About the file manager

The file manager is easily accessible from the sidebar, and it's the cornerstone for all that you can do with the Team Files app. When using the macro to attach files and folders to your pages, you'll also be using the file manager, and it works the same way.

On this page, you'll find everything about using the Team Files app. From what you can do with your files and folders to managing connected folders. Let's start with the latter since you always need at least one connected folder to use the app.

Managing connected folders

When you open the Team Files app, the first thing you'll see is a list of the connected folders that you can browse and use to collaborate with your team.

Refresh folders list

Use the "Refresh folders list" button to update the connected folders list to access folders your team shared with the latest permissions.

Connect additional folders

In the SP Getting started on Confluence Cloud page, we covered how to connect your first folder. The empty screen makes it easy to see how to do it, but you can connect as many folders as you need.

Instructions:

1. Click the "Connect folder" button.

2. Select the storage place where the folder is or connect a new one if you need it.

3. Navigate to where the folder you want to share with your team is.

4. Select the folders you want to connect by clicking the checkboxes.

5. Optional: click the "Permissions" tab to set advanced options. By default, any folder you connect will be visible and editable by your team. For more information, check the permissions page.

6. Click the "Connect" button.

Sort connected folders

The connected folders are ordered alphabetically by default.

You can change this by clicking the "Sort by name" button and selecting a sort of option and the order you prefer. You can sort them by name or added date. The button will always reflect your selection.

Folder tag

You can add a tag to your connected folders to help you keep them organized and easy to access.

Adding a tag

To add a tag:

1. Click the tag button.

2. Enter a name.

3. Pick a color.

4. Click Save.

Editing a tag

To edit the tag, simply click the tag button again. You can change the description and color. Click Save when you’re done.

Removing a tag

To completely remove a tag:

1. Click the tag button.

2. Click the Remove tag button.

3. Confirm the removal.

Folder permissions

You can set permissions for connected folders at any moment from the File Manager by clicking the lock icon. For more information, check the permissions page.

Disconnect a folder

It's also possible to disconnect folders you no longer need. Before getting into how to do it, it's relevant to know that you're only breaking the Team Files app's link to the original storage when you disconnect a folder. All your content is safe, but any files and folders you or your team attached to Confluence pages from the disconnected folder also lose the link to the original storage and become unavailable.

Instructions:

1. Click the context menu button (look for the ··· button) on the right side of the folder you want to disconnect.

2. Click the "Disconnect" option.

3. Confirm by clicking the "Disconnect" button.

Managing connected places

While using the Team Files app, you can connect folders stored in SharePoint, OneDrive for Business, Google Drive, Dropbox, OneDrive, Box, Egnyte, or FTP Servers. You only need to authorize the app to access that storage place first. You're in control of your storage places: only you can see the places you allowed, and you, and only you, can disconnect them.

You can view your connected places when you connect a new folder or from the SP SharePoint Connector settings page.

Connect a place

Instructions:

1. From the list of connected folders, click on the "Connect folder" button.

2. If you have connected places before, you'll see them on the list. Click the "Connect place" button. If you haven't, you'll see a list of all the places you can connect to directly.

3. Select the storage place you want to connect and authenticate.

Rename a place

You can connect several accounts from the same service, and by default, we add a number at the end when you do it to differentiate them. To help you keep things organized, you can rename your places to something more meaningful to you.

Instructions:

1. From the list of connected folders, click on the "Connect folder" button.

2. Click the context menu button (2) on the right side of the place you want to rename.

3. Click the "Rename" option (3).

4. Enter the new name and click save.

Disconnect a place 

Before getting into how to do it, it's relevant to know that you're only breaking the Team Files app's link to the original storage when you disconnect a place. All your content is safe, but any folders you have connected from that place will also be disconnected. Consequently, files and folders that you or your team attached to Confluence pages from the disconnected folders also lose the original storage link and become unavailable.

Instructions:

1. From the list of connected folders, click on the "Connect folder" button.

2. Click the context menu button (2) on the right side of the place you want to disconnect.

3. Click the "Disconnect" option (4).

4. Confirm by clicking the "Disconnect" button.

Using the connected folders

Now that we know how to connect folders, it's time to learn how to make the most of the Team Files app. This section will cover what you can do with files and folders and how to add content to your connected folder.

Navigating your folders

Click a connected folder to view its content. You'll find the navigation at the top, your content in the center, and extra options to the right.

If your window is too narrow, the right section is hidden, but all the options are available in the context menu that appears next to the navigation.

Using your files

Preview files

You can preview your files' content by clicking the icon or name of the file you want. You can preview images, PDF documents, and Microsoft Office and Google documents. For more details, check the SP Preview files on Confluence Cloud page.

Edit documents

You can edit Microsoft Office documents right from the file manager by clicking the Edit button. A new tab opens with the corresponding Microsoft Office 365 editor, and it's ready for edition. It supports real-time collaboration, so there are no file lockdowns. There's an autosave feature, so when you finish, just close the tab. 

If you're using Google Drive, you can edit Google Drive documents the same way; just click the edit button. Google Docs also supports real-time collaboration and autosave.

For more details, check the SP Preview files on Confluence Cloud page.

Download a file

1. Click the context menu of the file you want to download.

2. Click the "Download" option.

Your browser will open a new tab to download the file automatically. Depending on the browser you're using, the tab closes itself when the download starts, or it might ask you permission to download the file (noticeably Safari browser), requiring that you click the "Allow" button.

After a few moments, depending on the size of the file, you'll be able to find it in your default download folder.

Rename a file

1. Click the context menu of the file you want to rename.

2. Click the "Rename" option.

3. Enter the new name in the dialog window.

4. Click the "Save" button. All done. 

Open in original storage

1. Click the context menu of the file you want to open.

2. Click the “Open in [Storage]” option.

The file opens in a few seconds on the original storage site.

Delete a file

1. Click the context menu of the file you want to delete.

2. Click the "Delete" option.

3. Click the "Delete" button in the confirmation dialog. All done. 

Upload a file

Via drag and drop

You can drag a file from a local folder and drop it in the folder you have open in the Team Files app to upload it there. Doing this will save the file in the storage place containing the connected folder, helping you build your single source of truth.

Via file picker

1. Click the "Upload file" button on the right or at the bottom of the open folder.

2. Look for the file you want to upload in the file picker.

3. Select the file and confirm.

Depending on the file's size, your file can take a few moments to become available in the app.

Creating new documents

With the Team Files app, you can create documents right where you need them. It is always ready for real-time collaboration, with no file locks, and saved back to the storage place containing the connected folder, avoiding duplicates.

For Microsoft Office Documents:

1. Click the "New Document" button.

2. Select the kind of document you want.

3. Type a name for your document and click the "Create" button.

After a few moments, your document appears in the folder, and you can start editing it.

For Google Documents:

1. Click the "New Document" button.

2. Select the kind of document you want.

3. A new tab with the Google editor opens, and you can start editing your document.

You can close the tab when you finish your edits. Your new document will show in your folder when you reload the page.

Folder actions

View the content of a folder

You can see the content of a folder by clicking on it. You can also click folders inside to view the content or click the back button to return to the previous one.

Rename a folder

1. Click the context menu of the folder you want to rename.

2. Click the "Rename" option.

3. Enter the new name in the dialog window.

4. Click the "Save" button. All done. 

Open in original storage

Click the context menu of the folder you want to open.

1. Click the “Open in [Storage]” option.

The folder opens in a few seconds on the original storage site.

Delete a folder

1. Click the context menu of the folder you want to delete.

2. Click the "Delete" option.

3. Click the "Delete" button in the confirmation dialog. All done. 

Create a folder

To help you keep things organized, you can create new folders whenever you need them. 

1. Click the "New Folder" button on the right side (or from the context menu in narrow views).

2. Enter the name in the dialog window.

3. Click the "Save" button.

After a few moments, the view reloads, and your new folder will be listed and ready to use.

Sort

Wrap up

Now you know all that you need to use the file manager. You can now learn more about SP Preview files on Confluence Cloud or about using the macro.

If you still have questions about the file manager, visit our support portal and send us your questions. Our team is always happy to help.