Browse for Pages, Numbers, and Keynote files on your iPhone, iPad, or iPod touch

Use the document manager in Pages, the spreadsheet manager in Numbers, and the presentation manager in Keynote to find, organize, and manage your iWork files.

The document, spreadsheet, and presentation managers in Pages, Numbers, and Keynote work together with the Files app to keep your iWork files up to date across devices and apps. Here's how to access the document, spreadsheet, or presentation manager when you have an iWork file open:

  • On an iPad, tap Documents, Spreadsheets, or Presentations, depending on the app you're using.
  • On an iPhone, tap the Documents, Spreadsheets, or Presentation button the Back button.

Browse for files

To browse for files in other locations, tap the link in the top-left corner to expand the Locations list. You might have to tap more than once. Depending on the orientation of your device, you might be able to see the Locations list already.

In the Locations list, tap a location to open it in the document, spreadsheet, or presentation manager. Locations can include your device, iCloud Drive, and third-party cloud services. If you don't see a location you want to browse, you can turn the location on so it appears in the list.

You can also browse for files by doing any of the following:

  • To see recently edited files in the iWork app you're currently using, tap Recents.
  • To look for a specific file, tap in the Search field at the top of the window, then enter the name of the file.
  • To sort files by name, date, size, or tag on iPad, tap the Icons button , then choose an option. On iPhone, tap the More button , then choose an option.
  • To see the files that share a tag, tap a tag in the Browse menu. Learn how to work with tags

You can also change how you view items:

  • On iPad, tap the Icons button , the List button the List button, or the Columns button  depending on your current view, then choose a different option from the menu.
  • On iPhone, tap the More button , then tap Icons or List.

Organize your files with folders and tags

You can keep your files organized by creating folders and storing documents, spreadsheets, and presentations in them.

  1. In the Locations list, tap the location where you want to store the folder, such as iCloud Drive or On My iPad.
    iPad Pro with iCloud Drive selected in the Locations list of the document manager.
  2. On iPad, tap the New Folder button . On iPhone, tap the More button , then tap New Folder. 
  3. Name the new folder, then tap Done.
  4. To create a new file in that folder, open the folder, then tap Create Document, Create Spreadsheet, or Create Presentation. The file will then be saved in that folder until you move it.

You can also use tags to organize your files. Tags make it easy to quickly find the file you need.

Tag a file

  1. Tap Select, then tap the file thumbnail so a checkmark appears on it.
  2. Tap Share on your iPad, or tap the Share button  on your iPhone, then tap Add Tag. 
  3. Select an existing tag or create your own:
    • Tap Add New Tag.
    • Enter a name for the tag and select a color.
    • Tap Add Tag. You can tag files with the new tag, and the tag also appears in the Browse menu.

Manage tags

  1. Tap the More button in the Locations list, then tap Edit Sidebar on iPad, or tap Edit on iPhone.
  2. Tap the name of an existing tag.
  3. Then enter the name of your new tag.
  4. Tap Done.

Manage documents

You can share, move, copy, and delete files in the document manager. Tap Select, tap the file thumbnail so a checkmark appears on it, then tap the option you want at the bottom of the screen.

iPad Pro with Pages file browser open

  • To share a files, tap Share on your iPad, or tap the Share button  on your iPhone, then choose how you want to share the files. To share or save the file in another format such as PDF, tap Export.
  • To copy or move the file to another folder or location, tap Move on your iPad or tap the Move button  on your iPhone, select the new location, then tap Copy or Move.
  • To delete a file, tap Delete on your iPad, or tap the Delete button  on your iPhone.

Rename a document

  1. In the document, spreadsheet, or presentation manager, touch and hold the file, then tap Rename.
  2. Enter a new name, then tap Done.

Browse and open recently deleted and previous versions of files

You can browse recently deleted files in the document, spreadsheet, or presentation manager. You can access files for 30 days after deleting them.

  1. In Locations list, tap Recently Deleted.
  2. To recover the deleted file, touch and hold the file, then tap Recover. The file returns to the location where it was stored when you deleted it.
  3. To get information about a recently deleted file, touch and hold the name of the file or folder, then tap Get Info.

If you've stored iWork files in iCloud Drive, you can browse and restore previous versions of those files:

  1. Tap iCloud Drive in the Locations list.
  2. On iPad, tap Select, tap the file, then tap Versions. On iPhone, tap the More button , tap Select, tap the file, then tap the Versions button .
  3. Tap a previous version to select it, then choose an option:
    • To preview the selected version, tap Preview. You can search for text in the preview, and you can copy text and objects. However, you can't edit in the preview. 
    • To replace the current version with the selected version, tap Restore.
    • To return to the current version, tap Done.

Customize the Browse menu

You can turn locations where you store iWork files on or off, reorder items, and edit tag categories. Changes you make to the Browse menu in the document manager also affect the Browse menu in the Files app. If you're using a third-party cloud service like Box to store and share your files, download, install, and set up its app on your device, then turn it on to use it with the document manager and the Files app.

  1. Expand the Locations list in the document manager.
  2. In the Browse menu, tap Edit, then do any of the following:
    • Turn on the location that you want to use.
    • To reorder items in the list, touch and hold the Reorder button , then drag the location or tag label to a new position.
    • To remove a tag category, tap the Delete button .
  3. Tap Done. 

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