Manage and Organize Documents in Zoho Writer | Rename, Copy, Save, and Label Files

How to manage or organize documents in Zoho Writer

Overview 

Zoho Writer offers many options to easily manage and organize your documents. Once you create a document, you can easily rename it, create a copy, download in different format, save it to a cloud drive, and more.
You can also organize your documents by moving them from one folder (location) to another, creating a version, and even adding labels to easily categorize and locate similar types of documents.

Steps 

Following are the various document management operations in Zoho Writer and the steps to perform them.


Managing Zoho Writer documents

 1. Rename a document 

You can rename a Zoho Writer document using any of these three ways:
  1. Open the desired Zoho Writer document, click on the document name field located beside the File menu, and enter the new name.
  2. Go to Zoho Writer dashboard, locate the desired file, click on the document name, and enter a new name.
  3. Go to Zoho Writer dashboard, locate the desired file, click More Options, select Rename, and enter the new name.

 2. Make a copy  

  1. Open the desired Zoho Writer document, go to File > Make a Copy.
  2. In the dialog that opens:
    1. Enter a name for the document.
    2. Choose a location to store the copied filed.
    3. Select Include Comments and Include Track Changes if you wish to save all the comments and edits from the original file in the copied one.
      Note: To make a document copy along with track changes and comments, you need to be either the document owner or have Share or Edit access to the document. Users with any other access can only create a copy without them and move to specific folders.
    4. Hit Make a Copy.

 3. Save As (Saving a document in a different format or location) 

  1. Open the desired Zoho Writer document, go to File > Save As.
  2. In the Save As dialog that opens:
    1. Enter a name for the document.
    2. Choose a location to store the copied filed.
    3. Select the format in which you wish to save this document
    4. Select Include Comments and Include Track Changes if you wish to save all the comments and edits from the original file in the copied one, and enter Save. 

 4. Save to Other Drives (Save a copy of a document on a cloud storage) 

  1. Open the desired Zoho Writer document.
  2. Go to File > Save to Other Drives, select the desired drive, and complete the authentication, to save the document on the selected cloud drive.

 5. Download As (Download a document in a different format) 

  1. Open the desired Zoho Writer document, go to File > Download As.
  2. Select the required format. The file will be downloaded on your device.

6. Save as Template (for creating documents) 

  1. Open the desired Zoho Writer document.
  2. Go to File > Save as > Save as Template, and select the required format.
  3. In the Save As Template dialog:
    1. Enter a name for the template.
    2. Select As my template, or As org. template, based on whether you wish to use this template yourself or allow others in your organization to use it to create documents, and hit Save.

 7. Move to Trash (Deleting a document) 

  1. Open the desired Zoho Writer document, go to File > Move to Trash, and confirm to delete the document. Or, in the Zoho Writer dashboard and locate the relevant file. 
  2. Click the more options menu that is displayed once you point your mouse over the file, and select Move to Trash.

8. Recover Deleted Document from Trash

  1.  From your Writer dashboard, go to Trash.
  2. Browse through your deleted files and locate the one you want to restore.
  3. Click the More Options icon at the bottom-right corner of the file thumbnail.
  4. Select Restore. Your file will be moved back to its original folder in Zoho WorkDrive.


9. Print a document 

  1. Open the desired Zoho Writer document, go to File > Print.
  2. Select the desired settings on the Print dialog, to print the document.

Organizing Zoho Writer documents 

Mentioned below are the various ways in which you can organize Zoho Writer documents along with their corresponding steps.

 1. Moving a document to a different location 

  1. Open the desired Zoho Writer document.
  2. Click the folder icon located beside the document name.



  3. In the Move dialog, select the desired target folder or location and click Move.

 2. Creating a version 

  1. Open the desired Zoho Writer document, go to File.
  2. Click the folder icon located beside the document name.
  3. In the Move dialog, select the desired target folder or location and click Move.

3. Adding labels 

  1. Open the desired Zoho Writer document. Click the information icon located below the user profile image, go to Labels section in the Details dialog, click Add Labels, and enter the desired name to create a label, or select a label from the available ones.
  2. Alternatively, you can go to the Zoho Writer dashboard, locate the desired document, right click or click on the More Options, and click Document Properties. You can add labels in the Details pane that opens.

 4. View document properties 

  1. Open the desired Zoho Writer document. Click the information icon located below your profile image to launch the Details pane which contains all document properties.
  2. Alternatively, you can go to the Zoho Writer dashboard, locate the desired document, right click or click on the More Options, and click Document Properties.

 5. Mark a document as favorite 

  1. Go to Zoho Writer dashboard. Locate the desired document, and select the star that is displayed when you place the mouse pointer over it.
  2. You can also click on More Options, and select Add to Favorites. 

 6. View recent files 

  1. Open an existing or new Zoho Writer document. Go to File > Open to view the recently accessed documents.
  2. You can also go to Zoho Writer dashboard and click Recents located under Documents section on the left pane, to view the recently opened documents.