Document management is vital when using an iPhone or iPad. The fact of having everything centralized to be able to work is really important. All this management process can be done on an iPhone or iPad with the native Files application that includes many relevant features. In this article we tell you all the details of what can be done with this app.
Files, the app to manage your documents
The Files application is the one used to manage all the documents that are stored on the iPhone or iPad. But it is not limited only to the management of local documents but it is also indicated for the connection of all clouds including also the official cloud of the Apple ecosystem, iCloud Drive. In this way they can be shared in a simple way and organized to your liking. It also stands out above all for the connection it has with all the teams in the ecosystem leaving the iPhone and iPad going to the Mac or many other devices. In this way, everything is centralized with the aim of improving personal and work productivity to be able to work in a comfortable way. Although, this is not a perfect application far from it although it is improving little by little with more integrations and tools to be able to have a more than adequate management and above all organized.
Share documents easily
Something that stands out in Files is how easy it can be to share any type of document with other people. But it is not only limited to separate files but it can also be used to work in the same folder. This is something that is internalized in Apple’s cloud, iCloud Drive, and that can also be seen in many other cloud services such as Google’s. With the simple iCloud mail you can share folders full of documents and the other person will also appear in your Files application. In this way, working on iPhone or iPad with this application is more than comfortable on a day-to-day basis.
Although it is not limited only to users who are within the ecosystem. This is achieved by generating a link that can be passed to anyone who does not have an iPhone or an iPad so that they can have that document in their possession. It is true that you cannot share a folder to be able to edit the documents inside, but you can allow them to be downloaded.
Connect all your clouds in one place
In Files, as we have previously commented, they are not limited only to managing iCloud Drive files. You can also sync Google Drive and even Outlook. All this is achieved through the accounts that you have linked to your iPhone that are automatically detected. Simply within the application you must activate it so that you have access to cloud services. This is something really important to be able to download the files and manipulate them or even export them to the internal storage of the device to be able to work with them.
Added to this is also the possibility of connecting to different servers. In this way you can access, for example, company servers where internal data is stored and you can even access a NAS for example. This makes it much more convenient to access all the data that you have stored anywhere. In this way, the use of different applications is greatly simplified by having everything concentrated in a single one.
Organize all your files comfortably
Create folders and enter what you want
In order to organize all your files, the application allows you to create folders in a very simple way. When introducing files, it is obviously difficult to send them, but you can always choose the different options available, such as changing the name or obtaining information. In this way at any time you can edit the information in the folder. The name is important since in the iPhone search engine you can search this folder at any time for quick access. The same goes for a particular file that can be renamed simply by holding down the item to bring up the drop-down menu.
These options, in addition to being able to rename a folder or file, also include many other options. Among these, for example, the possibility of duplicating it, moving it, opening the quick view or compressing it stands out. The latter is quite important since you can send any folder or file that weighs enough MB in a .zip file to facilitate sending via email or through any other electronic means. In an extra way, how could it be otherwise, the decompression can also be performed in the Files application itself.
Organization on labels
In order to have everything organized and find it quickly, both documents and folders can be tagged. For example, if a series of files are exclusively invoices, they can be categorized in that way to group them all under the same label. These are unlimited and can also be classified by different fully customizable colors. In this way, in the main Files screen there is a section that is dedicated to all the labels that you have configured by default. By clicking on it you will be able to access all the documents or folders that you have labeled in this way. Without a doubt it is one of the best possible ways to be able to have everything organized. This is achieved simply by opening the drop-down menu that we have previously commented with in order to click on the ‘labels’ section to classify it.
Scan on the fly and save it to Files
Sometimes to save a document that you have physical in the Files application can be complicated. You have to use another external application but Files has a native scanner integrated. When you press it, the camera will open to capture the specific document and it will be automatically archived in the application, being available in the folder that you want always at your disposal.
Integrated editor
The Files application has a small integrated editor that allows you to perform different tasks in a simple way. Although it does not allow the text to be changed on-site, having to resort to other applications, different annotations can be made. When accessing a specific file such as a PDF in the upper right you will see a small pencil. By clicking on this you will access the annotation mode to be able to highlight a specific part or make different shapes to mark a part of the text. When it is saved the document will be modified with all these changes. This is to send it with these annotations so that the person who receives it can see everything you want to transmit.
Internal storage management
As we have commented previously, the Files application is not limited only to files that are in the cloud. You can also manage all the information on the internal storage of the iPad or iPhone. These cases are very important since no type of internet connection is required to be able to work ideally for many of the situations. Data can be quickly exported from the cloud to this storage. In addition, it should also be noted that all the downloads you make in Safari are stored in this internal storage. In this way access is fully guaranteed.
