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How do I organize, edit, replace, and files in HubSpot?

HubSpot's files tool stores the images, documents and videos you use in pages, emails and other content. Here's how to keep your files organized and up to date.

Before you start: you need Super Admin access or Edit permission for files.

To open the files tool: in HubSpot, go to Content > Files. If you see More in the main navigation, click it first. You can also type "Files" in HubSpot's search bar.

Organize files in folders

  1. In the files tool, click Create folder, enter a name and click Save.
  2. To find a file, browse your files or search by file name. Use the filters to narrow results by file type, uploader or status.
  3. To move a file, hover over it and click Move, then choose the destination folder and click Move.
  4. To move several files at once, select their checkboxes and click Move at the top of the table.

Please note: a file you move stays available at its old URL, so existing links keep working.

Rename a file

  1. Click the name of the file.
  2. At the top of the right panel, click the pencil icon, then enter the new name.

Change who can see a file

Files are Public by default. To change this for one file, click its name, then choose an option under File URL visibility in the right panel:

  • Public: anyone with the link can open it, and search engines can list it.
  • Public – noindex: anyone with the link can open it, but search engines are told not to list it.
  • Private: only people logged into your HubSpot account can open it. Then choose a link type:
    • Internal share link: links to the file itself.
    • Link to file preview: links to a preview page for the file.
    • Temporary 24hr public share link: lets anyone open the file for 24 hours. Create a new link to share it again.

To change several files at once, select their checkboxes, click Change file visibility, choose an option and click Save.

Please note: switching an already-indexed file to Public – noindex doesn't remove it from search results right away. To remove it sooner, use a tool such as Google Search Console.

View or change a file's URL

  1. Click the name of the file.
  2. To host the file on your own domain, use the File URL dropdown and select one of your connected subdomains. By default, files are hosted on HubSpot's network (a URL containing hubspotusercontent).
  3. Click Copy URL to copy the link, or open the file in a new window to view it.

Other file details

When you click a file's name, the right panel also lets you:

  • Add alt text under Accessibility, so screen readers can describe images and videos.
  • Set an expiration date, after which the file moves to trash automatically.
  • See where the file is used under File Usage. Check this before changing or deleting a file.
  • Review the file history of renames, visibility changes and other edits.

Replace a file

Replacing a file keeps the same URL, so every page and email using it updates automatically.

  1. Click the name of the file.
  2. At the bottom of the right panel, click Replace, then select the new file from your computer.

Please note:

  • The old version may be cached for up to two hours. To check the new version, open the file URL in a private or incognito browser window.
  • Video files can't be replaced.

Edit an image

  1. Click the name of the image.
  2. At the bottom of the right panel, click Clone and edit. You can edit a copy in HubSpot's image editor, or open it in Canva or Adobe Express.
  3. Make your changes and click Save. Your original image stays unchanged.

Stock images from Shutterstock can't be cloned, edited or downloaded.

Download or delete a file

  1. Click the name of the file.
  2. At the bottom of the right panel, click More.
  3. Select Download to save a copy, or Delete to remove the file.

To delete several files at once, select their checkboxes and click Delete at the top of the table. Deleted files go to the files trash, where you can restore them.

Before deleting: check File Usage to make sure the file isn't used on a live page or in an email. Otherwise that content will show a broken image or link.

Need help? Contact the Gate 39 team through the Customer portal.

 

References
[1] HubSpot – Manage individual file details (updated Aug 3, 2026)
[2] HubSpot Community – Where is the file manager
[3] HubSpot – Manage your files / organize with folders