Mastering the Files App: Your Guide to Managing Files on iPhone

The Files app on your iPhone, introduced with iOS 11, has evolved into a powerful file and document management tool. While it may not be as comprehensive as file management on the Mac, the Files app offers a range of features that can greatly increase your productivity and organization once you understand how to use them effectively. This video from Proper Honest Tech walks us through the key aspects of the Files app, helping you navigate, manage, and get the most out of it in iOS 18.

Navigating in the Files app

When you open the Files app, you’ll notice three main sections that help you quickly find and access your files:

• Last: This section displays the files you’ve recently opened or edited. This gives you quick access to the work you’ve recently submitted without having to search through different folders.
• Common: Here you will find files that have been shared with you or that you have shared with others. This feature is especially useful for collaboration, as it allows you to track shared documents and any updates made to them.
• Scroll: Much like Finder on a Mac, the Browse section includes Locations, Favorites, and Tags. Here, you can navigate to different storage locations, such as iCloud Drive, local storage on your iPhone, and even third-party cloud services like Dropbox or Google Drive.

Exploring the Ellipsis Menu

In the upper right corner of the Files app, you’ll find a menu with an ellipsis (…) that offers several useful options:

• Scan document: This feature lets you capture and save documents directly to the Files app using your iPhone camera. It’s especially useful for digitizing paper documents and keeping them securely in your file system.
• Connect to server: With this option, you can connect your iPhone to NAS (Network Attached Storage) drives or other servers, expanding your file management capabilities beyond local storage and cloud services.
• Edit locations: Here you can enable or disable specific file locations, such as iCloud Drive, local storage, or third-party cloud services. This personalization helps streamline file navigation by focusing on the locations you use most often.

Interacting with files

The Files app offers several ways to interact with your files to make them easier to view, manage, and manipulate:

• Preview and quick view: You can preview files such as PDFs and images without having to open them in a separate app. Simply tap a file to preview it, saving time and making it easier to find the file you want.
• Long press menu: Long-pressing a file brings up a menu with various options, such as copy, move, share, uninstall download, delete, and quick actions. This menu provides a variety of file management tasks.
• Quick actions: With Quick Actions, you can perform tasks like converting file formats or optimizing file sizes right in the Files app. These actions help you manage your files more efficiently without having to rely on third-party apps.

Managing external drives

The Files app also supports external drives, allowing you to expand your storage capabilities and manage files on these devices:

• Connecting drives: You can connect external drives to your iPhone using a USB-C cable or, for older iPhones, a Lightning to USB 3 Camera Adapter. Once connected, these drives will appear in the Files app, allowing you to access and manage their content.
• File management: Managing files on external drives works similarly to managing files on iCloud Drive or local storage. You can copy, move, delete, and rename files, as well as create new folders. This consistency makes it easier to manage files across different storage media.

Understanding File Types and Behavior

Different file types may have specific behaviors or requirements in the Files app:

• Pages, Keynote, Numbers: While you can view these files in the Files app, for full functionality, such as editing, you will need the appropriate app (Pages, Keynote, and Numbers).
• Pictures: The Files app offers limited functionality for image files. For more advanced editing and organization, use the Photos app.
• Shared files and folders: When working with shared files and folders, you can collaborate with others, manage permissions, and stop sharing if necessary. This feature is essential for teamwork and gives you control over the content you share.

Practical applications of the Files application

The Files app can be extremely useful in a variety of scenarios:

• Saving email attachments: When you receive an email with an attachment, you can save it directly to the Files app. You’ll have the option to save it to Documents, Downloads, or a location of your choice. This feature helps you keep your attachments organized and easy to access.
• ZIP file support: The Files app lets you create and decompress zip files directly within the app. This ability simplifies file compression and decompression tasks, eliminating the need for third-party apps.
• Favorites and tags: By marking folders as favorites or adding tags to files, you can quickly access frequently used folders and categorize files for better management. These tools help keep files organized and easy to find.

File search

The Files app offers advanced search features to help you find the files you need:

• App Search: In the Files app, you can search for files by name or tags. This search feature is useful for quickly locating specific files without having to navigate through different folders.
• Spotlight Search: You can also use Spotlight Search to search for files across your device, including the Files app. This broader search feature helps you find files no matter where they’re stored on your iPhone.

Additional tips and tricks

Here are some additional tips to help you get the most out of the Files app:

• View options: You can customize how files are grouped and sorted in the app. This feature lets you customize the display of files to your preferences, making navigation easier and more intuitive.
• Undo function: If you accidentally change or delete a file, the Files app has an undo feature that lets you quickly reverse your action. This feature acts as a safety net, ensuring that you can easily correct your mistakes.

By mastering the features and capabilities of the Files app, you can greatly improve your file management experience on your iPhone. This guide aims to make the app more accessible and easier to use, helping you stay organized, productive, and in control of your files in iOS 18.

Source and Image Credit: Proper Honest Tech

Filed under: Apple, Apple iPhone, Guides

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