SharePoint Copy Files: Everything You Need to Know

What is SharePoint OOTB Copy Files?

SharePoint’s Out-Of-The-Box (OOTB) Copy Files functionality allows users to move or duplicate files between document libraries within the same site or across different sites. This feature is natively built into SharePoint Online and SharePoint On-Premises, making it an essential tool for users who need to manage, organize, and distribute content efficiently without requiring complex workflows or third-party tools. Unlike external migration solutions, this feature is integrated within the SharePoint ecosystem, ensuring a seamless user experience with familiar tools and interfaces.

Why Do We Need It?

Organizations and users leverage SharePoint OOTB Copy Files for various reasons, including:

Streamlining Content Management – In many organizations, document libraries can grow rapidly, leading to the need for structured content management. By copying files, teams can distribute important documents across relevant locations, ensuring accessibility where needed without unnecessary duplication.
Reducing Redundancy – Rather than downloading and re-uploading files, users can use the built-in copy feature to maintain data consistency while avoiding unnecessary duplicates that can clutter storage.
Enhancing Collaboration – Many teams work across different SharePoint sites. With the copy function, they can easily move project files between departments without disrupting workflows or permissions.
Ensuring Data Backup and Archival – Organizations often need to create backup copies of critical files for compliance and regulatory reasons. The OOTB Copy Files feature provides a quick and easy way to duplicate important documents without relying on third-party software.
Supporting Document Lifecycle Management – Some organizations follow a structured document lifecycle where files move from draft libraries to final repositories. Using the copy feature ensures documents are available at different stages while retaining necessary metadata.

Who Uses It?

SharePoint OOTB Copy Files is widely used across different roles and industries, including:

IT Administrators – Responsible for managing SharePoint environments, they use the feature to move files between libraries and sites efficiently.
Content Managers – Often tasked with overseeing large volumes of documents, they rely on this feature to ensure content is available where needed without duplication.
Project Teams – As projects progress, documents frequently need to be copied between libraries or sites to ensure all stakeholders have access to relevant information.
Compliance Officers – To meet legal and regulatory requirements, compliance teams often duplicate records to secure locations for auditing and long-term storage.

What Applications Use It?

This functionality is available in various Microsoft applications and services, including:

SharePoint Online – The primary platform where the feature is widely used to manage content within modern workplaces.
OneDrive for Business – Since OneDrive is integrated with SharePoint, users can copy files between personal OneDrive and SharePoint document libraries.
Microsoft Teams – Since Teams uses SharePoint for file storage, the OOTB Copy Files feature enables users to move content efficiently between different teams and channels.

How Long Does It Take to Copy Files?

The time required to copy files depends on several factors, such as:

File Size – Larger files naturally take longer to copy. A 500MB file will take more time than a 5MB file, especially if copying across different site collections.
Number of Files – Copying a single file is quick, but a batch of hundreds or thousands of files can slow down the process due to SharePoint’s processing limits.
Network Speed – Faster network connections improve performance, whereas slow or congested networks can cause delays.
Destination Site – Copying within the same site is much faster than moving files across different site collections or tenants, as SharePoint optimizes internal transfers.
Versioning & Metadata – If version history is enabled, SharePoint may take additional time to copy all versions of the document, increasing processing time.

Best Practices for Using SharePoint OOTB Copy Files

Limit File Size & Count – When copying large files or a high volume of files, consider breaking them into smaller batches. SharePoint enforces limits, and exceeding them may cause errors or performance issues.
Use Site-to-Site Copy Wisely – While it is possible to copy files between different SharePoint sites, it is generally more efficient to copy files within the same site collection to avoid unnecessary delays.
Check Permissions Before Copying – Ensure that the user performing the copy has sufficient permissions on both the source and destination libraries. Without proper access, the copy operation may fail.
Preserve Metadata Whenever Possible – Some metadata fields, such as Created By and Modified By, may not be retained automatically. If metadata is crucial, consider using Power Automate or PowerShell to ensure proper retention.
Monitor Performance and Avoid Peak Hours – SharePoint Online operates within Microsoft’s cloud infrastructure, which means performance can be affected by high-traffic periods. Plan large file transfers during off-peak hours for better efficiency.

Approaches to Copying Files in SharePoint

1. Using SharePoint UI (OOTB Method)

This is the most straightforward method and involves selecting files from a document library, clicking Copy To, and choosing a destination. While user-friendly, it is limited in terms of scalability and metadata retention.

2. Power Automate (Flow-Based Approach)

Power Automate allows users to set up workflows that automatically copy files based on triggers, such as new file uploads or metadata changes. This method is useful for automating repetitive tasks but may encounter execution limits in high-volume operations.

Sample Power Automate Flow:

Trigger: Select When a file is created or modified in SharePoint.
Action: Choose Copy file and specify source and destination document libraries.
Configure Options: Ensure metadata and versioning are retained if necessary.
Save and Test: Run the flow to validate successful file copying.

3. PowerShell (Advanced Users)

For users comfortable with scripting, PowerShell (PnP PowerShell) provides a powerful way to copy files while preserving metadata and handling bulk operations efficiently. This method is preferred for large-scale migrations and automation needs.

Sample PowerShell Script:

# Install PnP PowerShell Module if not installed
Install-Module PnP.PowerShell -Force

# Connect to SharePoint
Connect-PnPOnline -Url "https://yourtenant.sharepoint.com/sites/yoursite" -Interactive

# Copy File
Copy-PnPFile -SourceUrl "/sites/yoursite/Shared Documents/sample.docx" `
-DestinationUrl "/sites/targetsite/Shared Documents/sample.docx" -Force

4. Third-Party Migration Tools

Solutions like ShareGate, Metalogix, and AvePoint offer enterprise-grade copying capabilities, allowing for faster and more reliable transfers with full metadata and permission retention. These tools are ideal for organizations needing large-scale migrations.

Pros and Cons of SharePoint OOTB Copy Files

Pros

✔️ Free and built into SharePoint, requiring no additional setup.
✔️ Simple and easy to use for basic copying needs.
✔️ Works within SharePoint Online, OneDrive, and Microsoft Teams.

Cons

❌ Limited file size and batch processing capabilities.
❌ Does not retain all metadata and permissions in some cases.
❌ Slower performance when handling large volumes of files.

SharePoint OOTB Copy Files is a convenient tool for small-scale copying needs, but it may not be the best solution for large migrations. Depending on your requirements, Power Automate, PowerShell, or third-party tools may provide better flexibility and efficiency. Before selecting a method, evaluate factors such as file size, metadata requirements, and system performance to ensure optimal results.

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Have you tried different approaches to copying files in SharePoint? Let’s discuss in the comments below!