How to create and work with documents in Vaiz
Documents in Vaiz help you capture and organize information in one place. You can use them for meeting notes, project plans, internal guides — or any other content your team needs to keep structured and easy to find.
Understanding document sections
In the left sidebar, you’ll see two document sections:
- Space docs — shared documents available to your workspace
- Personal docs — private documents visible only to you
You can create documents in either section and move them later. Documents can also be nested, so you can organize them into a clear structure.
Step 1. Create a document
In the left sidebar, choose where you want to create the document: Personal docs or Space docs.
To create a new document, click Add document under the section you need.
To create a sub-document, click the “+” icon next to the document where you want to place it.
Vaiz will create and open an Untitled document automatically. You can rename it by clicking the document title and editing the text.
Step 2. Add content
Click inside the document body and start typing.
To add structured content, type “/” to open the block menu. From here, you can insert different types of content, such as headings, lists, tables, or interactive elements (check out our complete guide to Embedded tools).
Select the block you need, or start typing its name to find it faster.
To mention a person, task, document, or milestone, type “@”. A suggestion menu will open so you can select the item you want to reference (check out our guide to Mentions and notifications).
You can also type “?” to open AI help when you want assistance with writing or editing content (check out our guide to AI description).
Step 3. Use document tools
At the top of the document, you’ll find quick actions that help you manage it:
- add an emoji to the document
- mark it as favorite
- follow or unfollow updates (for more details, see “How to follow tasks and documents in Vaiz”)
- copy a link to share
Step 4. Open document settings
Click the three-dot menu in the top-right corner of the document.
From here, you can access additional document actions, including:
- opening the document in the sidebar
- copying a direct link
- enabling document tools
- showing invisible characters
- enabling spell check
- viewing document history
- duplicating the document
- duplicating it together with sub-documents
- moving the document to another location
- creating sub-documents or sibling documents
- archiving or deleting the document
Note: You can also open the same menu from the left sidebar by clicking the three-dot icon next to the document name.
Step 5. Track changes in a document
At the bottom of the document, open the Activities tab. Here you can see recent changes, such as when the document was created or renamed.
