Managing Documents
Once your files are in My Documents, you can find them, preview them, download them, and remove the ones you no longer need.
To get there, open My Documents from the Workspace group in the left sidebar.
My Documents is your personal library. Everything you upload here belongs to you alone — there is no sharing, no access level, and no "uploaded by" information on this page. If you need to share files with your team, department, or the whole company, use the Knowledge Base instead.
Your document grid
Your documents appear as a grid of cards, not a plain list. The grid adjusts to your screen: one card per row on a phone, two on a medium screen, three on a wide screen.
Each card shows:
| On the card | What it tells you |
|---|---|
| Colored file icon | The file type at a glance (see the colors below) |
| File name | Long names are shortened — hover over the name to see it in full |
| File size | For example, 2.3 MB |
| Date | How recently it was added: Today, Yesterday, 3 days ago, 2 weeks ago, 5 months ago |
| ⋮ button | The actions menu, in the top-right corner of the card |
On a computer, the ⋮ button appears when you move your mouse over a card. On a touch screen it is always visible.
Document type colors
Every card carries a colored icon so you can spot a file type without reading the name.
| File type | Icon color |
|---|---|
| Red | |
Word (.doc, .docx, .rtf) | Blue |
Excel (.xls, .xlsx) and CSV | Green |
PowerPoint (.ppt, .pptx) | Orange |
| Images | Purple |
| Markdown | Indigo |
| JSON | Yellow |
| Code, HTML, XML | Emerald |
Plain text (.txt) | Gray |
For the full list of what you can upload, see Supported Formats.
Opening a document
Click anywhere on a card to open the document in the preview window. You can also open the ⋮ menu and choose Preview.
The preview window shows:
- The file name and size at the top
- The document itself — PDFs, Word files, spreadsheets, presentations, images and text files are displayed right there
- A Download button
- A × button to close
If a file type can't be shown in the browser, the preview says "Preview not available for this file type" and suggests downloading it instead.
Press Esc to close the preview. Clicking outside the preview window closes it too.
Card actions menu
The ⋮ button on each card opens a short menu with three actions.
| Action | What it does |
|---|---|
| Preview | Opens the document in the preview window, without downloading it |
| Download | Saves the file to your computer with its original name. A short message confirms the download |
| Delete | Permanently removes the document from your library |
There is no rename, move, or share action in My Documents. A document keeps the file name it had on your computer when you uploaded it.
Searching
Use the Search files... box at the top of the page to find a document by name. On a phone, the search box sits just below the page title.
Start typing and the grid updates on its own after a brief pause — there is no search button to press. Search looks at file names.
To search by what's inside a document rather than its name, ask the AI in chat instead — for example: "Find my documents about the vacation policy."
Filtering by file type
A row of tabs sits above the grid. Select one to show only that kind of file. The tab you're on is highlighted with a blue underline.
| Tab | Shows |
|---|---|
| All | Everything in your library |
| PDFs | PDF files |
| Spreadsheets | Excel files and CSV files |
| Presentations | PowerPoint files |
| Text | Word files and plain text files |
| Images | Image files |
Filtering by date
Next to the tabs is a calendar button. Use it to show only the documents added within a certain period.
- Click the calendar button.
- Pick a start date on the calendar. To cover a period, pick an end date as well.
- Click Apply.
Only the documents added in that range stay on screen.
While a date filter is active, the calendar button turns blue and gains a small ×. Click that × to remove the filter and see everything again. You can also reopen the calendar and click Clear.
Sorting
The Sort: button at the top right of the filter row controls the order of the cards. Click it and choose an option.
| Sort option | Order |
|---|---|
| Newest first | Most recently added at the top — this is the default |
| Oldest first | Earliest added at the top |
| Name (A-Z) | Alphabetical by file name |
| Name (Z-A) | Reverse alphabetical by file name |
| Largest first | Biggest files at the top |
| Smallest first | Smallest files at the top |
The option you're using is shown on the button itself and highlighted in the list.
Search, the file type tabs, the date filter and sorting all work together. For example: choose the PDFs tab, apply a date range for last month, and sort by Largest first to find the big reports you added recently.
Downloading a document
You can download a file from two places:
- The ⋮ menu on the card → Download
- The Download button in the preview window
Either way, the file is saved to your computer with its original name.
Deleting a document
- Move your mouse over the card (or tap the card area on a touch screen).
- Click the ⋮ button.
- Choose Delete.
A short message confirms that the document was deleted.
Deleting is immediate and permanent. There is no confirmation step and no way to undo it, so make sure you have picked the right card before you click Delete. Once a document is gone, the AI can no longer refer to it in your conversations, including in any assistant that used it.
When you see an empty page
| What you see | What it means |
|---|---|
| No documents yet — Upload your first file to get started | Your library is empty. See Uploading Documents |
| No documents found — Try a different search term | Your search or filters matched nothing. Clear the search box, switch back to the All tab, or remove the date filter |
| Failed to load documents. Please try again. | The list couldn't be loaded. Refresh the page and try once more |
Tips
- Tidy up regularly. Deleting outdated files keeps your search results relevant and stops the AI from referring to information that is no longer correct.
- Give files clear names before you upload them. Search and the A-Z sort both work on file names, and a name can't be changed once the file is in your library.
- Preview before you download. Most common file types open right in the preview window, which saves you a download when you only need a quick look.
- Use Largest first for a clean-up pass. It brings the heaviest files to the top so you can decide quickly which ones are still worth keeping.
Related pages
- Uploading Documents — how to add files, one at a time or many at once
- Supported Formats — which file types you can upload and preview
- Knowledge Base — for documents that need to be shared with other people