Documents

Share a document with people or by link, review it with comments and suggested changes, and keep named versions.

A document in a team opens for the team's members, and a document in Personal opens only for you until you share it. Share gives one person view, review or edit access, or turns on a link anyone can read without signing in. Reviewers comment on selected text and suggest new wording, and the text changes only when someone who can edit accepts it.

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People with access

Members of a team open its documents with the access the team gives them. Share document adds anyone else by their handle, with one of three levels of access. Everyone who can edit the document sees who has access.

Can view
The person can open and read the document.
Can review
The person can also comment and suggest changes, without changing the text.
Can edit
The person can also change the text, accept or reject suggestions, save and restore versions, and turn the link on or off.
Someone outside the team
They will be invited, and once they accept, they will join the team as a guest who can open this document and nothing else in the team. Guests are counted per team and per Personal: 10 on the free plan and 100 on Pro and the Team plan.
Finding a shared document
It is on the person's Documents page when its team is selected, and under Shared with me otherwise.
Adding and removing people
People who can edit the document through its team add and remove people. Removing a guest who has nothing else in the team also removes them from the team.

A link anyone can read

Turn on Anyone with the link, and anyone who has the link will be able to read the document without signing in. The page shows the document as it is now, with its pictures, tables and notes, and without comments, suggestions or anything that edits it. Readers choose Flow for one continuous column or Pages for pages the shape of the document's paper.

Turned off, the link will show a page that says the document was not found. Turning it on again will bring back the same link, so links you already sent will work again.

On a paid plan, Email the link to sends the link to one or more addresses with a note. Replies go to your own email address, and you will get an email when someone opens the link you sent them. On the free plan, copy the link into your own email.

Comments and suggested changes

People who can review choose Editing, Suggesting or Viewing in the toolbar. Comments and suggestions are listed together in a panel beside the document.

  1. Comment on selected text

    The comment stays attached to the selected text, and replies stay in the same thread. An @username mention sends a notice to someone who can open the document; it does not give anyone access.

  2. Suggest new wording

    In Suggesting mode, a reviewer selects text and enters the replacement wording. The document does not change yet.

  3. Accept or reject

    Someone who can edit the document accepts or rejects each suggestion, and the person who made it is told which.

  4. Resolve

    The comment's author, or anyone who can edit, resolves a thread or opens it again.

Comments and tracked changes in Word files

Importing a Word file brings its comments in as comments and its tracked changes in as suggestions to accept or reject. Export DOCX writes the comments on the text into the Word file, and a suggestion that replaces a whole paragraph as a tracked change. Export clean DOCX leaves comments and suggestions out.

Named versions

Version history, in the Format menu, saves the document as it is now under a name such as Before client review. Restoring a version will put it back as a new change, and the work done after it will stay in the history. Anyone who can open the document sees its versions; people who can edit it save and restore them.

Chat and editing at the same time

Chat
Chat in the page bar opens a conversation about the document beside it, for everyone who can open the document.
Who has it open
The page bar shows how many people have the document open, including you. Point at it to see who, and whether each is editing, suggesting or viewing.
Two editors at once
An open document shows the changes others save while you have none waiting to be saved. Changes to different paragraphs are both kept; when two people change the same paragraph, the later save stops and asks for a reload.

The assistant

The assistant can add comments and suggestions, save and restore versions, and give or remove access. It gives or removes access, accepts or rejects a suggestion, or restores a version only when you confirm it in your message.

Share your first document.

Create a Magpie account, write or import a document in Documents, then choose Share to add people or turn on its link.

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