How to copy, rename and delete files in SharePoint

Overview

SharePoint makes it easy to manage documents and files within your document libraries. Common file management tasks include copying files, renaming documents, and deleting files that are no longer needed.

Depending on your SharePoint view and permissions, these actions can be performed using the toolbar, right-click menu, or the file's context menu.

Note: Deleted files are typically moved to the SharePoint Recycle Bin, where they can be restored if needed.

Copy a File

You can create a copy of a file and save it to another location within SharePoint or OneDrive.

1. Open the SharePoint document library containing the file.
2. Select the file you want to copy.
3. From the toolbar, select Copy To.
4. Browse to the destination folder or library.
5. Select Copy Here to complete the process.

The original file remains in its current location, and a copy is created in the destination you selected.

Rename a File

Renaming a file changes its display name without affecting its contents.

1. Open the SharePoint document library.
2. Locate the file you want to rename.
3. Select the file and choose Rename from the toolbar, or open the file's context menu (...) and select Rename.
4. Enter the new file name.
5. Press Enter or select Save.

The file will immediately display its new name throughout SharePoint.

Note: Renaming a file does not affect permissions, version history, or sharing settings associated with the document.

Delete a File

Files that are no longer required can be removed from SharePoint.

1. Open the SharePoint document library.
2. Select the file you want to delete.
3. Select Delete from the toolbar, or open the file's context menu (...) and select Delete.
4. Confirm the deletion when prompted.

The file is moved to the SharePoint Recycle Bin and can usually be restored for a period of time, subject to your organization's retention policies.

Delete Multiple Files

You can delete several files at once.

1. Open the document library.
2. Select the files you want to remove.
3. Select Delete from the toolbar.
4. Confirm the deletion.

All selected files will be moved to the Recycle Bin.

Restore a Deleted File

If a file was deleted accidentally, it can often be restored from the Recycle Bin.

1. Navigate to the SharePoint site.
2. Select Recycle Bin from the site navigation menu.
3. Locate the file you want to restore.
4. Select the file.
5. Click Restore.

The file will be returned to its original location with its version history intact.

Tips and Best Practices

• Use meaningful file names to make documents easier to find.
• Review the destination carefully before copying files.
• Consider renaming files before sharing them with others.
• Periodically review and remove outdated files to keep document libraries organized.
• Check the Recycle Bin before recreating a file that may have been deleted accidentally.