An Easy Way to Get Numerous Files Into and Out of SharePoint Document Libraries

This simple solution works with MOSS 2007 and WSS 3.0

A lot of companies are now using Microsoft Office SharePoint Server 2007 (MOSS 2007) or Windows SharePoint Services 3.0 (WSS 3.0) for document sharing and collaboration in their organizations. (In case you're unfamiliar with SharePoint, MOSS 2007 is a licensed server product whereas WSS 3.0 is a free download. For more information, see "SharePoint FAQs.") One of the most widely used SharePoint functionalities is document management using SharePoint document libraries. A few of my customers are using SharePoint document libraries to store their internal documents to take advantage of features such as version control, recycle bins, and content approval.

Out of the box, SharePoint provides an easy way for end users to upload a few files into the document library or download a few files from the document library. However, IT administrators (and even some end users) might need to upload or download numerous files. A question I'm commonly asked by IT administrators is, "What's the easiest way to upload or download a large number of files?"

The solution is straightforward and quick to implement. After you log on to the SharePoint document library, click Actions, followed by Open with Windows Explorer. After Windows Explorer opens, you can upload and download files and folders using the standard cut-and-paste or copy-and-paste operation.

Discuss this Article 3

Jian Bo (not verified)
on Mar 18, 2009
Thankyou for the important remainder. I should have added it to the post. Thanks again.
Oi (not verified)
on Mar 18, 2009
Please be aware, if you drag-and-drop multiple files, I believe share point assumes the files are brand new so it keeps checked out explicitly under yout account. Once you drag-and-drop, set your setting to go back from "Windows Explorer" to List View" mode. After that you need to check-in all files
Tod (not verified)
on Mar 31, 2009
Building on prabhupr70's post: 1) In my experience, if the library has required columns, then files that you drag-drop are checked out to you and invisible to everyone else until you fill in the required fields and check the files back in. Otherwise they are visible right away (except when content approval is required first). Warning, thought: If you are dropping a large number of files, it can be a huge pain to edit and check them all in individually. Read on... 2) Tip: If you switch the Datasheet View, you can bulk-update any required column entries (you can drag and paste entries like you do in Excel). 3) MOSS Tip: If you are using MOSS-std or better, a site owner (with Admin rights to that one site) can use the site admin tools to check in multiple files at once: Choose Site Actions > Manage Content and Structure, select the library from the left pane / tree view, select all files, then choose Actions > Check In. 4) WSS Tip: Plan ahead. If you'll be dragging a lot of files, either turn off the Required setting on your columns, temporarily, or else drag the files into a temporary staging library with all the same columns as your true destination. Clean up the required columns in your staging library, then copy and paste the files into your destination library (using Explorer view with both libraries). Sounds cumbersome, but it goes pretty quickly - and it's much faster than checking several dozen files in one at a time.

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