In SharePoint Online, the "Move to" and "Copy to" features allow you to transfer files and folders between document libraries or sites within the same Microsoft 365 tenant. Below are step-by-step instructions for using these features to move or copy content from one site to another, along with key considerations.
Steps to Use "Move to" or "Copy to" in SharePoint Online
- Navigate to the Source Document Library:
- Log in to the SharePoint Online site containing the document library with the files or folders you want to move or copy.
- Open the document library where the content is located.
- Select Files or Folders:
- In the document library, select the files or folders you want to move or copy by checking the circle next to each item. You can select multiple items at once.
- If you’re in the classic experience, switch to the modern experience to access these features (click Return to classic SharePoint at the bottom-left and then switch back to modern if needed).
- Choose "Move to" or "Copy to":
- On the command bar at the top of the document library, click either Move to or Copy to.
- Move to: Transfers the file or folder to the new location and removes it from the source. The document’s version history is retained.
- Copy to: Creates a duplicate of the file or folder in the new location, leaving the original in the source. Only the latest version is copied unless you manually restore and copy earlier versions.
- If these options are not visible, click the ellipsis (...) on the command bar to check for them. Ensure you’re in the modern experience, as these features are unavailable in the classic experience.
- On the command bar at the top of the document library, click either Move to or Copy to.
- Select the Destination:
- A pane will appear on the right side of the screen, listing possible destinations, such as:
- The current library (to move/copy to a different folder within the same library).
- Another SharePoint site or document library you have access to.
- Your OneDrive (for personal storage).
- Navigate to the desired destination site and document library. If the target site isn’t listed, click More places at the bottom of the pane to browse additional sites you have access to.
- Select the specific folder or library where you want the content to go, then click Move here or Copy here.
- A pane will appear on the right side of the screen, listing possible destinations, such as:
- Complete the Action:
- SharePoint will begin the move or copy process. A progress indicator will show the status.
- Keep your browser open during the operation, as closing it may interrupt the process (especially for large files or folders).
- Once complete, you’ll receive a confirmation, and the files will appear in the destination library.
Key Considerations
- Permissions:
- You need appropriate permissions (e.g., Contribute or Edit) on both the source and destination libraries to perform these actions.
- If cross-site copying/moving is disabled by your organization, you won’t see other sites listed. Contact your SharePoint admin to enable this via the SharePoint Admin Center (see Allow or prevent custom script settings).
- Version History:
- Move to: Retains the full version history of the document in the new location.
- Copy to: Only copies the latest version. To include earlier versions, restore each version in the source library and copy them individually.
- Metadata and Properties:
- When moving or copying, metadata (e.g., custom columns) may not transfer if the destination library doesn’t have matching columns. For example, a "Priority" column in the source won’t transfer if the destination library lacks it.
- Managed metadata values are not retained during these operations.
- Limitations:
- Size Limits: You can copy up to 500 MB of files and folders at a time using the Copy to feature. For larger datasets, consider alternative methods like PowerShell or third-party tools.
- Cross-Site Restrictions: If your organization restricts cross-site moves or copies, you may need admin intervention to enable this functionality.
- Site Pages Library: The Move to option is not available for the Site Pages Library.
- Unique Values: The Move to operation will fail if the destination library enforces unique values for a column, and the file’s metadata conflicts with existing data.
- OneNote Notebooks: Moving OneNote notebooks using these features is not recommended; use the OneNote app instead.
- Size Limits: You can copy up to 500 MB of files and folders at a time using the Copy to feature. For larger datasets, consider alternative methods like PowerShell or third-party tools.
- Recycle Bin:
- After a Move to operation, the file is removed from the source but remains in the source site’s Recycle Bin, subject to the normal retention schedule (unless recovered).
- Performance:
- For large folders or files (e.g., over 100 GB), the browser-based move/copy may be slow or timeout. In such cases, consider syncing libraries with OneDrive or using PowerShell for better performance.
For further details, refer to Microsoft’s official guide on moving or copying files in SharePoint: https://support.microsoft.com/en-us/office/move-or-copy-files-in-sharepoint-00e2f483-4df3-46be-a861-1c5e2095a0e8[](https://support.microsoft.com/en-us/office/move-or-copy-files-in-sharepoint-00e2f483-4df3-46be-a861-1f5f0c1a87bc)