Do you find yourself struggling to manage your document libraries effectively due to poorly named or outdated library names? Look no further! Editing document library names is a crucial aspect of information management, helping you maintain organization and enhance user experience. Whether you need to correct a typo, align with evolving business needs, or simply improve clarity, understanding how to edit document library names is essential for any SharePoint administrator or user.
This article will guide you through the step-by-step process of editing document library names, providing clear instructions and helpful tips to ensure a seamless experience. We will cover everything from identifying the appropriate permissions to understanding the potential impact of name changes on existing links and permissions. By the end of this article, you will possess the knowledge and confidence to modify document library names effectively, enabling you to enhance the organization and accessibility of your SharePoint environment.
Furthermore, we will delve into best practices for naming document libraries, exploring strategies for creating meaningful and consistent names that align with your organization’s taxonomy and information architecture. By following these guidelines, you can establish a naming convention that facilitates easy navigation, reduces confusion, and ensures that your document libraries remain organized and efficient over time.
Considerations Before Editing
Before embarking on the process of editing a document library name, it is essential to consider the following crucial aspects.
1. Impact on Existing Links and References
Changing the name of a document library can affect existing links and references to that library. These may include hyperlinks, embedded content, and any other references that explicitly point to the original library name. It is crucial to assess the potential impact on these references and update them accordingly to avoid breaking functionality.
Mitigation Strategies:
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- Use a link checker tool to identify and update all affected links.
- Notify users and stakeholders of the library name change to ensure they can adjust their references.
- Consider using a redirect service to automatically forward users to the new library location.
2. Impact on Permissions and Access
Document library names are used in permission settings to grant or deny access to specific users or groups. Editing the library name may affect these permissions, potentially denying access to authorized users. It is essential to review the permission settings and ensure that the intended access rights are maintained after the name change.
Mitigation Strategies:
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- Check the permission settings of the library to identify any affected users or groups.
- Update the permission settings to reflect the new library name.
- Notify affected users and groups about the changes to ensure they can continue accessing the library as intended.
3. Impact on Search and Metadata
Document library names are used for indexing and search purposes. Changing the name may impact the visibility and retrievability of documents within the library. Additionally, any metadata associated with the library, such as tags or content types, may need to be updated to reflect the new name.
Mitigation Strategies:
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- Assess the impact on search results and take steps to ensure that documents are still easily discoverable.
- Update any metadata associated with the library, including tags, content types, and custom columns.
- Notify users and stakeholders of the potential impact on search and metadata.
Using Meaningful and Concise Names
When editing a document library name, choosing a meaningful and concise title is crucial. An effective name should accurately reflect the library’s content and its purpose within the organization. This allows users to easily identify and navigate the library, promoting efficiency and reducing confusion.
Here are some tips for creating meaningful and concise document library names:
- Use keywords: Include relevant keywords that describe the library’s subject matter. This allows users to quickly understand the library’s purpose and locate the documents they need.
- Be specific: Avoid vague or generic names. Instead, provide specific details about the library’s content, such as the project or department it pertains to.
- Keep it concise: Aim for a name that is between 3-7 words in length. A concise name improves readability and makes it easier for users to remember.
- Avoid abbreviations or acronyms: Not all users may be familiar with specific abbreviations or acronyms. Use full words to ensure clear understanding.
- Consider the audience: Think about the users who will primarily access the library. Choose a name that resonates with them and aligns with their needs.
Additional Considerations
In addition to the tips above, consider the following best practices for editing document library names:
- Use capitalization consistently: Either capitalize the first letter of each word or only the first letter of the first word. Maintain consistency throughout the name.
- Avoid special characters: Special characters, such as colons, hyphens, or underscores, can break document links or create compatibility issues. Stick to letters, numbers, and spaces.
- Use a naming convention: Establish a naming convention for all document libraries within the organization. This ensures consistency and simplifies library management.
- Review and update regularly: As the library’s content and purpose evolve, review and update its name accordingly. This keeps the library organized and relevant.
Examples of Effective Document Library Names
| Good | Bad |
|---|---|
| Project Plan Documents | Docs |
| Marketing Collateral | Marketing Files |
| Customer Service Records | Customer Stuff |
Avoiding Spaces and Special Characters
When editing a document library name, it’s important to avoid using spaces and special characters. Spaces can be interpreted as a separator, which can lead to confusion when accessing the library. Special characters, such as commas, semicolons, and colons, can also cause problems, as they can be used for other purposes within SharePoint. Instead, use underscores or hyphens to separate words in the library name.
Here are some specific examples of spaces and special characters to avoid:
- Spaces: Don’t use spaces in the document library name. Use underscores or hyphens instead.
- Commas: Don’t use commas in the document library name. Commas are used to separate list items, and can cause confusion if they’re used in the library name.
- Semicolons: Don’t use semicolons in the document library name. Semicolons are used to separate statements, and can cause confusion if they’re used in the library name.
- Colons: Don’t use colons in the document library name. Colons are used to introduce a list or definition, and can cause confusion if they’re used in the library name.
- Other special characters: Avoid using other special characters, such as exclamation points, question marks, and ampersands, in the document library name. These characters can cause problems when the library is accessed or used.
By following these guidelines, you can help ensure that your document library name is clear, easy to understand, and accessible to all users.
Here are some additional tips for choosing a document library name:
- Use a name that is descriptive of the library’s contents.
- Keep the name short and to the point.
- Avoid using confusing or ambiguous terms.
- Make sure the name is unique within the site.
By following these tips, you can choose a document library name that is both effective and easy to use.
Table of Characters to Avoid
| Character | Reason |
|---|---|
| Space | Can be interpreted as a separator |
| Comma | Used to separate list items |
| Semicolon | Used to separate statements |
| Colon | Used to introduce a list or definition |
| Exclamation point | Can be confusing when used in a library name |
| Question mark | Can be confusing when used in a library name |
| Ampersand | Can cause problems when the library is accessed or used |
Editing the Document Library Name in SharePoint Online
Step 11: Editing the Document Library Name via PowerShell
PowerShell is a powerful tool that can be used to manage SharePoint sites and libraries. You can use PowerShell to edit the name of a document library by following these steps:
- Open the SharePoint Online Management Shell.
- Connect to the SharePoint Online site that contains the document library.
- Run the following command to get the current name of the document library:
- Run the following command to update the name of the document library:
- Verify that the name of the document library has been updated.
Get-PnPListItem -List DocumentLibraryName
Set-PnPListItem -List DocumentLibraryName -Identity DocumentLibraryID -Values @{"Title" = "NewDocumentLibraryName"}
Additional Information
Here are some additional things to keep in mind when editing the name of a document library:
- The name of a document library must be unique within the site.
- The name of a document library can be up to 255 characters long.
- The name of a document library cannot contain any of the following characters: /, \, *, ?, <, >, :, ;, “, |
- If you change the name of a document library, any links to that library will need to be updated.
Example
The following example shows how to use PowerShell to edit the name of the document library named “Documents” to “NewDocuments”:
Connect-PnPOnline https://contoso.sharepoint.com
Get-PnPListItem -List Documents
Set-PnPListItem -List Documents -Identity 1 -Values @{"Title" = "NewDocuments"}
Troubleshooting
If you encounter any problems when editing the name of a document library, you can try the following:
- Make sure that you have the necessary permissions to edit the document library.
- Make sure that the name of the document library is unique within the site.
- Make sure that the name of the document library does not contain any of the following characters: /, \, *, ?, <, >, :, ;, “, |
If you still have problems, you can contact Microsoft support for assistance.
Editing the Document Library Name in SharePoint On-Premises
16. Editing the Document Library Name in SharePoint On-Premises Using PowerShell
Step 1: Install the SharePoint Online Management Shell
- Download and install the SharePoint Online Management Shell (SPOMgmt) from the Microsoft Download Center: https://www.microsoft.com/en-us/download/details.aspx?id=35588.
- Install the SPOMgmt module using the following command in the PowerShell console:
Install-Module SharePointPnPPowerShellOnline
Step 2: Connect to the SharePoint Site
Connect-PnPOnline -Url "https://<your-sharepoint-site-url>"
Step 3: Get the Document Library Name
$library = Get-PnPWeb -Identity "<web-url>"
$libraryName = $library.Title
Step 4: Update the Document Library Name
$libraryName = "New Library Name"
$library.Title = $libraryName
$library.Update()
Step 5: Disconnect from the SharePoint Site
Disconnect-PnPOnline
Alternative PowerShell Method:
Set-PnPList -Identity "<document-library-url>" -Title "New Library Name"
Note:
- Replace
<your-sharepoint-site-url>and<document-library-url>with the actual SharePoint site and document library URLs respectively. - Ensure that you have the necessary permissions to modify the document library name.
Library Name Already Exists Errors
1. Error Handling
When creating or editing a document library, you may encounter an error if the library name already exists. To address this, it’s important to understand the error handling mechanisms in place.
2. Existing Library with the Same Name
If you attempt to create a library with a name that matches an existing library, you will receive an error message. This error prevents duplicate libraries with the same name, which could lead to confusion and data management issues.
3. Library Name Case Sensitivity
It’s essential to note that SharePoint library names are case-sensitive. This means that a library named “Documents” is different from a library named “documents.” Attempting to create a new library with the same name but different casing will result in an error.
4. Errors in Different Contexts
The error behavior may vary depending on the context and action you are performing:
- Creating a New Library: When creating a new library, you will receive an error if a library with the same name already exists.
- Editing an Existing Library: If you attempt to edit an existing library’s name to match an existing name, you will also receive an error.
- Moving or Copying a Library: When moving or copying a library, the destination site must not already have a library with the same name. Otherwise, an error will occur.
5. Error Message Variation
The specific error message you receive may vary depending on the SharePoint version and settings. Common error messages include:
- “A library with this name already exists.”
- “The specified library name already exists.”
- “The library name is already in use.”
6. How to Handle Errors
To resolve library name already exists errors, follow these steps:
- Verify the Library Name: Ensure that the library name you are using is different from any existing library names on the site.
- Check Case Sensitivity: Confirm that the case of the library name matches the existing library name if you are editing it.
- Choose a New Name: If necessary, select a different name for the library that does not conflict with existing library names on the site.
7. Best Practices for Library Naming
To avoid library name conflicts and improve data management, consider the following best practices for naming SharePoint libraries:
- Descriptive and Unique: Choose names that accurately describe the purpose of the library and are easy to identify.
- Short and Concise: Keep library names brief and to the point to enhance readability and navigation.
- Avoid Special Characters: Use only alphanumeric characters and spaces to avoid potential compatibility issues with different browsers and systems.
- Consider Synonymity: If possible, avoid creating libraries with similar names or synonymous terms to minimize confusion.
- Use a Naming Convention: Establish a consistent naming convention across all your SharePoint libraries to enhance organization and searchability.
8. Additional Considerations
In addition to the steps outlined above, keep these considerations in mind:
- Site Collection Recycle Bin: If you delete a library by mistake, you can restore it from the site collection recycle bin within a specific timeframe.
- SharePoint Administrator: If you are unable to resolve the error on your own, contact your SharePoint administrator for assistance.
- Third-Party Tools: There are third-party tools available that can help manage SharePoint libraries and resolve naming conflicts.
Customizing Document Library Columns
Adding a New Column
To add a new column to your document library, navigate to the library in question and select the “Settings” icon (gear-shaped) located in the top-right corner of the screen. From the drop-down menu, choose “Library settings.”
In the “Library settings” page, scroll down to the “Columns” section and click on the “Create column” button. Here, you’ll have the option to configure various settings for your new column:
- Name: Provide a descriptive name for your column that accurately reflects its purpose.
- Type: Select the data type of your column, such as text, number, date, choice, etc.
- Description: Enter a brief description to help users understand the purpose and context of the column.
- Required: Check this box if you want the column to be mandatory for each document in the library.
- Allow multiple values: Enable this option to allow users to input multiple values in a single column for each document.
- Hidden: Check this box to hide the column from the default document view. Hidden columns can still be included in views and form templates but are not visible in the standard library view.
Once you’ve configured the column settings, click on the “OK” button to create the new column.
Editing a Column’s Properties
To edit the properties of an existing column, navigate to the document library containing the column and select the “Settings” icon. From the drop-down menu, choose “Library settings.”
In the “Library settings” page, scroll down to the “Columns” section and hover over the column you wish to edit. An arrow icon will appear to the right of the column name. Click on the arrow icon and select “Edit” from the drop-down menu.
This will open the “Edit column” dialogue box, where you can modify the following properties:
- Name: Change the name of the column.
- Type: Change the data type of the column.
- Description: Edit the description of the column.
- Required: Enable or disable the mandatory requirement for the column.
- Allow multiple values: Enable or disable the option to allow multiple values in the column.
- Hidden: Enable or disable the hidden status of the column.
After making your changes, click on the “OK” button to save the modifications.
Deleting a Column
To delete a column from a document library, navigate to the library containing the column and select the “Settings” icon. From the drop-down menu, choose “Library settings.”
In the “Library settings” page, scroll down to the “Columns” section and hover over the column you wish to delete. An arrow icon will appear to the right of the column name. Click on the arrow icon and select “Delete” from the drop-down menu.
This will prompt you with a confirmation dialogue box. Click on the “OK” button to confirm the deletion.
Column Types
SharePoint offers a wide variety of column types to meet different needs. Here are some of the commonly used column types:
| Column Type | Description |
|---|---|
| Single line of text | Stores a single line of text, up to 255 characters. |
| Multiple lines of text | Stores multiple lines of text, up to 63,999 characters. |
| Number | Stores numeric values. |
| Date and Time | Stores date and time values. |
| Choice | Allows users to select a value from a pre-defined list of options. |
| Lookup | Links to a column in another list or library. |
| Person or Group | Stores the names of users or groups. |
How To Edit A Document Library Name
Libraries can be renamed to match your organization’s standards and to group related libraries together. For example, an organization might rename Marketing Collateral Library to Collateral Library and move it under a new Documents library.
- From the site actions menu , select Site contents.
- Select Documents(or the name of the library that contains the library that you want to rename).
- Hover over the name of the library that you want to rename and select the ellipsis (…) on the right.
- Select Edit.
- Under Name, edit the library name.
- Under Description (optional), edit the library description.
- Select Save.
People also ask about 115 How To Edit A Document Library Name
How can I rename a library in SharePoint?
To rename a library in SharePoint, follow these steps:
- Go to the SharePoint site that contains the library.
- Click on the "Settings" gear icon in the top-right corner.
- Click on "Site Contents" in the left-hand menu.
- Find the library that you want to rename and click on it.
- Click on the "Edit" button in the top-right corner.
- Under the "Name" field, enter the new name for the library.
- Click on the "Save" button.
How can I change the name of a SharePoint document library?
To change the name of a SharePoint document library, follow these steps:
- Open the SharePoint site that contains the library.
- Click on the "Settings" gear icon in the top-right corner.
- Click on "Site Contents" in the left-hand menu.
- Find the library that you want to rename and click on it.
- Click on the "Edit" button in the top-right corner.
- Under the "Name" field, enter the new name for the library.
- Click on the "Save" button.
