10 Things You Can Do With the iPhone’s Files App That Will Change the Way You Use Your Phone

1. Optimize the Size of Your Files

PDF files can take up a lot of space on your iPhone, especially if you have lots of them.

Luckily, the Files app lets you optimize PDFs, creating a smaller, more storage-friendly version.

To optimize a file, it needs to be stored on your iPhone or iCloud Drive. Files in other locations, like Google Drive or Dropbox, cannot be optimized directly using this method.

Keep in mind that this differs from the “Compress” feature (more on that below), which turns any file into a zipped archive.

Follow these steps to optimize a PDF file:

1. Launch the Files app.
2. Locate the PDF you want to shrink. Long-press it to reveal a menu.
3. Scroll down and tap “Quick Actions.”
4. Select “Optimize File Size.”

The Files app will create a duplicate with “Compressed” added to the filename.

2. Fill Out and Sign PDF Forms

The iPhone’s Files app offers a handy built-in PDF editor for basic tasks.

While it’s not a full-fledged editor like Adobe’s Acrobat, it’s perfect for filling out forms or signing documents you have stored locally or on iCloud.

Here’s how to use it:

1. Open a fillable PDF, you might see an alert about “AutoFill Forms” at the top. Tap it to activate. If no alert appears, tap the pen-and-dotted-line icon in the bottom right corner.
2. Once in AutoFill mode, tap any field you want to complete (name, address, etc.). Your iPhone will suggest information from your saved contacts. Tap your name to fill out the entire form quickly.
3. If you prefer to fill individual fields, tap a field to select it. You can then make edits or add missing information.
4. Once finished, review everything and tap “Done” to save the completed form.

3. Organize Your Files With Tags

Feeling overwhelmed by all the files on your iPhone? Don’t worry, you’re not alone. It’s easy to lose track between school, work, and personal projects.

Here’s where tags come in handy. They are like labels that help you categorize your files, making them easier to find later.

Imagine having a blue tag for all your school projects and a green one for work documents.

The pre-made tags are a good starting point, but you can also create custom tags for even more specific organizations.

Here’s how to add a tag to your files:

1. Open the Files app and locate the file you want to tag.
2. Tap and hold the file until a menu appears.
3. Select Tags. Now, you can choose an existing tag or create a new one.
4. To create a new tag, tap Add New Tag. Enter a descriptive name and pick a color that pops for easy visual identification. Hit Done to save your new tag.
5. Finally, select the tag(s) you want to assign to your file. Don’t be afraid to use multiple tags for better organization.
6. Once you’re happy, tap Done in the top right corner.

Now, not only can you easily spot tagged files by their color, but you can also search for them by name. Type the tag name in the search bar, and all your tagged files will appear.

4. Scan Files

In addition to the Notes app, your iPhone offers a document scanner built directly into the Files app that lets you scan any physical document or image.

Here’s how to scan a document using the Files app:

1. Tap the three-dot button in the right corner at the top and choose Scan Documents.
2. Then, position your iPhone over the document you want to scan, give it a few moments, and the Files app will scan it.
3. If it cannot do so automatically, tap the shutter as if you were taking a picture.
4. Adjust the scan area by dragging the corners to focus only on the important information.
5. Give your scan a name, add tags if needed, and then hit Save at the top right to save the file as a PDF in the selected folder.

5. Combine Multiple Images Into a PDF

Besides reducing clutter and making sharing easy, combining multiple images into a PDF can add an extra layer of security to your photos, which is especially important for sensitive images.

Fortunately, the Files app on your iPhone lets you create secure PDFs from your photos in just a few steps.

Here’s how to combine images into a PDF using Files:

1. Open the Files app.
2. Navigate to the folder with the images you want to combine.
3. Tap the ellipsis (…) icon at the top right corner and select the images you want.
4. Then tap the ellipsis (…) icon at the bottom right corner and choose Create PDF.
5. To rename the PDF, long-press the file, select Rename, enter a new name, and hit Done.

6. Annotate Images and Documents

The Files app offers a handy built-in feature: you can directly annotate or markup any PDF or image file on your iPhone.

Here’s how it works.

1. Open the Files app, select the document you want to edit, then tap the Markup tool at the bottom.
2. Choose the tool you want to use to edit the file.
3. If you need more tools, tap the plus sign (+) at the bottom right to add text, a signature, a shape, and more. Or, tap the AutoFill button at the top to automatically fill out any empty fields.

When you finish editing your file, tap Done at the upper right.

7. Compress or Uncompress Files

Some users need to share multiple files, and doing so by individual links can be a long process, never mind how long it takes the recipient to acquire them.

Apple’s Files allows file compression to manage your files better. Here’s how it works:

1. Move all of the files you want compressed into a new folder.
2. Tap the ellipsis (…) button on the top-right.
3. Tap Select, then choose Select All (or the individual files you need by checking them off with a long tap)
4. This time, tap the ellipsis (…) button in the bottom right corner and choose the Compress option.
5. A file named Archive.zip will be created in the same folder (unless such a file name already exists, in which case a number will be appended to the end of its name).

Once you share the compressed file, the recipient only needs to tap on it in their Files app to decompress it.

8. Convert Images to Different Formats

Certain image formats work best for various utilities.

Sometimes, finding a way to convert one format to another can be a headache. The Files app alleviates this by simplifying the process with one of its Quick Actions.

Here’s how to convert images using the Files app

1. Long-press the image you wish to convert and tap Quick Actions from the popup menu.
2. Tap Convert Image from the context menu that appears.
3. Then, select the file type you want the converted image to be (PNG, JPEG, HEIF), and the image will be saved to the same folder you are in with the new format.

You can do this to multiple images at once.

9. Remove Background From Images

Another handy Quick Action menu item is the Remove Background feature, which strips the background away from images.

Removing the background from an image with the Files app is similar to creating a PDF.

Just long-press the image you want to edit, and then choose “Remove Background” from the Quick Actions menu that pops up.

A file of the same image with a transparent background will be created in the same folder as the original.

You can also remove the background from multiple images at once.

Instead of selecting a single image, select all the images you want to edit. Then, follow the same steps as you would to remove the background from one image.

10. Connect to a Server

The Files app also allows users who rely on network shares or NAS drives to access files from locations other than sharing them via links.

From your preferred device, simply tap the ellipsis (…) button and navigate to the Browse tab, followed by the Connect to Server option.

Enter the server address in the Server field, then hit Next, and select the type of connection you want to establish (the choices include Registered User and Guest, depending on whether the connection is a trusted, protected network or not).

After entering your login information, you will see the Files’ contents, including any folders and files within them.

From here, take any actions you need, just as you would do on your local device.

Bonus Tip: Use Search Tokens

With tons of files scattered across folders, hunting down a specific type can be a hassle. Luckily, the Files app on iPhone has a handy feature called Search Tokens.

Here’s how it works:

1. Open the Files app and start a search.
2. Enter the file type you’re looking for, like “pdf,” “jpg,” or “zip.”
3. Below the search bar, you’ll see a suggestion search token appear for the file type you entered. Tap it.

The Files app will now filter your search results only to show files of that type, regardless of where they’re stored on your iPhone. This makes it easier to find specific files, no matter how many folders you have.

Wrap Up

One of Apple’s missions was to use its technology to make people’s lives easier.

Rather than accomplishing some massive feat, Apple simply focuses on making all its offerings usable and powerful.

The Files app is just another example. With its many helpful features, it makes users’ lives just a little easier on many small but important fronts.

Let me know in the comment section below if you have any questions.