcut for everyone with access to the Marketing folder.

3. Use Metadata and Views

• If you want to avoid shortcuts entirely, leverage metadata tagging to classify files:

• Add a metadata column for “Department” or “Category.”

• Tag files in Business Development with “Marketing” where applicable.

• Create custom views in both folders to filter and display files based on metadata tags.

4. Map Libraries as Network Drives

• For seamless navigation, map the SharePoint libraries as network drives:

• Open File Explorer on Windows.

• Right-click This PC > Map Network Drive.

• Use the library’s URL as the network path.

5. Replicate Across Departments

• Use SharePoint Templates to replicate this setup for other departments. Templates ensure consistent folder structures and metadata configurations.

Additional Tips for Marketing Teams

• Use the “Templates” folder in SharePoint to centralize reusable assets (graphics, collateral, etc.).

• Integrate SharePoint with Microsoft Teams for streamlined collaboration.

Let me know if you need further clarification or assistance setting up these solutions.

Best regards,

Yuki

Answer 3

THANK YOU!

Answer 4

Dear Tan,

May I know whether you need further help on this issue?

Your effort and time are greatly appreciated!

Sincerely

Cliff | Microsoft Community Moderator