Set up folders to help everyone quickly find what they need. This guide provides best practices and a few examples, so you can create a single, organized place for your team’s files.
Before you start creating folders, take some time to understand your team’s workflows. Creating a scalable structure and naming convention for your team will mean less maintenance work down the road. Consider:
If departments tend to lead their own projects—as opposed to company-wide initiatives—this structure is ideal. Work with managers to create subfolders that best meet each team’s needs. Marketing would have folders like Admin, Ads, Budget, and Logos, while IT might have folders like Installers, Network, and Inventory.
Client-based businesses (like consultancies, real estate brokers, and law firms) typically have folders for general purpose files at the top level of their team space, as well as one for clients. Inside the clients folder, you can add a subfolder for each client, with subfolders for individual projects.
If your business has several revenue streams—sales, support, and consulting, for instance—it may make sense to let them guide your folder structure. Within each type, you can choose a subfolder structure. In this example, you’ll see one project organized by year, while the other is by quarter.
Groups let you share folders with a pre-selected list of people, instantly. Set up a group for any department whose members regularly share files with each other. Groups allow you to quickly share folders with a department, rather than inviting members to join one at a time. And as new people join, adding them to groups automatically gives them access to their department’s shared folders.
Once you establish your structure and groups, communicate with your team about how files and folders should be named. Establishing an effective naming convention will make it easier for everyone find what they need, especially as the number of files in your team space grows. Here are a few tips:
Folders created in your team space are visible to everyone on the team, but that doesn’t mean everyone can access them. From the admin console, admins can add and delete individuals and groups from folders, and choose whether folders can be edited or viewed only.
This is automatically shared with your whole team, but you can control who has view or edit access, and share with people outside your team.
This is created when you invite specific people or groups to a folder within the team space. Only the people or groups whom you designate can view or edit this content.
Every team member has a folder with content that’s private by default. They’re named after the user, and users can choose to share files and folders within.
After you've invited team members and they add content to the team space, here are tips to stay organized:
Here’s a folder structure inspired by examples shared by Dropbox Business customers. Blue people icons are members of the team, while gray people icons are members external to the company.