> ## Documentation Index
> Fetch the complete documentation index at: https://docs.collivo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Documents: Shortcuts, References, and Status

> Write faster with Markdown shortcuts, link to project files, ask AI about a passage, and track a document's status.

## What this helps you do

Documents you create in Collivo open in an editor with a familiar toolbar. This page covers the parts that are easy to miss. For editing with teammates, comments, and earlier versions, see the [related articles](#related-articles).

## Write with Markdown shortcuts

Type these at the start of a line:

| Type | To get |
| - | - |
| `#`, `##`, `###` then a space | Heading 1, 2, or 3 |
| `-` or `1.` then a space | Bullet or numbered list |
| `[ ]` then a space | Checklist item |
| `>` then a space | Quote |
| Three backticks then a space | Code block |
| `---` then a space | Divider |

Inline, `**bold**`, `*italic*`, `~~strikethrough~~`, and `` `code` `` format as you type the closing marker. Press **Tab** and **Shift** + **Tab** to indent and outdent list items.

Markdown also works across the clipboard. Paste Markdown from another tool and it becomes formatted text; copy from a Collivo document and it pastes elsewhere as Markdown. A single paste can be up to 500 KB.

## Link to files and people

Type `@` and start typing a name to insert:

* A **file or folder reference** — a chip that opens that item in the project. Use it to point readers, and the AI, to the source you mean.
* A **mention** of a project member — a chip with their name.

References keep working when the item is renamed or moved.

## Find and replace

Press **Ctrl / Cmd** + **F** inside a document to open the document's own search, instead of the browser's. Use **Enter** and **Shift** + **Enter** to move between matches.

Select **Toggle Search Options** for **Match Case** and **Match Whole Word**, and **Toggle Replace** to replace one match or select **Replace All**.

## Ask AI about a passage

Select at least three characters, then select **Ask AI** in the floating toolbar. The chat opens with your selection attached, so you can ask a question or request a change about exactly that passage. The same toolbar has **Add Comment**.

## Switch to viewing mode

Use the mode button to switch between **Editing** and **Viewing**. Viewing makes the document read-only for you, so you can read or present it without accidental changes. Search, download, version history, and comments still work.

If you only have view permission, the document always opens in **Viewing**, and hovering the mode button tells you why.

## Track status and tags

Use the status button (it shows **No status** at first) to mark where a document stands, such as a draft or under review. Use **Tags** to label documents by topic. Both show up as filters in the **Files** pane, so you can find every document with a given status or tag. See [Work in the Files pane](https://docs.collivo.com/organize/files-pane.md#search-sort-and-filter).

Statuses and tags come from three lists:

* **Personal** — yours only.
* **Project** — shared by everyone in the project. Who can change this list depends on the project's settings.
* **Organization** — shared across the organization. Only organization admins can change it.

Select **Manage statuses** at the bottom of the status list to add, rename, recolor, or remove options, or to copy them from another list.

## Change how the page looks

* **Page Styles**  — add a cover image, page icon, or subtitle, change the font style, size, and page width, and show a table of contents or document stats.
* **Focus mode** — hide the cover and title area while you write.

## Expected result

You can format, link, and search a document without leaving the keyboard, and see its status and tags at a glance and from the **Files** pane.

## Troubleshooting

* **Ask AI or Add Comment is greyed out:** select at least three characters.
* **Typing does nothing:** the document is in **Viewing** mode, locked for review, or you only have view permission. Check the mode button and any banner at the top.
* **Paste blocked:** the content is over 500 KB. Paste it in smaller parts.
* **You cannot change the status list:** organization statuses need an organization admin, and project statuses depend on the project's settings. Use a personal status instead.

## Related articles

* [Work together in real time](https://docs.collivo.com/collaborate/real-time-artifacts.md)
* [Comments and AI-assisted review](https://docs.collivo.com/collaborate/comments-ai-assisted-review.md)
* [Reviews and approvals](https://docs.collivo.com/collaborate/reviews-approvals.md)
* [Version history and restore](https://docs.collivo.com/files-and-versioning/version-history-restore.md)


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