Keep the file next to the work it belongs to
The brief is in an email, the data is in a download folder, and the plan is on the board. Every time you need all three you go hunting.
Drag any file onto the board and it becomes an object you can position, resize and label. The reference then lives beside the plan it belongs to, not three folders away.
Filing separates things that belong together
Folders sort by type. Work happens by topic. So the contract, the pricing sheet and the note explaining why the price changed all end up in different places despite being one thought.
The cost is not the seconds spent searching. It is that having to search at all interrupts the thinking, and the interrupted thought rarely comes back the same.
Putting the file on the board puts the reference where your attention already is.
How to do it
Drag the file from your desktop onto the board
Supported images and PDFs can preview in place. File size and remaining room capacity determine whether the file is embedded or a details-only card is created. A details-only card does not contain the original file.
Put it beside the work it explains
Position it next to the relevant notes, so the context is visible rather than remembered.
Frame the two together
Select the file and the notes and press Cmd G, so they travel together and export as one section.
Label it so future you knows why it is there
A one line note beside a file is worth more than a filename six weeks later.
Worth knowing before you start
Very large files are better linked than embedded, since a board holding many heavy attachments takes longer to load on a phone. Images and PDFs are the ones that genuinely benefit from sitting inline. For a hundred megabyte video, a link keeps the room quick.
Common questions
Which file types can go on a board?
Supported images and PDFs can preview directly. Other files may become attachments or details-only cards, depending on type, size and room capacity. Read the import message and keep the original file.
Are my files synced across devices?
Saved room content syncs when your account has access and a working connection. A details-only card carries file information, not the original file. Keep originals separately and confirm the saved result before relying on another device.
Can I export a board that has files on it?
Supported visible content can be included in board exports. A preview or details-only card is not an embedded copy of every original attachment. Open the exported result and check it before sharing.
Is there a size limit?
Large media is better linked than embedded so the room stays quick to load, particularly on mobile.
Do the free tools store my files?
Many free tools process files locally; tools that use a network service describe that separately. Read the relevant tool’s instructions. BeginRooms sends saved account content to its service for sync.
Stop hunting for the file you were just looking at
Put it on the board, beside the work it explains.
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