Tag Archives: File Management

Change filename while the file is open

Hope you have noticed this handy feature. If your Office files are stored on OneDrive, Teams or SharePoint, you can change the file name WHILE you are editing the file.

It is so simple, but extremely useful. From the title bar, open the dropdown next to the file name. The filename textbox is editable. Change the name and press ENTER. That’s it.

Change file name dialog

What else can you do here?

  1. See Version History
  2. Open the file on web location (OneDrive, SharePoint or Teams)
  3. Share a file (this can be done more easily using the Share button in the ribbon)

Rename not possible with older file formats

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This is an XLS file. It opens in Compatibility Mode. Live Rename is not possible.

Difference between save to This PC and Browse

While saving files we see these two options: This PC and Browse. What is the difference?

If it is a local file, Save or Save As – there is no difference. It opens the standard file save dialog showing local PC files.

If this is a OneDrive, SharePoint or Teams file, there is a difference. For saving these files for the first time, we choose OneDrive or Sites (Teams). Therefore, the Browse and This PC does not come into picture.

However, when you are saving a copy of such files, there is a difference. Note that for online files, there is NO Save As option, it is a Save a Copy option.

If you choose This PC, it will still show the standard File Save dialog showing the default folder (typically Documents).

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But if you choose Browse, it browses the current file save location – which is OneDrive or Teams or SharePoint.

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Store files in Office 365 – Best Practices

(Reading time 3 min ) This article provides concise instructions on where to store files when you have Office 365 E3 or above in your organization. There are multiple places and apps within Office 365 where files can be stored. But there is no clarity about which file goes where.  Here is a simple guide for everyone.

where to store files poster

Continue reading Store files in Office 365 – Best Practices

Did you know: You can FILTER by file type (and it is better than sorting)?

The Need

Let us say you have 250 files in a folder and you only want to see CSV files. Naturally, we will use SORT by type. But that will not help you. Because even after sorting, you still see all 250 files. The files will be arranged in alphabetical order. You still have to scroll to find the area where the desired files are.

The Solution

The solution is simpler than you think. You need to FILTER rather than sort the files. And the solution is right there in the Type header. Open that dropdown and filter by type.

filter by file type

It is very smart. Windows goes through all the files in the current folder and builds a list of all file types. You can then select the one you want. Now it FILTERS only those files. So we see a subset of files – only those you need.

filter by file type - better alternative to sorting

Simple and Effective. Of course this dropdown exists for size, date and all other columns. Try it out and see how smart and useful it is.

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Enjoy!

The big and scary File menu

Earlier, the File menu was a humble drop-down menu. Since Office 2010, it suddenly occupies the whole screen. Scary! … is it not?

Think about it – why did Microsoft decide to give it so much space?
The answer is simple – because it is GOOD FOR YOU (as in – all of us – the users).
Find out the amazing facilities this menu provides us with. Reading time 4 minutes.

Continue reading The big and scary File menu