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Organise files and file documents

Rename, move and delete files and folders in Files, file your Office documents into folders from Files or the editor, and share what is in them.

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Files works like the folders on your computer: rename things, drag them into folders, and delete what you no longer need. It also keeps your Office documents in order. File a document, spreadsheet, deck or design into a folder, and it sits there next to the files it belongs with.

Before you start

Rename

  1. Right-click the file, folder or document and choose Rename.
  2. Type the new name and press Return or Enter. Press Esc to keep the old name.

Renaming an Office document in Files changes the name it is listed under in Files only. Its own title in Office stays as it was; to change that, rename it in its editor.

Move into a folder

  • Drag a file, folder or document onto a folder to move it there.
  • Drag it onto a folder in the path bar above the list, such as Files, to move it back up.

A folder cannot be moved into itself or into one of its own folders.

Delete

Right-click and choose:

  • Delete for a file.
  • Delete folder and contents for a folder. Everything inside it goes too.
  • Remove from folder for an Office document. The document itself is not deleted: it is taken out of the folder and stays in Office.

If you delete something by mistake, click Undo in the toolbar straight away, or press ⌘ Z on a Mac or Ctrl Z on Windows.

To delete an Office document itself, use File > Move to trash in its editor. See Delete and restore Office files.

File an Office document

A document lives in one folder at a time. Filing it again moves it.

From Files

  1. Open the folder.
  2. Click Add document in the toolbar.
  3. Click the document in the File an existing document here window.

The window lists documents that are not in a folder yet. To move a document that is already filed, drag it to its new folder, or use its editor as below.

From the document's editor

The header of every Office editor shows where the document is filed, such as Filed in Projects › Launch, or Not filed — file it for a document that is in no folder yet.

  1. Click it. The File this document window opens on the folders in Files, with a tick on the folder the document is in now.
  2. Find the folder: click a folder to open it, use the path at the top to go back, or type in Search folders.
  3. Click File here next to a folder, or File in and the folder's name at the bottom to file it in the folder you have open. File at top level puts it at the top of Files.

To make a folder on the way, type its name in New folder name and click Create. You go into the new folder, ready to file there.

Open in your computer's folders

For a file, right-click and choose Reveal in Finder to see PlexiDesk's copy of it in your computer's file browser.

Share from Files

Right-click a file, folder or document for sharing:

  • Create public link makes a link anyone can open in a web browser. A folder shares the documents in it. See Share a widget, document or file.
  • Share with team or group shows when you are in your personal workspace and belong to a team organisation. It moves the file or folder, and everything in it, into the organisation, for everyone or just one group. See Share with your team or a group.
  • Collaborate live, for a folder while you are signed in, turns it into a shared folder that others can open and work in.

Common questions

Why can I not find my document in Files? It has not been filed yet. Click Not filed — file it in its editor, or use Add document in Files.

Does moving a file break the desks that use it? No. A desk shows the file wherever it is in Files.

I removed a document from a folder. Where did it go? Nowhere: it is still in Office, just not in a folder. Find it under Recent on Office Home, and file it again if you like.

Can I put the same file in two folders? Each file and document is in one folder at a time. For a file you need in several places, add it to each desk that needs it; desks show the file wherever it is filed.

Still need help? Contact support at [email protected].