Shorten SharePoint File Path

The file path of a file contains the file’s name and the name of every parent folder. A “parent folder” is a folder that contains the file in question. An example file path (finding a file within parent folders) is shown below. You can see the file path generating in the address bar above the folders.

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In the above screenshot, you can see the file path: Documents > UConn > Documents > Knowledge Base Guides > File Path Guide > Screenshots > Gifs.

Tips for shortening a file path

• The file path limit for SharePoint is 400 characters.

• The limit for a file or folder name is 255 characters.

• Try to exclude spaces from file and folder names. A space in a file path will be replaced by %20 in SharePoint, which is now 3 characters instead of a single space as you see it. Try using the underscore _ in place of a space.

• Start with renaming the folders containing this folder; these changes will help every folder and file below it. Next, try to shorten the file name.

Method 1: Shortening the file/folder names

In the above example:

• “Knowledge Base Guides” can easily be shortened into “KB_Guides”

• “File Path Guide” can become “File Path” since it is inside a folder names “Guides”, or it can become “File_Path_Guide”.

Shortening file/folder names, and naming files/folders appropriately upon creation is the best way to keep the file path under control. The next method is more disruptive yet can result in quick and big fixes.

Method 2: Moving the folder

In the above example:

• The “UConn” folder is not needed; all of this data is university data.

  • Once I decide that I do not need the UConn folder, the “Documents” folder becomes the top-level folder.

  • The “Documents” folder is now redundant since the SharePoint itself (the Document Library) appears as “Documents” in the file path.

  • I will take the contents of my self-created “Documents” folder and move them up the hierarchy.\

  • Right click on the folder and choose Move to.

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  • I click on the first “Documents” in the shown file path.

  • Then I click Move here. Now the file path of every file inside of “Knowledge Base Guides” has been shortened.

• The .gif files don’t really need their own folder; they can reside in the “Screenshots” parent folder.

  • Again, I will move the contents to a higher level. This time, just one level higher.

  • Now the .gif files all have a shortened file path.

Moving folders may be a big organizational change, but this method offers the chance for large changes in just a few clicks.

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