Outline FAQs

Use this document to get started with Outline and address some of the frequently asked questions.

Basic terminology

What are Collections?

Collections are like folders that help organize your documents. They're the main way to structure content in Outline. You can have multiple levels of collections to create a hierarchy.

What's the difference between a Document and a Collection?

Documents contain your actual content, while collections organize these documents. Documents can also contain sub-documents, allowing for nested content within a single document.

Documentation culture & editing

Do I need approval to edit or create documents?

No! We encourage everyone to contribute directly to our documentation. If you see something that needs updating or have knowledge to share, feel free to edit or create documents. We trust our team to make meaningful improvements.

What if I'm worried about making mistakes?

Don't be! Outline keeps a complete history of all changes, so nothing is ever permanently lost. If needed, we can always review and restore previous versions. It's better to contribute and help keep our documentation current than to hesitate.

What about peer review?

While we previously required formal peer reviews, we're moving away from that to reduce friction and encourage more frequent updates from everyone. However, you can still:

  • Use comments to discuss changes or ask questions

  • @mention colleagues for input when needed

  • Share documents with specific team members for feedback

  • Use Google Docs for collaborative writing on complex documents before moving them to Outline

How should I handle major changes to important documents?

For substantial changes to critical documentation:

  • Consider informing relevant team members before or after the change

  • Use comments to explain your reasoning

  • Link to related documents or discussions that informed the change

  • Remember that all changes are versioned and can be reviewed or reverted if needed

What's the best way to collaborate on new documentation?

You have several options:

  • Edit directly in Outline for straightforward updates

  • Use Google Docs for heavy collaborative writing, then transfer to Outline

  • Create a draft in Outline and use comments to gather feedback

  • @mention relevant team members for input

When in doubt, remember the goal is to make documentation maintenance as frictionless as possible while maintaining quality through collaboration rather than formal processes.

Customizing your experience

How do I disable the “Click to Edit” workflow requirement?

Go to your Account Settings → Preferences → “Separate editing mode” and toggle it off. This allows you to edit documents directly without clicking the Edit button first.

Can I customize my notifications?

Yes! You can:

  • Subscribe to specific documents or collections

  • Choose to receive notifications when documents are updated

  • Set email notification preferences in your account settings

  • Mute notifications for specific items

Collaboration features

How do groups work?

Groups allow you to:

  • Organize team members into logical units

  • Mention entire groups using @group-name

  • Set permissions at the group level

  • Manage access to collections and documents

How do I share documents with specific people?

You can:

  • Share directly with individuals using @mentions

  • Share with groups using @group-mentions

  • Adjust viewing/editing permissions for specific collections

  • Generate sharing links for external access

Templates

How do I create and use templates?

An existing template can be picked when creating new documents, on the top right of the screen. Templates can be managed through User Settings, where you can:

  • Create new templates from scratch

  • Convert existing documents to templates

  • Use variables in templates for dynamic content

Document management

How do I organize my documents effectively?

You can:

  • Create collections for different teams or topics

  • Use sub-documents for related content

  • Pin important documents to the sidebar

  • Use the favorites feature for quick access

What formatting options are available?

Outline supports:

  • Full Markdown syntax

  • Rich text editing

  • Code blocks with syntax highlighting

  • Callout blocks (4 different types)

  • Tables

  • Embeds (images, videos, etc.)

Search and discovery

How can I find documents quickly?

Outline offers several search options:

  • Quick search (Cmd/Ctrl + K)

  • Advanced search filters

  • Recently viewed documents

  • Starred/favorite documents

  • Collection browsing

Import/Export

How do I get content in and out of Outline?

Outline supports:

  • Copy/paste from Google Docs (best results using right click > Copy as Markdown)

  • Direct Markdown file import

  • Export to Markdown, HTML, or PDF

  • Bulk export of collections

Additional Tips

  • Use keyboard shortcuts for faster navigation (press ? to see all shortcuts)

  • Create links between documents for better content discovery

  • Use the commenting feature for discussions within documents

  • Take advantage of document history to track changes

Need more help? Consult the Outline documentation or ask Chase for assistance.