Self Help
VoVo Docs Self Help
VoVo Docs adds documents to your VoVo website admin. VoVo saves as you type, keeping unsent changes on this device until they are saved. Each document belongs to the website where it was created.
Before you start
Check that the website selector in your admin shows the website where the document should live. Documents stay with that website and never move to another one. If you can't find VoVo Docs in the Team section of your admin sidebar, ask your account owner or a website administrator to check that VoVo Docs is active for this website and that you are on its staff.
Find and create documents
In your website admin, select VoVo Docs in the Team section of the sidebar. It opens the Files page for this website:
- Recent lists the documents you can open, newest activity first.
- My files lists the ones you own, in folders you can nest.
- Shared with me lists the ones other people shared with you.
- Starred lists the ones you starred.
- Trash keeps what you moved to the trash for 30 days, so you can restore it, then deletes it for good.
Search finds words in names and in the text. You can sort, filter by owner or type, and switch between a list and a grid; each document shows a picture of its first page once someone who can edit it has opened it. Select several items to move, star, download or move them to the trash at once.
To start a document, select New document for a blank one, or pick one of the templates. To bring in a Word (DOCX), OpenDocument (ODT), Rich Text (RTF), plain text, Markdown, web page (HTML) or EPUB file, select Upload or drop the file on the page. You first agree that an import may not keep everything exactly as it was. Every upload makes a new document and changes nothing else.
To bring in a file from Google Drive or OneDrive, select Google Drive or OneDrive beside Upload a file to convert and choose the file in the window that opens. Like an upload, it starts converting once you agree that an import may not keep everything exactly as it was, and it comes in exactly as an upload of the same file would, with the same size limit, checks and import report. A Google Docs document comes in as a Word file. The buttons appear when your website has Google Drive or OneDrive turned on in its settings. Each person connects their own account: until you do, the button reads Connect Google Drive or Connect OneDrive, and after you sign in you come back to the same page. If your browser blocks the window, allow pop-ups for your website and try again. Google Drive and OneDrive are not offered in a support session, and in the VoVo app you use Import a file.
To bring a file into a document you have open, from your device, Google Drive or OneDrive, choose File > Import into this document; VoVo saves the version before it first, so Version history can undo it. Pictures are saved to your website's Hub, and comments and tracked changes become comments and suggestions. Anything that could not carry over is listed under Import notes until you dismiss it, and the original file you uploaded can be downloaded again from Version history with Download original file. Only the person who uploaded it and the document's owner can download the original, because it still holds anything VoVo left out of the document. A document made from a Markdown file offers Markdown first in File > Download, and a note lists what Markdown can't keep.
Start from a template on the Files home: a classic or modern resume, a cover letter, a letter, meeting notes, a project proposal, a report, a three-panel brochure ready to fold, a newsletter or a lesson plan. Replace the text in brackets with your own.
To reuse a file of your own, choose File > Save as template. It appears under This website's templates, where your website's staff can start new files from it. It keeps the content as it was when saved, without comments. Accept or reject open suggestions first. Templates count toward your storage, and a website keeps up to 100. The person who saved a template, or a website administrator, can rename or delete it there. Deleting one doesn't change files already started from it.
Upload a PDF to turn it into a document. VoVo Docs keeps its text, headings, bold and italic, lists, links, simple tables and pictures. A scanned PDF has no text to convert. To keep a Word file a Word file, choose Keep it a Word file when you upload it; VoVo Docs first lists anything that would be lost, and every download is a .docx with your changes.
Work in the editor
In the title bar, select the name to rename the document, star it, move it to a folder, see who else is in it (select a person to jump to where they are), and use Share. The back arrow returns you to Files.
The menus run along the top. Press Alt+/ to search every command by name, or Ctrl+/ (Cmd+/ on a Mac) to see all the keyboard shortcuts. View > Hide the menus (Ctrl+Shift+F) gives the page more room; the arrow at the end of the toolbar brings them back. The editor follows your light or dark setting.
Press Alt, or Alt+/ to search the menus, and use the arrow keys to move through them. Press F6 to move between the menus, the toolbar, the page, the side panel and any notices; Shift+F6 goes back. If your browser keeps F6 for its address bar, use Ctrl+F6. In the toolbar, the Left and Right arrow keys move between buttons. Escape closes a menu, panel or dialog and returns you to where you were. A notice with an action, such as Undo, stays until you dismiss it, and F6 reaches it.
On a phone, the menus sit behind the Menus button at the top; each menu opens across the screen, and Back returns to the one before. Comments, version history, sharing and the other panels open as full screens; close them with the X at the top. On iPhone and iPad, the menus, toolbar, panels and dialogs follow the text size set in Settings, while the document keeps its own size.
With a screen reader, the document reads with its headings, lists, tables, links and image descriptions. When the cursor moves into a comment or a suggested edit, you hear who wrote it and what it says, and Ctrl+Alt+Shift+A (Cmd+Option+Shift+A on a Mac) opens the comments. When an image, link or linked chart is selected, Alt+F10 moves to the bar of buttons next to it, and Escape comes back to the text. On a phone or tablet the text flows at the width of the screen, pictures shrink to fit, and pop ups stay above the keyboard.
Format text
The toolbar and the Format menu cover:
- Text: bold, italic, underline, strikethrough, superscript, subscript, fonts, sizes, text color, highlight and capitalization.
- Paragraph styles: Normal text, Title, Subtitle and Heading 1 to 6. You can update a style to match your text, save the styles as your own defaults, use them in another document, or reset them.
- Paragraphs: alignment, indents, line spacing and paragraph spacing. Format > Paragraph styles > Borders and shading adds borders and a background color.
- Right to left: the right-to-left buttons, or Ctrl+right Shift (Cmd+right Shift on a Mac), write a paragraph right to left; Ctrl+left Shift goes back. They show when the document's language is right to left, in a right-to-left paragraph, or always if you turn them on in Tools > Preferences.
- Lists: bullets, numbering and checklists, with marker styles, levels, and restart or continue numbering.
Paint format copies formatting with one click, or keeps painting after a double click. Clear formatting (Ctrl+\) removes it.
Insert
From the Insert menu you can add links, tables, quotes, horizontal lines, page breaks, bookmarks, emoji and special characters.
Images can come from your device, your phone's camera, the Hub or a web address. VoVo keeps a copy in your website's Hub, so nothing loads from another site. Select an image to resize, crop, rotate or wrap it, or to add alt text. Format > Image > Image options changes its color, transparency, brightness and contrast.
Right-click a table to add rows and columns, merge cells, sort, or set colors and borders.
Insert > Chart > From VoVo Sheets adds a chart from one of your spreadsheets, linked to it. When the data changes, select the chart and choose Update on the bar over it, or choose Tools > Update all linked charts. Unlink keeps it as an ordinary picture.
Insert > Drawing opens a canvas for shapes, lines and arrows, scribbles, text boxes, word art and pictures from the Hub. Pick a tool and drag, or press Enter to add one in the middle. Select items to change their fill, line, text, order and alignment, or to group them. Save and close puts the drawing in the document like an image. To change it later, double-click it, press Enter on it, or use Format > Image > Edit drawing.
Tabs
- Insert > Tab (Shift+F11) adds a tab. The first time, everything already in the document becomes Tab 1. A document holds up to 100 tabs.
- The Document tabs panel on the left lists the tabs and, under the open one, its headings. View > Show tabs and outline, or the tabs button at the start of the toolbar, shows or hides it. On a phone it opens over the page.
- A tab's options button opens its menu: rename, choose or remove an emoji, add a subtab (up to three levels), duplicate, move up or down, make it a subtab or move it out a level, copy a link, or delete. Undo in the notice brings a deleted tab back. A duplicated tab leaves out comments and suggestions.
- In the panel, the arrow keys move between tabs and headings and Enter opens one. F2 renames a tab, Delete deletes it, Shift+F10 opens its menu, and Alt+Shift with the arrow keys moves it or changes its level.
- Only the open tab shows. Find and replace, word count, pages, tables of contents, figure, table and note numbers, and printing work on the open tab, and the page address names it.
- Links can go to a tab, or to a heading in any tab; a heading's link button in the panel copies its link. Cross-references, comments and other people's cursors open their tab when you go to them.
- Viewers can open tabs and copy links; only editors can change tabs.
Pages, sections and headers
- Insert > Break adds a page break, a section break (next page or continuous) or a column break (Ctrl+Shift+Enter).
- Format > Columns sets one to three columns, or up to six with your own spacing and a line between.
- Insert > Headers and footers adds them; click one to edit it, or double-click an empty top or bottom margin. Format > Headers and footers sets a different first page and different odd and even pages. Press Escape to go back to the text.
- Insert > Page numbers puts page numbers or the page count in a header or footer, in five formats from any start number.
- Insert > Watermark adds text or a picture behind every page.
- Tools > Line numbers numbers the lines on each page, each section or the whole document.
- Format > Hyphenation turns on automatic hyphenation, adds an optional hyphen, or keeps a paragraph from hyphenating. Format > Line and paragraph spacing has widow and orphan control.
- In a pageless document, headers, footers, page numbers, columns, line numbers and the watermark show only in print and downloads.
- While you edit a header or footer, the toolbar and the Format menu format its text.
- File > Print prints the pages exactly as they look on screen. In a document with tabs, it prints the open tab.
Smart chips and building blocks
Type @ anywhere in a document to add a smart chip: a person who can open the document, a date, a dropdown such as a status, another document, a placeholder to fill in, a variable, a place with a map link, or a stopwatch or timer. You can also find them under Insert > Smart chips. Click a chip, or select it and press Enter, to change it. Changing a variable under Insert > Smart chips > Variables changes every copy of it at once.
Insert > Building blocks adds meeting notes, an email draft, a calendar event draft, a checklist, and task, project, roadmap and review trackers.
To make your own, select part of a document and choose Insert > Building blocks > Save selection as a building block. Everyone who edits your website's documents finds it there. The person who saved it, or a website administrator, can rename or delete it in Manage building blocks.
When your website has VoVo Events, a calendar event draft has Create in VoVo Events: a new event opens with its name, date, times and description filled in, and nothing is saved until you choose Create event.
Contents, notes and equations
- Table of contents: Insert > Table of contents adds one with page numbers or with links, or a table of figures built from your captions. Select Update after you change headings or captions.
- Footnotes and endnotes: Insert > Footnote (Ctrl+Alt+F) and Insert > Endnote add notes that number themselves and are listed under the text. Select a note and press Enter to change it.
- Captions: Insert > Caption numbers figures, tables and equations in order.
- Cross-references: Insert > Cross-reference points to a heading, bookmark or caption and changes when it does. Tools > Update cross-references refreshes page numbers. Press Alt+Enter, or hold Ctrl (Cmd on a Mac) and click, to go to what it points to.
- Equations: Insert > Equation (Alt+= on Windows) has a symbol toolbar and LaTeX input.
- Bookmarks: View > Show bookmarks lists every bookmark, so you can go to one, rename it, link the selected text to it or copy a link that opens the document there.
Select a word or phrase and choose Insert > Index > Mark entry (Alt+Shift+X on Windows) to add it to the index, with an optional subentry, a "See" reference, and a bold or italic page number. Mark all marks every place those words appear. Insert > Index > Insert index lists your entries A to Z in one or two columns. Select Update after you change entries; marking an entry updates the index for you. Turn on non-printing characters to see the entries and click one to change or remove it.
Citations and bibliography
Insert > Citation cites a source where the cursor is. The first time, you add the source: a book, a chapter in a book, a journal, magazine or newspaper article, a web page, a report, or a film or video, with its authors or editors, title and details. The Citations panel (Tools > Citations) lists the document's sources, so you can cite, edit or remove one, and sets the citation style for everyone: MLA (9th edition), APA (7th edition) or Chicago (author-date, 17th edition).
Click a citation, or select it and press Enter, to add a page or location, leave out an author already named in the sentence, cite another source in the same place, or delete the citation.
Insert > Bibliography adds the list of sources, titled Works Cited for MLA and References for APA and Chicago. Bibliography options changes the title and lists only the sources cited or every source. It updates as you cite. When someone else changes the citations it shows Out of date until you select Update, or choose Tools > Update bibliography. A document holds up to 500 sources and a citation up to 20. Removing a source also takes it out of the citations that use it.
Writing tools
- Find and replace (Ctrl+F, Ctrl+H) can match case, match whole words or use regular expressions. Replace all is undone in one step.
- The View menu shows a ruler for margins and indents, Show tabs and outline for your tabs and headings, non-printing characters and zoom.
- File > Page setup sets pages or pageless, the paper size, orientation, margins and page color for everyone and for prints. Each section can have its own paper size, orientation, margins, columns and page numbering.
- Tools > Word count (Ctrl+Shift+C) counts pages, words and characters, and can stay on screen while you type.
- Your ruler and word count choices are remembered on this website.
- File > Language sets the document's language, so spelling and quotation marks follow it.
- Tools > Preferences turns smart quotes, automatic links, lists, capital letters and Markdown on or off, and edits the list of automatic substitutions.
- Tools > Website dictionary keeps names and terms that every document on the website treats as spelled right. Select a word and choose Tools > Add to website dictionary to add it.
- Tools > Compare documents opens a copy that shows the differences from another document as suggested edits.
Voice typing and read aloud
- Tools > Voice typing (Ctrl+Shift+S, Cmd+Shift+S on a Mac) types what you say where the cursor is. Choose the language you speak, select the microphone and allow the page to use it. To stop, say "stop listening", select the microphone again or press Escape. In English you can say punctuation such as "period", "comma" or "question mark", and "new line" or "new paragraph". Voice typing is free and uses your browser's own speech recognition, which works in Chrome, Edge and Safari. Where the browser can't, Use JagAI types what you say instead, paid from your website's Platform Wallet: it shows what a minute can cost first, and silence is not sent. Voice typing is for people who can edit the document.
- Tools > Read aloud (Ctrl+Alt+Space) reads the selected text, or from the cursor to the end of the open tab, and highlights what it is reading. Choose a speed and a voice; this browser remembers them. Read aloud is free and uses your browser's own voices, so nothing is recorded or sent. Footnotes, endnotes and pictures are skipped. It appears only in browsers that can read aloud.
Focus mode and the immersive reader
View > Focus mode (Ctrl+Alt+Shift+F, or Cmd+Option+Shift+F on a Mac) hides the menus, toolbar and side panels so only your page is left. With Dim other paragraphs on, every paragraph except the one you are writing fades back; turn it off to keep just the page. View > Immersive reader (Ctrl+Alt+Shift+R) shows the open tab as flowing text in one column. In Reading settings choose the font, text size, line spacing, text spacing, column width and background, and turn on line focus to shade everything except one, three or five lines around your cursor; it follows the sentence being read aloud. Read aloud reads from the cursor with your browser's voices. Press F6 to reach the small bar, and press Escape, the leave button or the same shortcut to go back. Your choices stay in this browser and never change the document, and printing still prints the document's own pages.
Markdown and pasting
Markdown shortcuts such as # and **bold** format as you type, unless you turn off Automatically detect Markdown in Tools > Preferences. Code blocks show syntax colors, with a language picker on each block. Edit > Paste from Markdown and Edit > Copy as Markdown convert both ways. Pasting from another document editor or a web page keeps headings, lists, tables, links and images, and saves the images to your website's Hub.
Accessibility check
Tools > Accessibility check lists what could make the document hard to read with a screen reader, a keyboard or low vision: images and charts without useful alt text, headings that skip a level or are empty, colored text that is hard to read on its background, tables without a header row, merged table cells, links such as "click here" and long runs of capital letters. Go to shows each one. Where the fix is clear, a button makes it: add alt text, change the heading level, make the first row a header row, unmerge cells, use a color that is easy to read, change the link text or change to sentence case. Color and text fixes made while suggesting arrive as suggested edits. When you can only suggest or comment, Comment marks the spot for an editor. The list checks again after each fix.
Screen reader announcements
With a screen reader you hear when someone joins or leaves the document, and when someone else edits near your cursor, never more than every few seconds. Nothing is announced about your own changes. Tools > Announce collaborators turns this off or on, and your choice is remembered on this website.
Suggest changes
Choose Editing, Suggesting or Viewing from the mode switch or View > Mode. In Suggesting mode your changes appear in your color, for an editor to accept or reject. Editors review them one at a time or all at once from Tools > Review suggested edits, and you're told when your suggestion is decided. People who can comment can also suggest.
Tools > Combine revisions brings the changes from up to five revised copies of a document into the one you have open, as suggested edits. Add each copy from your website's documents or as a Word, OpenDocument or rich text file from your computer, and type the reviewer's name for it. Each reviewer's suggestions show in their own color, and comments in a file from your computer come along with the reviewer's name in front. When two copies change the same words differently, both suggestions are kept one after the other, so accept the one you want and reject the rest. One Undo takes the whole combine back out.
JagAI
JagAI sits in the JagAI menu, the sparkle on the toolbar and the JagAI button in the title bar, which opens the JagAI panel. Website staff who can manage content can use it; each use is paid from the website's Platform Wallet by what it actually uses, with the cost shown before it runs. Owners and administrators can turn JagAI off or set a daily limit in JagAI > JagAI settings for this website.
The price before each use: every paid JagAI use shows what it will likely cost and the most it can cost before anything is sent, a single edit such as Rewrite or Proofread included. Choose Run to go on or Cancel to send nothing. For single edits the dialog has Don't ask again today: tick it and single JagAI edits run without asking until tomorrow, in this browser. Pictures, dictation and jobs that run in several parts, such as translating a whole document, always show their price. Where JagAI is never charged, no price is asked for.
JagAI in VoVo Docs helps you write, rewrite, proofread, summarize, outline, translate, make tables and pictures, answer questions about the document, work through open comments and match another document's formatting. In the JagAI menu these are Help me write, Continue writing, Rewrite (shorter, longer, more formal, friendlier or as bullets), Proofread, Summarize, Outline, Ask about this document, Translate (the selection, or a copy of the document), Make a table, Make a picture, diagram or infographic, Change this picture, Summarize comments and draft replies and Match the formatting of another document.
- Everything JagAI writes arrives as suggested edits marked JagAI for and your name. Choose Keep or Remove, or decide each one in Suggested edits.
- Pictures are kept in your website's Hub and go into the document as a suggestion.
- Share with the VoVo picture library in Make a picture, diagram or infographic is checked, so the picture joins the shared VoVo picture library once VoVo has checked it, and other VoVo websites can use it. They never see that your website made it. Uncheck it before you choose Continue to keep the picture only in your Hub. A picture from Change this picture never joins. In your website admin, The File Hub > Pictures finds pictures other websites shared, lists what your website shared and lets you stop sharing a picture.
- In Help me write, Make a table, Outline and Ask about this document you can choose up to five other documents or spreadsheets on this website for JagAI to use. Only files you can open are used, and the answer links back to each one.
- For comments, JagAI drafts replies; you post them and resolve the comments yourself.
- Results are labeled Made with JagAI. Check it before you use it.
Recordings and audio summaries
- JagAI > Transcribe a recording writes down a recording of up to 30 minutes. Choose an MP3, M4A, WAV, OGG or WebM file, or select Record. Choose the language spoken or let JagAI detect it, and whether to label who is speaking. JagAI shows the cost first; labeling the speakers is a second step with its own cost, and without it the transcript shows times only. The transcript arrives as a suggestion under a heading with the recording's name; accept it to keep it. The recording is kept with the document once you choose Continue, even if you then cancel.
- JagAI > Audio summary opens a panel where JagAI first writes a spoken summary, about one or about three minutes long, of the whole document or the open tab. Read it and change it if you like, choose a voice, then select Make the audio. Each step shows its cost first. The audio is kept with the document.
- View > Audio lists the recordings and audio summaries kept with the document, so you can play, download, transcribe or remove them. They are kept in your website's Hub and count toward your storage. A file can be up to 100 MB, and a document keeps up to 200. Removing a recording leaves any transcript made from it.
Transcribing and audio summaries are for people who can edit the document. Voice typing and read aloud are under Tools.
Mail merge
Open Tools > Mail merge to make letters, labels or envelopes from a VoVo Sheets spreadsheet or a Membership list. Insert fields where you want each person's details, set the text to show when a value is missing, and use Previous and Next to check a few records. Choose a new document or a PDF. Up to 2,000 records merge at a time. Cells with formulas merge blank, so paste them as values first. To email a list, use Communications.
Comments
Select text and choose Insert > Comment (Ctrl+Alt+M) to start a discussion. Type @ to mention someone who can comment on the document; they get a notice, and you can tick Assign to to give them the comment.
In the Comments panel you can:
- reply, or react with an emoji;
- edit or delete your own comments;
- resolve or reopen a thread;
- show All, Open or For you;
- use Copy link to comment to send someone straight to it.
Share
Share a document from File > Share or the Share button.
- Add people from your website's staff and members as viewers, commenters or editors, and choose whether to notify them with a short message.
- Choose who else can open it.
- Make links with a role, an optional password and an end date, and turn a link off at any time.
- In the sharing settings, choose whether editors can change who has access, and whether viewers and commenters can download, print and copy.
- Give someone an end date with Access ends; their access ends at the end of that day.
- The owner can choose Make owner to hand the document to someone on the website's staff. The old owner stays on as an editor.
- People who can share see Access requests here and choose Approve or Deny.
People hear about shares, mentions, replies and comments assigned to them in their bell and in the VoVo app.
Ask for access
If you open a link to a document you can't open, sign in and choose the access you want, add a message if you like, and select Ask for access. Inside a document you can view or comment on, File > Request edit access (Request more access for viewers) asks for more. People who can share the document decide.
Approvals and locks
- File > Approvals asks up to 10 staff members who can open the document to approve it. You can lock the document while it waits, so nobody can edit, comment or suggest. One rejection ends the request, and a change to the document resets approvals already given. Editors can ask, one request at a time, and the person who asked or the owner can cancel it.
- File > Lock document lets the owner stop everyone from editing, commenting or suggesting until the owner chooses File > Unlock document. The title bar says Locked.
Activity, notices and assignments
- Tools > Activity dashboard shows editors who opened the document as themselves, and when. Under Your privacy, Show my views to editors decides whether your own views show, for every file on this website.
- Tools > Notification settings chooses the comment notices you get for this file: All comments, Only comments for you or None.
- Put the cursor in a checklist item and choose Tools > Assign checklist item to give it to someone on your website's staff, with an optional due date. Their name shows after the item. When your website has Project Management, Add to Project Management then starts a task with the item's text and due date; you pick the project there, and nothing is saved until you create it.
- Tools > Assigned to me lists the checklist items and comments assigned to you on this website, with their due dates.
- File > Remove from Shared with me takes a document off your Shared with me list. You can still open it, and File > Add to Shared with me puts it back.
Version history
Open File > Version history (Ctrl+Alt+Shift+H) to see earlier versions grouped by day, each with the people who edited it. Choose a version to read it, with each change highlighted in the color of the person who made it; turn off Show changes to see it plain.
You can name or rename a version, show only named versions, restore a version (the version you have now stays in the history), or make a copy of a version as a new document. After a restore, the Files page shows the document's icon in place of its picture until someone who can edit it opens it again.
VoVo keeps earlier versions of each document. Versions you name stay as long as the document exists, up to 100 of them. Automatic versions are all kept for 30 days, then one for each day until they are a year old, then one for each week, up to 1,000. The newest version is always kept. Versions count toward your website's plan storage.
Download, copy and print
File > Download saves the document as PDF, Word, OpenDocument, Rich Text, plain text, a zipped web page, an EPUB book or Markdown. The PDF keeps the document's page size, margins, sections, headers and footers, styles and pictures. In a document with tabs, every tab is included and starts on a new page, and PDF and Word can also save just the tab you're reading. To save an earlier version, open Version history, pick the version and choose Download as Word; your current document doesn't change. File > Make a copy makes a new document, with or without its comments.
File > Print gives the pages you see on screen: margins, columns, headers and footers, page numbers, page and section breaks and the watermark. Download > PDF follows the same layout, with pictures in headers and footers, and shows a picture taller than a page smaller so it is never cut off. In the PDF, line numbers can drift slightly next to headings, page numbers keep counting across a section that starts its own numbering, footnotes are listed at the end of each tab, and a header or footer line prints in the format of its first words. When those must match the screen exactly, use File > Print and choose Save as PDF.
If the owner turned off downloading, printing and copying for viewers and commenters, those choices don't appear for them.
Publish to the web
File > Publish to web makes a page anyone with its address can read, with a Link and an Embed code that shows the page inside your website's own pages. Website staff who can share the document can publish it. The page leaves out comments, suggested edits, names and version history, and updates as the document changes.
- Only the owner can tick Let search engines show this page. It's off by default.
- Stop publishing takes the page and every embed down at once. Publishing again gives a new address.
Send to another part of your website
File > Send to starts a draft from the document in another part of your website: Blog post draft, Email draft, Newsletter draft or Send for signature with AgreeRoute. Each choice shows only when your website has that feature and you may start drafts there, and you need to be website staff who can copy the document.
The draft opens in a new tab with the title and text filled in. Pictures, comments and suggested edits are left out, and an agreement takes plain text of 20 to 50,000 characters. Nothing is saved until you review the draft and save it there, and what you save is a draft: nothing is published or sent.
Notification rules
Tools > Notification rules has Tell me when someone else changes this document. Notices reach your bell and the VoVo app a few minutes after the changes. You can turn the whole type off in your notification settings.
In the VoVo app
Open VoVo Docs from your website in the VoVo app. The app shows its own screens for VoVo Docs, built from what your website describes, so there is nothing extra to download. These screens are for your website's staff.
- Files has Recent, My files, Shared with me, Starred and Trash, with search and folders. Each row shows the name, the owner, your access and when it was last edited.
- New document starts a blank document. Import a file turns a Word, OpenDocument, Rich Text, plain text, Markdown, web page or EPUB file from your phone, up to 50 MB, into a new document after you agree that the import may not match exactly.
- On each file: Download as Word, PDF, OpenDocument, Rich Text, plain text, a zipped web page, EPUB or Markdown, to save it or share it with another app; Share; Comments; Version history; Rename; Move; Star or Remove star; Move to trash; and Restore from the trash.
- Share has People, Links and Requests. Add people as viewers, commenters or editors, with a notice and a message; make a link with a role, an optional password and an end date, or turn one off; change or remove someone's access, or remove your own; choose who else can open the file (only the people added, everyone on your website's staff, or everyone with a membership on your website); change the sharing settings; set when someone's access ends; make someone the owner; and approve or deny access requests. The app asks you to confirm it is you before a change to who can open a file.
- Comments has Open, Resolved, For you and Suggestions. Reply (mentioning one person), resolve, reopen, assign, edit or delete your own comments, and accept or reject suggested edits; a decision reaches the text as soon as someone who can edit has the document open.
- Version history has All and Named. Name the current version, name or rename a version, or restore one; a restored version is saved as a new version and nothing is erased.
Tapping a file opens the editor inside the app at the width of your phone, as the same page your website shows. Inside it, File > Download points to the app's own Download, and File > Send to, Create in VoVo Events and Add to Project Management are not offered, because they open other parts of your website. JagAI works in the editor, with the same cost shown before it runs.
Your phone gets a notice when a file is shared with you, when someone mentions you, replies to you or assigns you a comment, and when someone asks for access to a file you can share. Tap it to open the file. Each kind appears in the app's notification settings for the website after the first one arrives, where you can turn it off.
While VoVo Docs is turned off for a website, the app's Files screen offers only Download.
On the central admin
Central super admins can also use VoVo Docs on the VoVo central admin. Documents there belong to VoVo, not to a website, and you share them only with other central super admins. Publishing to a website, links for anyone, website templates and Membership mail merge are for websites only, so the central admin does not offer them. AI on the central admin is SubAI, not JagAI: it works with text only, at no charge, so making pictures, audio summaries, transcription and voice typing with AI are not offered there. The VoVo app shows website documents only.
Working offline
If you lose your connection, keep working. The title bar says Offline, and your changes are kept on this device and saved when you are back online. If you reload the page while offline, it opens from the copy on this device. If someone restores the document to an earlier copy while you have unsaved changes, your changes are not added to it. They stay on this device, and staff can choose Make a copy with them to get a copy of the document with your changes in it, or discard them. File > Changes kept on this device shows them again later.
How saving works
There is no Save button. VoVo saves as you type and keeps unsent changes on this device until they are saved. The title bar shows where things stand:
- Saving: you made a change that your website hasn't confirmed yet.
- All changes saved: every change is stored on your website.
- Offline, changes kept on this device: VoVo can't reach your website right now. Your changes stay in this browser and are sent when the connection returns.
If you close the tab before your changes are saved, open the same document again in the same browser on the same device while you are online. VoVo finds the unsent changes it kept and saves them.
A few limits apply:
- Opening a document needs a connection. Changes are kept on the device only for a document that was already open.
- Changes kept on one device can't be seen on another device until they are saved.
- Some browsers, such as a private or incognito window, can't keep changes on the device. The title bar then says Offline. Changes are not saved yet; keep this tab open. Keep the tab open until it shows All changes saved.
- Signing out of VoVo in this browser deletes the copies kept on this device, so the next person on it cannot read them. If changes are still waiting to be sent, your browser asks before you leave the page: stay until it shows All changes saved, then sign out. Another account that opens an editor in the same browser removes what an earlier account left there.
If you have the same document open in more than one window or on more than one device, each one shows the saved changes from the others as you type, with each person's cursor in their color.
If saving stops
When VoVo can't save a change, the title bar says why:
- Can't save. You no longer have edit access. Your access to this document changed. Ask its owner or a website administrator.
- Can't save. Your session has ended; sign in again. Sign in to your website admin again, then open the document again.
- This editor is out of date. Reload the page. VoVo Docs was updated while the document was open. Reload the page to continue.
Who can see your documents
A document belongs to one website. It doesn't appear when you work in your other websites, and other VoVo customers can't see it, search for it or open it. Inside your website, a document you create opens only for you until you share it. People you share a document with who aren't on your website staff find it under Shared documents in their account on your website. A document published to the web can be read by anyone with its address until publishing stops.
Backups and restores
A full backup of your website includes VoVo Docs. It keeps:
- every document and folder, with its latest content, including changes made since the last saved version;
- version history, with named versions and the original files you imported, and the import notes;
- comments, replies, suggested edits and the edits JagAI made for people;
- who each document is shared with by name, access requests, approvals and locks, assignments, and notification rules and settings;
- each person's stars, trash, Recent and Shared with me choices, and the views the Activity dashboard shows;
- your website's templates, building blocks and website dictionary, and each person's preferences.
Pictures and recordings that documents keep in your website's Hub are backed up with the Hub.
Some things are never in a backup:
- Share links. A restored document comes back without the links made for it, so make a new link for anyone who still needs one. A restore never brings back a link that was turned off.
- Pages published to the web. A restore never brings back a page whose publishing was stopped. A page that is still published shows the restored document, not the one from before. If a page you need is no longer published, publish it again; publishing again gives a new address.
- Search text. It is made again from each restored document, so for a short time after a restore, search may find a document only by its name.
When your website is restored from a backup:
- Anyone who has a document open sees This document was restored to an earlier copy and the page loads the restored document.
- Changes that were not saved yet in someone's browser are never added to the restored document. They stay on that device, and File > Changes kept on this device offers Make a copy with them (for your website's staff, in the admin), Keep for now or Discard changes.
- Nothing is sent again: no notice, email, blog post, newsletter or agreement draft, and no JagAI request runs again. Tell me when someone else changes this document starts from the restored document, so the restore itself is not reported as someone's change.
Restoring an earlier version from Version history is different: it changes only that document, keeps the version you had in the history, and keeps its links; a published page updates as it does for any other change.
If VoVo Docs is turned off or removed
Nothing deletes your documents: not turning VoVo Docs off for a website, not its access ending on a website (for example when a payment for it is reversed), and not uninstalling it with your files kept.
- While VoVo Docs is off or its access has ended on a website, its Files page and documents still open there for your website's staff, read only: you can read and download every document, but you can't create, change, share or comment on one.
- Members, share links and pages published to the web don't open while VoVo Docs is off.
- Everything opens for editing again, unchanged, when VoVo Docs is active on that website again.
- Uninstalling VoVo Docs from a website keeps its documents in your website's data, but they don't open there until VoVo Docs is installed on it again. Before you uninstall, download your website's data export: it holds every document as a DOCX file, and a short note stands in for any document that could not be converted at that moment.
Keyboard shortcuts
Help > Keyboard shortcuts (Ctrl+/, or Cmd+/ on a Mac) lists the shortcuts you can use at that moment, and Alt+/ (Option+/ on a Mac) finds any command by name. On some Mac keyboards the F keys need Fn.
Anywhere in the editor
| Windows | Mac | What it does |
|---|---|---|
| Alt+/ | Option+/ | Search the menus |
| Ctrl+/ | Cmd+/ | Show the keyboard shortcuts |
| Alt, pressed and released | Option, pressed and released | Open or close the menus |
| F6 or Ctrl+F6 | F6 or Cmd+F6 | Move to the next part of the window |
| Shift+F6 | Shift+F6 | Move to the previous part of the window |
| Ctrl+Shift+F | Cmd+Shift+F | Hide or show the menus |
| Ctrl+O | Cmd+O | Open Files in a new tab |
| Ctrl+Alt+M | Cmd+Option+M | Add a comment |
| Alt+Shift+X | Insert > Index > Mark entry | Mark an index entry |
| Ctrl+Alt+Shift+A | Cmd+Option+Shift+A | Open the comments |
| Ctrl+Alt+Shift+H | Cmd+Option+Shift+H | Open version history |
| Ctrl+P | Cmd+P | |
| Escape | Escape | Close a menu, panel or dialog |
Edit and find
| Windows | Mac | What it does |
|---|---|---|
| Ctrl+Z | Cmd+Z | Undo |
| Ctrl+Y or Ctrl+Shift+Z | Cmd+Y or Cmd+Shift+Z | Redo |
| Ctrl+X, Ctrl+C, Ctrl+V | Cmd+X, Cmd+C, Cmd+V | Cut, copy, paste |
| Ctrl+Shift+V | Cmd+Shift+V | Paste without formatting |
| Ctrl+A | Cmd+A | Select all (in a document with tabs, the open tab first) |
| Ctrl+F | Cmd+F | Find |
| Ctrl+H or Ctrl+Shift+H | Cmd+Shift+H | Find and replace |
| Ctrl+G, Ctrl+Shift+G | Cmd+G, Cmd+Shift+G | Find the next or previous match |
Text
| Windows | Mac | What it does |
|---|---|---|
| Ctrl+B, Ctrl+I, Ctrl+U | Cmd+B, Cmd+I, Cmd+U | Bold, italic, underline |
| Alt+Shift+5 or Ctrl+Shift+X | Option+Shift+5 or Cmd+Shift+X | Strikethrough |
| Ctrl+. | Cmd+. | Superscript |
| Ctrl+, | Cmd+, | Subscript |
| Ctrl+Shift+. | Cmd+Shift+. | Make the text bigger |
| Ctrl+Shift+, | Cmd+Shift+, | Make the text smaller |
| Shift+F3 | Shift+F3 | Change the capitalization |
| Ctrl+Alt+C | Cmd+Option+C | Copy the formatting |
| Ctrl+Alt+V | Cmd+Option+V | Paste the formatting |
| Ctrl+\ | Cmd+\ | Clear formatting |
Paragraphs and lists
| Windows | Mac | What it does |
|---|---|---|
| Ctrl+Alt+0 | Cmd+Option+0 | Normal text |
| Ctrl+Alt+1 to Ctrl+Alt+6 | Cmd+Option+1 to Cmd+Option+6 | Heading 1 to Heading 6 |
| Ctrl+Shift+L, E, R or J | Cmd+Shift+L, E, R or J | Align left, center, right or justified |
| Ctrl+] | Cmd+] | Increase the indent |
| Ctrl+[ | Cmd+[ | Decrease the indent |
| Ctrl+Shift+7 | Cmd+Shift+7 | Numbered list |
| Ctrl+Shift+8 | Cmd+Shift+8 | Bulleted list |
| Ctrl+Shift+9 | Cmd+Shift+9 | Checklist |
| Ctrl+Alt+Enter | Cmd+Option+Return | Check or uncheck a checklist item |
| Tab, Shift+Tab | Tab, Shift+Tab | In a list, move the item in or out a level |
| Shift+Enter | Shift+Return | Line break |
| Ctrl+Shift+B | Cmd+Shift+B | Quote |
| Ctrl+right Shift | Cmd+right Shift | Write the paragraph right to left |
| Ctrl+left Shift | Cmd+left Shift | Write the paragraph left to right |
The right-to-left keys work when the right-to-left buttons show (see Format text).
Insert
| Windows | Mac | What it does |
|---|---|---|
| Ctrl+Enter | Cmd+Return | Page break |
| Ctrl+Shift+Enter | Cmd+Shift+Return | Column break |
| Ctrl+K | Cmd+K | Insert or change a link |
| Alt+Enter | Option+Return | Open the link at the cursor, or go to what a selected cross-reference points to |
| Ctrl+click | Cmd+click | Follow a link while you edit |
| Ctrl+Shift+Space | Cmd+Shift+Space | Non-breaking space |
| Ctrl+Alt+F | Cmd+Option+F | Footnote |
| Ctrl+Alt+D | Cmd+Option+E | Endnote |
| Alt+= | none, use Insert > Equation | Equation |
| Ctrl+Alt+Y | Cmd+Option+Y | Alt text for the selected image |
| Shift+F11 | Shift+F11 | Add a tab |
| @ | @ | Add a smart chip |
| Enter | Return | Open the selected footnote, endnote, equation, cross-reference, citation or smart chip |
| Tab, Shift+Tab | Tab, Shift+Tab | In a table, go to the next or previous cell; Tab in the last cell adds a row |
Tools and views
| Windows | Mac | What it does |
|---|---|---|
| Ctrl+Alt+Shift+Z | Cmd+Option+Shift+Z | Editing mode |
| Ctrl+Alt+Shift+X | Cmd+Option+Shift+X | Suggesting mode |
| Ctrl+Alt+Shift+C | Cmd+Option+Shift+C | Viewing mode |
| Ctrl+Shift+P | Cmd+Shift+P | Show non-printing characters |
| Ctrl+Shift+C | Cmd+Shift+C | Word count |
| Ctrl+Shift+S | Cmd+Shift+S | Voice typing |
| Ctrl+Alt+Space | Cmd+Option+Space | Read aloud |
| Ctrl+Alt+Shift+F | Cmd+Option+Shift+F | Focus mode |
| Ctrl+Alt+Shift+R | Cmd+Option+Shift+R | Immersive reader |
| Alt+F10 | Option+F10 | Move to the bar of buttons next to the selected image, link or chart |
| Escape | Escape | Leave a header or footer, focus mode, the immersive reader, voice typing or read aloud |
Document tabs panel
| Windows | Mac | What it does |
|---|---|---|
| Up, Down, Home, End | Up, Down, Home, End | Move between tabs and headings |
| Enter | Return | Open the tab or heading |
| F2 | F2 | Rename the tab |
| Delete | Delete | Delete the tab |
| Shift+F10 | Shift+F10 | Open the tab's menu |
| Alt+Shift+Up, Alt+Shift+Down | Option+Shift+Up, Option+Shift+Down | Move the tab up or down |
| Alt+Shift+Right, Alt+Shift+Left | Option+Shift+Right, Option+Shift+Left | Make it a subtab, or move it out a level |
Only editors can rename, delete or move tabs.
On a Mac, Cmd+H hides the browser, so use Cmd+Shift+H or Edit > Find and replace, and Cmd+Option+Space may open a Finder search, so use Tools > Read aloud if it does.
Get Help
Help > Self Help and Help > FAQ in a document open this guide and its questions. Everyone on your website's staff can read them.
If something isn't working, the person who bought VoVo Docs for this website can open a support ticket from any of these:
- Help > Get help in a document;
- Get help at the top of the Files page;
- Get help beside VoVo Docs in Marketplace > Installed modules, or beside the purchase in My Purchases, in your website admin.
Each opens Product support in your website admin, where you pick the product, write a subject and the details, and select Open ticket. Say what you did, what you expected and what happened instead. Don't paste document content or passwords into a ticket. If you don't see Get help, ask the person who bought VoVo Docs for your website to open the ticket. For account, billing or sign-in problems, use VoVo platform support.