Docs is in the main menu after Dashboards, once you can open a space (Owners and Admins always see it). It's on the Business and Enterprise plans. The Docs home lists Your spaces — only spaces you can open — with each one's pages and files count, your role and when it was last updated, plus Recently viewed pages.

Space admins manage the space and its access; Editors write, publish and upload; Viewers read and comment.

Create a space

1. Click New space. Give it a Name, a Key (up to 10 capital letters — it's in every page's address and can't be changed later) and, if you like, a Description.
2. Choose the Team that gets the space and Their role (Editor to start with). Owners and Admins can pick any team; a Member picks a team they're in and becomes the space's Space admin.
3. Click Create space. Organisations without teams need one first — see Your organization.

Add a page

1. Click New page on the space home, or + on the Pages tree (or on any page in it) and choose Page, Folder, Page from a template… or Upload files….
2. Give it a Title and choose Start from: Blank, a built-in (Meeting notes, How-to guide, Decision record, Project brief) or one of the space's templates. Click Create.
3. Pages can hold pages and files, up to 10 levels deep. Until it's published, readers see only its title, marked "Not published yet".

Edit, then publish

1. Click Edit. Your draft saves itself and is private — nobody else sees it until you publish.
2. Use the toolbar for headings, lists, quotes, code blocks, links and tables. Insert adds a Callout, a Status label, a Task list, Contents (a table of contents), an Expand section, a Work item…, a Link to page…, an Image… or a File….
3. Click Publish (or ⌘/Ctrl Enter). Each publish is a new version. Discard draft throws your draft away; the published page is unchanged.
4. If someone else published while you were editing, Flow says so and lets you see their version or publish yours on top.

History

1. Open the page's ⋯ › History and compare. Each version has View; Compare versions shows two side by side.
2. Editors and Space admins can Restore an old version — it's published again as a new version, so nothing is lost. The latest 200 versions are kept.

Move or rename

1. Drag a page in the tree, or use its ⋯ › Move to…, Move up, Move down, Move into or Move out one level. Everything under it moves with it. Rename… is in the same menu.
2. Moving a page into or out of a restricted area could show it to more people, so only a Space admin can do that.

Restrict a page

1. A Space admin opens ⋯ › Restrict… and chooses the Teams that can see it — from the teams with access to the space — or Space admins only. Click Save.
2. The page and everything under it is then hidden from everyone else, in the tree, search, links and the work item's Pages list. Each person keeps the role the space gives them.
3. Remove restriction opens it to the whole space again. The "whole organisation can view" switch never opens a restricted page.

Trash

1. ⋯ › Move to Trash… sends a page and everything under it to the space's Trash, where it can be restored for 30 days.
2. Space admins can trash anything. Editors can trash pages they created, when everything under them is theirs too, and see their own deletions in Trash.
3. A restored page goes back under its old parent, or to the top of the space if that's gone.

Search

1. Type in Search all spaces on the Docs home, or Search on a space home (2 characters or more). Results list pages and files, with the matching words highlighted.
2. Jump to… (⌘/Ctrl K) finds page titles anywhere, next to work items and projects.
3. Search only ever shows what you can open — never drafts, Trash or restricted pages you can't see.

Labels

1. Under a page's title, click Add a label, type it and press Enter — up to 10 labels, 50 characters each.
2. Click a label to see every page in the space that has it.

Link pages and work items

1. Insert › Link to page… links another page; the page you link to lists yours under Linked from.
2. Insert › Work item… shows a work item's key, title and status inside the page. The work item then lists the page under Pages, for people who can see that page.

Comment and mention

1. Open Comments on a published page, write in Write a comment… (@ to mention) and click Post. Reply answers a thread.
2. Typing @ and a name notifies that person. Someone who can't see the page isn't notified, and Flow tells you.
3. Resolve closes a thread; it moves under Resolved. A reply reopens it.

Upload

1. + › Upload files…, or drop files on the tree. Allowed: PDF, Word, Excel, PowerPoint, OpenDocument, txt, csv, md, png, jpg, gif, webp and zip — up to 250 MB each.
2. In a page, Insert › Image…, or paste or drop an image (PNG, JPG, GIF or WebP, up to 25 MB). Give it Alt text and a width: Small, Medium or Full. Insert › File… links a file from any space.
3. A file's page has Download, and Open preview for PDFs and images. Upload new version replaces it with a newer copy of the same type; earlier versions stay under Versions.

The tabs are General, Access, People, Templates, Import and Delete space.

Give teams access (Access)

1. Under Teams with access, Add a team and choose its role (Viewer to start with), change a team's role, or Remove it. Click Save access.
2. A Space admin who is an organisation Member can add or change only teams they are in. Owners and Admins can use any team.
3. Whole organisation can view (On / Off) lets every Member read the space. Only Owners and Admins change it; Stakeholders still need a team, and restricted pages stay hidden.

See who has access (People)

1. People with access lists everyone who can open the space and why — "via team …", "Owner/Admin of the organisation", "whole organisation can view" or "role set for this person".
2. Give one person their own role with the picker beside them (Space admin, Editor or Viewer; Stakeholders can only be Viewers). Team's role goes back to their team's.
3. Check access answers "can this person open the space, and why?" for anyone in the organisation.

Templates, import and download

1. Templates (up to 50 a space): New template, or a page's ⋯ › Save as template… (the latest published text, without images or files; not for restricted pages). Editors pick them when adding a page.
2. Import › Import pages brings pages in from an export folder — folders, pages, links between pages and images. You see a report of what changes before anything is saved, and Undo this import sends it all to Trash.
3. General › Download .zip downloads every published page as HTML and Markdown, with its files and images (up to 5,000 pages and 2 GB of files).
4. Delete space… asks you to type the key. Everyone loses access at once; the pages are kept for 30 days.