Manage Files and Folders - OneDrive App on the iPad

Using The OneDrive App To Organize Files On Your iPad

If you are using Microsoft Office on your iPad or iPhone, you might have noticed that there is no easy way to rename, re-arrange and organize your files within the PowerPoint, Excel and Word apps.

For example, if you’re working in the PowerPoint app and you want to rename a file, you’ll have to duplicate the file, edit the name, and then delete the original.

Then, say you want to rename an Excel file, well then you’ll have to open the Excel app and follow those steps again within that app.

And you won’t be able to create folders to organize your different files.

The way around all of this is to download some kind of storage app, and we recommend an app that can easily sync with your laptop or desktop. We’ll be looking at using the OneDrive app because it works seamlessly with Microsoft Office, but any storage app will work, like Dropbox or iCloud.

In this tutorial, I’ll show you how to create folders and re-name PowerPoint, Excel, and Word files on your iPad or iPhone with the OneDrive app.

OneDrive App iPad Version Number

Note: This tutorial is based on the OneDrive App Version 4.5.3., which you can see in by tapping the three circles in the lower right-hand corner of your screen. Each updated version of the OneDrive app brings some slight user interface changes, but otherwise everything more or less stays the same.

Click on the following link to download the OneDrive app from to the App store.

Using the OneDrive App – Quick Overview

Searching the OneDrive App: In any window, drag down with your finger (slightly) to uncover the search bar at the top of the window to search the contents of your OneDrive.

OneDrive App iPad Search Box

Refreshing the OneDrive App: If you don’t see what you are looking for, drag down on the screen to reload the page.

OneDrive App iPad Refresh Icon

Two Different Views: You can change how the items within your OneDrive app are displayed by toggling between the Thumbnails View and the Details View of your documents and folders.

In the upper right-hand corner, simply select the three dots, and select between the two views.

Note: The only view that will be available is the view that you are currently not in.

OneDrive App iPad Thumbnail View Details View

Sorting Items: To sort items within a particular folder, click the three dots in the upper right-hand corner, select Sort By and you are given six options to sort your files by: Name (Ascending), Name (Descending), Newest, Oldest, Largest and Smallest.

OneDrive App iPad Sorting Items

Creating New Folders

Creating folders to group and classify your files is key to staying organized. This is especially important when you start working on your files on multiple devices (work computer, home computer, iPad, iPhone…).

To learn more about how to maintain version control (V1, V2…V78?!) on your mobile device, check out our previous post on avoiding version control with Office on your iPad.

Step #1: Navigate to a Location – Within the OneDrive app, navigate to the location where you want to create a new folder. In this example, I’m going to add a folder in the root folder, the opening screen of the OneDrive app.

OneDrive App iPad Creating a New Folder Step #1 - Navigate to a location

Step #2: Open the Folder Options and Select Add Items – Once in your desired location within the OneDrive app, tap the three circles in the upper-right hand corner to open up the folder options and select Add Items.

OneDrive App iPad Creating a New Folder Step #2 - Select Create Folder

Step #3: Create and Name Your Folder – Tap the Create Folder option in the menu, name the folder, I’ve named mine ‘Project Files’, and then select Create. Selecting Create, you are immediately taken to that new folder with nothing in it.

OneDrive App iPad Creating a New Folder Step #3 - Name Your Folder

Step #4: Navigate Back One Level – To move back to the previous level where you created your folder, hit the back arrow in the upper left-hand corner. Mine currently says ‘Files’, but the name will change as you navigate deeper within your file hierarchy.

Once you’re back a level, you can see the folder you created with the number zero on it, indicating that there are zero files within the folder.

OneDrive App iPad Creating a New Folder Step #4 - Navigate Back One Level

Moving Files and Folders

Step #1: Navigate to Your Documents – Navigate to where the documents or folders you want to move are located and then select the circles in the upper right-hand corner.

OneDrive App iPad Moving a File or Folder Step #1 - Navigate to Your Files or Folders

Step #2: Navigate to the New Location – With your files and/or folders selected, tap the folder icon at the bottom of your screen and navigate within your folder hierarchy to where you want to have the documents and/or folders moved.

I’ll choose the Project Files folder on my iPad. Once you navigate to your desired location, choose Select This Location at the bottom of the menu.

OneDrive App iPad Moving a File or Folder Step #2 - Navigate to the Folder

Step #3: Select Cancel to Finish Moving your Documents – Once you have moved your documents or folders, choose Cancel. You can see that my Project Files folder now has the two documents within it that I moved there.

OneDrive App iPad Moving a File or Folder Step #3 - Cancel to Finish Moving

One key thing to remember when moving around files and folders is to make sure you sync up the OneDrive app on your mobile device with OneDrive on your computer. To learn more about syncing issues, check out our previous post on avoiding version control hell on the iPad.

Renaming Files and Folders

Step #1: Navigate to and Select File or Folder – Navigate to the location where your document or folder is that you’d like to rename. Select the three circles in the upper right-hand corner, choose Select Items and then select your file or folder.

In this case, I’m going to rename my ‘Project Files’ folder, so I’ll select that folder so that it has a check mark on the left.

OneDrive App iPad Renaming a File or Folder Step #1 - Select the File or Folder

Step #2: Open the More Options Dialog Box – With your file or folder selected, tap the three circles at the bottom of the screen, select ‘Rename Folder’, rename your file or folder and then select Done.

OneDrive App iPad Renaming a File or Folder Step #2 - Rename the File or Folder

Step #3: Hit Cancel to Finish the Process – After renaming your folder, hit Cancel in the upper right-hand corner of the screen to complete the process. To see your new name appear onscreen, you will need to navigate into and out of a folder.

OneDrive App iPad Renaming a File or Folder Step #3 - hit Cancel to Finish

Final Thoughts

And that’s really all there is to it! Using a storage app on your iPad will allow you to create folders, rename files, and generally move things around so that you stay organized.

Click on the following link to download the OneDrive app from to the App store.

If you have an Office 365 subscription, you get unlimited storage with OneDrive (pretty awesome!). Click on the following links to learn more about Office 365 Personal and Office 365 Home from the Microsoft store.

Please note that the link above is an affiliate link, and at no additional cost to you, we will earn a commission if you decide to make a purchase. Please do not spend any money on these products unless you feel you need them or that they will help you achieve your goals.

Learn more about using the PowerPoint app on your iPad with our free comprehensive how-to manual – “PowerPoint for iPad: A Visual Guide”.

And if you’re often working with corporate decks and trying to make sure your colors stay consistent between your desktop version of PowerPoint and your iPad version of PowerPoint, you’ll want to look at this short tutorial about using custom colors in PowerPoint on your iPad.

  • Andrea

    Has anyone experience this issue before?

    I’m using onedrive word and when i open the word doc in my samsung (android) phone or via laptop internet, i can see the red text and yellow highlight. however when i open on my ipad (IOS) the red text remains black and yellow highlight is blue.

    • Hey Andrea! Hm, that’s strange. Is this happening for all Word documents or just a specific one? If you don’t mind sharing it with us, you could email us the document and we can trouble-shoot it for you…
      http://nutsandboltsspeedtraining.com/contact/
      Cheers,
      Camille

      • Andrea

        Thanks Camile for replying.
        It happens to any documents but only when I tried opening it on iPad. My Android phone shows up well so is it when I open using the laptop via the internet connection. Even the previous Word docs which were fine previously now doesn’t have the text shown as red and the highlighted colour.
        When I logged into OneDrive, the documents showed the text red and yellow highlight, however once I click “word icon” on the top right corner to open the same documents for editing, it opens into Word App and the colour stopped showing.
        When I place my cursor at the text where the red text supposed to be and click “Home”, the colour line below A (for text colour) indicated the right colour (i.e. red) but just won’t show over the text. The text is still black.

        Thanks
        Andrea

        • Okay, let me see if I can recreate what you’re experiencing.

          • Andrea

            Great. Thank you so much. Appreciate it.
            Looking forward to your favorable answer.

          • Hey Andrea. My guess is that you have discovered some formatting bug when crossing over operating systems: Android to Mac to Windows.

            Although the systems are supposed to be the same, they are 100% different coding environments so my guess is it’s just a glitch and that it will be ironed out in the near future (fingers crossed).

            You are doing everything correctly (based on what I can tell) and it should work.

            You might want to consider uninstalling the apps on your device and trying again. Otherwise, you may have to open a support thread with Microsoft.

            Sorry I don’t have a concrete solution for you. I hope you’re able to fix it!

            Cheers,
            Camille

          • Andrea

            Thanks Camille for trying to help. Really appreciate but sad that this cannot be resolved.

            I did uninstall the app on my ipad and reinstalled but still cannot be resolved. You recommending that I should open a support thread with microsoft? Any idea which website can I find the link?

            I’m trying to recall how I’ve been working on the document previously and why I could have the text in red previously. It could be I opened Onedrive document to work on verses working via Word Document and then upload to Onedrive.

            Let me find out more and I shall update you if this is the main issue. Thanks for pointing out to me the coding environments which might have caused this. However, I still hope that this glitch can be ironed out and developer of OneDrive look into this.

            Thanks
            Andrea

          • Hi Andrea.

            Yes, it might help you to think through all the past versions of your document…

            Here is the link to Microsoft support: https://support.microsoft.com/en-us/contactus/

            Do keep me posted if you manage to solve the issue. Good luck!

            Cheers,
            Camille

          • Andrea

            Hi Camille

            I just tried working on a document over the weekend via OneDrive on my laptop to test out when I open the document on iPad, the issue still exist. Unfortunately yes, the issue is still there. Looks like I cannot resolve this glitch.
            Hope there will be solution soon.

            Thanks
            Andrea