Microsoft Office365 recently released a new Move feature that will allow users to freely move content anywhere in Office 365, SharePoint, and OneDrive for Business. To end users, this will offer greater freedom than the previously released ‘copy’ feature. With Move, documents and other files can move with full fidelity across the platform while maintaining version history and metadata. The everyday SharePoint and Office 365 user can truly benefit from this new feature and today’s tips and tricks will walk you through this process.
How to Use the New Move Feature
- Select the items you want to move.
- In the main menu at the top of the page, click Move to. If you do not see Move to, click the ellipses (…) on the main menu, and then click Move to.Note: Move to is not available if you are using the classic experience of SharePoint Online.
- In the Choose a destination pane, select the new location in the document library where you want the files to go and click Move here.In the Choose destination pane, you can also click New folder to add a new folder to the document library and move the item to the new folder. Type the name of the new folder in the text box, click the check mark, and then click Move here.</strong
Move documents with ease in SharePoint, Office 365, and OneDrive for Business
Many users like to first spin up a rough draft for a project in OneDrive. With the Move feature, you can then move it to a Teams site when you are ready to share it with your team. Then, if they decide they want to publish the document, you might move it to a SharePoint site so that is accessible to the whole company. The whole time the document keeps its metadata and version history intact!
A New Feature for the New World of Collaboration
Prior to the Move feature, users would have to rely on Copy – or even copy and paste – to move document. This may serve your needs, but the move feature offers a richer move. It brings over version history and some metadata that copying does not.
This new feature can save teams a lot of time when it comes to everyday documents – editing, approving, etc. It is not the best route when it comes to moving sensitive documents. If your environment has record retention policies in place for documents, for example, it makes a copy rather than just moving the document. The original document doesn’t leave the records center but moves a copy.
With this new feature, however, there are some things to consider regarding governance. Currently, users would not receive a report saying that employee ‘X’ moved a document to from library ‘Y’ to library ‘Z.’
If employee ‘X’ leaves the organization, others on the team are not aware that the item has moved. These items may not be where the rest of the team expects it to be when they go looking for them.
The new Move feature makes moving documents like these a breeze
What the Move feature means for the Everyday User The ability to move items and see their histories is very helpful. Within many organizations, documents change over time as users go back and forth while collaborating. Documents usually start in OneDrive for Business because it is a suitable place to keep rough drafts until you are ready to share or publish them. Once you get it to a point where you are relatively pleased with it, you may then move it to a document library in SharePoint Online. Now, you can see what changes have been made by others and make your own changes accordingly.
The real benefits of this feature come when managing documents that frequently change over time and may need to be moved. It can also be a tremendous help when it comes to company reorgs.
While this feature might not be a game changer, it is undoubtedly a helpful tool. It helps eliminate clutter, enhances transparency, and works towards making your SharePoint as agile and efficient as it can be.