Create Colored Folders in SharePoint Online and OneDrive

In this article, we will learn how to create coloured folders in SharePoint Online and the OneDrive Document library. So, let’s get started on how to create a coloured folder both using the manual process and creating a coloured folder using a PowerShell script.

Introduction

In today’s fast-paced digital world, managing documents and files effectively is crucial for productivity. SharePoint Online and OneDrive, two of Microsoft’s leading cloud-based storage solutions, offer users a robust platform to store, share, and collaborate on files. However, the traditional monochrome folder system can sometimes make file organization feel monotonous and confusing. Enter colored folders—a simple yet powerful tool to enhance the visual organization of your digital workspace.

Colored folders in SharePoint Online and OneDrive can make a significant difference in how teams and individuals manage their files. By allowing users to color-code folders, these platforms enable easier navigation, quicker file retrieval, and a more visually appealing interface. In this article, we’ll explore the benefits of using colored folders, how to implement them, and tips for maximizing their potential in your SharePoint and OneDrive environments.

Why Use Colored Folders in SharePoint Online and OneDrive?

1. Improved Organization and Navigation

The primary advantage of colored folders is the enhanced organization they offer. When working with large volumes of files, it can be challenging to find the right document quickly. By assigning different colors to folders based on project type, urgency, or team, you can streamline your workflow and reduce time spent searching for files.

For example, you could color-code folders based on:

• Project Status: Use green for active projects, yellow for projects on hold, and red for completed or archived projects.
• Department or Team: Assign a specific color to each department or team, such as blue for marketing, orange for finance, and purple for HR.
• Priority Levels: Use colors to indicate the priority level of the contents, with red for high-priority tasks, yellow for medium, and green for low.

2. Enhanced Visual Appeal

A visually appealing workspace is not just about aesthetics; it can also contribute to a more pleasant and productive work environment. Colored folders break the monotony of the traditional grey folder icons, making the digital workspace more engaging. This can lead to increased motivation and focus, as users are more likely to interact with a visually stimulating environment.

3. Easier Collaboration

In a collaborative environment, clarity is key. Colored folders can help team members quickly identify which folders are relevant to their tasks or projects. This reduces confusion and ensures that everyone is on the same page. For teams that manage multiple projects simultaneously, color-coding folders can prevent mix-ups and ensure that files are stored in the correct location.

How to Create Colored Folders in SharePoint Online and OneDrive

Unfortunately, SharePoint Online and OneDrive do not natively support colored folders out of the box. However, there are several workarounds and third-party tools that can help you achieve a similar effect. Below, we’ll discuss some of the most effective methods.

1. Using Custom Icons

One of the simplest ways to introduce colored folders in SharePoint Online and OneDrive is by using custom icons. You can create or download folder icons in various colors and then apply them to your folders. Here’s a step-by-step guide:

• Step 1: Design or download colored folder icons. There are many free resources available online, or you can use design software like Adobe Illustrator or Photoshop to create your own.
• Step 2: Upload the colored icons to a SharePoint document library.
• Step 3: Rename your folders to match the color you want to assign, and upload the corresponding icon to the folder.
• Step 4: Set the custom icon as the default folder image by editing the folder’s properties.

While this method requires some manual setup, it effectively creates the appearance of colored folders, making it easier to organize and navigate your files.

2. Using Metadata and Views

Another way to simulate colored folders is by using metadata and custom views in SharePoint Online. Metadata tags allow you to categorize your files and folders with additional information, such as color, priority, or department. You can then create custom views that group or filter your folders based on this metadata.

• Step 1: Add a new column to your SharePoint document library for “Folder Color” or any other relevant metadata.
• Step 2: Assign colors to folders by filling in the metadata for each folder.
• Step 3: Create custom views that filter or group folders by color, giving the appearance of a color-coded system.

This method leverages SharePoint’s powerful filtering and sorting capabilities, allowing for more dynamic and flexible organization.

3. Third-Party Tools

There are several third-party tools available that can help you implement colored folders in SharePoint Online and OneDrive. These tools often offer additional features, such as enhanced visual customization, automated color-coding based on specific rules, and easier management of large file libraries.

Some popular tools include:

• SP Color: A tool specifically designed for adding color to SharePoint folders and documents. It integrates seamlessly with SharePoint and provides a user-friendly interface for managing folder colors.
• OneDrive Organizer: A tool that helps users organize their OneDrive files with color-coding, tags, and custom icons.

While these tools may come at a cost, they offer a more streamlined and professional solution for implementing colored folders in your digital workspace.

Tips for Maximizing the Benefits of Colored Folders

To get the most out of colored folders in SharePoint Online and OneDrive, consider the following best practices:

1. Develop a Consistent Color-Coding System

Consistency is key when using colored folders. Develop a color-coding system that is intuitive and easy to follow, and ensure that all team members are aware of the system. This might involve creating a color guide that outlines what each color represents and where it should be used.

2. Regularly Review and Update Folder Colors

As projects evolve and priorities change, it’s essential to keep your color-coding system up to date. Regularly review your folder colors to ensure they still accurately represent the status or category of the files within them. This will prevent your system from becoming outdated or confusing over time.

3. Combine Colored Folders with Other Organizational Tools

While colored folders are a powerful organizational tool, they work best when combined with other SharePoint and OneDrive features, such as metadata, tags, and custom views. Use these features in tandem to create a comprehensive organizational strategy that maximizes efficiency and productivity.

4. Train Your Team

If you’re implementing a color-coding system across a team or organization, it’s crucial to provide training and resources to ensure everyone understands how to use it effectively. This could include creating documentation, hosting training sessions, or providing ongoing support as needed.

Potential Challenges and How to Overcome Them

While colored folders offer numerous benefits, there are some potential challenges to consider:

1. Lack of Native Support

As mentioned earlier, SharePoint Online and OneDrive do not natively support colored folders. This means that implementing a color-coding system may require additional effort, such as using custom icons or third-party tools. However, the benefits of enhanced organization and efficiency often outweigh the initial setup time.

2. Inconsistency Across Devices

If your team members use different devices or platforms to access SharePoint or OneDrive, there may be inconsistencies in how colored folders are displayed. For example, custom icons may not render correctly on mobile devices or in certain browsers. To mitigate this, test your color-coding system across various devices and make adjustments as needed.

3. Over-Reliance on Colors

While color-coding can significantly enhance organization, it’s essential not to rely solely on colors for categorization. Ensure that folders are also named clearly and that additional metadata is used where appropriate. This will ensure that your file organization system remains robust and accessible to all users, including those with color vision deficiencies.

Demo: How to Create Colored Folders in SharePoint Online and OneDrive?

In this demo, I will show you how to create coloured folders in the SharePoint Online document library and OneDrive. Then, I will show you how to create the coloured folders in the SharePoint Online document library using the PowerShell script. The demo will be very interesting; please be with me through out this demo.

Create Coloured Folders in the SharePoint Online Document Library Manually

Login to the SharePoint Online site, then navigate to the document library where you want to create your coloured folders.

From the document library toolbar, click on the “+ New” menu, then click on the “Folder” icon link.

By default, a yellow coloured folder colour will be selected for your new folder.

Name your folder and select the colour that you want to show for your folder.

Click on the “Create” button. That’s it, done.

I can see that my red coloured folder created.

Now, let’s learn how to update the folder colour.

Select your folder for which you to change colour. Click on the three dots. Click on the “Folder color” menu.

Select the new color you want.

I have changed my folder color from red to green.

Likewise, I will create a couple folders with different colours.

I have created multiple coloured folders and switched to tiles view.

Create Coloured Folders in OneDrive Manually

Now, let us ;learn how to create a coloured folder in OneDrive.

Login to your OneDrive site. Click on the “+ Add new” menu, then, click on the “Folder” menu.

Then, you will get the folder creation and colour select screen; from here, the process is the same as folder creation in the SharePoint Document library, as shown above.

PowerShell Script to Create Color Folders in SharePoint Online

Using the below PnP PowerShell script, we can create a color folders in SharePoint Online Document library:

#Pass your site and document library URL
$SiteURL = "This should be SharePoint Online Site URL"
$LibraryURL = "Shared Documents" #Relative Path
$FolderName = "Marketing"
$ColorCode = "5" #Dark Blue

#Connect to SharePoint Online
Connect-PnPOnline -Url $SiteURL -Interactive

#This creates a new Folder
$Folder = Add-PnPFolder -Name $FolderName -Folder $LibraryURL

# Set the folder color
$FolderItem = Get-PnPListItem -List $LibraryName -UniqueId $Folder.UniqueId
Set-PnPListItem -List $LibraryName -Identity $FolderItem.Id -Values @{"_ColorHex" = $ColorCode }

Now, if we want to create multiple coloured folders from all available colours in the SharePoint Online Document library, then how can we create?

To create multiple coloured folders in all available colours, we can use the below PnP PowerShell script:

#Parameters - pass your Site URL abd Document LibraryName
$SiteURL="Your SharePoint Online"
$LibraryName = "Your Document LibraryName"

Try
{
#Connect to PnP Online
Connect-PnPOnline -Url $SiteURL -Interactive

#The below code will create multiple folders in your given document
$Array = 0..15
($Array).ForEach({
$FolderName = 'Folder {0:D2}' -f $_
$NewFolder = Add-PnPFolder -Name $FolderName -Folder $LibraryName -ErrorAction Stop
Write-host "Folder Created:"$FolderName

#Get the created folder
$FolderItem = Get-PnPListItem -List $LibraryName -UniqueId $NewFolder.UniqueId

#Change the color for the folder
Set-PnPListItem -List $LibraryName -Identity $FolderItem.Id -Values @{"_ColorHex" = $_ }
})
}
Catch
{
write-host "Error in folder creation: $($_.Exception.Message)" -foregroundcolor Red
}

You can refer to the below table for the hex value of available folder colours:

YouTube Video Demo

Conclusion

Thus, in this article, we have learnt how to create colour folders in SharePoint Online and OneDrive manually and using the PnP PowerShell script.

Coloured folders in SharePoint Online and OneDrive offer a practical and visually appealing way to enhance file organization and improve productivity. By implementing a color-coding system, you can streamline navigation, facilitate collaboration, and create a more engaging digital workspace. Whether you choose to use custom icons, metadata, or third-party tools, the benefits of coloured folders are well worth the effort.

As you consider implementing coloured folders in your SharePoint or OneDrive environment, keep in mind the best practices and potential challenges discussed in this article. With a thoughtful and consistent approach, you can transform your digital workspace into a well-organized and efficient hub for all your projects and documents.

See Also: Create Folders

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• Create folder in C#: Create folder if not exist using C# DotNet
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• Using PowerShell create a folder if not exists – in 2 proven steps

About Post Author

Microsoft Techy

As a SharePoint and Power Platform Maven, my greatest joy comes from sharing my expertise with colleagues, friends, and the tech community, helping them navigate the ever-evolving world of technology and guiding them through the dynamic landscape of modern technology.

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