Documents & Folders
Renaming, moving and copying files and folders
Rename, move, duplicate and download files and folders, and see a folder’s properties.
Step 1
Start from the right-click menu
Right-click a file or folder, or hover it and press its three-dot button, to open its menu. Renaming, moving and deleting sit at the bottom. You only see what you are allowed to do: you can rename and delete files you uploaded, Contributors and above can also rename and delete folders they created, and Moderators and above can do it to anything. A custom role can leave out Edit documents, Delete documents, Edit folders or Delete folders; those options then disappear, even on your own files. From the keyboard, the first item has focus when the menu opens: the arrow keys move through it, Home and End jump to the first and last item, Enter picks one, and Escape or Tab closes it.
Finance
8 files
Q3-Report.pdf
Budget.xlsx
Step 2
Rename
Choose Rename and the name turns into a box. Type the new name and press Enter to save, or Esc to cancel. A file keeps its extension, which stays outside the box.
Finance
8 files
Budget.xlsx
Step 3
Names must be different
Two items in the same folder cannot have the same name. If the name is taken, the box turns red and says so; change it and press Enter again.
Finance
8 files
Budget.xlsx
Step 4
Move
Choose Move to folder... on a file, or Move Folder on a folder. Moving is for Contributors and above: they can move files they uploaded and folders they created, and Owners and Admins can move anything. A custom role can also allow moving any file or folder, and moving always needs Edit documents or Edit folders. Without them, items cannot be dragged either.
Finance
8 files
Q3-Report.pdf
Budget.xlsx
Step 5
Pick where it goes
Choose the destination in the list, or search for it, then press Confirm. Home (Root) moves it to the top level. The folder it is in now is marked (current), and a folder cannot go inside itself. The + next to the selected folder makes a new subfolder to move into.
Move "Q3-Report.pdf"
Choose a destination folder
Step 6
Or drag it
Drag a file or folder onto another folder in the list or the Folders panel, or onto Home in the panel. The folder lights up while you hover it; hold it there a moment and it opens, so you can drop deeper inside.
Finance
8 files
Q3-Report.pdf
Budget.xlsx
Step 7
When the name is already there
If the destination already has a file with the same name, you choose what happens, as in Windows. Replace sends the file already there to Trash, where it can be restored. Skip leaves yours where it is. Keep both adds - Copy and a number to yours. With several clashes, answer once for all of them or press Decide for each. You can only replace files you uploaded, unless you are a Moderator or above, and Replace is only offered if your role has Edit documents. A folder that meets a same-named folder can only be kept as both, never merged or replaced. Copying and uploading ask the same way.
Replace or skip
Step 8
Moving into a restricted folder
A folder moved into a restricted folder takes on that folder's access, and so do its subfolders. Check Manage Access afterwards if it should be different.
Contracts
4 files
Drafts
3 files
Step 9
Duplicate
Duplicate Folder copies a folder with the subfolders and files in it that you can open; anything you cannot open is left out. Each copy keeps the access of its original. On a file, Duplicate makes a copy beside it. Copies are named - Copy 1, - Copy 2 and so on. Duplicating is for Contributors and above.
Finance
8 files
Q3-Report.pdf
Budget.xlsx
Step 10
Download a whole folder
Download as ZIP downloads a folder as one ZIP file, with only what you can open in it. The personal folders of other people, and restricted items you are not on, are left out.
Finance
8 files
Q3-Report.pdf
Budget.xlsx
Step 11
Properties
Properties shows when the folder was made and by whom, who last changed it, its tag and who has access. Press Close when you are done.
Finance
Try it in Secretary, or create an account to get started.
Related guides
Finding your way around Documents
The folder panel, Home and All Documents, views, columns, sorting and the details pane.
Uploading documents
Add files to the folder you have open, or let Secretary read them and sort them into folders for you.
Uploading a whole folder
Upload a folder from your computer with all its subfolders, keeping the same structure.