---
url: /guides/organize-folders-and-lists.md
description: >-
  Create folders and lists, nest them, reorder them and give them icons and
  colors.
---

# Organize folders and lists

When your tasks outgrow a single list, build a tree for them: [folders](/concepts/hierarchy)
group your work by area, and lists hold the tasks. Folders nest inside folders as deep as you
need, and a list can sit in a folder or at the top of the [workspace](/concepts/hule-model). You
do all of it in the sidebar, under **Workspaces**.

## Before you start

You need a workspace. Every account gets one when it signs up, named after you.

::: warning Permission to create folders and lists
In someone else's workspace, your [permission set](/reference/permissions-and-access) must allow
creating folders and lists. A workspace admin grants it, see
[Invite members and grant permissions](/guides/invite-members-and-grant-permissions).
:::

## Create a folder

1. In the sidebar, point at the workspace row (or at a folder, to nest inside it).
   A **+** appears on the row.

   ![The + menu of the workspace row in the sidebar, open on New folder, New list and New view](/shots/guides/organize-folders-and-lists-1.light.webp){.light-only}
   ![The + menu of the workspace row in the sidebar, open on New folder, New list and New view](/shots/guides/organize-folders-and-lists-1.dark.webp){.dark-only}

   ::: tip No + on a touch screen
   On a touch screen, open the row's **…** menu instead; it has the same items.
   :::

2. Click **+** and choose **New folder**.
   A **Folder name** field appears in the tree.

3. Type the name and press `Enter`.
   The folder appears in the tree.

## Create a list

1. In the sidebar, point at the workspace row or at a folder.
   A **+** appears on the row.

   ::: info Lists live under Workspaces
   Folders under [**User Views**](/concepts/views) hold views and other folders, not lists.
   Create lists under **Workspaces**.
   :::

2. Click **+** and choose **New list**.
   The new list form opens on **Details**.

3. Fill in the details:

   * **Name**: the list's name;
   * **Location**: the workspace or folder it goes in. Opened from a folder, the form keeps that
     folder;
   * **Icon**: optional;
   * **Inherit access**: shown when the list goes into a folder. On, everyone with access to the
     folder sees the list; off, the list is private
     ([Share a folder or a list](/guides/share-a-folder-or-list)).

   ![The new list form on its Details step: Name Home, the Icon row, Location set to the Personal folder, Status Template Simple](/shots/guides/organize-folders-and-lists-2.light.webp){.light-only}
   ![The new list form on its Details step: Name Home, the Icon row, Location set to the Personal folder, Status Template Simple](/shots/guides/organize-folders-and-lists-2.dark.webp){.dark-only}

4. Leave **Status Template** on **Simple** (three statuses, from **To Do** to **Done**), or pick
   another [status template](/concepts/statuses).

   ::: info Your own statuses
   To name your own statuses, pick **New template**: an extra **Statuses** step appears, and the
   new template is shared with every list in the workspace. You see **New template** only if
   your permission set lets you create status templates.
   :::

5. Click **Next**.
   The **Features** step opens, with **Simple list** picked.

6. Keep the preset of [list features](/guides/set-up-a-list#turn-features-on-or-off), or pick
   another:

   * **Simple list**: seven of the 14 features, enough for personal work. It has no assignee
     and no time tracking.
   * **Teamwork**: every feature except **Repeats** and **Story Points**.
   * **Scrum**: all 14 features.

   You can change any of them later, see [Set up a list](/guides/set-up-a-list).

7. Click **Create**.
   The list opens, empty, and appears in the tree. If its folder was folded, the folder unfolds to
   show it.

## Rename and change icons

* **Folder**: open its **…** menu and choose **Rename** or **Change icon**.
* **List**: double-click its name in the sidebar to rename it. To change its icon, open its **…**
  menu, choose [**Configure**](/guides/set-up-a-list#open-configure), and pick the icon in
  **General**.

The icon picker offers icons or emoji; an icon also takes a color.

## Reorder and move

::: warning Manual order only
Dragging and the move rows of the **…** menu work only in **Manual order**.
:::

1. Click **Sort sidebar** at the top of the sidebar and choose **Manual order**.
   The tree switches to its saved order, and you can now drag rows.

   ::: info New rows in manual order
   A new folder or list is numbered after the others of its kind, so in **Manual order** it can
   land between rows. Drag it where you want it.
   :::

2. Drag a folder or list to a new place:

   | Drop | Result |
   |---|---|
   | between two rows | the row lands there, at that level |
   | onto a folder | the row moves inside it |
   | onto the workspace row | the row moves to the top level of the workspace |
   | below a folder's last row, dragged to the left | the row moves out of that folder |

   Dropped onto a folder or the workspace row, it lands at the end. Each workspace has its own
   tree, so you can't drop a folder or list into another workspace.

These rows of a folder's or list's **…** menu appear only in **Manual order**:

| Menu item | What it does |
|---|---|
| **Move up** | moves the row one place up among its neighbours |
| **Move down** | moves the row one place down |
| **Move to…** | moves it into another folder or to the workspace root: pick the place in **Destination** and click **Move**. It lands at the end of that place |

## Duplicate a folder

Duplicate a folder to reuse its structure, for example a client folder as the start for the next
client.

1. Open the folder's **…** menu and choose **Duplicate**.
   A **Duplicate "…"** dialog opens, with **Folder name** filled in as the folder's name plus
   `(copy)`.

   ::: warning Tasks are not copied

   * Copied: the folder's sub-folders, lists and views, with their settings.
   * Not copied: tasks, comments and activity.
     :::

   ::: warning No Duplicate in the menu
   Duplicating needs a [permission set](/reference/permissions-and-access) that can create
   folders. Folders under **User Views** can't be duplicated.
   :::

2. Check the **Folder name**.

3. Pick the **Destination**: a folder, or **Workspace root**. It starts on the place where the
   original folder lives.

4. Optionally, select **Copy sharing** to give the same people access to the copy. Otherwise
   the copy takes its access from its new place, see
   [Share a folder or a list](/guides/share-a-folder-or-list).

5. Click **Duplicate**.
   A message confirms **Folder duplicated**, and the copy appears in the tree.

## Delete a folder or list

::: danger Deleting can't be undone
Deleting a folder or list removes everything inside, tasks included. There is no trash to restore
it from, so move the tasks you want to keep first.
:::

1. Open the folder's or list's **…** menu and choose **Delete**.
   A dialog asks, for example, **Delete folder "Work"?** and warns that all lists and tasks inside
   will be permanently removed.

   ::: warning No Delete in the menu
   Deleting needs [**Edit** access](/guides/share-a-folder-or-list) to the folder or list and a
   [permission set](/reference/permissions-and-access) that can delete it.
   :::

2. Click **Delete**.
   The folder and everything in it are gone.

## Sample personal tree

A solo setup that keeps life and work apart, with an [Inbox list](/guides/capture-to-inbox) at
the top (in **Manual order**):

```text
Anna's workspace
├── Inbox            (list: chosen as your Inbox list in settings)
├── Personal         (folder)
│   ├── Home         (list)
│   └── Health       (list)
└── Work             (folder)
    ├── Clients      (folder)
    │   └── Acme     (list)
    └── Admin        (list)
```

To make **Inbox** your Inbox list, see [Capture tasks to your Inbox](/guides/capture-to-inbox).

## If it doesn't work

* **You can't drag a row, and the move rows are missing from the menu.** The sidebar is sorted
  automatically. Open **Sort sidebar** and choose **Manual order**, see
  [Reorder and move](#reorder-and-move).
* **You can't drop a folder or list into another workspace.** Each workspace has its own tree.
  [Create the list](#create-a-list) in the other workspace instead.
* **There is no New list in a folder under User Views.** Folders under
  [**User Views**](/concepts/views) hold folders and views, not lists.
  [Create lists](#create-a-list) under **Workspaces**.
* **A folder's menu has no Duplicate.** Folders under **User Views** can't be duplicated, and in a
  workspace folder you need a permission set that can create folders, see
  [Permissions and access](/reference/permissions-and-access).
* **A folder's or list's menu has no Delete.** You need **Edit** access to it
  ([Share a folder or a list](/guides/share-a-folder-or-list)) and a permission set that can
  delete it ([Permissions and access](/reference/permissions-and-access)).
* **A folder has no + and its menu has no Rename.** You can only read this folder. Ask for
  **Edit** access, see [Share a folder or a list](/guides/share-a-folder-or-list).
* **The workspace row has no +, or its menu has no New folder or New list.** Your permission set
  in this workspace doesn't allow creating them. Ask a workspace admin, see
  [Invite members and grant permissions](/guides/invite-members-and-grant-permissions).

## Related

* [Folders inside folders](/concepts/hierarchy): why the tree nests without limit, and what that
  gives you.
* [Set up a list](/guides/set-up-a-list): statuses, fields and features of a list.
* [Split a team's work into folders](/recipes/split-a-team-into-folders): a tree for a small team.