Koofr hidden tips and tricks

Some Koofr features are well known, but Koofr also has plenty of useful features that tend to fly under the radar. Today, we’re giving some of them the attention they deserve.

Koofr can help you:

• find large folders and duplicate files,
• save email attachments,
• use advanced search filters,
• select files by extension across an entire folder tree.

These lesser-known features can save time on everyday tasks, while more advanced tools offer even more control.

Koofr. Where your files are organised.

This is Part 1 of a two-part series covering 12 Koofr tips and tricks in total, with Part 2 coming shortly! Let’s start with six features that can save you time straight away.

1. Find large folders and duplicates

When your storage starts filling up, opening folders one by one is not the best way to find the cause. Koofr has two tools that can help:

• the Space Usage Tool analyses your account and shows how much storage each folder uses and how many files it contains. You can sort the results by size or number of files, making it easy to spot an old video or a forgotten backup.
• The Duplicate File Finder helps you find identical files that may be using storage unnecessarily.

To open the Koofr Space Usage Tool and the Duplicate File Finder in the Koofr web app:

1. Open the Account Menu from your profile picture in the top-right corner.
2. Select Extra Tools.
3. Open the Space Usage Tool and analyse your account or select the Duplicate File Finder to remove your duplicates.

To look for duplicates in a specific folder, right-click the folder, choose Details, then select Find duplicate files.

Once the analysis is complete, Koofr groups identical files so you can review the copies and decide which ones to keep.

Koofr tip: Check the location of every copy before deleting anything, so you keep the one stored where you need it.

Note: The Space Usage Tool and Duplicate File Finder are only available in paid Koofr accounts. Learn more about the Space Usage Tool and Duplicate File Finder.

2. Select every file of one extension in a folder tree

Check out this hidden feature that lets you select all files of a specific type across a folder and its subfolders!

When you are in a chosen folder inside your Koofr account, right-click on the select box and type in a file extension of the files you want to search for in the search box. Say you want to find all .xlsx files inside a folder and its subfolders, like in the picture below.

Type the file extension inside the search box and press Select. This will select all of the .xlsx files inside the current folder and its subfolders for you.

3. Keep comments inside a shared folder

Feedback is difficult to follow when the file is in cloud storage, but the discussion is scattered across your email and chat.

In a Koofr folder shared through the Add people option, collaborators with the appropriate permissions can add comments to the folder conversation. The files and their context stay together, so everyone can see what the feedback refers to.

Read more about Add people sharing option.

The folder owner controls who can comment. Open the sharing settings of your folder and choose the suitable permission for each member. Giving a user permission to comment and label lets that person contribute to the conversation and label items in the shared folder.

For example, a designer with permission to modify the folder can upload a draft, while a colleague with permission to comment and label can leave feedback in the folder conversation. There is no need to search through a separate message thread later.

Important: Permissions apply to the entire shared folder, not to individual files or subfolders inside it. Read more about permissions for shared folders.

4. Turn a Koofr folder into an email inbox for files

Downloading an email attachment and then uploading it to cloud storage adds two unnecessary steps. With Receive files via email, a chosen Koofr folder gets its own unique email address. Messages and attachments sent to that address are saved directly in this folder.

Here is how to set it up:

1. Choose or create the destination folder.
2. Click Share, then choose Receive files.
3. Find the automatically generated address under Receive files via email.
4. Copy the address and send it to the people who need to contribute files, or use it when forwarding messages with attachments yourself.

This can be useful for collecting invoices, reports, photographs or project material in one place. The sender works from an ordinary email inbox, while the files arrive in the Koofr folder you selected.

Each email can be up to 100 MB, including all attachments. The feature works with folders in your Koofr storage, not folders in connected cloud services.

Treat the address as an upload destination and share it only with people who should send files to that folder. Read more about the feature in How to create an inbox for your files.

5. Use advanced filters to search a folder and its subfolders

When you remember part of a filename, its type or its general location, combine Koofr’s search filters instead of opening each branch of the folder tree.

Click the Search field, then open the additional options with the downward-facing arrow. Choose the location you want to search and add the detail you know, such as part of the filename, a file type or an extension. Koofr brings the matching results together and shows each item’s location, helping you identify the correct folder.

You can combine search filters when you need to narrow the results further. For example, choose a location and filter for PDFs rather than searching the entire account manually.

Explore the available filters in Searching for files in Koofr.

6. View all files in a folder and its subfolders

What if you do not know the filename or you simply want one results list showing the contents of a folder and its subfolders? Here is the shortcut:

1. Open the Search field and expand the additional search options.
2. Choose the location you want Koofr to inspect.
3. Click in the search field and press the space bar three times.
4. Press Enter.

Koofr will list the first 1,000 files in the selected folder and its subfolders. Three spaces work because a Koofr search requires at least three characters and spaces count as characters.

This simple hack is useful when browsing a manageable folder tree as one flat results list. If the location contains more than 1,000 files, add a filename, extension or type filter to narrow the results.

Read the full search guide Searching for files in Koofr.

Six tricks that save time every day

Try the shortcut that solves your most common file-management frustration first. Once it becomes part of your routine, come back for Part 2, where we will explore six more hidden Koofr features including keyboard shortcuts, Quick Sharing, and useful views you may have missed.

Koofr. Work smarter, not harder.

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Editor's Note: This post was first published in 2019. We've updated and enhanced the content to improve clarity and detail. Whether you're revisiting or reading it for the first time, we hope this improved version offers an even better experience.

The article is also available in the Slovenian language: Skrite možnosti vašega Koofr računa.