This guide explains how to organise folders and file names in Microsoft SharePoint and OneDrive so that files remain easy to open, sync, and share.

Following these best practices will prevent issues such as:

Files that cannot be opened
Sync errors in OneDrive
“File path too long” errors
Difficulty locating documents

Understanding the Problem

SharePoint and Windows have limits on how long a file path can be.

A file path includes:

SharePoint Site name
Document library name
Folder names
File name

Example: SharePoint > Finance > Accounts > 2025 > Invoices > Supplier ABC > Invoice_March_2025_Final_Version_Approved.pdf

If too many folders are used or names are too long, the total path can exceed system limits, and the file may fail to open or sync.

To avoid this, follow the rules below.

Best Practice Folder Structure

Keep Folder Structures Simple

Try to limit folders to 3–4 levels deep.

Good example:

Finance
├── Accounts Payable
│ ├── 2025
│ └── 2024
├── Accounts Receivable
└── Reports

Bad example (too deep):

Finance

└── Accounts

              └── Payable

                             └── Suppliers

                                               └── 2025

                                                            └── March

                                                                           └── Invoices

Too many levels create long paths and make documents harder to find.

Use Short and Clear Folder Names

Avoid long descriptive folder names.

Good:

Finance

Projects

Marketing

Bad:

Human Resources Department Documents

Financial Accounting and Management Reports

Project Documentation and Deliverables

Short names keep the total file path small.

Best Practice File Naming

Use simple and consistent naming formats.

Recommended Format

DocumentType_Project_Date_Version

Example:

Invoice_ACME_2026-03.pdf

Contract_ProjectX_v2.docx

Report_Sales_2026Q1.xlsx

Avoid These in File Names

Do NOT use:

” * : < > ? / \ |

Avoid extremely long names like:

Final Version of the Marketing Proposal For the Perth Office Expansion March 2026.docx

Instead use:

MarketingProposal_Perth_2026.docx

Recommended File Name Length

Try to keep file names under 50 characters.

This ensures the total path length stays within SharePoint limits.

Avoid Duplicate Folder Structures

Users sometimes create folders like:

Projects

      └── Project Alpha

                        └── Documents

                                          └── Files

                                                       └── Final Versions

Instead keep it simple:

Projects

└── Project Alpha

                    ├── Contracts

                    ├── Reports

                    └── Images

Use Metadata Instead of Deep Folders (Optional)

SharePoint allows files to be organised using metadata columns instead of folders.

For example, a document library could include:

Column	Example
Department	Finance
Year	2026
Document Type	Invoice

This allows documents to be filtered and sorted without creating deep folder structures.

Example of a Good SharePoint Structure

Shared Documents

 ├── Finance

 │           ├── Accounts Payable

 │           └── Accounts Receivable

 ├── HR

 │           ├── Policies

 │           └── Staff Records

 └── Projects

             ├── Project Alpha

             └── Project Beta

This structure is:

Easy to navigate
Easy to maintain
Less likely to cause file path errors

Quick Rules to Remember

Keep folders 3–4 levels deep maximum
Use short folder names
Keep file names under 50 characters
Avoid special characters
Use clear naming formats
Avoid unnecessary nested folders

Need Help?

If you experience issues opening files or syncing SharePoint folders, please contact the HealthyPC Support Team for assistance.

Quick Help Guide to share with your team