Tidy SharePoint Libraries in 60 seconds: Is this the end of messy folders?

SharePoint document libraries are amazing!! They are packed with powerful features that many users never even discover. But for all their power, they can get messy in a hurry. One of the most common concerns I hear from clients is that they set up helpful metadata columns like 'Client Name' or 'Due-Date'—but their team forgets to fill them in. This makes the columns feel pointless and quickly turns a tidy library into a chaotic dumping ground. If that sounds familiar, SharePoint has a brilliant new fix you need to see.

🎩Introducing SharePoint File Upload Forms!

Why SharePoint Forms is a Game-Changer.

When it comes to efficiently finding what you need, a well-organised system is vital. This applies just as much to how your team manages and discovers its internal documents. Clean, consistent data makes everything easier to navigate and find. For productivity, the benefits are immediate. Instead of just uploading a document, your team fills out a super-quick form *before* the file lands in your library.

• 🤏 Unlock Powerful Sorting and Filtering:

  • By ensuring crucial details (metadata) are captured, you can finally use SharePoint's best features. Instantly sort your library by client name, filter by due date, or group all files for a specific project. This is a massive win for organisation.

• 😇 Boost Team Productivity:

  • Stop sending those "Hey, what's this for?" emails. The person uploading provides the info right from the start, saving time and reducing friction.

• 🍳 Simple and Secure:

  • Because this is a native **SharePoint feature**, your files remain secure within your existing permissions structure. No third-party tools are needed.

• 🔨 Improve User Adoption:

  • A friendly web form is far less intimidating than a clunky library interface, encouraging your team to follow the process.

Real-World Use Cases for SharePoint File Upload Forms

Optimising workflows is key to business efficiency. Here’s how this feature solves common problems:

• 👯‍♂️HR Onboarding:

  • A new hire uploads their signed contract, and the form captures their start date and manager. The file is instantly searchable and correctly categorised in the HR library.

• 💰 Enhance & Expense Tracking:

  • An employee uploads a receipt photo, and the form asks for the amount and expense category. This streamlines the entire reimbursement process.

• 💹Marketing & Creative Asset Management:

  • A designer submits new graphics, and the form grabs the relevant campaign name and approval status. Assets land ready for review, not in a random folder.

How to Set Up Your First SharePoint Form (It Takes 1 Minute)

You don’t need to be a SharePoint developer to leverage this. Follow these simple steps to start organising your document library today.

1. Navigate to Your Document Library and find the "Forms" link in the main toolbar.

Top of document library click on Forms button

2. Click "Create new form"

Click on 1st option, "Create new Form"

3. Add Your Fields: Drag in the fields you need, such as Text, Choice, or Date. Crucially, you can mark them as "required". Note, if your library already has metadata set up, it will automatically add these to the form.

Add fields. on right hand side show or hide fields

4. Customise the Experience: Add instructions or change the theme colours to align with your brand for a seamless user experience. You can even add a Logo!

Limited theme options. Add logo on left hand side, top.

5. Publish and Share the Link: Grab the unique link and share it in Teams, via email, or embed it on a SharePoint page for easy access.

Can paste link in teams, via email, etc only your team will be able to access.

Once published, files will begin arriving perfectly labelled.

🧠*Pro-tip - real life scenario: Despite implementing this feature for a client, their team did not notice the new form button and so, did not use it. To resolve this, we simply added the form link to the document library itself and "Pinned to the top"

Use ellipse to "Pin to Top"

Need to Know: Limitations & Future Updates

This powerful feature is rolling out to all Microsoft 365 tenants by January 2026. Keep these points in mind:

• 🏑 Metadata Fields & Existing Columns:

  • The form builder intelligently recognises and integrates existing metadata columns from your library, allowing for seamless setup. However, it currently works best with simple choice fields. Full support for complex "Managed Metadata" (your organisation's official keywords) is not yet available, though it's planned for later in 2026 – we're hopeful for its inclusion in upcoming releases!

• 🔢 Field Count:

  • You can add up to 10 fields per form, which is ample for most use cases.

• 👮‍♀️ Permissions:

  • You must be a library owner or have edit permissions to create a form.

Your Next Step: Give It a Go!

Open a test library in SharePoint and create your first form. You’ll be amazed at the difference it makes. let us know what you experience has been, what have you used it for, what worked and what did not?