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

Use the document manager to browse, organize, and manage your documents, spreadsheets, and presentations.

The document manager in Pages, Numbers, or Keynote works together with the Files app to keep your documents up to date across devices and apps. Here's how to access the document manager when you have a document 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 documents

To browse documents in other locations, tap the link in the top-left corner to expand the Locations list in the document manager. You might have to tap more than once.

In the Locations list, tap a location to open it in the document 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 it on so it appears in the Browse menu.

You can also browse documents by doing any of the following:

  • To see recently edited documents in the iWork app you're currently using, tap Recents.
  • To look for a specific document, tap in the Search field at the top of the window, then enter all or part of the name of the document.
  • To sort documents in the document manager by name, date, size, or tag, swipe down in the document manager until the buttons appear, then tap one on iPad, or tap the More button  and choose an option on iPhone.
  • To see the documents 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 in the document manager:

  • 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 documents with folders and tags

You can keep your documents organized by creating folders and storing documents in them.

  1. Expand the Locations list in the document manager, then tap the location where you want to store the folder, such as iCloud Drive or On My iPad.
    iPad Pro with Pages file browser open
  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 document in that folder, open the folder, then tap Create Document. The document 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 document you need.

Tag a document

  1. Tap Select, then tap the document 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. You can select an existing tag, or create your own. To create your own tag:
    • Tap Add New Tag.
    • Enter a name for the tag and select a color.
    • Tap Add Tag. You can tag documents with the new tag, and the tag also appears in the Browse menu.

Manage tags

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

Manage documents

You can share, move, copy, and delete documents in the document manager. Tap Select, tap the document 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 and one file selected

  • To share a document, tap Share on your iPad, or tap the Share button  on your iPhone, then choose how you want to share the document. To share or save the document in another format such as PDF, tap Export.
  • To copy or move the document 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 document, tap Delete on your iPad, or tap the Delete button  on your iPhone.

Rename a document

Make sure you're viewing documents as thumbnails before you rename documents.

  1. In the document manager, tap the document name, then tap the "x" in the text field to delete the current name.
  2. Type a new name, then tap Done.

Browse and open recently deleted and previous versions of documents

  1. Expand the Locations list in the document manager.
  2. Tap Recently Deleted. Recently deleted documents appear in the document manager. 
  3. Tap Select, tap one or more documents, then tap Recover. 
  4. To get information about a recently deleted item, touch and hold the name of the document or folder, lift your finger, then tap Info in the menu.

You can also browse and restore previous versions of a document that you've stored in iCloud Drive:

  1. Expand the Locations list in the document manager, then tap iCloud Drive.
  2. In the document manager, tap Select, tap a document, then do one of the following:
    • On your iPad, tap Versions. 
    • On your iPhone, tap the Versions button .
  3. Tap a version to select it. 
    • To preview a 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 open the version so you can edit it, tap Save a Copy.
    • To replace the current version with the preview version, tap Restore.
    • To return to the current version, tap Close.

Customize the Browse menu

You can turn locations where you store documents 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 documents, 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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