2: How to work with your files

SuiteFiles is designed to make it easy for you to work with your files. Here we'll go through the common functions you'll be able to perform in SuiteFiles.

Creating files:

Before you can start working on files, you may like to create a new one. To do this simply:

  • Navigate to the folder location where you want to save the file.
  • Click the 'Create a file' button.
  • Give the file a name.
  • Chose the type of file you wish to create (Word, Excel, PowerPoint OneNote, Plain text or SuiteLink). Choosing the file type will create the document.
  • The new file will be created in the folder and opened in either the browser or desktop app (depending on your User Profile Settings).

Step-by-step instructions

Uploading files:

To upload a file into SuiteFiles that is currently stored locally on your computer, you can either:

  • Drag/drop the file from your desktop directly into a SuiteFiles folder through the web browser, or
  • Move or copy/paste the file into the appropriate SuiteFiles folder through the Drive app.

You can also drag/drop folders or multiple files at once into SuiteFiles.

Step-by-step instructions

Editing files:

There are two ways you can edit Office Documents in SuiteFiles - Using Office Web apps (in the browser) or the Desktop Office apps. 

Editing files in the web browser:

Editing your documents through the browser is a quick and easy option. Office Web Apps offers you a light-weight version of the Office programs - Word, Excel, PowerPoint. 

To edit a document through the browser:

  • Click on the document title to open it
  • Click on 'Edit in the Browser' option
  • Start editing. Changes are automatically saved as you work.

Editing files through desktop Office:

If you want the full functionality of the Office programs (like macros in Excel), or simply prefer working from your desktop, then you can edit documents through the relevant program and still save changes back to SuiteFiles.

To edit documents through the desktop Office programs:

  • Click on the document title to open it
  • Click on 'Edit in Office' option
  • The file should open in the relevant Office program. Make your edits and then click 'Save' to save changes back to SuiteFiles.

Step-by-step instructions

Saving files:

Here are the different ways that you can save files and changes back into SuiteFiles.

When you create a new file in SuiteFiles:

  • The file is automatically saved in the folder that you had open when you created the new file

When you create a new file on your desktop:

  • You can save the file directly into SuiteFiles through the Drive app

When you edit a file through Office Web apps in SuiteFiles:

  • Changes are automatically saved into SuiteFiles (no need to push a button or click anything)

When you open a file from SuiteFiles into the desktop Office program:

  • Use the standard 'Save' button to save changes back to SuiteFiles

Step-by-step instructions

Moving files:

You may need to do some re-organising and move a file to a different folder. To do this simply:

  • Click the + file actions icon to the right of the file name, 
  • Click the Move icon,
  • This displays the move browser. Navigate to the folder you want to move the file to and click the 'Move' button. 

If you want to copy the file instead, simply click the 'Copy' button instead of 'Move.'

To move multiple files, tick the boxes on the left hand side of the files you want to move. An action bar will pop up with an option to Move/Copy those items.

Step-by-step instructions

Favouriting files:

If you have some files or folders that you use frequently, you can favourite them, which will make them all appear in one convenient location.

To do this:

  • To favourite a file - Click on the grey star at the far right of the file name
  • To favourite a folder - Navigate to the folder you want to favourite and click on the big grey star in the top right corner

You can view all the files and folders you've favourited under the 'Favourites' tab

To remove a file or folder from Favourites, simply click the star again to turn it from yellow to grey. This item will no longer appear under Favourites.

Step-by-step instructions

For a full list of everything you can do with files, plus more in depth articles, click  here.

Next - 3: Working with your team in SuiteFiles

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