Manage your files

After uploading files to the files tool in HubSpot, you can organize your files with folders. 

If you want to restrict access to a specific file or folder, learn how to partition your files and folders. To manage your individual files, learn how to manage your individual file details.

Manage files in list view

Review, search, and filter your files in list view

To find specific files, you can search by the file's name, description, or keywords. You can also filter your files by file type. Learn more about managing your file's description and keywords.

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.

2. To switch to your list view, click the listView list icon in the top right.

3. To sort your file by name, file size, format, or last update date, click the column header. 
4. In the top search bar, enter the name, description, or keywords for the file you want to locate. Learn more about using AI to automatically analyze and tag your files with descriptions and keywords. 
5. To filter your files by category, click the All types dropdown menu, then select a category. Categories include Images, Documents, Audio, All videos, Videos with advanced features, and Videos without advanced features. Learn more about videos with advanced features.
6. To filter your files by file extension type, click the File format dropdown menu, then select an extension type. 
   
   • In addition to extension types such as mp3, mov, pdf, jpg, and more, you can also filter by Videos with advanced features and Videos without advanced features. 
   • Extension types are grouped by Images, Documents, Audio, and Videos.
7. To filter your files by the date uploaded, click the Uploaded date dropdown menu and set your Date range. 
8. To filter your files by the user who uploaded the file, click the Uploaded by dropdown menu and select the checkboxes next to the users that you'd like to filter by. 
9. To filter your files by status, click the File status dropdown menu and select Active files or Archived files. 
10. To filter by a file's extension type:
    • In the top search bar, enter the file extension (e.g., jpg, pdf, mp3) in the top search bar.
    • You can also include the file's name in your search, separated by a space. For example, entering dog png in the search bar would result in all png files that have titles that include the text dog.
      
      

Organize files in folders in list view

To organize your files with folders:

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.
2. From the files dashboard, in the top right, click Create folder.
3. In the dialog box, enter a name for your folder, then click Save.
4. After creating your folder, you can browse through your files or use the search bar at the top to search by file name.
5. To move a file to a folder, hover over a file and click Actions. Then, select Move.
   
    

6. Select the folder you want to move the file to and click Move.
7. You can also move files in bulk by selecting the checkboxes next to the file names, and clicking Move at the top of the table.
8. After adding your files to a folder, you can restrict access to individual files or the overall folder. 

Export your files in list view

To export your files in a .zip folder:

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.
2. In the table, select the checkboxes next to the files and folders that you'd like to export. You can navigate between pages when selecting your files. 
3. At the top, click Export (ZIP).
4. In the dialog box, click the dropdown menu and select the users that you'd like to receive a download link. 
5. Click Export. Once the export is processed, you'll receive a download link through email and in the notification center.

Please note: to export files, you must have super admin permissions. 

Manage files in grid view

Review, search, and filter your files in grid view 

You can also search, filter, and review your files in a grid view. This is recommended when reviewing image or video files. 

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.

2. To switch to a grid view, click the grid board icon in the top right.

3. In the top search bar, enter the name, description, or keywords for the file you want to locate. 
4. To filter your files by category, click the All types dropdown menu, then select a category. Categories include Images, Documents, Audio, All videos, Videos with advanced features, and Videos without advanced features. Learn more about videos with advanced features.
5. To sort your files by status, click the File status dropdown menu and select Active files or Archived files. 
6. To filter by a file's extension type:
   • In the top search bar, enter the file extension (e.g., jpg, pdf, mp3) in the top search bar.
   • You can also include the file's name in your search, separated by a space. For example, entering dog png in the search bar would result in all png files that have titles that include the text dog.
7. To remove your filters, in the top left, click Browse all files. 
8. To sort your files, click the dropdown menu in the top right, and select your sorting criteria. You can sort files based on file name, file size, last update date, and file format. 
    

Organize files in folders in grid view

To organize your files with folders:

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.

2. To switch to a grid view, click the grid board icon in the top right.

3. From the files dashboard, in the top right, click Create folder.
4. In the dialog box, enter a name for your folder, then click Save.
5. After creating your folder, you can browse through your files or use the search bar at the top to search by file name.
6. To move a file to a folder:
   • Hover over a file and click Actions. Then, select Move. 
   • Alternatively, click and drag the file to the folder that you'd like to move it to.
     
     

7. To move multiple files: 
   • Hover over and select the checkboxes next to the files and folders that you'd like to move. At the bottom, click Move.

1. • Alternatively, click and drag a selection box to select multiple files. Then, click and drag these files to the folder that you'd like to move it to. 

Export your files in grid view

To export your files in a .zip folder:

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.

2. To switch to a grid view, click the grid board icon in the top right.

3. In the table, hover over and select the checkboxes next to the files and folders that you'd like to export. Alternatively, click and drag a selection box to select multiple files.
4. At the bottom, click Export (ZIP).
5. In the dialog box, click the dropdown menu and select the users that you'd like to receive a download link. 
6. Click Export. Once the export is processed, you'll receive a download link through email and in the notification center.

Please note: to export files, you must have super admin permissions.