Keep Your Documents Under Control
Effective document management is crucial for professional work. Cicero provides robust tools for exporting, importing, versioning, and organizing your documents.
Exporting Documents
Access export options from the toolbar's Save/IO group.
Available Export Formats
Common formats:
- PDF - Universal, preserves formatting
- DOCX - Microsoft Word compatible
- Markdown - Plain text with formatting
- HTML - Web-ready format
When to Use Each Format
PDF - Final deliverables, sharing with clients, printing
- Preserves exact formatting
- Can't be easily edited
- Universal compatibility
DOCX - Collaboration, editing by others
- Widely supported
- Maintains most formatting
- Allows further editing
Markdown - Technical documentation, version control
- Plain text format
- Works with Git and other tools
- Portable and lightweight
HTML - Web publishing, email content
- Ready for web use
- Maintains structure
- Can include styles
Importing Content
Bring content from external sources into Cicero.
Supported Import Formats
- Text files
- Markdown documents
- Word documents (basic support)
- HTML content
Import Workflow
- Click the Import button in the toolbar
- Select your source file
- Review the imported content
- Make any necessary adjustments
Tips for Clean Imports
- Remove unnecessary formatting before importing
- Check heading levels after import
- Verify special characters rendered correctly
- Review links and references
Version History
Never lose your work with Cicero's version history.
How Versioning Works
- Documents are saved automatically as you work
- Each significant change creates a new version
- You can access the complete history of your document
Accessing Version History
- Click the Version History button in the toolbar
- Browse through previous versions
- Preview any version before restoring
- Restore if needed
What Gets Tracked
- Text changes
- Formatting modifications
- Structure changes
- AI-assisted edits
Restoring Previous Versions
If you need to go back:
- Open version history
- Find the version you want
- Preview to confirm it's the right one
- Click restore
Your current version is saved before restoration, so you can always return.
Document Organization
Naming Conventions
Create consistent, descriptive names:
Good examples:
- "Q4-2024-Marketing-Report-v2"
- "Client-Contract-Smith-Draft"
- "Meeting-Notes-2024-12-17"
Avoid:
- "Document1"
- "Final-Final-v3"
- "asdfgh"
Using Folders
Organize documents into logical categories:
- By project
- By client
- By document type
- By date
Archive and Trash
Archive - For completed documents you might need later
- Keeps documents accessible but out of active view
- Searchable when needed
- Can be restored anytime
Trash - For documents you want to delete
- Recoverable for a limited time
- Permanently deleted after trash is emptied
- Prevents accidental loss
Collaboration Features
Sharing Documents
Share your Cicero documents with others:
- Generate shareable links
- Set view or edit permissions
- Track who has access
Comments
Collaborate with comments:
- Add comments on specific text
- Reply to existing comments
- Resolve completed discussions
Word Count and Statistics
Access document statistics from Page Settings:
- Word count - Total words in document
- Character count - With and without spaces
- Reading time - Estimated time to read
- Section breakdown - Words per section
Best Practices
Save early and often: While Cicero auto-saves, develop good saving habits.
Use descriptive names: Future you will thank present you.
Review before exporting: Check formatting in the final format.
Keep versions: Don't delete version history unnecessarily.
Organize as you go: It's easier than reorganizing later.
Export backups: Keep important documents backed up externally.
Get Organized
Start managing your documents effectively today. Open the Cicero Editor and explore the export, import, and version history features.