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Common operations

Manage files

Actions on a single file

To quickly find the necessary file by name, use the Search field on the top. Tap this field, enter the required file name and tap the Search button on the keyboard.

Search for a file

To sort items in the file list,

  1. tap the Sort files icon icon in the upper right corner,
  2. tap the arrow next to the Sort by menu item and select the necessary sorting criterion: Date, Title, Type or Size,
  3. turn the Ascending switcher on to sort the items in ascending order or turn it off to sort the items in descending order.

Touch close to the edge of the screen to the right of the necessary document in the file list and swipe left to access the file menu. Tap one of the icons:

Actions on a file - allows to choose one of the following actions:

  • Preview the file,
  • Download the file and share it with AirDrop, or attach to a Mail message, or Copy to another location.
  • Rename the file,
  • Copy the file and move the created copy to the specified section/folder in the Documents app. If the file with the same name already exists in the destination folder, you'll be asked, if you want to overwrite the file.
  • Duplicate the file creating its copy in the current folder.
  • Move the file to the specified section/folder in the Documents app. If the file with the same name already exists in the destination folder, you'll be asked, if you want to overwrite the file.
  • Share the file with your portal users or groups selecting one of the following access types: Read Only or Full access.
  • Delete the file moving it to the Recycle Bin. The deleted file can be restored or permanently deleted later.

Rename objects - allows to rename the selected file.

Enter a new file name in the dialog window that appears and press the Rename button.

Rename document

Delete file - allows to move the selected file to the Recycle Bin.

Actions on a single folder

Tap the Open a folder icon to the right of the necessary folder in the file list to open it. To return to the root folder/section use the Back arrow icon in the upper left corner.

Touch close to the edge of the screen to the right of the necessary folder in the file list and swipe left to access the folder menu and select the action you want to perform by tapping one of the icons:

Actions on a folder - allows to choose one of the further actions: Rename, Copy, Move, Share, Delete,

Rename objects - allows to Rename the folder,

Delete folder - allows to Delete the folder with all its contents moving it to the Recycle Bin.

Actions on multiple files/folders

Tap the Select objects icon in the upper right corner and tap empty circles Select item on the left hand of the necessary items one at a time. Tap the icon in the lower right corner that corresponds to the action you want to perform on the selected items:

Move items - allows to move all the selected items to the specified section/folder in the Documents app.

Copy items - allows to copy all the selected items and move the created copies to the specified section/folder in the Documents app.

Delete items - allows to move all the selected items to the Recycle Bin. The deleted items can be restored or permanently deleted later.

Actions on files/folders in the Recycle Bin

Touch close to the edge of the screen to the right of the necessary item in the Recycle Bin and swipe left to access the menu. Tap one of the icons:

Download item - allows to download the selected file.

Restore item - allows to restore the selected item.

Permanently delete item - allows to permanently delete the selected item from the Recycle Bin.

Tap the Select objects icon in the upper right corner and tap empty circles Select item on the left hand of the necessary items one at a time. Tap the icon in the lower right corner that corresponds to the action you want to perform on the selected items:

Restore items - allows to restore all the selected items.

Permanently delete items - allows to permanently delete all the selected items from the Recycle Bin.

Empty Recycle Bin - allows to empty the Recycle Bin.

Open or create new files and folders

Open existing files

Tap the necessary file name in the file list. The file will be opened in the editing mode if you have corresponding permissions.

  • If you have no rights to edit the document, it will be opened in the viewing mode.

    Note: in the Viewing mode you will be able to search for the necessary text within the document by tapping the Find icon Find icon, as well as export or print the document and view the information about it by tapping the Tools icon Tools icon at the top toolbar.

  • If the file is currently being edited by another user, you'll be suggested to open the file in the viewing mode.
  • If the file format differs from the DOCX/XLSX one, you'll be suggested to convert the file to the Office Open XML format for faster viewing and editing. You can choose if you want to Convert and save the original or Convert without saving the original.

Create new files

Tap the Insert object icon in the upper right corner, select the New Document or New Spreadsheet option from the menu, enter the file name in the dialog window that appears and press the Create button.

Create new document

Note: with the 3D Touch support, you can quickly create new documents and spreadsheets without opening the application. Just press the icon on the main screen and select the necessary option from the quick actions menu that appears.

A new blank .docx document or .xlsx spreadsheet will be opened. Tap an empty space/cell within it and the keyboard will appear allowing you to start typing.

To save the changes you made in the file, tap the Exit the Document Editor icon in the left corner of the top toolbar and tap the Save option in the dialog window that appears.

Create new folders

Tap the Insert object icon in the upper right corner, select the New Folder option from the menu, enter the folder name in the dialog window that appears and press the Create button.

Add image files

Tap the Insert object icon in the upper right corner and select one of the options:

  • Load Image - to add an existing image file from your device media library to the Documents app,
  • Take a Picture - to take a new photo using your device camera and save it in the Documents app.

Connect third-party storages

Tap the Insert object icon in the upper right corner and select the Connect Storage option from the menu. The Connecting account window will open.

  • select the necessary service from the available ones: Google Drive, OneDrive, Dropbox, Box, SharePoint, OneDrive for Business, Yandex.Disk, ownCloud or Other account which supports WebDAV protocol.
  • sign in to your third-party account using your Login and Password. You'll also need to specify the Server address for your SharePoint or ownCloud account.

    Note: in some cases, you will also need to allow ONLYOFFICE to access your third-party account tapping the corresponding button.

  • change the Folder title, if necessary,
  • press the Connect button.

The third party storage folder will be added. You can use the folder menu to Rename, Copy, Share or Disconnect third party folder.

Share files and folders

To share your file/folder with other users on your portal:

  1. open the Share dialog window:
    1. in the file list, touch close to the edge of the screen to the right of the necessary document/folder and swipe left to access the file/folder menu,
    2. tap the Actions on a file icon,
    3. select the Share option from the menu.

    The Have Access list in the Share window includes the document/folder owner and the persons who have previously been granted access to this file/folder.

  2. select users/groups you want to share the file/folder with:
    1. stay on the Users tab or switch to the Groups tab,
    2. tap the Add users icon in the lower right corner of the window, to open the portal user/group list,
    3. tap the necessary names in the list. When users/groups are selected, tap Done in the upper right corner of the window. The selected users/groups will be displayed in the Will be Added list. To remove a person/group from the list, touch close to the edge of the screen to the right of the necessary name, swipe left and tap the Delete option.
  3. specify access type. The Read Only access type is granted by default. To change the access type for each user/group separately, tap the user/group name or the Select access type icon to the right of the name, select the necessary access type and tap Done. The following access settings are available:
    • Full Access - the user or group will be able to view and edit the document/folder contents
    • Read Only - the user or group will be able only to view the document/folder contents
    • Deny Access - permissions previously granted to the user or group will be revoked
  4. adjust notification settings. All the selected users will receive a standard email notification by default. Tap the Send notifications icon in the lower left corner of the window to open notification settings.
    • to send a message with your own text, tap below the NOTIFICATION caption, enter your text and tap Done.
    • to disable notifications, turn the Send Notification? option off and tap Done.
  5. save all the applied settings by tapping Done in the upper right corner of the Share window.
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