Working with documents

Working with documents

Be it a company report, a letter of agreement, draft, dossier or script, Writer has all the features to help you create and manage documents better. Start by creating and naming your document. Saving is no pain with Writer as it auto-saves content as and when you type. Feel free to make as many changes as you want while you work on your document. You can always revert to an earlier version in Writer. Move files across folders to organize them better. If you have your documents stored elsewhere and all you need is a word-processor, you can easily import your documents to Writer and work on them. Work on your documents productively even when you are not connected to the internet.  Writer will sync all the changes you made, the moment you come online. Access your mostly used files from the recent files list or add them to favorites with just a click.

Create new document

Creating a fresh document in Writer is fast and easy.

To create a new document,

  1. Click File in the top-left corner of your screen. A drop-down menu will appear.
  2. Select New Blank Document to open a fresh document in a new tab.

Create new document

Rename a document

Renaming a document is as simple as editing the title.

To rename a document,

  1. Click the document title field in the upper-left of the window.
  2. Enter the new name of the document and hit Enter or click outside the title field to save your changes.

Rename document

Save a document in a specific folder

Saving a file in a specific folder is just a matter of few clicks.

To save a file in a specific folder,

  1. Click the document title field in the top-left corner of the window.
  2. Click the folder icon to the right of the title field. A drop-down menu displaying your folders will appear.
  3. Select the folder to which you want to add the document and click Done.

Save document

Access the list of recent files

You might not remember the name of every file you've been working on recently and it's always better to keep closed files out of view to avoid confusion. That is why we have a recent files list available for you all the time.

To access your recent files,

  1. Click File.
  2. Select Open Recent from the drop-down menu.
    A drop-down list of your recent files will be displayed.

Access recent files

Make a copy of a document

You can make copies of a document for purposes like sharing, editing or just to keep a copy of a specific version.

To create a document copy,

  1. Click File.
  2. Select Make a copy from the drop-down menu.

    Create document copy
  3. In the window that appears, change the name for the document copy. Also, choose an existing folder or create a new folder to locate your document, if needed.
  4. Under Advanced Options, you can choose to include comments and tracked changes in your document copy.
  5. Click Save. A copy of the document will be created in the location you specified.

Note:

To make a document copy along with track changes and comments, you need to be either the owner or co-owner of the document. Shared users can only create a copy and move to specific folders.

Move document to a different folder

You can move any document to a different folder when you want to change your file/folder structure.

To move a document,

  1. Click the Folder icon near the title of your document. A drop-down list will display all your folders. The file's current folder will be highlighted.
  2. Select from the available folders or create a new folder and move the document based on your requirements.
  3. Click Move.

Import files to Writer

You can import files stored in your computer to Writer and work on them anytime you want, from anywhere.

To import files from your desktop,

  1. Click File.
  2. Select Import from the drop-down menu. The Import Document window will appear.
  3. Select From Computer and click Choose File to import files from your desktop. Your local file directory will open.
  4. Select the file you want to import.
  5. Click Done.

Import files

Import from web

The Import through URL feature lets you import web documents to Writer using the URLs of web documents. This feature, however, supports only specific web document formats (.docx, .doc, .docm, .dot, .dotx, .dotm, .odt, .txt, .html, .htm, .tex) and the file size cannot exceed 10MB.

To import web documents,

  1. Click File in the top-left corner of the document window. A drop-down menu will appear.
  2. Select Import from the drop-down menu. The Import Document window will appear.
  3. Select URL.
  4. Copy and paste the URL of the web document in the field.
  5. Click Import.

Import web documents

Supported file formats

Writer supports the following formats:

For document import:

.docx, .doc, .docm, .dot, .dotx, .dotm, .odt, .txt, .html, .htm, .tex

For document export:

.docx, .rtf, .txt, .html, .odt, .epub, .pdf

Export files

View file properties

The document properties window will display details like the title of the document, owner of the document, version number, permalink of the document, publishing status, date of creation and date of modification.

To view file properties:

  1. Click File in the top-left corner of the document window. A drop-down menu will appear.
  2. Select File Properties to open a small pop-up window, which contains detailed information for the document.

File properties

Edit files offline

With Offline Mode enabled, Writer lets you work on your documents even when you don't have reliable internet access. Any changes made while you're offline will sync automatically the next time you connect your computer to the internet.

To configure offline mode,

  1. Click Settings icon in the top-right corner of the document window. A drop-down menu will appear.
  2. Select Set Up Offline.
  3. A dialog box will appear asking you for confirmation. Click Proceed.
  4. An Offline Setup window will appear. Once setup is complete, click Close. After the set up, you can access all your synced documents from this link https://docs.zoho.com/writer/offline.do and start working on it even when you are offline.

Note: In order to sync the document content that was modified offline, you can either open the document (if not already opened) when you are connected to the internet, or manually sync the document using the sync option inside the document editor.

To sync documents,

  1. Click the Settings icon in the top-left corner of the document window. A drop-down menu will appear.
  2. Select Offline Setup.
  3. Click Sync Documents.

Edit files Offline

Add a file to favorites list

You can add important files to your Favorites list by clicking the star icon in the top-left corner of the document window. The star icon will turn yellow, indicating that your document has been added to your favorites list.

Add to favorites

Save a copy of document to other cloud drives.

All your documents are automatically saved as you make changes. However, you can also save a copy of your document in cloud drives such as Zoho Docs, Google Drive, Dropbox, Box, OneDrive and Evernote. Here's how:

  1. Click File.
  2. Click on 'Save to Other Drives' option from the drop-down.
  3. Choose your drive and click Authenticate.

save-to-other-drives

  1. Enter your credentials in the pop-up that follows in order to link your account with Writer.
  2. Select the Folder you would like to copy your document to. Click Add to this Folder to save your document.

Note: Document will be saved in .docx format.

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