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Plan your SharePoint folders and permissions before you move off the old shared drive
Moving to SharePoint or OneDrive and scared of recreating the mess? Get a folder plan, a naming rule and who sees what.
The prompt · ChatGPT
Help me plan SharePoint before we move our files. Our teams: [e.g. office, sales, site team, directors] What each team shares: [e.g. quotes, job files, HR records] Anything confidential: [e.g. payroll, contracts]
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What you get (sample answer)
Sites: Shared Ops (quotes, job files); Sales; Directors (contracts); HR-Private (payroll). Folders under Shared Ops: 01-Quotes / 02-Jobs / 03-Suppliers — max three levels. Naming: YYYY-MM-DD_Customer_DocType_v1.pdf e.g. 2026-09-12_Hartley_Quote_v2.pdf. Permissions: office view+edit Shared Ops; sales edit Sales + view Shared Ops; directors edit all; HR-Private directors + named HR only. Staff guide: one page — "Quotes live in Shared Ops > 01-Quotes; never save finals in Downloads."
Paste the prompt above into any assistant.
Check the permissions table with whoever runs your Microsoft 365 admin.
Set up the sites and folders before moving any files.
Why it helps
The old shared drive is a tangle of 'final v3' files and everyone can see everything, and you don't want to copy that mess to SharePoint.
Tools
Paste the prompt, fill the blanks, copy the draft.
- ChatGPT — required. Works with the business tool named on this recipe. You stay in control of what gets sent.