# Change Calendar Colors
Source: https://help.dingtalk.io/calendar/change-calendar-colors
Update the display color of a subscribed calendar on desktop or mobile—open My Calendars, tap the … icon next to a calendar, choose Change color, and pick the color you want.
Subscribed calendars support color changes. You can update calendar colors with one click based on your preferences, making your calendar easier to read and more visually organized.
## Instructions
### Desktop
Go to Calendar from the left navigation bar on desktop. In **My Calendars**, find the target calendar, click the ... icon next to it, choose **Change color**, and select the color you want.
The calendar will display with the new color.
Open DingTalk on mobile,tap **Calendar**, tap ... in the upper-right corner, go to **My Calendars**, tap ... next to the target calendar, tap **Change color**, select the color you want, and tap **OK**. The new color will take effect.
# Create an Event
Source: https://help.dingtalk.io/calendar/create-an-event
Two ways to add events on mobile or desktop—tap +, or click a date or drag on day/week view—then set title, time, participants, location, video meeting, agenda, attachments, and reminders.
You can create meetings, activities, and other events in Calendar, and quickly notify participants.
## Mobile
Go to Calendar, tap the **+** button in the lower-right corner, complete the event details in the new event pop-up, and tap **Done** to create it. The process is consistent with desktop.
## Desktop
### Method 1
On Calendar Home, click **+** in the upper-left corner.
Complete the event, activity, or meeting information in the pop-up to create a new event.
In the pop-up, you can set the following details:
* **Title**: Select the type, such as meeting or activity.
* **Time**: Set the time, time zone, and repeat cycle. You can create a repeating event for multiple future weeks at once.
* **Participants**: Add required and optional participants.
* **Location**: Supports Amap navigation. If it is a meeting, you can also click **Add meeting room** to reserve a meeting room.
* **DingTalk video meeting**: If you need a video discussion, add a video meeting or livestream and configure the meeting or livestream details.
* **Event description**: Add a brief description so participants can understand the purpose more quickly. You can add an agenda, use meeting templates for efficient meetings, and attach related files.
* **Reminder**: Set a meeting reminder time and notify participants to avoid missing the meeting or activity.
### Method 2
On Calendar Home, click a date on the calendar to create an event, activity, or meeting.
In day or week view, you can drag to precisely adjust the event time. Tip: When creating an event this way, we recommend switching Calendar to day view.
# Create DingTalk Enterprise Mail Events in Calendar
Source: https://help.dingtalk.io/calendar/create-dingtalk-mail-events-in-calendar
For DingTalk Enterprise Mail users—send and receive mail-calendar events directly in Calendar; add Mail contacts when creating events on mobile or desktop to stay in sync.
## Create DingTalk Enterprise Mail events
Organizations and individuals using DingTalk Enterprise Mail can send and receive mail calendar events directly in DingTalk Calendar. This helps them get the latest meeting arrangements and work tasks in real time, avoid missing important meetings or tasks, and manage organization and personal schedules more efficiently.
Supported on Mac, Windows, iOS, and web.
## Operation path
## Mobile
Tap **+** in the lower-right corner to create an event. Tap **+** to add participants, then select **Invite by email**.
Select and add the enterprise mailbox to create a DingTalk Enterprise Mail event.
## Desktop
Create a new event, click **Add participants**, and select **Add in bulk**.
Select **Mail contacts**, then select the required mailbox.
When the sending prompt appears, click **Send** to create the DingTalk Enterprise Mail event.
In **DingTalk Calendar**, you can view the event and see the enterprise mailbox in the participant list.
# Delete an Event
Source: https://help.dingtalk.io/calendar/delete-an-event
Cancel or remove events you no longer need—organizers can cancel future multi-participant events from desktop or mobile, while participants can delete events from their own calendar.
Created an unnecessary event by mistake? You can delete it easily and keep only the events you need.
Only future multi-participant events can be canceled.
The organizer can cancel an event.
The organizer or participants can delete an event.
## Operation path
### Desktop
Go to **DingTalk Calendar**, open the event you want to delete, click ... in the upper-right corner, and select **Cancel event**.
### Mobile
Go to **DingTalk Calendar**, open the event you want to delete, tap ... in the upper-right corner, and select **Cancel event** or **Delete**.
# Export Calendar Events
Source: https://help.dingtalk.io/calendar/export-calendar-events
Export events as the creator on desktop—go to Calendar > My, click …, choose Export, pick a time range, and send events to AI Sheet, an online sheet, or a local download.
### Calendar events can be exported
The creator can export events from DingTalk on desktop by going to **Calendar > My**, clicking ... on the right, selecting **Export**, choosing a time range, and selecting an export method. Events can be exported to AI Sheet or online sheet, or downloaded locally.
# Internal Organization Event Management
Source: https://help.dingtalk.io/calendar/internal-organization-event-management
Mark events as internal-organization-only so participants are scoped to your company; leavers exit automatically, external guests are flagged, and sharing stays inside the org.
## Feature value
Internal organization events are limited to employees within the organization. When an employee leaves the organization, they automatically exit internal events. This makes meeting and event management more efficient and secure.
## Use case
Ding Sanduo is a sales manager at a real estate company. He uses DingTalk Calendar to create events for internal meetings and customer project communications. With this feature, internal events and meetings can include organization members while also allowing external members to join. Under organization-owned data governance, the company can support both internal and external collaboration while protecting enterprise data.
## How it works
1. When an organizer selects participants from the same organization to schedule an event, they can mark the calendar event as an internal organization event.
2. Internal events support external participants. External participants see the event as **Personal** in their own calendar. Internal participants will see external participants marked as **External**.
3. Users who leave the organization can no longer view the original organization events in DingTalk Calendar. If the organizer leaves, organizer ownership is transferred to the next participant.
4. Internal events can create internal meeting groups within the same organization and the corresponding organization DingTalk Flash Meeting.
5. When sharing events, only events from the same organization can be shared, making management more secure.
# Optional Attendance in Event Reminders
Source: https://help.dingtalk.io/calendar/optional-attendance-in-event-reminders
Organizers can flag participants as Optional when creating an event; invitees see the Optional tag in the reminder card and can decide whether to attend without schedule conflicts.
## Feature value
When you receive a meeting invitation, the event reminder card can show **Optional attendance**. This helps you judge meeting priority and decide whether to attend.
## Use case
Ding Sanduo is an HR employee who often uses DingTalk Calendar to create interviews, meetings, trainings, and other work events. With this feature, the event reminder card shows **Optional attendance**. When multiple events overlap, she can decide whether to attend and avoid schedule conflicts.
## How to use it
### Organizer: add optional participants
#### Mobile
When creating a new event in DingTalk Calendar, tap **Add participants**, then choose **Optional** to add optional participants.
#### Desktop
When creating a new event in DingTalk Calendar, select **Add optional participants**.
### Participant: view optional attendance
When receiving a meeting invitation, participants can choose whether to attend the meeting in the pop-up.
#### Mobile
# Search Events
Source: https://help.dingtalk.io/calendar/search-events
Find events fast on mobile and desktop—tap or click the search icon in DingTalk Calendar, type event or meeting keywords, and jump straight to the matching schedule entry.
## Mobile
Open DingTalk on mobile, go to **Calendar**, tap the search icon in the upper-right corner, and enter event or meeting keywords to search quickly.
## Desktop
Open DingTalk on desktop, go to **Calendar**, click the search icon in the upper-left corner, and enter event or meeting keywords to search quickly.
# Set a Repeating Event
Source: https://help.dingtalk.io/calendar/set-a-repeating-event
Create one event that recurs over weeks—open the new-event form, tap Does not repeat, and pick daily, weekly, monthly, or a custom cycle so future schedules are filled in automatically.
Calendar supports setting a repeating event for multiple future weeks at once, saving you from repeated manual setup.
### How to set it
Go to **DingTalk Calendar**, click **+**, and create a new event.
On the new event page, click **Does not repeat**. You can set the repeat cycle to daily, weekly, monthly, and more. Custom repeat cycles are also supported.
# Set Calendar Views
Source: https://help.dingtalk.io/calendar/set-calendar-views
Switch between list, day, week, month, and mobile three-day views with one click; customize the first day of the week; enable a secondary time zone for cross-border collaboration.
## Switch calendar views with one click
To meet different viewing habits, DingTalk Calendar supports multiple views that you can switch between with one click.
## Desktop
### List view
Shows more events in a list so you can scan schedules at a glance.
### Day view
Shows the day's schedule on a timeline, with each event mapped to a specific time slot.
### Week view
Shows one week of events on one screen, making it easy to plan the work week.
### Month view
Shows the full month's plan on one screen, so you can preview important items anytime.
## Mobile
On mobile, Calendar also provides a three-day view that is easier to read on smaller screens.
Go to Calendar, tap ... in the upper-right corner, and select a view.
***
## Customize the first day of the week
You can customize the **First day of week** setting in Calendar view to match different usage habits.
## Desktop
Click **Calendar** in the left navigation bar, click **Calendar Settings** in the lower-left corner, go to **View**, and select **First day of week**.
## Mobile
Go to **Chats**, tap **Calendar / Schedule** at the top, tap ... in the upper-right corner, select **Calendar Settings**, scroll down, and tap **First day of week** to customize it.
***
## Set a secondary time zone
Calendar Home supports multiple secondary time zones, making cross-border collaboration easier to view.
## Setup path
On desktop, click **Calendar** in the left navigation bar, open **Calendar Settings**, go to **View**, and enable **Show secondary time zone**.
## View the result
You can view different time zones in **Day** or **Week** view.
# Set the Default Event Duration
Source: https://help.dingtalk.io/calendar/set-default-event-duration
Set a default duration for new events under Calendar Settings → View so common lengths apply automatically—useful for HR, recruiting, training, and recurring meeting workflows.
## Feature value
Calendar supports custom default event durations. You can set common event lengths based on your usual schedule types, making event creation more flexible and convenient.
## Use case
Ding Sanduo is an HR employee who often uses DingTalk Calendar to create interviews, meetings, trainings, and other work events. With this feature, Calendar can apply the default duration set by the user, so different types of events can be created more flexibly.
## How to use it
In Calendar Settings, open the **View** page and set the default event duration. When you create a new event, the default duration will follow your setting.
# Share My Calendar
Source: https://help.dingtalk.io/calendar/share-my-calendar
Share your calendar with teammates so they see your availability—choose view-only or grant create / edit rights from Calendar Settings on mobile or desktop to avoid interruptions.
DingTalk Calendar supports calendar sharing. You can share your calendar with teammates or project members for daily collaboration. Shared users can view your availability by default, helping you avoid interruptions during meetings or breaks. If you grant create and edit permissions, they can also add important events for you.
## Instructions
### Mobile
Go to **DingTalk Calendar**, tap ... in the upper-right corner, open **My > My Calendars**, tap..., tap **Share My calendar**, add the people you want to share with, and set the permission scope.
### Desktop
Go to **DingTalk Calendar**, find **My Calendars** on the left, click ..., choose **Set sharing permissions**, add the people you want to share with, and set the permission scope.
# Snooze an Event Reminder
Source: https://help.dingtalk.io/calendar/snooze-an-event-reminder
When a reminder pops up at a busy moment, tap Later to postpone it—useful for back-to-back meetings or focused work so reminders return when you can actually act on them.
## Feature value
When you receive an event reminder, you can set a later reminder time. This makes reminders more timely, flexible, and considerate, helping you avoid missing important events.
## Use case
Ding Sanduo is an event planner at an internet company and often uses DingTalk Calendar to create work events. Sometimes an event reminder appears while she is in another meeting, and dismissing it may cause her to forget the event. With this feature, she can choose to be reminded later and postpone the reminder freely.
## How to use it
When you receive an event reminder, click **Later** in the pop-up to postpone the reminder.
# Sync Employee Care Events to Calendar
Source: https://help.dingtalk.io/calendar/sync-employee-care-events-to-calendar
Auto-sync work anniversaries and birthdays into Calendar with a three-day-ahead reminder and optional AI-generated greetings—enable it under Calendar Settings → Sync.
## Sync employee care events
Calendar supports syncing employee work anniversaries and birthdays. It automatically sends reminders three days in advance so important dates can be prepared early. It also supports AI-generated customized greetings, so employees can receive distinctive greetings on their anniversary or birthday.
Supported on Android, iOS, Mac, and Windows.
## Operation path
Open **DingTalk Calendar**, click **Calendar Settings** in the lower-left corner, go to **Sync**, and enable **Sync onboarding anniversaries and birthday greetings**.
Calendar will remind you three days in advance so you can prepare greetings for colleagues.
# Sync Mobile Events
Source: https://help.dingtalk.io/calendar/sync-mobile-events
Combine events from DingTalk Mail, your phone, and Logs into one Calendar view—enable mobile-event sync and reminders in Calendar Settings so important schedules stay visible.
You can sync events from DingTalk Mail, your phone, Logs, and more. This is currently supported in mobile Calendar settings. After reminders are enabled, all schedules can be organized in one place, making important events easier to track.
## Mobile instructions
Go to Calendar, tap ... in the upper-right corner, open **Calendar Settings**, enable events from mobile and turn on reminders.
# What Is Calendar?
Source: https://help.dingtalk.io/calendar/what-is-calendar
DingTalk Calendar is a time-management tool linked to chats, mail, and To Do—covers precise event notifications, auto meeting-group creation, and day/week/month/three-day views.
DingTalk Calendar is a time management tool that connects chats, mail, and To Do. It helps reduce communication costs and makes team collaboration smoother and more efficient.
## Precise event and meeting notifications
Create meeting events with one click. Invitations are sent directly to each participant in chat, so everyone receives the information reliably.
## Automatically create a meeting group
Events can automatically generate a meeting group, making organization, communication, and collaboration before and after the meeting more efficient.
## Multiple calendar views
In addition to day, week, and month views, DingTalk Calendar also provides a three-day view that is better suited for mobile. This makes it easier and more efficient to view schedules and plan time.
# What Is on Calendar Home?
Source: https://help.dingtalk.io/calendar/what-is-on-calendar-home
A tour of Calendar Home: create new events, toggle My Calendar visibility, open Calendar Settings, switch list/day/week/month/3-day views, view meeting minutes, and search events.
## Get familiar with Calendar Home
For more detailed instructions, refer to the article that matches the feature you want to use.
Here is what you can find on Calendar Home.
## Detailed operations
Please check out the actions supported on the Calendar home page!
● Quickly Create a New Event:
You can click the blue plus sign (+) to the right of the input box and select "New Event."
● View My Calendar:
You can toggle the checkboxes to display "My Calendar".
● Calendar Settings
Tap to access your personalized settings.
● Calendar Views
DingTalk Calendar supports List View, Day View, Week View, and Month View.
It also includes a 3-Day View on mobile.
● View Meeting Minutes
Tap to quickly access meeting minutes.
● Search Events
You can enter keywords in the search bar to quickly find the event information you need.
# Where Can I Find Calendar?
Source: https://help.dingtalk.io/calendar/where-can-i-find-calendar
Quick access guide for DingTalk Calendar—tap the second icon in the mobile bottom menu, or click Calendar in the left navigation on desktop to start managing schedules.
After setting up DingTalk Calendar, you can view upcoming events on both mobile and desktop, making work arrangements more organized.
## How to access Calendar
## On mobile
Open DingTalk on mobile, Open the DingTalk mobile app and tap the second icon in the bottom menu, tap **Calendar**.
## On desktop
Click **Calendar** in the left navigation bar.
# Add Organization Members
Source: https://help.dingtalk.io/contacts/add-organization-members
Invite or directly add employees on desktop and assign them to the right departments—covers per-member entry, invitation links, and batch flows for the admin.
## 1. Feature Overview
Administrators can invite employees to join a team by manually adding them, administrators can also assign employees to departments.
## 2. Procedure
### Add Employees as an Enterprise Administrator on Desktop
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Member Management > select the department where members should be added > Add Member / Invite Member / Batch Management to invite members to join the enterprise.
# Batch Add Members or Modify Member Information
Source: https://help.dingtalk.io/contacts/batch-add-modify-members
Bulk-import or bulk-update employees via an Excel template—ideal for onboarding a new org, campus recruiting, or syncing changes from an HR system.
## 1. Feature Overview
To improve HR management efficiency, DingTalk provides enterprise administrators with Batch Add Members and Batch Modify Member Information. By importing Excel files, you can quickly add or update large amounts of employee information and avoid repetitive manual work.
## 2. Use Cases
Use this feature when:
* An enterprise creates a new DingTalk organization or establishes a new department.
* An enterprise runs campus recruiting or another large-scale recruiting process.
* An enterprise works on a project with external partners such as suppliers or customers.
* You need to add members or modify member information in bulk.
## 3. Procedure
Administrators with permission can go to [Admin Console](https://oa.dingtalk.io) > Contacts > Members> Batch Edit > Bulk Import / Bulk Export.
For batch member addition, download the standard template on the Batch Import Members page, fill in member information, and upload it back to DingTalk to quickly add new members to Enterprise Contacts.
For bulk export or modification, export the standard template from the Export/Modify Members page, modify member information in the file, and upload it back to DingTalk to quickly modify multiple members.
### Batch Add Members
#### Go to Batch Import
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Members > Batch Edit > Bulk Import > Download Template.
#### Fill in Employee Information
After downloading the template, refer to the sample text in the first row and the filling instructions to enter the new employee information.
#### Delete the Sample Row
After filling in the file, delete the first row of sample text and save the file.
#### Upload the File
On the Batch Import Members page, click Upload File, select the employee information file, and click Import. The new members will be added to Enterprise Contacts.
### Batch Modify Member Information
#### Export Member Information
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Members> Batch Edit > Bulk Export, then click Export/Modify Members > Export.
#### Select Departments
Select the departments whose information needs to be modified, then click Confirm.
#### Download the Exported File
When the page shows that Contacts export succeeded, click Download.
#### Modify the File
Open the downloaded file and modify the existing information according to the filling instructions.
#### Upload the Modified File
Upload and import the saved file.
## 4. FAQs
### Q: Why Does Upload or Export Fail?
A: Try refreshing the page, or log in to the Admin Console again with another browser. Google Chrome is recommended for better compatibility.
# Create Departments
Source: https://help.dingtalk.io/contacts/create-departments
Add a single department or build a multi-level hierarchy from the Admin Console—rename, reorder, or nest departments to mirror your real-world org chart.
Administrators can go to [Admin Console](https://oa.dingtalk.io) > Contacts > Department Management.
#### Create One Department
Click Add Department, enter the department name, and save.
# Enable Executive Mode
Source: https://help.dingtalk.io/contacts/enable-executive-mode
Hide an executive's mobile number from ordinary employees and block DING messages or business calls to them—10 blocking methods and a per-department allowlist.
### Executive Mode
After Executive Mode is enabled, the executive's mobile number is hidden from employees. Ordinary employees cannot send DING messages or business calls to the executive.
#### Desktop
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Member Management > find the specified employee > Executive Mode.
Currently, 10 different blocking methods are supported.
The Executive Mode allowlist can be selected by department, role, or person.
# Enable Member Invitations
Source: https://help.dingtalk.io/contacts/enable-member-invitations
Let ordinary employees invite new members directly—useful for fast org expansion; covers the admin toggle and the invitation flow employees see.
## 1. Feature Overview
To help enterprises quickly build their organization structure and invite new employees, DingTalk provides member invitation. If the enterprise primary administrator or a sub-administrator with Contacts permissions enables the option that allows organization members to invite others, employees can invite members to join the enterprise.
## 2. Procedure
#### Desktop
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Members > Add Members
# Manage Departments and Department Groups
Source: https://help.dingtalk.io/contacts/manage-departments
Edit department metadata (ID, leaders, intro, phone), and run the lifecycle of all-employee and per-department group chats—create, delete, set or transfer the owner.
## 1. Feature Overview
As an enterprise grows and its organization structure becomes more complex, efficiently managing departments and related groups becomes important for team collaboration. This guide provides administrators with a structured method for managing departments and department groups.
## 2. Procedure
### View a Department ID
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Department Management > select the target department > click Edit Selected Department to view the department ID.
### Set Department Leader
There is currently no limit on the number of department supervisors.
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Department Management > select the target department > click ... > Set Department leader.
### Set Department Introduction and Phone Number
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Department Management > select the target department > Edit Selected Department > set Department Introduction / Phone Number.
### All-Member Group Settings
An all-member group can be created only after a team or enterprise is created. It must be created by a primary administrator or a sub-administrator with Contacts permissions. Ordinary members cannot create an all-member group.
#### Create an All-Member Group
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Member Management > click ... after the root department > Edit Department Information > Create Group Chat.
#### Delete an All-Member Group
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Member Management > click ... after the root department > Edit Department Information > Delete the group.
#### Set the Group Owner
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Member Management > Edit Department > select Group Owner.
#### Transfer the Group Owner on Mobile
Open DingTalk on mobile > Chats > enter the all-member group > ... in the upper-right corner > Group Management > scroll to the bottom and select Transfer Group Ownership.
### Department Group Settings
#### Create a Department Group
A department group can be created only after a team or enterprise is created. It must be created by a primary administrator or a sub-administrator with Contacts permissions. Ordinary members cannot create a department group.
##### Desktop
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Department Management > select the target department > Edit Selected Department > Create Group Chat.
#### Delete a Department Group
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Department Management > select the target department > Edit Selected Department > Delete This Group.
#### Set the Department Group Owner
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Department Management > select the target department > Edit Selected Department > select Group Owner.
# Manage Members
Source: https://help.dingtalk.io/contacts/manage-members
Distinguish Emp ID from jobtitle, and edit each employee's profile—department, supervisor, position, email, employee ID, role, plus Executive Mode and number-hiding switches.
#### Explanation of Several ID Types
| **Name** | **Meaning** | **Screenshot** | Visibility |
| -------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------- | ------------------------ |
| Emp ID | When adding an employee, the administrator can manually set a Emp ID; The Emp ID serves as the employee's unique identifier within the enterprise and cannot be modified once generated. If an employee leaves the enterprise and later rejoins, the Emp ID value may change. |  | Visible in Admin Console |
| jobtitle | Editable employee code for internal organizational display. |  | Visible to Employees |
#### Create, View, Update, and Delete Employee Information
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Member Management > Edit Employee.
You can set information such as name, department, direct supervisor, position, email, role, employee ID, office location, entry date, work information, and role attendance group.
You can enable Executive Mode. If enabled, the mobile number is hidden from all employees. You can also enable Number Hidden, which hides the mobile number on the profile page, and Dedicated External Position, which displays a dedicated external position.
# Manage Roles
Source: https://help.dingtalk.io/contacts/manage-roles
Configure default roles (owner, department leader, primary admin), build custom role groups, assign members, and manage role-based permissions for refined collaboration.
## 1. Feature Overview
In enterprise digital management, role management is an important foundation for permission assignment and organizational collaboration. Properly configuring and managing role permissions can improve efficiency, protect data security, and support refined management.
## 2. Procedure
### Default Role Groups
#### A. Set Enterprise Owner or Person in Charge
This role can obtain all feature management permissions, namely primary administrator permissions.
#### B. Set Leaders
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Department Management > select the target department > Edit Selected Department > Set Leaders
#### C. Set Primary Administrators
Primary Administrator is a default role. A primary administrator must go to [Admin Console](https://oa.dingtalk.io) > Security and Permissions > Permission Management > Primary Administrator, then add a primary administrator.
### Custom Role Groups
You can add members, edit roles, add roles, and create custom role groups.
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Roles> Add Role.
### Manage Role Groups
When editing a role, you can create a role group. Setting a group owner and dissolving the role group are supported.
#### Create a Role Group
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Roles > select the role > ... > Edit Role.
Click Create Role Group, then Save.
# Quickly Enable a DingTalk Organization
Source: https://help.dingtalk.io/contacts/quickly-enable-organization
An end-to-end onboarding flow for new admins to launch a DingTalk organization—create the company, build the department tree, and add members in one streamlined path.
## 1. Feature Overview
This guide helps companies quickly create and enable an organization structure on DingTalk. It walks administrators through the full process of creating an organization, building the organization structure, and adding members. It is suitable for new companies and first-time DingTalk team management users.
## 2. Procedure
### Build the Organization Structure
#### Desktop
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Department Management > Add Department. Enter the department name and parent department, then save.
### Add Organization Members
#### Desktop
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Member Management > select the department where members should be added > Add Member.
To add multiple members at once, click Batch Management > Batch Import/Export > download the template and upload it after completion.
Delete the sample text in the first row, then fill in employee information according to the instructions.
Click Select File > Import.
# Require Verification When Adding Me as a Friend
Source: https://help.dingtalk.io/contacts/require-friend-verification
Require manual confirmation before any stranger can add you as a DingTalk friend—improves privacy and blocks unsolicited add-friend requests from outside the org.
## 1. Feature Overview
To protect your DingTalk account security and prevent strangers from adding you as a friend without permission, DingTalk provides the Require verification when adding me as a friend feature. After it is enabled, any user who adds you as a friend must be confirmed by you, improving privacy protection and information security.
## 2. Procedure
Open DingTalk on mobile > Me > Settings and Privacy > Friend Permissions > enable Require my confirmation when adding me as a friend.
# Set Basic Contacts Information
Source: https://help.dingtalk.io/contacts/set-basic-contacts-info
Tailor the Contacts experience: switch organization-structure layout, choose department path display, and configure which employee fields are exposed.
#### 1. Configure the Contacts Organization Structure
The Contacts organization structure can be configured in the desktop Admin Console, on the mobile enterprise management page, or through API.
#### 2. Configure Employee Attribute Fields in Contacts
You can configure:
* Contacts display style
* Department path display style
Path: Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Profile Management.
# Set Department Visibility
Source: https://help.dingtalk.io/contacts/set-department-visibility
Hide sensitive departments or restrict their members' view of Contacts—choose hide-from-all, allow-specified-viewers, or self-only / sub-department-only access scopes.
## 1. Feature Overview
In an enterprise organization structure, some departments may involve sensitive information or special functions, such as legal, audit, or executive teams, and may not need to be visible to all members. DingTalk supports setting a department as hidden to protect department member privacy and information security.
## 2. Procedure
Difference between Hide this department and Restrict members of this department from viewing Contacts:
* Hide this department: When enabled, this department will not be shown on profile pages or in chats.
* Restrict members of this department from viewing Contacts: When enabled, members of this department can see only the allowed Contacts scope in organization structure, search, profile pages, and chats. They also cannot send DING messages, To Do items, events, and similar items to other people.
### Desktop
Go to [Admin Console](https://oa.dingtalk.io/) > Contacts > Department Management > click ... after the target department > Edit Department Information > enable Hide this department or Restrict department Contacts Access.
### Differences in Hidden Scope
| **Function** | **Scope** | **Description** |
| ----------------------------------------------------------------- | ---------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Hide this department | Hide from everyone and all departments | When a department is set to be hidden from everyone, the hidden department will not be visible when browsing the address book structure. |
| | Allow specified departments/users to view | You can set a whitelist of users and departments. Users in the whitelist can see the hidden department. |
| Restrict members of this department from viewing the address book | Cannot view the full address book; only themselves are visible | When a department is set to only allow members to view themselves, members of that department can only see themselves when browsing the address book. |
| | Can only view the address book of their own department and subordinate departments | Members can only view the address book of their own department and subordinate departments. |
| | Can only view specified departments/users | When a department is set to only allow viewing specified users and departments, members of that department can only see the specified users and departments when browsing the address book. |
## 3. FAQs
### Q: After a Hidden Department Is Enabled, Can Other People Still View the Hidden Department?
A: After Hide this department is enabled, the department will not appear in company Contacts. Other people cannot see the department in Contacts. This does not affect members of the hidden department from viewing other departments. You can choose the hidden scope: hide from all people and departments, or allow specified departments or people to view it.
### Q: Can a Hidden Department View Other Departments?
A: A hidden department can view departments that are not hidden. Other departments cannot see the hidden department. Members of non-hidden departments cannot search for members of the hidden department.
### Q: If a Parent Department Is Hidden, Can Its Sub-Departments Still Be Viewed?
A: This depends on the configuration:
Scenario 1: The parent department is hidden from all people and departments.
a. If an organization member belongs to the parent department or a sub-department, the member can still see the parent and sub-departments after the parent department is hidden.
b. If an organization member belongs to another department and not to the parent or sub-departments, the member cannot see the parent or sub-departments after the parent department is hidden.
Scenario 2: The parent department is set to allow specified departments or people to view it.
If an organization member belongs to the parent or sub-department and the configuration allows specified departments or people to view it, the member can still see the specified department's parent and sub-departments. This is because allowing specified departments or people to view includes the department and its lower-level departments.
### Q: Can a Hidden Department Still Participate in Attendance?
A: Yes. After a department is hidden, it can still be selected when adding attendance participants to an attendance group.
# Set Enterprise Basic Information
Source: https://help.dingtalk.io/contacts/set-enterprise-basic-info
Edit organization name, logo, industry, scale, and other profile fields from the Admin Console—covers both certified and uncertified enterprises.
## 1. Procedure
### 1. Modify Information for an Uncertified Team or Enterprise
#### Desktop
Go to [Admin Console](https://oa.dingtalk.io) > Organization Settings > Organization profile > Organization Information > Organization Name, then modify it.
# Set Member Information Field Visibility
Source: https://help.dingtalk.io/contacts/set-member-field-visibility
Control which profile fields appear on member detail pages, are editable by the user, or are searchable—plus add custom fields and reorder the field list.
## 1. Feature Overview
In an enterprise organization, employee personal information such as position, department, and phone number may involve privacy or management requirements. DingTalk allows administrators with permissions to precisely control visibility for these information fields, ensuring that users in different roles can view only the information within their permission scope.
## 2. Procedure
### Set Displayed Fields
Profile page display: When enabled, members can view the field on the profile details page.
Members can fill in: When enabled, members can fill in or modify the field content on mobile.
Searchable: When enabled, DingTalk search can use this field to find members.
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Profile Management. You can configure whether fields are displayed on profile pages, whether members can fill them in, and whether they are searchable.
Fields displayed on profile pages by default: name, email, and department.
Fields searchable by default: name, mobile number, department, position, and employee ID.
### Add Fields
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Profile Management > Add Field. You can add custom fields or import them from the Intelligent HR roster.
### Adjust Field Order
Go to [Admin Console](https://oa.dingtalk.io) > Contacts > Profile Management > Adjust Order. Drag the handle before a field to reorder it.
## 3. FAQs
### Q: Can Member Information Display Fields Be Configured on Mobile?
A: No. Member display fields cannot currently be configured on mobile. They can be configured only on desktop.
# Transfer Enterprise Creator Identity
Source: https://help.dingtalk.io/contacts/transfer-enterprise-creator
Pass enterprise creator (super-admin) identity to another member with verification codes—required before the original creator cancels their account or leaves the org.
## 1. Feature Overview
The enterprise creator has all permissions in the Admin Console, including the permission to dissolve the enterprise. If the enterprise creator no longer needs this identity, they can transfer it to another member in the enterprise.
Common use case: Before the enterprise creator cancels their account under the enterprise or leaves the enterprise, they need to transfer creator identity to another member.
If the enterprise has other members, the creator can transfer the identity directly.
If the enterprise has no other members, creator identity cannot be transferred. In this case, if the creator wants to cancel their account under the enterprise, they can directly dissolve the enterprise.
The creator identity transfer must be performed by the creator. Replacing the creator primary administrator is supported only in [Admin Console](https://oa.dingtalk.io).
## 2. Procedure
Go to [Admin Console](https://oa.dingtalk.io) > Security and Permissions > Permission Management > click Creator of Transfer.
Click Get Verification Code, enter the current creator's verification code, then click Next.
Select the new creator, click Get Verification Code, enter the new creator's verification code, and click Submit.
## 3. FAQs
### Q: After Creator Identity Is Transferred, Does the Original Creator Become an Ordinary Member?
A: Yes. After administrator transfer succeeds, the original creator becomes an ordinary member.
### Q: Is There a Limit on Primary Administrator Transfers?
A: After real-name verification, the daily limit for transferring enterprise creator primary administrator identity is 10. Without real-name verification, the daily limit is 3. There is no total transfer limit.
### Q: Can Creator Identity Be Transferred to an Ordinary Employee?
A: Yes. The creator can be transferred to an ordinary employee, another ordinary primary administrator, or a sub-administrator.
# Start a Direct Message
Source: https://help.dingtalk.io/im/chats-direct-message
Start a direct message with a contact on desktop, search within the conversation, manage notifications and pinning, and start a video conference directly from the chat.
Use a Direct Message for a private one-on-one conversation. Direct messages are useful for quick questions, focused follow-ups, and work topics that do not need a group chat.
## Start a direct message
1. Click the search bar at the top of DingTalk desktop app.
2. Enter the person's name.
3. Select the person from the search results.
4. Type your message in the input box.
5. Press **Enter** or click **Send**.
After you open the conversation, it appears in your Chats list so you can return to it later.
## Search within a direct message
Use in-chat search when you need to find something you discussed earlier with that person.
1. Open the direct message.
2. Click the search icon in the upper-right corner.
3. Keep **Chat Records** selected.
4. Enter a keyword.
5. Use **Filter** to narrow the results if needed.
Search results open in context, so you can return to the relevant part of the conversation.
## Manage a direct message
You can manage a direct message from the conversation settings or from the conversation list.
| Task | Path |
| -------------------------------------- | -------------------------------------------------------------- |
| Mute notifications | Open the conversation > gear icon > **Mute Notifications** |
| Keep the conversation at the top | Open the conversation > gear icon > **Stick to Top** |
| Mute from the conversation list | Right-click the conversation > **Message Do Not Disturb** |
| Keep at top from the conversation list | Right-click the conversation > **Set-top session** |
| Mark as unread | Right-click the conversation > **Mark as unread** |
| Hide from the list | Right-click the conversation > **Do not display this session** |
| Clear local history | Right-click the conversation > **Empty chat history** |
## Start a meeting from a direct message
Open the direct message and click the video meeting icon in the upper-right corner.
The meeting starts from the current conversation, so you can move from chat to live discussion without switching context.
# Chats FAQ
Source: https://help.dingtalk.io/im/chats-faq
Common questions about Chats, Group Settings, message notifications, and search — including how to start chats, manage groups, mute conversations, and find shared files.
## Chats
Click the search bar at the top of DingTalk desktop app, search for the person, and select the result to open the conversation.
Click **+** in the upper-right corner, select **New Chat**, choose people in **Select Contact**, then click **Confirm**.
Click **Aa** in the message composer to open the rich text toolbar.
Type your message, click the dropdown arrow next to **Send**, then select **Set silent**.
Open a conversation, click **+** in the message composer, then select **Video Conference**.
## Group Settings
Open a group chat, click the gear icon, then select **Group Invitation**.
Open the group chat > gear icon > **Group Management** > **Group permission settings** > **Who can @ Everyone**.
Open the group chat > gear icon > **Group Management**.
Open the group chat > gear icon > scroll down > **Quit**.
## Notifications
Open the conversation > gear icon > **Mute Notifications**, or right-click the conversation > **Message Do Not Disturb**.
Right-click the conversation > **Mark as unread**.
Open **Settings** > **Notifications**.
Open the service conversation, click the gear icon, then turn on **Mute Notifications**.
## Search
Open the conversation, click the search icon in the upper-right corner, keep **Chat Records** selected, enter a keyword, and use **Filter** if needed.
Open the conversation and click the file/folder icon in the upper-right corner.
# Open Advanced Group Management Settings
Source: https://help.dingtalk.io/im/chats-group-advanced-management
Open Group Management for advanced group controls, explore the available advanced settings, and configure granular group permission settings.
Group owners and admins can open **Group Management** to manage advanced group controls.
## Open Group Management
1. Open the group chat.
2. Click the gear icon in the upper-right corner.
3. Select **Group Management**.
## Advanced settings you can find
Group Management includes settings for admins, mute controls, member permissions, join permissions, group tools, and group-related features.
| Setting | What it is used for |
| ---------------------------------------------------- | ------------------------------------------------------ |
| **Admin** / **Add** | Add group admins. |
| **Mute Settings** | Open mute-related controls. |
| **Group permission settings** | Control who can use selected group features. |
| **Group Quick Bar** | Manage the group quick bar. |
| **Join group permission** | Manage how new members can join. |
| **How long can new members view their chat history** | Manage how much previous history new members can view. |
| **Group Calendar** | Open group calendar settings. |
| **Group can receive mails** | Manage whether the group can receive mail. |
| **Turn on automatic synchronization to Ding Drive** | Manage automatic synchronization to Ding Drive. |
| **Turn off Private Chat** | Manage private chat access from the group. |
| **Transfer Group Ownership** | Transfer ownership to another member. |
## Group permission settings
Open **Group permission settings** when you need to control who can use specific group features.
Available permission entries include:
* **Who can @ Everyone**
* **Who can send DING in the group**
* **Who can put the group message on top**
* **Who can pin the group news**
* **Who can upload files, folders, and Ding Drive files?**
* **Who can initiate video and voice meetings in the group**
# View Group Notices
Source: https://help.dingtalk.io/im/chats-group-announcement
Open group notices to view announcements pinned by admins, learn when to send a notice for a group, and configure related notification settings.
Group notices are shared updates that group members can view from **Group Settings**. Use this page when you need to check the latest notice for a group.
Notices are useful for information that should stay easy to find, such as team rules, project reminders, or important group updates.
## Open group notices
1. Open the group chat from **Chats**.
2. Click the gear icon in the upper-right corner.
3. Select **Notice**.
The Notice page opens from Group Settings.
## When to use Notice
Use Notice for information that members may need to refer back to later. For quick discussion or one-time updates, send a normal message in the group chat instead.
## Related settings
Group notices are part of **Group Settings**. From the same settings panel, you can also open **Group Invitation**, manage **Members**, or go to **Group Management**.
# Create and Manage a Group Chat
Source: https://help.dingtalk.io/im/chats-group-chat
Create a group chat with multiple contacts, add members directly or via Group Settings, open the Group Settings panel, manage group permissions, and leave a group.
Create a group chat when multiple people need to discuss the same topic, project, or team update.
## Create a group chat
1. Click **+** in the upper-right corner of DingTalk desktop app.
2. Select **New Chat**.
3. In **Select Contact**, search for people or choose from **Friends**, **Organization**, **Groups**, or **Import**.
4. Select the people you want to add.
5. Click **Confirm**.
After the group is created, it appears in your Chats list.
## Add members to a group
1. Open the group chat.
2. Click the gear icon in the upper-right corner.
3. Click **+** next to the member list.
4. Select the people you want to add.
5. Click **Confirm**.
## Invite people from Group Settings
Open the group chat, click the gear icon, then select **Group Invitation**.
Use this entry when you want to invite more people from the group settings page.
## Open Group Settings
Open the group chat and click the gear icon in the upper-right corner.
From Group Settings, you can manage group information, members, invitations, notification preferences, and group-level controls.
| Area | What you can manage |
| ---------------------- | ------------------------------------------------------------------------------------------- |
| Members | View members or add people to the group. |
| Group Chat Information | Update **Name**, open **Notice**, or use **Group Invitation**. |
| Personal settings | Set **My Nickname in Group**, **Group Alias**, **Stick to Top**, or **Mute Notifications**. |
| Group Management | Manage admins, permissions, quick bar settings, join permissions, messages, and group exit. |
## Manage group permissions
Open the group chat > gear icon > **Group Management** > **Group permission settings**.
Use this page to control permissions such as who can use @Everyone, send DING in the group, put group messages on top, pin group news, upload files, and start meetings.
## Leave a group
Open the group chat > gear icon > scroll down > **Quit**.
After you quit, the group is removed from your active conversations.
# Manage Group Members and Permissions
Source: https://help.dingtalk.io/im/chats-group-management
View and add group members, appoint group admins, configure group permissions, manage how people join the group, clear messages, and quit a group when no longer needed.
Group owners and admins can manage members, admins, invitations, and permissions from **Group Settings**.
## View group members
1. Open the group chat.
2. Click the gear icon in the upper-right corner.
3. In **Members**, view the member count or open **View all group members**.
Use the member list when you need to check who is currently in the group.
## Add members
1. Open the group chat.
2. Click the gear icon in the upper-right corner.
3. Click **+** next to the member list.
4. Select people from the contact selector.
5. Click **Confirm**.
New members are added to the group after you confirm.
## Add group admins
Use admins when more than one person needs to help manage a group.
Open the group chat > gear icon > **Group Management** > **Admin** > **Add**
## Manage group permissions
Open the group chat > gear icon > **Group Management** > **Group permission settings**.
From this page, you can manage who can use @Everyone, send DING in the group, put group messages on top, pin group news, upload files, and start video or voice meetings.
## Manage how people join
Open the group chat > gear icon > **Group Management** > **Join group permission**.
Use this setting to manage how new members can join the group.
## Clear messages
Open the group chat > gear icon > **Clear Messages**.
This clears messages from your local view of the conversation.
## Quit a group
Open the group chat > gear icon > scroll down > **Quit**.
# Configure Group Chat Settings
Source: https://help.dingtalk.io/im/chats-group-settings
Configure group chat settings: view group information, adjust personal preferences such as nickname and notifications, open Group Management for advanced controls, clear messages, or quit the group.
Use **Group Settings** to manage group information, your personal preferences, and group-level controls.
To open Group Settings, open a group chat and click the gear icon in the upper-right corner.
## Group information
Use the group information section to manage basic group details.
| Setting | What it does |
| -------------------- | ------------------------------ |
| **Name** | View or edit the group name. |
| **Notice** | Open group notices. |
| **Group Invitation** | Open group invitation options. |
## Personal group settings
These settings affect only your own experience in the group.
| Setting | What it does |
| ------------------------ | ------------------------------------------------------ |
| **My Nickname in Group** | Set your display name in this group. |
| **Group Alias** | Set your local alias for the group. |
| **Stick to Top** | Keep the group near the top of your conversation list. |
| **Mute Notifications** | Mute notifications for this group. |
## Group Management
Open **Group Management** when you need to manage admins, permissions, joining rules, or group-level features.
| Setting | What it does |
| ---------------------------------------------------- | --------------------------------------------------------- |
| **Admin** / **Add** | Add group admins. |
| **Mute Settings** | Open group mute settings. |
| **Group permission settings** | Control member permissions for group features. |
| **Group Quick Bar** | Configure the group quick bar. |
| **Join group permission** | Configure how new members can join. |
| **How long can new members view their chat history** | Configure how much previous history new members can view. |
| **Group Calendar** | Open the group calendar setting. |
| **Group can receive mails** | Configure whether the group can receive mail. |
| **Turn on automatic synchronization to Ding Drive** | Synchronize group files to Ding Drive. |
| **Turn off Private Chat** | Disable private chat entry points from the group. |
| **Transfer Group Ownership** | Transfer ownership to another member. |
## Clear messages or quit the group
* To clear local messages, open Group Settings > **Clear Messages**.
* To leave the group, open Group Settings > **Quit**.
# Manage @Everyone Permissions
Source: https://help.dingtalk.io/im/chats-mentions
Manage @Everyone permissions in a group: change who can use @Everyone, understand what changes for members, and adjust related notification settings.
In busy groups, @Everyone can notify many people at once. Group owners and admins can control who is allowed to use it.
## Change who can use @Everyone
1. Open the group chat.
2. Click the gear icon in the upper-right corner.
3. Select **Group Management**.
4. Open **Group permission settings**.
5. Select **Who can @ Everyone**.
Use this setting to reduce unnecessary broad notifications in large or active groups.
## What changes for members
After this permission is updated, the selected permission rule controls who can notify everyone in the group with @Everyone.
## Related settings
Other group notification and message controls are also available under **Group Management** > **Group permission settings**, such as who can put group messages on top or pin group news.
# Use Message and Conversation Actions
Source: https://help.dingtalk.io/im/chats-message-actions
Open the message actions menu to reply, edit, recall, copy or forward a message, view edit history, and use conversation list actions to manage chats from the sidebar.
Use message and conversation actions to review message details or manage how a conversation appears in **Chats**.
The actions available depend on where you open the menu. Message actions apply to a specific message in an open conversation. Conversation actions apply to the conversation list.
## Open message actions
1. Open **Chats**.
2. Open a conversation.
3. Right-click the message you want to manage.
4. Select an action from the menu.
## Message actions
| Action | What it does |
| ---------------- | -------------------------------------------------------------------------------- |
| **Copy** | Copies the message content. |
| **Forward** | Opens the forwarding flow for the message. |
| **Reply** | Starts a reply to the message. |
| **Recall** | Recalls a message you sent, when recall is still available. |
| **Re-edit** | Puts the message content back in the composer so you can edit and send it again. |
| **Multi-Choose** | Lets you select multiple messages for a batch action. |
| **More** | Opens additional message actions when available. |
The available actions may vary by message type, sender, conversation type, and how long ago the message was sent.
## View message edit history
Some messages also include a message-side action button for edit history.
1. Open **Chats**.
2. Open a conversation.
3. Move to the message you want to check.
4. Click the message action button next to the message.
5. Select **Message Edit History**.
The **Message Edit History** panel opens on the right side of the conversation.
Use this when you need to check whether a message has been edited.
## Manage a conversation from the conversation list
1. Open **Chats**.
2. Find the conversation you want to manage.
3. Right-click the conversation.
4. Select an action from the menu.
## Conversation list actions
| Action | What it does |
| ------------------------------- | ------------------------------------------------ |
| **Set-top session** | Keeps the conversation near the top of the list. |
| **Mark as unread** | Marks the conversation as unread. |
| **Message Do Not Disturb** | Mutes notifications for the conversation. |
| **Do not display this session** | Hides the conversation from the list. |
| **Personal Information** | Opens profile or conversation information. |
| **Empty chat history** | Clears local chat history for the conversation. |
These actions affect how the conversation appears for you in DingTalk desktop app.
## Common ways to use conversation actions
* Use **Set-top session** for conversations you check frequently.
* Use **Mark as unread** when you need to come back to a conversation later.
* Use **Message Do Not Disturb** for conversations that should stay accessible but should not interrupt you.
* Use **Do not display this session** to remove a conversation from your list without clearing its local history.
# Manage Message Notifications
Source: https://help.dingtalk.io/im/chats-notifications
Manage message notifications by muting or unmuting conversations, marking as unread, opening notification settings, and following tips to balance focus with availability.
You can reduce interruptions by muting individual conversations or changing desktop notification settings.
Notification settings affect how DingTalk alerts you while you are working on desktop.
## Mute a conversation
Use either method:
* Open the conversation, click the gear icon, then turn on **Mute Notifications**.
* Right-click the conversation in the conversation list, then select **Message Do Not Disturb**.
Muted conversations still remain in your message list.
You can still open a muted conversation and read new messages at any time.
## Unmute a conversation
Open the conversation, click the gear icon, then turn off **Mute Notifications**.
## Mark a conversation as unread
Right-click the conversation in the conversation list, then select **Mark as unread**.
Use this when you have opened a conversation but want to come back to it later.
## Open notification settings
Open **Settings** > **Notifications**.
From this page, you can review options such as **Message Notifications**, **Message Tone**, **Ringtone Settings**, **Message Desktop Notifications**, **Show Number of Unread Messages on Icon**, **Feature Notifications**, **Schedule Desktop Notifications**, **Mailbox Desktop Notifications**, and **Mailbox Navigation Notifications**.
## Tips
* Mute only the conversations that do not need immediate attention.
* Use **Mark as unread** when you need a visual reminder to return to a conversation.
* Review **Message Desktop Notifications** if you want to adjust how message alerts appear on your desktop.
# Manage the Conversation List
Source: https://help.dingtalk.io/im/chats-organize
Organize the conversation list by pinning chats at the top, marking conversations as unread, muting notifications, hiding conversations, clearing local chat history, and choosing the right action.
Use the conversation list menu to control how conversations appear in **Chats**. These actions help you keep important chats easy to find and reduce distractions during daily work.
## Keep a conversation at the top
Right-click a conversation, then select **Set-top session**.
The conversation stays near the top of your list, making it easier to return to active work.
## Mark a conversation as unread
Right-click a conversation, then select **Mark as unread**.
Use this when you have opened a conversation but want to remind yourself to return to it later.
## Mute a conversation
Right-click a conversation, then select **Message Do Not Disturb**.
Muted conversations remain in your list but stop sending regular notification alerts.
## Hide a conversation
Right-click a conversation, then select **Do not display this session**.
Use this to remove a conversation from the list without clearing its history.
## Clear local chat history
Right-click a conversation, then select **Empty chat history**.
This clears the local chat history for that conversation.
## Choose the right action
| Goal | Use |
| ----------------------------------------- | ------------------------------- |
| Keep a high-priority conversation visible | **Set-top session** |
| Come back to a conversation later | **Mark as unread** |
| Stop notification interruptions | **Message Do Not Disturb** |
| Remove a conversation from the list | **Do not display this session** |
| Clear local message history | **Empty chat history** |
# Get Started with Chats
Source: https://help.dingtalk.io/im/chats-overview
Get started with Chats on desktop: open the conversation list, start direct messages or group chats, send formatted text and files, start video conferences, and search past chats.
Chats is where you manage work conversations in DingTalk. From the desktop app, you can start a direct message, create a group chat, search past conversations, and adjust how conversations appear in your list.
## Open Chats
In DingTalk desktop app, click **Chats** in the left sidebar.
Your conversation list shows recent direct messages and group chats, including unread indicators and the latest message preview. Use the search bar at the top of the window when you need to find people, groups, chat records, documents, reports, tags, functions, or departments.
## Start a direct message
Use a direct message for a private one-on-one conversation.
1. Click the search bar at the top of DingTalk desktop app.
2. Enter the person's name.
3. Select the person from the search results.
4. Type your message in the input box.
5. Press **Enter** or click **Send**.
After you open the conversation, it appears in your Chats list so you can return to it later.
## Create a group chat
Use a group chat when multiple people need to discuss the same topic or project.
1. Click **+** in the upper-right corner of DingTalk desktop app.
2. Select **New Chat**.
3. In **Select Contact**, search for people or choose from **Friends**, **Organization**, **Groups**, or **Import**.
4. Select the people you want to add.
5. Click **Confirm**.
After the group is created, it appears in your Chats list.
## Send and format messages
Use the message composer at the bottom of a conversation to write and send messages.
| Task | How to do it |
| ----------------------------- | -------------------------------------------------------------------------------------------------------------------------------- |
| Send a text message | Type a message, then press **Enter** or click **Send**. |
| Add a line break | Press **Shift + Enter**. |
| Format text | Click **Aa** to open the rich text toolbar. |
| Send silently or lock sending | Click the dropdown arrow next to **Send**, then choose **Set silent** or **Lock Send**. |
| Open composer shortcuts | Click **+** to use **Contacts**, **Code snippet**, **DingTalk documentation**, **New Event**, **Video Conference**, or **Mail**. |
## Start a video conference
When a chat discussion needs a live conversation, open a conversation, click **+** in the message composer, then select **Video Conference**.
In a group chat, you can also use the video meeting icon in the upper-right corner of the conversation.
## Search messages and files
To search within a conversation, open the conversation and click the search icon in the upper-right corner. **Chat Records** opens by default. Enter a keyword, then use **Filter** to narrow the results if needed.
To browse shared files, open a conversation and click the file/folder icon in the upper-right corner.
## Manage a conversation
Right-click a conversation in the conversation list to manage how it appears and notifies you.
| Action | What it does |
| ------------------------------- | --------------------------------------------------------------- |
| **Set-top session** | Keeps the conversation near the top of your list. |
| **Mark as unread** | Marks the conversation as unread so you can return to it later. |
| **Message Do Not Disturb** | Mutes notifications for the conversation. |
| **Do not display this session** | Hides the conversation from the list. |
| **Empty chat history** | Clears local chat history for the conversation. |
## Open group settings
Open a group conversation and click the gear icon in the upper-right corner. From Group Settings, you can view members, open **Notice**, use **Group Invitation**, update **My Nickname in Group**, turn on **Mute Notifications**, open **Group Management**, clear messages, or **Quit** the group.
## Manage service conversations
Some conversations are created by DingTalk services or product features. Open the service conversation and click the gear icon to manage **Mute Notifications** or **Stick on Top**.
# Send Files and Use Composer Shortcuts
Source: https://help.dingtalk.io/im/chats-rich-messages
Send files and documents from a conversation, open the message composer shortcuts for quick actions, see shortcut examples, and browse all files shared in a chat.
The message composer includes shortcuts for sending files and starting related work from a conversation. Use these shortcuts when you want to share materials, create an event, add a code snippet, or open other tools without leaving the chat.
Composer shortcuts help you turn a conversation into an action without switching to another module first.
## Send files from a conversation
1. Open a conversation.
2. Click the upload icon in the message composer.
3. Select one of the following options:
* **Upload File**
* **Upload Folder**
* **Send Files in DingTalk Drive**
* **Send DingTalk Docs**
4. Complete the file or document selection.
Use **Upload File** for a local file on your computer. Use **Upload Folder** when you need to send an entire folder. Use **Send Files in DingTalk Drive** or **Send DingTalk Docs** when the material is already stored in DingTalk.
Images and videos on your computer can be sent as local files through **Upload File**.
## Open composer shortcuts
1. Open a conversation.
2. Click **+** in the message composer.
3. Select the shortcut you want to use.
The menu includes **Contacts**, **Code snippet**, **DingTalk documentation**, **New Event**, **Video Conference**, and **Mail**.
## Shortcut examples
| Shortcut | Use it when |
| -------------------------- | ------------------------------------------------------------ |
| **Contacts** | You need to share or select a contact from the conversation. |
| **Code snippet** | You want to send code in a structured format. |
| **DingTalk documentation** | You want to work with DingTalk documentation from the chat. |
| **New Event** | You want to create an event related to the discussion. |
| **Video Conference** | You want to move the conversation into a live meeting. |
| **Mail** | You want to start a mail-related flow from the conversation. |
## Browse files in a conversation
Open a conversation and click the file/folder icon in the upper-right corner.
This opens the files shared in the conversation, so you can find shared materials without scrolling through the message history.
Use the file view when you need to find shared materials without searching through chat messages.
# Search Chat Records
Source: https://help.dingtalk.io/im/chats-search
Search across all DingTalk content from the top search box, narrow the search to a specific conversation, browse files shared in a chat, and apply tips for better search results.
Use search when you need to find a person, group, previous message, document, or shared file in DingTalk.
You can search from the main DingTalk window or from inside a specific conversation.
## Search across DingTalk
1. Click the search bar at the top of the DingTalk window.
2. Enter a keyword.
3. Review results by category.
4. Select a result to open it.
Search results can include **All**, **Contacts**, **Groups**, **Chat Records**, **Document**, **Report**, **Tags**, **Functions**, and **Departments**.
Use global search when you are not sure where the item is located.
## Search within a conversation
Use in-chat search when you already know which conversation contains the message.
1. Open the conversation.
2. Click the search icon in the upper-right corner.
3. Keep **Chat Records** selected.
4. Enter a keyword.
5. Use **Filter** to narrow the results. Use **Reset** to clear filters.
## Browse files in a conversation
Open a conversation and click the file/folder icon in the upper-right corner.
Use this view when you want to find files shared in the conversation rather than searching message text.
## Tips for better search results
* Use specific keywords, such as a person's name, project name, or document title.
* Use in-chat search when you know which conversation contains the message.
* Use the file/folder icon when you are looking for shared files rather than text messages.
# Send and Format Messages
Source: https://help.dingtalk.io/im/chats-send-message
Send text messages with formatting, attach files or documents, send silently to avoid notifications, lock the message composer to prevent accidental sending, and use composer shortcuts.
Use the message composer to write, format, and send messages in direct messages or group chats.
## Send a text message
1. Open a conversation.
2. Type your message in the input box.
3. Press **Enter** or click **Send**.
To add a line break without sending the message, press **Shift + Enter**.
## Format a message
Click **Aa** in the message composer to open the rich text toolbar.
You can use formatting options such as **Body**, **Bold**, **Text Color**, **Italic**, **Strikethrough**, **Bulleted List**, **Numbered List**, **Link**, and **Clear Formatting**.
Use rich text when you want to send a structured update, a list of action items, or a message that needs emphasis.
## Send files or documents
1. Open a conversation.
2. Click the upload icon in the message composer.
3. Select **Upload File**, **Upload Folder**, **Send Files in DingTalk Drive**, or **Send DingTalk Docs**.
4. Complete the selection.
Use this menu when you need to send a local file, a folder, a file from DingTalk Drive, or a DingTalk Doc.
## Send silently or lock sending
1. Type your message.
2. Click the dropdown arrow next to **Send**.
3. Select **Set silent** or **Lock Send**.
Use **Set silent** when the message should be delivered without interrupting others. Use **Lock Send** when you need to send with additional protection.
## Use composer shortcuts
Click **+** in the message composer to open shortcuts.
The menu includes:
* **Contacts**
* **Code snippet**
* **DingTalk documentation**
* **New Event**
* **Video Conference**
* **Mail**
Use these shortcuts when you want to create related work directly from the conversation.
# Manage Service Conversation Settings
Source: https://help.dingtalk.io/im/chats-service-conversation-settings
Manage service conversation settings: open the settings panel, mute notifications for service messages, and keep important service conversations at the top of the conversation list.
Some conversations in **Chats** are created by DingTalk services, apps, or product features. These conversations can send updates or cards related to the service.
You can manage a service conversation from its settings panel.
## Open service conversation settings
1. Open **Chats**.
2. Select the service conversation.
3. Click the gear icon in the upper-right corner.
The service conversation settings panel opens.
## Mute a service conversation
In the settings panel, turn on **Mute Notifications**.
When this is enabled, DingTalk no longer sends push messages for this service conversation.
## Keep a service conversation at the top
In the settings panel, turn on **Stick on Top**.
Use this when the service conversation contains updates you need to check frequently.
# Start a Video Conference from Chats
Source: https://help.dingtalk.io/im/chats-start-video-conference
Start a video conference from the message composer in a direct message, or from the group chat toolbar to bring multiple group members into the meeting.
When a chat discussion needs a live conversation, you can start a video conference directly from **Chats**.
## Start from the message composer
1. Open a conversation.
2. Click **+** in the message composer.
3. Select **Video Conference**.
DingTalk opens the video conference flow from the current conversation.
## Start from a group chat toolbar
In a group chat, you can also use the video meeting icon in the upper-right corner of the conversation.
Use this entry when the meeting is related to the group discussion and you want to continue with the same members or topic.
# Format Text in Messages
Source: https://help.dingtalk.io/im/chats-text-formatting
Open the text formatting toolbar in the message composer, apply bold, italic, lists, code blocks or quotes, send formatted messages, and follow tips for clean formatting.
Rich text formatting helps make longer messages easier to read. Use it when you need to share updates, summarize work, or send a list of next steps.
Formatted messages are especially helpful in group chats where readers need to scan information quickly.
## Open the formatting toolbar
1. Open a conversation.
2. Click **Aa** in the message composer.
The rich text toolbar appears above the input box.
## Formatting options
| Option | Use it to |
| -------------------- | ------------------------------------- |
| **Body** | Choose the text style. |
| **Bold** | Emphasize important words. |
| **Text Color** | Highlight selected text. |
| **Italic** | Add light emphasis. |
| **Strikethrough** | Mark text as no longer valid. |
| **Bulleted List** | Create an unordered list. |
| **Numbered List** | Create an ordered list. |
| **Link** | Add a hyperlink. |
| **Clear Formatting** | Remove formatting from selected text. |
## Send a formatted message
1. Click **Aa**.
2. Type your message.
3. Select the text you want to format.
4. Choose a formatting option from the toolbar.
5. Click **Send**.
## Formatting tips
* Use **Bold** for key points or deadlines.
* Use lists for action items or status updates.
* Use **Link** when you want to include a reference without pasting a long URL into the message.
* Use **Clear Formatting** if copied text brings in unwanted styles.
# Customer Story: Xinfengwei
Source: https://help.dingtalk.io/mail/customer-story-xinfengwei
Customer story: how Xinfengwei, DingTalk's first customer, used DingTalk Mail to handle email on mobile and accelerate work response across its organizational digital transformation.
## Internet Industry
As DingTalk's first customer, Xinfengwei used DingTalk to complete its organizational digital transformation. Its performance increased tenfold, and employee satisfaction improved significantly.
| Pain Point | Solution | Result |
| -------------------------------------------------------------------------------------------------------------- | -------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Traditional email depends on desktop access, making it inconvenient to handle work while away from a computer. | Mail | DingTalk turns collaborative work information into IM messages. Emails can be opened directly on mobile in the chat interface and handled anytime, anywhere. |
# DingTalk Enterprise Mail
Source: https://help.dingtalk.io/mail/dingtalk-enterprise-mail
DingTalk Enterprise Mail is a native email service on DingTalk with unlimited storage, high-volume throughput, and a feature set spanning admin tools and end-user collaboration.
DingTalk Enterprise Mail is a native enterprise email product built on DingTalk. It works with many DingTalk apps as part of a collaborative office suite, helping users work more efficiently.
DingTalk Enterprise Mail provides secure, high-performance, and highly stable email infrastructure. It is designed with high-volume throughput, load balancing, dynamic resource scheduling and scaling, and multi-copy redundant data storage.
***
## Feature List
| Feature | Description |
| ----------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Mailbox storage | Unlimited storage |
| Mail accounts | Available from 5 accounts |
| **Admin features** | |
| Domain management | Supports adding subdomains and domain aliases |
| Mail migration | ✅ |
| Mailing group management | Supports multiple mailing group management options |
| Public mailbox | ✅ |
| Tiered administrators | ✅ |
| Account recycle bin | ✅ |
| Third-party secure client management | ✅ |
| Inbound blacklist | ✅ |
| Inbound whitelist | ✅ |
| Mail rules | ✅ |
| External account warning | ✅ |
| Risky links | ✅ |
| Log search | ✅ |
| Recall email | ✅ |
| **User features** | |
| AI assistant | By invitation only |
| One-click migration of dingtalk.io mailbox data | Supports one-click migration of historical emails from a personal dingtalk.io mailbox. Future received emails can also be synced to DingTalk Enterprise Mail. |
| DingTalk Mail Assistant | Receive new email notifications for multiple mailboxes in DingTalk messages through DingTalk Mail Assistant, so users do not miss emails in DingTalk. Users can also customize which accounts receive email notifications in settings. |
| Password-free mailbox login | After an admin assigns an account, employees can use the mailbox after signing in to DingTalk, making access more secure and convenient. |
| Mail calendar sync | Supports sending email invitations through DingTalk Calendar, bringing schedules and meetings together in one place. |
| DING unread recipients | View whether recipients have read an email and send a DING reminder to unread recipients, so important information is not missed. |
| Send emails to DingTalk groups | Create a group mailing list in an internal organization group and send group emails with one click. |
| Send email from IM | Write an email directly to a contact from a DingTalk chat window. |
| Forward to chat | Forward an email to a DingTalk chat. |
| Set as DingTalk To-Do | Set an email as a to-do item to follow up on important matters in real time. |
| Start a DingTalk meeting | Start a meeting invitation from an email with one click. |
| Mail settings | Includes login logs, sending/receiving/deleting operation search, new mail notifications, signatures, vacation auto-reply, receiving rules, self-service forwarding, allowlist/blocklist, anti-spam, mail reading, and more. |
| Send and receive from other mailboxes | Add other email accounts and manage sending and receiving from DingTalk Enterprise Mail. |
| Body shortcut features | DingTalk Enterprise Mail supports popular text shortcuts such as @, -p, and -d. In the email body, you can @ mention someone, or combine @ with -p or -d to quickly email colleagues in your department. |
| Confidential mode | Send emails and attachments in confidential mode to protect sensitive information. Features include email watermarking, email expiration, content becoming unavailable after expiration, and restrictions on forwarding, copying, and downloading. |
| Email recall | Conveniently recall emails that were sent by mistake. |
| Bulk send with individual display | When sending bulk emails, each recipient receives an individual email, which feels more personal and protects recipient email addresses. |
| Conversation mode | A browsing mode that groups emails by subject and displays related email exchanges in one conversation. |
| Suspected spam reminder | The system sends daily reminders for intercepted spam to help users avoid missing important emails. Users can enable or disable this reminder as needed. |
| Mail labels | Add multiple category labels to emails for personalized classification and management. Users can view all emails under the same label at any time. |
# Move or Delete Emails
Source: https://help.dingtalk.io/mail/move-or-delete-emails
Long-press emails on mobile or select them on desktop to move them to another folder or delete them, keeping the Inbox organized on either device.
Both DingTalk mobile and desktop support moving and deleting emails. You can delete invalid or unnecessary emails at any time.
## Steps
### Mobile
Open the DingTalk mobile app > More > Mail > long press and select the emails you want to manage > tap Move to or Delete at the bottom.
### Desktop
Open the DingTalk desktop app > click Mail in the left sidebar > select the emails you want to manage > click the Move or Delete icon at the bottom.
# Send an Email
Source: https://help.dingtalk.io/mail/send-an-email
Compose and send an email from the DingTalk mobile app under More > Mail, or from the desktop app's left sidebar by clicking Mail > + Compose — making email as simple as chat.
Every DingTalk user can use DingTalk Mail for free. DingTalk Mail is deeply integrated with DingTalk, making email as simple as chat.
## Steps
### Mobile
Open the DingTalk mobile app > More > Mail > tap the + icon in the lower-right corner to send an email.
### Desktop
Open the DingTalk desktop app > click Mail in the left sidebar > click + Compose in the upper-left corner.
# What Is DingTalk Mail?
Source: https://help.dingtalk.io/mail/what-is-dingtalk-mail
DingTalk Mail focuses on efficient, secure email for business communication, and includes DingTalk Personal Mail, DingTalk Enterprise Mail, and third-party email client integration.
DingTalk Mail is one of DingTalk's collaborative office products. It focuses on efficient and secure email processing to meet business communication needs.
DingTalk Mail generally includes one or more of the following concepts:
* DingTalk Personal Mail: After registering for DingTalk, individual users automatically receive a free personal mailbox with the @dingtalk.io suffix.
* DingTalk Enterprise Mail: An enterprise-level SaaS email service. It is activated and paid for by the DingTalk organization administrator, includes a 30-day free trial, and is deeply integrated with DingTalk. It also supports AI-powered email writing and reply features to help enterprises work more efficiently and create better content.
* DingTalk third-party email client: Individual users or organization administrators can add and configure third-party email accounts. DingTalk Mail then acts as a client to connect to third-party mail servers for sending and receiving emails.
# How to View AI Meeting Notes?
Source: https://help.dingtalk.io/meetings/ai-meeting-notes
View AI-generated meeting notes (Meeting AI minutes, to-dos, and summaries) after a DingTalk video meeting, with share, edit, and export options.
## How to View AI Minutes Content?
After you use cloud recording and post-meeting **AI Minutes**, meeting audio can be converted into text and mapped to each speaker. AI Minutes also supports smart chapters and post-meeting summaries, helping participants and non-participants quickly understand key meeting information.
AI Minutes text supports **keyword search** to quickly locate content. It also supports cloud editing and easy export.
AI Minutes is an intelligent meeting assistant from DingTalk Meetings in cooperation with Alibaba Tongyi Tingwu. It generates meeting transcripts, smart chapters, and post-meeting summaries. When someone misses a meeting or joins late, they can use AI Minutes after the meeting to understand the key information.
## How to View AI Minutes
1. After starting a meeting in DingTalk, the host clicks **Cloud Recording**.
2. The meeting starts recording.
3. When cloud recording ends, the meeting automatically uploads the recording to AI Minutes for speech-to-text transcription. After the meeting, the completed recording file is sent to the meeting initiator through the **DingTalk AI Minutes Assistant** service account. Participants can request viewing permission from the initiator. After the meeting, the initiator can also go to **DingTalk Main Window** > **Meetings** > **AI minutes** to view it.
You can view AI Minutes in the **DingTalk AI Minutes Assistant** service window.
You can also go to **DingTalk Main Window** > **AI Minutes** to view AI Minutes.
## AI Minutes FAQ
### Who owns the AI Minutes content after the meeting?
Currently, the final owner of meeting AI Minutes content is the meeting initiator. After AI Minutes is enabled during the meeting, the AI Minutes link is sent to the meeting initiator after the meeting.
### How can I view AI Minutes if I do not have permission?
After the meeting, participants can get the AI Minutes link from the meeting initiator and request view or edit permission.
### How long is AI Minutes content valid?
AI Minutes content is stored in the enterprise cloud drive by default. If enterprise cloud drive storage is insufficient, it is stored temporarily, and temporary storage is valid for 7 days.
# What to Do If Audio Is Abnormal During a Video Meeting?
Source: https://help.dingtalk.io/meetings/audio-abnormal
Resolve audio problems in DingTalk meetings: no sound, echo, robotic voice, low volume, or one-way audio—covers system audio settings and device selection.
## How to Troubleshoot Audio Issues?
## Microphone Permission Warning
* **Windows:** Go to Windows **Settings** > **Privacy** > **Microphone**, and turn on **Allow apps to access your microphone**.
* **Mac:** Go to **System Preferences** > **Security & Privacy** > **Microphone**, select DingTalk, then restart DingTalk.
**Windows**
**Mac**
## You Cannot Hear Other Participants, or Their Volume Is Low
### Check DingTalk Meetings Speaker Settings
In the DingTalk meeting window, go to **More** > **Settings** > **Audio**. Check whether the correct speaker is selected and whether the volume is set high enough. Use the test function to verify that the speaker works normally.
### Check Whether Screen Sharing Includes Audio
If the current speaker is sharing their screen, ask them to check whether **Share Computer Audio** is enabled.
### Check Computer Speaker Settings
**Windows:**
1. Go to **Settings** > **System** > **Sound** and check whether the correct output device and volume are selected.
2. In **Sound**, click **Manage sound devices** and test the output device.
3. Open **Sound Control Panel**, double-click the speaker or headset, and adjust output levels.
**Mac:** Go to **System Preferences** > **Sound** > **Output**, and check whether output volume is normal.
**Windows**
1. Go to **Settings** > **System** > **Sound** and check whether the correct output device and volume are selected.
2. In **Sound**, click **Manage sound devices** and test the output device.
3. Open **Sound Control Panel**, double-click the speaker or headset, and adjust output levels.
**Mac**
Go to **System Preferences** > **Sound** > **Output**, and check whether output volume is normal.
## Other Participants Cannot Hear You, or Your Volume Is Low
### Check DingTalk Meetings Microphone Settings
In the DingTalk meeting window, go to **More** > **Settings** > **Audio**. Check whether the correct microphone is selected and whether input volume is high enough. Speak near the computer microphone and check whether the microphone level moves.
### If You Are Sharing Your Screen
* Check whether **Share Computer Audio** is enabled.
* On Windows, go to **Settings** > **System** > **Sound** > **Sound Control Panel** > **Communications**, and set it to **Do nothing**.
Check whether **Share Computer Audio** is enabled.
**windows**
* On Windows, go to **Settings** > **System** > **Sound** > **Sound Control Panel** > **Communications**, and set it to **Do nothing**.
### Check Computer Microphone Settings
**Windows:**
1. Go to **Settings** > **System** > **Sound**, check whether the correct input device is selected, and confirm the microphone level moves when you speak.
2. In **Sound**, click **Manage sound devices** and check whether the input device is enabled.
3. Open **Sound Control Panel**, click **Recording**, select the microphone, open **Levels**, and increase microphone input.
**Mac:** Go to **System Preferences** > **Sound** > **Input**, and check whether the input level responds when you speak.
**Windows**
1. Go to **Settings** > **System** > **Sound**, check whether the correct input device is selected, and confirm the microphone level moves when you speak.
2. In **Sound**, click **Manage sound devices** and check whether the input device is enabled.
3. Open **Sound Control Panel**, click **Recording**, select the microphone, open **Levels**, and increase microphone input.
**Mac**
Go to **System Preferences** > **Sound** > **Input**, and check whether the input level responds when you speak.
## Noise During a Meeting
Noise generally falls into three scenarios:
1. All or most participants hear noise.
2. Only one specific participant hears noise.
3. Some participants hear noise while others do not.
### Scenario 1: Everyone or Most People Hear Noise
This is usually caused by one participant's microphone picking up noise.
1. The host can check noise reports, mute the reported participant, and ask them to self-check.
2. The muted participant should check whether the environment is noisy. Use DingTalk's **Test Microphone** function in audio settings. Move to a quieter location if possible, use a headset if needed, and lower microphone pickup volume.
3. If environmental noise is not the cause, try switching microphones, such as between a headset and the device's built-in microphone.
4. If there is no noise report, the issue is likely network-related.
### Scenario 2: Only One Person Hears Noise
Ask that participant to:
1. Close other audio playback apps, such as music players or voice chat tools.
2. Use DingTalk's **Test Speaker** function to check playback volume and device status. If playback is abnormal, replace the playback device, such as switching from speakers to headphones.
3. If test playback is normal but meeting audio stutters or changes speed, the issue is likely downstream network quality.
### Scenario 3: Some Participants Hear Noise
This is often multiple cases of Scenario 2. The host can ask affected participants to run the same checks.
## Audio Stutters, Speeds Up, or Slows Down
This is usually caused by network connection issues, such as network card problems, other high-bandwidth apps, weak uplink quality, jitter, or congestion.
1. First rule out environmental or device issues by following the noise checks above.
2. Check Wi-Fi or mobile signal strength. If the network is poor, switch to a better network or join by phone if available.
3. If the network card is uncertain, test communication in another app.
4. If the issue persists, turn off high-bandwidth features such as video and screen sharing to prioritize voice quality.
## Echo During a Meeting
Echo can be local echo, where you hear your own voice return, or remote echo, where another participant hears their own voice.
1. For local echo, first rule out system configuration issues or multiple devices in the same room. Ask other meeting rooms to check for remote echo leakage.
2. For remote echo, ask the affected room to mute its microphone or speaker to determine whether that room is the source. If the echo stops, keep the microphone and speaker farther apart, avoid obstacles within 30 cm of speakers, keep speaker volume below about 80%, reduce microphone pickup volume, and use external microphones where possible.
3. If echo continues, open the microphone only when speaking, use a headset for solo attendance, or leave and rejoin the meeting.
# How to Turn On Audio Mode?
Source: https://help.dingtalk.io/meetings/audio-mode
Switch a video meeting to audio-only mode to save bandwidth on weak networks, dial in by phone, or join with audio while the camera stays off.
When network quality is poor, turning on Audio Mode helps prioritize audio and shared-screen information during the meeting.
***
## Turn On Audio Mode on Mobile
During the meeting, tap **More** in the lower-right corner >> **Settings** >> turn on **Audio Mode**.
# How to Turn On Beauty Effects?
Source: https://help.dingtalk.io/meetings/beauty-effects
Apply beauty filters, makeup effects, and skin smoothing during a DingTalk video meeting—available on mobile and desktop with intensity controls.
## How to Enable Beauty Effects?
DingTalk supports beauty effects in video meetings. You can turn the feature on and adjust the effect during or before a meeting.
## Enable Beauty Effects on Desktop
**Method 1:** During a meeting, click the arrow next to **Camera On/Off** in the lower-left corner, select **Virtual Background and Beauty**, then adjust the beauty effect.
**Method 2:** During a meeting, click **More**, go to **Settings**, open the **Virtual Background and Beauty** tab in the sidebar, switch to the **Beauty** tab below the video preview, then adjust the beauty effect.
## Enable Beauty Effects on Mobile
### Before the Meeting Starts
On the pre-meeting screen, tap the icon in the upper-right corner to open the beauty page. Turn the **Beauty** switch at the lower-left on or off and adjust the effect.
### During the Meeting
During a meeting, tap **More** in the lower-right corner, select **Beauty** to open the beauty page, then turn the **Beauty** switch on or off and adjust the effect.
# How to Use Breakout Discussions?
Source: https://help.dingtalk.io/meetings/breakout-discussions
Split a DingTalk meeting into smaller breakout rooms for parallel discussion, with host controls for room assignment, time limits, broadcasts, and re-merge.
## How to Use Breakout Rooms?
After breakout rooms are enabled, the host can divide participants into smaller groups for discussion. When the discussion ends, everyone can return to the main meeting room.
* Messages and activities inside each breakout room, including chat, video meeting, sharing, and reactions, are visible only within that room.
* The host can freely enter and leave each breakout room and join the discussions.
## Availability
1. Only the host or co-host can configure breakout rooms.
2. Free users can create up to 2 breakout rooms. Paid versions support up to 50 breakout rooms.
DingTalk Meetings paid plans provide unlimited-time meetings and 10+ benefits. Users can purchase or request consultation from the relevant DingTalk Meetings purchase pages.
## Create Breakout Rooms as Host
**Entry point:** During a meeting, click **More** at the bottom, then click **Breakout Rooms**.
### Grouping Methods
The host can choose the number of rooms and assign participants in three ways:
1. **Auto assign:** Participants are randomly assigned to different rooms.
2. **Manual assign:** The host assigns participants to the desired rooms.
3. **Participants choose rooms:** Participants choose which rooms to join.
> Free users can currently create up to 2 breakout rooms. Paid users can create up to 50 breakout rooms.
## Edit Breakout Rooms
After creating breakout rooms, the host can continue editing them as needed.
1. **Manage room members:** Arrange members in each breakout room.
2. **Manage rooms:** Add, delete, or rename breakout rooms.
3. **Breakout room settings:** Set the discussion duration, participant movement permissions, and other options.
### Manage Breakout Room Members
* **Assign members:** Hover over the breakout room name and click **Assign** to select room members.
* **Move members:** Drag a member into or out of a room, or hover over the member and click **Move to** to choose another room.
### Add or Delete Breakout Rooms
* **Add a room:** Click **Add Disscussion Group** in the lower-left corner of the breakout room panel.
* **Delete a room:** Hover over the room name and click the delete button on the right.
### Rename a Breakout Room
Hover over the breakout room name, click **Rename** on the right, enter a new room name, then click outside the field or press Esc to finish.
### Configure Breakout Room Settings
Click **Settings** in the lower-left corner of the breakout room panel. You can configure:
1. How members join breakout rooms: require member confirmation or automatically join assigned rooms.
2. Member movement permissions: whether members can return to the main meeting room at any time and choose rooms themselves.
3. Return countdown: how many minutes the discussion lasts before it ends automatically.
## During Breakout Room Discussions
During breakout discussions, information inside a room is visible only to that room, including chat, video, sharing, and reactions.
### View the Current Room
The upper-left corner of the meeting window shows the current room or main meeting room.
### Host: Join a Breakout Room
During a meeting, click **More**, click **Breakout Rooms** to open the panel, hover over the room name, click **Assign**, and select yourself to join that room.
### Host: Broadcast a Message
During a meeting, click **More**, click **Breakout Rooms** to open the panel. After discussion starts, click the broadcast button in the lower-left corner, enter the message, then click **Send**. All participants receive the broadcast.
## End Breakout Room Discussions
### End Manually
During a meeting, click **More**, click **Breakout Rooms** to open the panel, click **End Discussion** in the lower-right corner, then confirm by clicking **End Discussion** in the pop-up.
### End Automatically with a Countdown
Prerequisite: A return countdown has been set in breakout room settings.
When the countdown ends, the host receives a confirmation pop-up. Click **End Discussion** to end the breakout rooms.
# How to Turn the Camera On or Off?
Source: https://help.dingtalk.io/meetings/camera
Turn the camera on or off mid-meeting, choose which camera to use, and adjust resolution—covers desktop, mobile, and meeting-room device flows.
During a meeting, participants can choose to turn their camera on or off when camera use is inconvenient or unnecessary.
***
## Requirements
1. In the free version, up to 30 participants can turn on cameras at the same time. After purchasing a paid version, there is no such limit.
> Purchase DingTalk Meetings to enjoy unlimited meeting duration and 10+ other benefits.
## Turn the Camera On or Off on Desktop
### Before the Meeting Starts
On the pre-meeting screen, click the **Camera** icon at the bottom and choose to turn the camera on or off.
### During the Meeting
During the meeting, click the **Camera** icon in the lower-left corner and choose to turn the camera on or off.
***
## Turn the Camera On or Off on Mobile
### Before the Meeting Starts
On the pre-meeting screen, tap the **Camera** icon in the lower-right corner and choose to turn the camera on or off.
### During the Meeting
During the meeting, tap the **Camera** icon in the lower-left corner and choose to turn the camera on or off.
# What to Do If the Camera Image Is Abnormal?
Source: https://help.dingtalk.io/meetings/camera-abnormal
Fix camera problems in DingTalk meetings: not detected, permission denied, in use by another app, or showing an upside-down or distorted image.
## How to Troubleshoot Camera Image Issues
## Camera Shows a White Slashed Camera Icon
**Symptom:** After turning on the camera in a meeting, the camera window does not show the user and only displays a white slashed camera icon.
**Solutions:**
* If a PC manager app is installed, it may prevent the camera from being called normally. Temporarily close it to rule out interference.
* The laptop camera may be disabled locally. For Lenovo laptops, open the sliding switch near the front camera. For other laptop brands, press Fn together with the function key that has a camera icon.
* If these steps do not work, contact computer after-sales support and install the latest camera driver.
## Camera Shows the DingTalk Avatar
**Symptom:** After turning on the camera, the camera window shows only a circular DingTalk avatar.
**Solution:** The user has disabled their camera. Turn on the camera during the meeting to restore normal display.
## Camera Image Is Completely Black
**Symptom:** After turning on the camera, the camera window is black.
**Solutions:**
* Check whether anything is blocking the camera.
* Contact computer after-sales support and install the latest camera driver.
## Camera Fails to Start
**Symptom:** After turning on the camera, the camera window does not show the user and reports a camera startup exception or failure.
**Solutions:**
* Close other software that may be using the camera on the computer or phone.
* Exit security or protection software, such as 360 Security, 360 Antivirus, Tencent PC Manager, 2345 Security, Microsoft PC Manager, or Lenovo PC Manager.
* Enable camera permissions:
* **Windows 10:** Desktop menu > gear icon > **Privacy** > **Camera** > turn on **Allow apps to access your camera**.
* **Mac:** Grant camera permission, then restart the computer. If already authorized, try reauthorizing and restarting.
* **iOS:** System Settings > **Privacy** > **Camera** > turn on **DingTalk**.
* **Android:** Follow the settings for your specific system.
## Camera Image Is Dim
**Symptom:** After turning on the camera, the image is dark.
**Solutions:**
Improve lighting in the meeting environment.
On desktop, open meeting settings, click **Video** on the left, scroll to the bottom, and select **Automatically improve video brightness in low-light environments**.
## Camera Turns Off Automatically
**Symptom:** After the user turns on the camera, it turns off automatically.
**Solution:** This may be caused by a damaged or outdated camera driver. Contact computer after-sales support and install the latest camera driver.
## Camera Image Is Upside Down
**Symptom:** The camera image is upside down.
**Solutions:**
* **Computer:** Adjust the camera angle.
* **Phone or tablet:** Rotate the device vertically to restore normal display.
## Camera Image Is Garbled
**Symptom:** The camera image appears distorted or garbled.
**Solutions:**
* For an external camera, unplug and reconnect the device or try another USB port.
* If the camera is not physically damaged, update to the latest camera driver. To check whether the camera is damaged, test it in another app such as WeChat or QQ. If it is also garbled there, the camera may be damaged.
## Camera Image Is Gray
**Symptom:** The camera image is gray.
**Solution:** The local camera is usually disabled on the laptop. For Lenovo laptops, open the sliding switch near the front camera. For other laptop brands, press Fn together with the function key that has a camera icon.
## Camera Shows a Laptop Icon
**Symptom:** The camera view shows an icon similar to a laptop.
**Solution:** The camera is usually disabled in the laptop system settings. Re-enable it with the camera switch on Lenovo laptops, or press Fn plus the camera-function key on other laptop brands.
## Camera Shows a Lock Icon
**Symptom:** The camera window shows a lock icon instead of the user.
**Solution:** The local system has disabled the camera, preventing all software from using it. Re-enable it with the camera switch on Lenovo laptops, or press Fn plus the camera-function key on other laptop brands.
## Camera Image Is Incomplete
**Symptom:** When using a Huawei phone or tablet to join a meeting, the camera image displays abnormally and part of the image is missing.
**Solution:** Disable Parallel View mode on the device, then rejoin the meeting. Path: phone **Settings** > **Vision** > **Parallel View** > **More Settings** > find DingTalk and turn it off.
# What to Do If You Cannot Receive a Video Meeting?
Source: https://help.dingtalk.io/meetings/cannot-receive-meeting
Troubleshoot why you cannot receive incoming DingTalk video meeting invites: notification settings, network status, app version, and Do Not Disturb checks.
## What If I Cannot Receive a Video Meeting Call?
If you cannot hear the invitation ringtone for a video meeting, first confirm whether someone has invited you to join the video meeting.
## If You Were Invited but Cannot Receive the Call
This is usually caused by one of the following two situations.
### DingTalk Call Notifications Are Turned Off
Turn new message reminders on or off:
* **Mobile:** DingTalk mobile homepage > profile picture in the upper-left corner > **Settings** > **New Message Notifications** > **Voice and Video Call Invitation Notifications**.
* **Desktop:** Profile picture in the upper-left corner > **System Settings** > **Notifications** > turn message notification sound on or off.
### DingTalk Notifications Are Disabled in Mobile System Settings
You also need to enable DingTalk notification permissions in your phone system settings.
* **iPhone:** **Settings** > **Notifications** > **DingTalk** > turn on **Allow Notifications**.
* **Android:** Follow the notification settings for your specific phone model.
# How to Use Captions?
Source: https://help.dingtalk.io/meetings/captions
Turn on live captions during a DingTalk meeting for real-time speech-to-text, with multilingual translation, font size controls, and caption history.
Smart Captions is a DingTalk Meetings feature provided in cooperation with Alibaba Tongyi Tingwu. It supports **real-time transcription** and **multilingual translation** of meeting content. It currently supports two-way real-time translation for Chinese, English, Japanese, Korean, and 21 other languages.
## Availability
Free meetings can use captions for only 10 minutes per meeting. After purchasing a paid version, captions can be used without a time limit.
DingTalk Meetings paid plans provide unlimited-time meetings and 10+ benefits. Users can purchase or request consultation from the relevant DingTalk Meetings purchase pages.
## Use Captions on Desktop
### Turn On Captions
During a meeting, click **More** at the bottom, then click **Captions** to turn on captions.
After captions are enabled, spoken content is transcribed into text in real time.
### Use Caption Translation
In the upper-right corner of the caption block, click the translation icon, then select the language you want to view to enable caption translation. The feature supports two-way real-time translation across Chinese, English, Japanese, Korean, and 21 other languages.
You can also choose **Show Bilingual Captions**.
For more detailed language settings, click **More**, click **Settings**, then click **Captions** on the left.
### Adjust Caption Font Size
After captions are enabled, hover over the caption block and click the settings icon in the upper-right corner to quickly adjust the caption font size.
You can also click **More**, click **Settings**, then click **Captions** on the left to adjust caption size.
### Configure Personal Hotwords
If your meetings often include specialized words, such as business terms or brand names, you can customize personal hotwords to improve caption recognition accuracy.
Click **More**, click **Settings**, click **Captions** on the left, enter a **Personal Hotword** on the right, then click **Add**.
> Personal hotwords support up to 50 entries and can be configured in Chinese or English.
## Use Captions on Mobile
### Turn On Captions
During a meeting, tap **More** at the bottom, then tap **Captions** to turn on captions.
### Caption Settings: Translation and Hotwords
After captions are enabled, tap the caption block at the bottom of the screen to open caption settings. From there, you can configure caption translation, caption hotwords, and view the full caption transcript.
# In-meeting Chat and Emoji Interaction
Source: https://help.dingtalk.io/meetings/chat-emoji
Send chat messages, emoji reactions, and animated gestures during a DingTalk meeting—covers visibility settings and how to react without unmuting.
## In-Meeting Chat and Emoji Interaction
During a meeting, you can chat by text, send emoji or animated reactions, and set statuses such as Raise Hand or Away.
## Text Interaction
Click **Chat** in the meeting homepage menu bar to open the chat panel on the right. Participants can use quick phrases, send custom text, and communicate without interrupting the speaker. Chat content can also appear as bullet comments in the lower-left corner for more efficient communication.
## Emoji and Animated Reactions
Click **Interaction** in the menu bar, then click an emoji in the emoji bar to send it in the chat panel. This can be used to respond to a speaker's comments or add engagement during the meeting.
# How to Make Meeting Audio Clearer?
Source: https://help.dingtalk.io/meetings/clearer-audio
Improve meeting audio quality with noise cancellation, echo suppression, microphone selection, and earphone recommendations for the clearest possible call.
To improve meeting quality and make voices easier to hear, DingTalk video meetings provide a **noise reduction** feature. This helps reduce external noise and makes remote meetings more efficient.
## Set Enhanced Noise Reduction on Desktop
In the desktop video meeting window, click **More** in the bottom menu bar, click **Settings**, click **Audio** on the left, then select **Noise Reduction Mode**.
## Set Audio Noise Reduction on Mobile
During a meeting, tap **More** in the lower-right corner, tap **Settings**, tap **Background Noise Reduction**, then choose the noise reduction level.
# How to End a Video Meeting?
Source: https://help.dingtalk.io/meetings/end-meeting
End a DingTalk video meeting as host (closes for all participants) or leave a meeting as participant (others stay)—plus host transfer before leaving.
## End a Video Meeting
During a meeting, the host can end the meeting for everyone, while participants can leave the meeting themselves.
### On Desktop
During the meeting, click **End** or **Leave** in the meeting controls, then confirm the action as prompted.
### On Mobile
During the meeting, tap **End** or **Leave** in the meeting controls, then confirm the action as prompted.
# How to View Current Meeting Entitlements
Source: https://help.dingtalk.io/meetings/entitlements
Check the current meeting's entitlements: participant cap, time limit, cloud recording quota, AI features, and how to upgrade for more capacity.
## How to View Current Meeting Benefits
During a meeting, you can view the benefits used by the current meeting, including the participant limit, duration limit, and other benefit-related information.
DingTalk Meetings paid plans provide unlimited-time meetings and 10+ benefits. Users can purchase or request consultation from the relevant DingTalk Meetings purchase pages.
## View Current Meeting Benefits on Desktop
In the desktop video meeting window, click **More** in the bottom menu bar, click **Settings**, then click **Benefit Description** on the left.
## View Current Meeting Benefits on Mobile
During a meeting, tap **More** in the lower-right corner, tap **Settings**, scroll to the bottom of the list, then tap **Benefit Description**.
# How to Set or Cancel Focus on One Participant?
Source: https://help.dingtalk.io/meetings/focus-participant
Pin or unpin a single participant's video to the main stage for everyone, or only on your own view—useful for spotlighting the active speaker or presenter.
## How to Set or Cancel Spotlight for Everyone?
During a meeting, when the host wants everyone to focus on a specific speaker, the host can set **Spotlight for Everyone**.
## Set or Cancel Spotlight for Everyone on Desktop
### Set Spotlight for Everyone
During a meeting, click **Members** at the bottom to open the member management panel. Click the icon on the right side of the member, then select **Spotlight for Everyone**.
### Cancel Spotlight for Everyone
During a meeting, click **Members** at the bottom to open the member management panel. Click the icon next to the member who has the **Spotlight for Everyone** label, then select **Cancel Spotlight for Everyone**.
## Set or Cancel Spotlight for Everyone on Mobile
### Set Spotlight for Everyone
During a meeting, tap **Members** at the bottom to open member management. Tap the icon on the right side of the member, then select **Spotlight for Everyone**.
### Cancel Spotlight for Everyone
During a meeting, tap **Members** at the bottom to open member management. Tap the member with the **Spotlight for Everyone** label, then select **Cancel Spotlight for Everyone**.
# How to Get the Meeting ID?
Source: https://help.dingtalk.io/meetings/get-meeting-id
Find or copy the 9-digit DingTalk meeting ID from the in-meeting toolbar, the meeting details card, or your scheduled meeting list—needed when inviting participants by number.
A **meeting ID** helps you quickly join a specified video meeting and communicate efficiently across organizations.
***
## Get the Meeting ID on Desktop
### Get the Meeting ID for a Scheduled Meeting
After scheduling a meeting, or after clicking a scheduled meeting from Calendar or the Meetings page, open the meeting details pop-up >> click the **Copy** icon next to the automatically generated meeting ID in the upper-right corner.
### Get the Meeting ID During a Meeting
During a meeting, hover over **Meeting Information** in the upper-left corner >> click the **Copy** button next to the meeting ID, or click **Copy Join Information**.
## Get the Meeting ID on Mobile
### Get the Meeting ID for a Scheduled Meeting
After scheduling a meeting, or after tapping a scheduled meeting from Calendar or the Meetings page, open the meeting details page >> tap the **Copy** button next to the meeting ID.
### Get the Meeting ID During a Meeting
Start or join a meeting >> on the meeting screen, tap **Meeting Information** at the top >> tap the **Copy** button next to the meeting ID.
# How to Take a Group Photo?
Source: https://help.dingtalk.io/meetings/group-photo
Capture a group photo of all video meeting participants with a single click—includes layout options, host permissions, and where the photo is saved.
During a meeting, the host can start **Group Photo** to capture an important meeting moment.
## Take a Group Photo on Desktop
During a meeting, click **More** at the bottom, then click **Group Photo**.
## Take a Group Photo on Mobile
During a meeting, tap **More** in the lower-right corner, then tap **Group Photo**.
# Is Higher Definition Supported If the Video Is Not Clear?
Source: https://help.dingtalk.io/meetings/higher-definition
Enable higher-definition video for DingTalk meetings when the default resolution looks blurry—covers bandwidth requirements and HD plan tiers.
## Is Higher Video Clarity Supported?
## Video Meeting Image Is Not Clear
A smooth video meeting requires at least 2 Mbps of bandwidth. Meetings with more participants require more bandwidth. DingTalk video meeting clarity is automatically adjusted based on network bandwidth. If the network is poor, clarity is automatically reduced to prioritize meeting smoothness.
## How to Enable Ultra HD 1080p Clarity
DingTalk provides plans for teams of different sizes and needs. If you need Ultra HD 1080p clarity, use the relevant DingTalk upgrade or purchase page.
DingTalk Meetings paid plans provide unlimited-time meetings and 10+ benefits. Users can purchase or request consultation from the relevant DingTalk Meetings purchase pages.
## Appendix: Recommended Network Bandwidth
| Client | Maximum Video Resolution | Maximum Frame Rate | Recommended Bandwidth |
| --------------------------------- | ------------------------ | ------------------ | --------------------- |
| Mobile video | 720p | 15 fps | 1.5 Mbps |
| Mobile sharing | 1080p | 5 fps | 1.5 Mbps |
| Desktop video | 1080p | 15 fps | 2 Mbps |
| Desktop sharing | 1080p | 5 fps | 1.5 Mbps |
| Hardware meeting terminal | 1080p | 15 fps | 2 Mbps |
| Hardware meeting terminal sharing | 1080p | 5 fps | 1.5 Mbps |
# How to Set a Meeting Host or Co-host
Source: https://help.dingtalk.io/meetings/host-cohost
Assign meeting host or co-host roles to delegate participant management, mute controls, recording, and screen sharing permissions across one or more attendees.
Video meetings support **transferring host permissions** and **setting co-hosts**. Hosts and co-hosts can manage participant microphones, cloud recording, and other controls to maintain meeting order. Co-hosts can help manage the meeting, and when multiple participants have cameras on, one or more specified people can be selected.
## Availability
1. Free meetings do not support setting co-hosts.
2. Paid Meeting membership supports up to 20 co-hosts. Cloud meeting rooms support up to 50 co-hosts.
DingTalk Meetings paid plans provide unlimited-time meetings and 10+ benefits. Users can purchase or request consultation from the relevant DingTalk Meetings purchase pages.
## Set a Host or Co-host on Desktop
During a meeting, click **Members** at the bottom, open the member management panel on the right, click the icon next to the member, then select **Set as Host** or **Set as Co-host**.
## Set a Host or Co-host on Mobile
During a meeting, tap **Members** at the bottom, tap the member, then select **Set as Host** or **Set as Co-host**.
# How to Support an Important Meeting
Source: https://help.dingtalk.io/meetings/important-meeting
Prepare for an important DingTalk meeting: pre-call network check, host backup plan, recording setup, and contingency for participant join issues.
## How to Ensure an Important Meeting Runs Smoothly
## Important Meetings
**Definition:** Meetings with many participants, such as more than 100 people, complex meeting scenarios, or important meetings attended by senior management that require high meeting quality.
**Typical scenarios:** Board meetings, executive strategy meetings, and company annual meetings.
## Preparation for Important Meetings
### Schedule and Meeting Settings
* Schedule the meeting in advance. Make sure the organization that owns the schedule is correct so the expected organization benefits can be used.
* Add a video meeting to the schedule. Click **Meeting Settings** and adjust settings as needed, such as join permissions, recording settings, and default mute on join.
* **Lock Meeting:** Suitable for high-security meetings. Only members actively called by the host can answer and join.
* **Waiting Room:** Suitable for report meetings. New members enter the waiting room by default and can join only after the host approves them.
* **Only organization members can join:** Suitable for meetings limited to company members. Only members in the same organization as the host can join.
* For important meetings, add agenda items at the bottom of the schedule to keep the meeting on track. Each agenda item can have a discussion duration.
### Devices
* **Computer:** Recommended minimum configuration: 10th-generation standard-voltage i5 CPU, 16 GB memory, and 2 GB dedicated graphics. Uninstall unrelated software, pause Windows updates, keep laptops plugged in, and use wired network where possible.
* **Mobile:** Use recent mainstream mid-to-high-end devices. Keep the phone charged. If using mobile data, ensure enough data is available because meetings consume significant traffic.
* **Meeting devices:** Use DingTalk-certified meeting devices when possible. Check microphones, cameras, and speaker volume. Use a meeting control screen instead of a phone controller when possible, and prefer wired network.
* **Microphone peripherals:** Use DingTalk-certified microphones when possible. Check that they can be turned on and off, capture audio normally, and have clear, moderate volume. Test from **In Meeting** > **More** > **Settings** > **Audio**.
* **Camera peripherals:** Use DingTalk-certified cameras when possible. Check that they turn on and off, capture video normally, and provide clear image quality.
### Network
* Use stable and reliable network with enough bandwidth, low latency, and no packet loss. Public-domain ping latency should be below 200 ms with no packet loss.
* Estimate total bandwidth at about 3 Mbps per participant, especially considering public internet egress bandwidth usage.
* Prefer wired network when devices support it.
* For Wi-Fi, evaluate coverage, signal strength, and connection stability because wireless signals are prone to interference.
* Test firewalls in advance to ensure meetings can connect normally without interruption and can send and receive audio, video, and screen sharing. Add DingTalk-related IP addresses to allowlists where needed.
### Frequent Scenarios
* **Overseas meetings:** Test the local network and device meeting experience in advance. Test caption translation from **More** > **Captions**, and set the source language under **More** > **Settings** > **Captions** to improve accuracy.
* **Screen sharing:** If regular participants do not need to share, turn off **Allow participants to share** so only the host and co-host can share. Do not use the sharing device for meeting control. Turn off power saving and auto screen-off to prevent sharing interruptions. If sharing video, enable **Prioritize video smoothness**. If audio is needed, enable **Share computer audio**.
* **Layout:** DingTalk Meetings supports Standard, Speaker, and Gallery layouts. Use **Spotlight for Everyone** to focus everyone on a specific speaker.
* **Meeting order:** The host can mute all, unmute members one by one when they speak, and test audio. If strangers join or disrupt the meeting, click **Security** at the bottom and use **Pause participant activity** to mute everyone and pause sharing until order is restored.
> For complex scenarios such as company annual meetings, DingTalk recommends contacting support for professional meeting assurance services.
## Daily Important Meetings
**Definition:** Important meetings held regularly, usually with fewer than 100 participants.
For daily important meetings, keep the same basic checks: device readiness, microphone and camera tests, stable network, firewall testing, correct schedule ownership, overseas meeting testing when needed, screen-sharing controls, suitable layout, and host-led meeting order management.
# How to Invite Others to a Video Meeting?
Source: https://help.dingtalk.io/meetings/invite-others
Five ways to invite people to a DingTalk video meeting: chat group share, contact selector, meeting ID link, dial-out, and joining via the in-meeting participant list.
Before or during a DingTalk video meeting, you can invite others by **sharing a meeting card**, **sending meeting information** including the meeting ID and join link, or **adding participants**.
***
## Invite Others on Desktop
### Invite When Starting a Meeting
On the desktop **Start Meeting** screen, click **Add Participants** >> select the people to invite. You can invite members in your organization or DingTalk friends.
### Invite When Scheduling a Meeting
On the Meetings page, select **Schedule Meeting** >> in the pop-up, select **Add Participants** >> search for participants by entering text, or use batch add to add multiple participants.
### Invite from Calendar
**Invite by adding participants:** Click **Calendar** on the left to open Calendar >> view the event and click the meeting event you want >> click **Add Members** at the top of the meeting card >> select and add participants.
### Invite During a Meeting
**Method 1:** During a meeting, click **Invite** at the bottom of the meeting screen >> choose **Contacts** to call participants through DingTalk, **Meeting Room** to call a meeting room by phone, or **Share to Chat** to send a meeting card in a chat >> select the participants to invite.
**Method 2:** During a meeting, click **Invite** at the bottom of the meeting screen >> click **Copy Join Information** or **Copy Join Link** at the bottom >> notify participants through chat, email, or other channels.
**Contacts**
**Send in a chat**
**Meeting Room**
**meeting card**
**By phone**
## Invite Others on Mobile
### Invite When Starting a Meeting
Open the DingTalk mobile app >> tap **Meetings** in the lower-right corner >> select **Start Meeting** >> choose to start a video meeting >> tap **Add Participants** at the bottom of the pop-up >> select the participants to invite.
### Invite When Scheduling a Meeting
Open the DingTalk mobile app >> tap **Meetings** in the lower-right corner >> select **Schedule Meeting** >> tap the edit icon in the upper-right corner >> tap the **+** icon to add participants >> select the participants to invite.
### Invite from Calendar
**Invite using join information:** Open the DingTalk mobile app >> tap **Calendar** in the upper-left corner >> tap the meeting you want to enter >> open meeting details >> tap **More Information** next to the meeting ID >> tap **Copy** to copy the join information >> notify participants through chat, email, or other channels.
### Invite During a Meeting
During a meeting, tap **Members** at the bottom >> on the member management page, tap **Invite** at the bottom >> select **DingTalk Contacts** or **Meeting Room** >> select the participants to invite.
# How to Join a Video Meeting?
Source: https://help.dingtalk.io/meetings/join-meeting
Join a DingTalk video meeting by tapping a chat invite, dialing the meeting ID, opening a calendar reminder, or scanning the QR code shown on the meeting host's screen.
DingTalk video meetings support multiple ways to join. You can join through a **meeting card**, **meeting ID**, **join link**, **meeting list**, **calendar**, or the **quick entry bar**.
***
## Join a Meeting on Desktop
### Join with a Meeting ID
Open and sign in to the DingTalk desktop client >> click **Meetings** on the left >> click **Join Meeting** >> enter the **meeting ID** >> click **Enter Meeting**.
### Join with a Join Link
> To join from a browser, allow camera and microphone permissions on your computer.
Open the **join link** >> enter **your name** >> click **Join Meeting**. To open the DingTalk client and join, click **Open DingTalk** at the bottom of the page.
### Join with a Meeting Card
Click the **meeting card** sent by the other person in a chat window >> click **Join Meeting** at the bottom.
### Join from the Meeting List
Open and sign in to the DingTalk desktop client >> click **Meetings** on the left >> find the meeting you want in the meeting list on the right >> click **Join**.
> Scheduled meetings, ongoing meetings, and meetings you joined and then left are all shown in the meeting list.
### Join from Calendar
Open and sign in to the DingTalk desktop client >> click **Calendar** on the left >> select the meeting you want >> click **Join Meeting**.
### Join from the Plus Panel in the Upper-Right Corner
Open and sign in to the DingTalk desktop client >> click the **+** icon in the upper-right corner >> click **Join Meeting**.
## Join a Meeting on Mobile
### Join with a Meeting ID
Open the DingTalk mobile app >> tap the **Calls** icon in the upper-right corner >> tap **Join Meeting** >> enter the **meeting ID** to join.
### Join with a Join Link
> To join from a browser, allow camera and microphone permissions.
In a mobile chat, tap the **join link** sent by the other person >> tap **Enter Meeting** >> enter **your name** >> tap **Enter Meeting**. To open the DingTalk client and join, tap **Open DingTalk** at the bottom of the page.
### Join with a Meeting Card
Open the mobile app >> in a chat, tap the **meeting card** sent by the other person >> tap **Join Meeting**.
### Join from the Meeting List
Open the DingTalk mobile app >> tap the **Calls** icon in the upper-right corner >> find the meeting you want in the meeting list >> tap **Join**.
> Scheduled meetings, ongoing meetings, and meetings you joined and then left are all shown in the meeting list.
### Join from Calendar
Open the DingTalk mobile app >> tap **Calendar** at the bottom >> tap the meeting you want in Calendar >> select **Join Meeting**.
### Join from the Reminder Bar
For meetings that have already started, you can quickly join from the **reminder bar at the top of the mobile chat list**.
# Meeting AI
Source: https://help.dingtalk.io/meetings/meeting-ai
DingTalk Meeting AI captures live captions and summaries during a meeting and auto-generates minutes and to-dos after the call, so participants never miss key remarks.
Meeting AI supports the following capabilities:
* During a meeting, Meeting AI can review meeting content in real time. Participants can view transcribed captions, generate summaries, and ask questions about the meeting content, so they do not miss important remarks.
* After each meeting, DingTalk automatically generates meeting minutes and to-dos, helping teams avoid manual note-taking.
***
## Feature Overview
### Real-Time Transcription and Q\&A During a Meeting
Meeting AI transcribes meeting content in real time, so participants can quickly review and analyze what was discussed.
### Smart Minutes After a Meeting
After the meeting, DingTalk saves the meeting audio and transcript, then sends them to the meeting initiator as AI meeting notes. In AI meeting notes, you can view meeting minutes and suggested to-dos. Participants can also request access to the AI meeting notes from the host through the meeting end page, meeting list, and other entry points.
## How to Use
### Manually Turn AI Meeting Notes On or Off
After AI meeting notes are turned on, meeting content is transcribed in real time. All participants will see a clear **AI Meeting Notes in Progress** notice at the top.
1. During the meeting, participants can ask open-ended questions based on the transcript.
2. After the meeting, the transcript and audio are saved, and smart minutes are generated and sent to the **meeting initiator** as AI meeting notes.
**Desktop:** During the meeting >> click **Meeting AI** at the bottom >> turn **AI Meeting Notes** on or off.
**Mobile:** During the meeting >> tap **More** at the bottom >> tap **Meeting AI** >> turn **AI Meeting Notes** on or off.
### Automatically Turn On AI Meeting Notes
**Desktop:** During the meeting >> click **More** in the bottom menu bar >> click **Settings** >> click **Meeting AI** >> select or clear **Automatically turn on AI Meeting Notes**.
**Mobile:** During the meeting >> tap **More** in the lower-right corner >> **Settings** >> **Automatically turn on AI Meeting Notes**.
## FAQ
**Q: Who can view the AI meeting notes generated after the meeting?**
A: Only the meeting initiator receives the AI meeting notes automatically from the system. They are not automatically shared with all participants. The host can quickly share them from the meeting end page, meeting details page, and similar entry points.
**Q: What is the difference between AI Meeting Notes and Cloud Recording?**
| | **AI Meeting Notes** | **Cloud Recording** |
| ---------------------- | ---------------------------------------------------------------------- | --------------------------------------------- |
| **How to turn it on** | Click **Meeting AI** >> **AI Meeting Notes** | Click **Record** >> **Cloud Recording** |
| **During the meeting** | You can review earlier discussion at any time and ask questions freely | Not supported |
| **Saved content** | Audio + transcript + summary | Video + audio + transcript + summary |
| **Distribution** | Sent only to the meeting initiator by default | Sent only to the meeting initiator by default |
# How to Turn Mute On or Off?
Source: https://help.dingtalk.io/meetings/mute
Mute and unmute your microphone in a DingTalk meeting using the toolbar button, the spacebar to push-to-talk, or host controls to mute/unmute participants.
During a meeting, the **host** and **all participants** can mute themselves or others as permitted, reducing interruptions and helping the meeting run smoothly.
***
## How Participants Turn Mute On or Off on Desktop
### Before the Meeting Starts
On the pre-meeting screen, click the **Mute** button in the lower-left menu to turn mute on or off.
### During the Meeting
On the meeting screen, click the **Mute** button in the lower-left menu to turn mute on or off.
***
## How Participants Turn Mute On or Off on Mobile
### Before the Meeting Starts
On the pre-meeting screen, tap **Mute** in the lower-left corner to turn mute on or off.
### During the Meeting
On the meeting screen, tap **Mute** in the lower-left corner to turn mute on or off.
***
## How Hosts Manage Mute on Desktop
Hosts can manage audio in two ways: mute selected members or mute everyone.
* **Mute selected members:** During the meeting, click **Members** at the bottom >> view the member management sidebar on the right >> select a member and click the **Mute** icon to mute or unmute them.
* **Mute everyone:** During the meeting, click **Members** at the bottom >> click **Mute All** in the lower-right area >> choose whether to allow participants to **unmute themselves**.
> If participants are not allowed to unmute themselves, only the host can unmute them. Members can request to be unmuted by the host.
***
## How Hosts Manage Mute on Mobile
During the meeting, tap **Members** in the lower-right corner >> select a participant to mute or unmute, or tap **Mute All** at the bottom.
# How to Check Whether the Network Is Smooth
Source: https://help.dingtalk.io/meetings/network-check
Run a network diagnostic in DingTalk to test bandwidth, latency, packet loss, and firewall connectivity before joining a critical meeting.
Video meetings support network detection, which helps quickly determine whether audio stutter or blurry video is caused by network issues.
## View the Current Network Status During a Meeting
**Entry 1:** Move the mouse over the signal icon in the upper-left corner. A pop-up automatically displays the current network status, uplink and downlink bandwidth, packet loss rate, and latency. Click **Details** to view more detection data.
**Entry 2:** You can also go to **More** > **Settings** > **Quality Monitoring** at the bottom. On mobile, tap the triangle icon at the top of the video meeting and view **Network Detection**. Together with weak-network prompts, this helps you understand the current network status and troubleshoot lag or latency.
## Detect Network Status Before a Meeting
Use the video meeting network detection tool. Select the network node closest to you, click **Start**, and wait for the detection to complete to view the network report.
\[Image placeholder]
## Recommended Network Conditions
| Client | Maximum Video Resolution | Maximum Frame Rate | Recommended Bandwidth |
| --------------------------------- | ------------------------ | ------------------ | --------------------- |
| Mobile video | 720p | 15 fps | 1.5 Mbps |
| Mobile sharing | 1080p | 5 fps | 1.5 Mbps |
| Desktop video | 1080p | 15 fps | 2 Mbps |
| Desktop sharing | 1080p | 5 fps | 1.5 Mbps |
| Hardware meeting terminal | 1080p | 15 fps | 2 Mbps |
| Hardware meeting terminal sharing | 1080p | 5 fps | 1.5 Mbps |
To ensure meeting quality, internet packet loss should be below 5%, and latency should be below 100 ms.
# How to View and Understand Network Metrics
Source: https://help.dingtalk.io/meetings/network-metrics
Read in-meeting network metrics (bitrate, latency, packet loss, jitter) and understand which numbers indicate trouble for video, audio, or screen sharing.
## How to View Network Metrics
Participants can view the local device's network status from the meeting window: **More** > **Settings** > **Quality Monitoring**.
## What Network Metrics Are Reasonable?
The following ranges usually do not noticeably affect the meeting experience. Actual experience may still be affected by momentary network fluctuations and averages. Background metric monitoring runs once per minute.
### Network
| Scenario | Bandwidth | Latency | Packet Loss | Network Jitter |
| ---------- | -------------------------------------------- | -------- | ----------- | -------------- |
| Audio only | Uplink: 60-200 kbps; Downlink: 60-600 kbps | \<300 ms | \<40% | Max \<400 ms |
| Video | Uplink: 0.5-3.0 Mbps; Downlink: 0.5-4.0 Mbps | \<300 ms | \<30% | Max \<400 ms |
### Audio
When someone is speaking, use the following metrics as reference. When there is no audio, bitrate, microphone, and speaker metrics may be low.
| Bitrate | Microphone | Speaker |
| ------------------------------------------ | ----------------------------------------------------------------- | ------------------------------------------------------------------ |
| Uplink: 60-200 kbps; Downlink: 60-600 kbps | 30-90 dB; actual experience also depends on device pickup quality | 30-90 dB; actual experience also depends on system volume settings |
### Video
Actual bitrate, resolution, and frame rate are affected by device performance and network status. The following uses camera video as an example.
| Device | Bitrate | Resolution |
| -------- | -------------------------------------------- | ----------- |
| Computer | Uplink: 1.5-3.0 Mbps; Downlink: 0.5-4.0 Mbps | Up to 1080p |
| Mobile | Uplink: 0.8-2.0 Mbps; Downlink: 0.5-4.0 Mbps | Up to 720p |
### Sharing
Actual bitrate, resolution, and frame rate are affected by device performance and network status.
| Scenario | Bitrate | Resolution |
| ------------- | ------------ | ----------- |
| Static PPT | 1-100 kbps | Up to 1080p |
| Web browsing | 0.2-1.3 Mbps | Up to 1080p |
| Dynamic video | 0.5-1.5 Mbps | Up to 1080p |
# Video Meeting Participants and Fees
Source: https://help.dingtalk.io/meetings/participants-and-fees
Understand DingTalk Meeting participant caps, time limits, and fee structure across the free tier, paid plans, and enterprise editions.
## Video Meeting Participant Limits and Pricing
## Are There Participant Limits for Video Meetings?
1. DingTalk provides certified enterprise or organization users with up to 5 Standard meetings for free. Starting October 8, 2024, this is adjusted to 3 Standard meetings. The current maximum is 100 participants per video meeting, and a single meeting can last up to 60 minutes.
2. DingTalk provides uncertified enterprise or organization users with up to 3 Standard meetings for free. The current maximum is 100 participants per video meeting, and a single meeting can last up to 60 minutes.
3. If you are an individual user and have not joined an organization, DingTalk provides up to 1 Standard meeting. You are advised to join or create an organization.
DingTalk provides paid plans for teams of different sizes and needs. If you need to purchase more capacity, use the relevant DingTalk upgrade or purchase page.
DingTalk Meetings paid plans provide unlimited-time meetings and 10+ benefits. Users can purchase or request consultation from the relevant DingTalk Meetings purchase pages.
## Are Video Meetings Free?
The Standard version is currently free, so you can use it with confidence. However, video meetings on non-Wi-Fi networks consume mobile data on 3G, 4G, or 5G networks. For better stability, use Wi-Fi whenever possible.
# How to Prevent Unrelated People from Joining a Meeting?
Source: https://help.dingtalk.io/meetings/prevent-unrelated
Block unrelated people from joining a DingTalk meeting using meeting passwords, lobby controls, allowed-participant lists, and lock-meeting once everyone has joined.
To prevent unrelated people from entering a meeting, DingTalk Meetings provides **security settings** for hosts. Hosts can use these settings to manage participants effectively.
## Availability
Only the host or co-host can open the security menu and configure security settings.
## Configure Security Settings on Desktop
**Method 1:** During a meeting, click **Security** at the bottom, then choose **Lock Meeting**, **Waiting Room**, or **Only members in the organization can join**.
> After the waiting room is enabled, all participants must wait in the waiting room before joining. They can enter only after the host or co-host approves them. Participants in the waiting room can rename themselves or chat privately with the host.
**Method 2:** During a meeting, click **Members** at the bottom to open the member management panel. Click **Meeting Control** in the lower-right corner of the panel, then choose **Lock Meeting**, **Waiting Room**, or **Only members in the organization can join**.
## Configure Security Settings on Mobile
During a meeting, tap **More** in the lower-right corner, tap **Security**, then choose **Lock Meeting**, **Waiting Room**, or **Only members in the organization can join** in the security settings.
> After the waiting room is enabled, all participants must wait in the waiting room before joining. They can enter only after the host or co-host approves them. Participants in the waiting room can rename themselves or chat privately with the host.
# How to Purchase
Source: https://help.dingtalk.io/meetings/purchase-guide
Two ways to purchase DingTalk Meetings plans: through the desktop app's Official Website link, or directly from the DingTalk Meetings purchase page—pick by participant count and duration.
## Purchase Method 1
Open the DingTalk desktop app, go to **Official Website** > **DingTalk Meetings Purchase Page**, select the product, and place the order.
1. Select the participant capacity based on the number of participants needed for a single meeting.
2. Select the service duration based on business needs. Options include 1 month, 3 months, 6 months, or 1 year.
3. Select a payment method. Alipay and bank card payment are currently supported.
4. Click **Submit Order** to go to the payment page.
5. After payment is complete, the benefits are automatically activated for the purchasing organization. Administrators can view them in Enterprise OA Admin under **Fees** > **Purchase or Upgrade**.
## Purchase Method 2
Enterprise administrators can log in to the admin console in a browser and go to **Value-Added Services** > **Product Zone** to purchase and activate the service.
1. DingTalk enterprise administrators, including sub-administrators, open the DingTalk Meetings purchase page.
2. Select the participant capacity based on the number of participants needed for a single meeting.
3. Select the service duration based on business needs. Options include 1 month, 3 months, 6 months, or 1 year.
4. Select a payment method. Alipay and bank card payment are currently supported.
5. Click **Submit Order** to go to the payment page.
6. After payment is complete, the benefits are automatically activated for the purchasing organization. Administrators can view them in Enterprise OA Admin under **Fees** > **Purchase or Upgrade**.
For questions, call customer service at 4001116555
# How to Record a Video Meeting?
Source: https://help.dingtalk.io/meetings/record-meeting
Record a DingTalk video meeting to the cloud or locally—covers host permissions, participant notifications, automatic transcription, and post-meeting playback access.
To effectively record and archive meeting content, DingTalk video meetings provide **meeting recording** for hosts, making it easy to capture and review meetings later.
***
## Record a Meeting on Desktop
**Start recording:** During the meeting, click **Record** in the bottom toolbar >> select **Cloud Recording** or **Local Recording**.
**Stop recording:** During the meeting, click **Stop Recording** in the bottom toolbar.
#### View or Change the Local Recording Save Path
**Method 1:** For local recordings, after you click **Stop Recording**, the system automatically shows a notification saying the recording is complete. Click **Open Folder** to view it.
**Method 2:** During the meeting, click **More** at the bottom >> **Settings** >> **Recording** >> view **Recording file path** >> click **Open** on the right to change the save path.
***
## Record a Meeting on Mobile
**Start recording:** During the meeting, tap **More** >> tap **Cloud Recording**.
**Stop recording:** During the meeting, tap **More** >> tap **Stop Recording**.
# How to Rename Yourself During a Meeting?
Source: https://help.dingtalk.io/meetings/rename-in-meeting
Change your display name during a DingTalk meeting on desktop or mobile—covers self-rename and host-driven rename of other participants.
When a meeting is started from a group, DingTalk automatically uses the group nickname. When a meeting is scheduled or started from the meeting entry, DingTalk automatically uses the name from the user's primary organization.
After you rename yourself during a meeting, the new name remains even if you leave and rejoin. It is also used automatically when you start a meeting again from history or calendar, so one rename can continue to take effect.
## Automatic Naming When Joining
1. If a meeting is started directly from a **group**, your **group nickname** is automatically used as your participant name.
2. If a meeting is started from a **scheduled meeting or meeting entry**, your **name in the primary organization** is automatically used as your participant name.
## Participant: Rename During a Meeting on Desktop
After entering a meeting, the permission for participants to rename themselves is enabled by default. During the meeting, the host or co-host can rename participants, and participants can also rename themselves.
During a meeting, click **Members** at the bottom to open the member management panel. Click the icon on the right side of the member, then select **Change In-Meeting Name**.
## Host: Configure Rename Permission on Desktop
The host can click **Security** during a meeting, then turn **Allow participants to rename themselves** on or off.
After this is turned off, only the host and co-host can rename themselves or others.
## Participant: Rename During a Meeting on Mobile
During a meeting, tap **Members** at the bottom to open member management. Tap the member, then select **Change In-Meeting Name**.
## Host: Configure Rename Permission on Mobile
The host can tap **Security** during a meeting, then turn **Allow participants to rename themselves** on or off.
After this is turned off, only the host and co-host can rename themselves or others.
# What If Screen Sharing Has No Computer Audio?
Source: https://help.dingtalk.io/meetings/screen-sharing-no-audio
Fix the common issue of no system audio during screen sharing on Mac and Windows—covers permission grants, audio device selection, and driver installation.
## The “Share Computer Audio” Option Was Not Selected
When you share your screen in a video meeting, if **Share Computer Audio** is not selected in the sharing window, DingTalk does not transmit the sound from videos or audio clips on your computer. Remote participants may see the screen but hear no sound.
## Solution
1. In the video meeting, after clicking **Share**, first confirm that **Share Computer Audio** is selected in the lower-left corner of the pop-up, then choose the screen or window you want to share.
2. If you are already sharing your screen, click the arrow icon next to **New Share** in the top control bar, then select **Share Computer Audio** in the sharing options.
# How to Share Your Screen?
Source: https://help.dingtalk.io/meetings/share-screen
Share your screen, a specific window, or just a region in a DingTalk meeting—includes annotation, audio sharing, and presenter handoff between participants.
Screen sharing is a common meeting feature. Participants can share their desktop, course materials, files, and more, making remote meetings easier.
***
## Share Your Screen on Desktop
During a meeting on desktop, click **Share** in the bottom menu bar to open the sharing panel. Two sharing modes are available:
* **Share Desktop:** Share the content of your current desktop with participants. You can choose a window, desktop, or whiteboard to share.
* **Share Document:** Share a selected DingTalk Doc. This supports collaborative editing and switching between free browsing and follow mode.
Available sharing settings:
* **Share computer audio:** When sharing your desktop, choose whether to share computer audio so participants can hear sound from your computer.
* **Prioritize video smoothness:** Select this option when shared content includes video playback to improve smoothness.
> After desktop sharing is turned on, all members can view the shared content.
**Share screen**
**Share documents**
### Sharing Toolbar
When sharing your screen, a **toolbar** appears at the top of the screen and supports the following feature:
**Move the toolbar:** Drag the icon on the far left to move the toolbar and prevent it from blocking content.
***
## Share Your Screen on Mobile
During a meeting on mobile, tap **Share** in the bottom menu bar >> select **Share Screen** or **Share Document**.
# How to Start or Schedule a Video Meeting?
Source: https://help.dingtalk.io/meetings/start-or-schedule-meeting
Two ways to launch a DingTalk video meeting: start an instant meeting for ad-hoc discussions, or schedule one in advance with a reminder and shareable join link.
DingTalk Meetings provides two ways to start a meeting: **Start a Meeting** and **Schedule a Meeting**. Starting a meeting is suitable for ad hoc meetings that begin immediately. Scheduling a meeting lets you reserve a time in advance and start the meeting at the scheduled time.
***
## Start a Meeting Guide
## Start a Meeting on Desktop
### Start from the Meetings Page
Open and sign in to the DingTalk desktop client >> click **Meetings** on the left side of the client >> enter the Meetings page >> click **Start Meeting**.
### Start from a Chat Window
Open and sign in to the DingTalk desktop client >> click the **+** icon below the chat input box >> select **Video and Calls**.
## Start a Meeting on Mobile
### Start from the Meetings Page
Open and sign in to the DingTalk mobile app >> tap the **Calls** icon in the upper-right corner >> tap **Start Meeting**.
***
## Schedule a Meeting Guide
## Schedule a Meeting on Desktop
### Schedule from the Meetings Page
**Method 1:** Open the DingTalk desktop client >> click **Meetings** on the left side >> click **Schedule Meeting** >> set the meeting time and participants >> click **Done**.
### Schedule from the Calendar Page
Open the DingTalk desktop client >> click **Calendar** on the left side >> click the **+** button in the upper-left corner >> select the meeting time and participants >> click **Add Video Meeting** >> select **DingTalk Video Meeting** >> click **Done**.
### Schedule from a Chat Window
Click the **+** icon below the chat input box >> click **Event** >> select the meeting time and participants >> click **Add Video Meeting** >> select **DingTalk Video Meeting** >> click **Done**.
## Schedule a Meeting on Mobile
### Schedule from the Meetings Page
Open the DingTalk mobile app >> tap the **Calls** icon in the upper-right corner >> select **Schedule Meeting**.
### Schedule from the Calendar Page
Open the DingTalk mobile app >> tap **Calendar** at the bottom >> tap the icon in the lower-right corner to create a new event >> scroll down and tap **Add Video Meeting** >> select **DingTalk Video Meeting**.
### Schedule from a Chat Window
Open a chat window in the DingTalk mobile app >> tap the **+** icon in the lower-right corner >> tap **Event** to create a new event >> scroll down and tap **Add Video Meeting** >> select **DingTalk Video Meeting**.
***
## Configurable Options for Scheduled Meetings
* Configure the meeting **title**, **time**, and **participants**. After you finish scheduling, the meeting can be viewed in **Calendar**.
* To set up a **recurring meeting**, click **Does not repeat** >> select a repeat rule >> customize the settings.
* Add a **meeting room**. This feature does not support recurring meetings. If your organization has registered offline meeting rooms in DingTalk Smart Meeting Rooms, you can select or reserve an offline meeting room here.
* Add a **video meeting**. You can add a DingTalk video meeting.
* Set a **meeting reminder**, or choose no reminder.
* After the meeting is created, you can obtain the **meeting ID and join information**.
# How to Switch Between Devices?
Source: https://help.dingtalk.io/meetings/switch-devices
Move an in-progress meeting between desktop, mobile, and tablet without dropping the call, with seamless audio/video continuity and one-tap handover.
## Switch Between Devices
DingTalk Meetings supports switching a meeting between devices so you can continue the meeting from another device when needed.
### On Desktop or Mobile
Join the same meeting from another logged-in device, then follow the prompt to switch the meeting to that device.
# How to Switch Views?
Source: https://help.dingtalk.io/meetings/switch-views
Toggle between speaker view, gallery view, and presentation view in a DingTalk meeting to focus on the active speaker or see all participants at once.
## Switch Meeting Views
During a meeting, you can switch between different views to focus on the speaker, gallery, or shared content.
### On Desktop
During the meeting, use the view switch control in the meeting window to select the view you need.
### On Mobile
During the meeting, tap the view control or swipe as supported to switch the meeting view.
# How to Track Attendance?
Source: https://help.dingtalk.io/meetings/track-attendance
Generate a post-meeting attendance report listing who joined, when they joined and left, and total minutes attended—exportable to Excel for HR follow-up.
Attendance statistics help track participant attendance in scenarios such as enterprise training, major meetings, and online events. You can export the participant list with one click and efficiently calculate attendance duration.
## Track Attendance After a Meeting Ends
Open and sign in to the DingTalk desktop app. Click **Meetings** in the left sidebar to enter the Meetings page, find **Meeting History** on the right, click a meeting, open **Historical Meeting Details**, then click **Export Participants** at the bottom. The attendance statistics Excel file is sent through **Meeting Assistant**.
# Usage Guide
Source: https://help.dingtalk.io/meetings/usage-guide
How to activate and use a purchased DingTalk Meetings plan: assign the entitlement to the host account, enable HD video and cloud recording, and monitor usage.
## Use Benefits
1. Before starting a meeting, check the organization name shown in the upper-left corner of the app. You need to switch to the organization that has purchased the benefits.
2. You can also see the organization that owns the current meeting at the top of the meeting start page or meeting scheduling page. On the meeting scheduling page, you can switch organizations directly.
**Meeting start page:**
**Meeting scheduling page:**
3. After entering a meeting, you can view the current meeting benefits in the **Meeting Info** panel in the upper-left corner and in **Settings** > **Benefit Description**. Make sure the correct meeting benefits are being used.
**Meeting Info panel:**
**Settings > Benefit Description:**
# What to Do If Video Is Abnormal During a Meeting?
Source: https://help.dingtalk.io/meetings/video-abnormal
Diagnose video glitches in DingTalk meetings: black screen, freezing frames, mirrored image, or wrong camera—with step-by-step fixes for desktop and mobile.
## How to Troubleshoot Video Display Issues?
## Video Lag
Video lag means the other person's video is not smooth. It is especially noticeable when there is a lot of movement.
### Why It Happens
Video smoothness is affected by frame rate. A higher frame rate makes video smoother; a lower frame rate makes motion appear jumpy. Video data in meetings is compressed before being sent. If the local network or device performance is poor, video may lag.
### Quick Fixes
1. Check the network. During the meeting, close other apps that consume bandwidth, or switch to another network.
2. Check device memory and CPU load. If the device is hot or resources are nearly full, close high-usage apps.
## Blurry Video
Blurry video means the other person's video looks unclear or pixelated.
### Why It Happens
Clarity is determined by resolution. When network conditions are poor, the meeting prioritizes audio transmission and may lower video quality to keep the meeting smooth.
### Quick Fixes
1. Switch views. If Gallery View looks blurry, switch to Speaker View.
2. Check the network. If everyone else looks blurry, close bandwidth-heavy apps or switch networks. If only one person's video is blurry, ask that user to check their local network.
## No Video Display
If the other person has turned on a working camera but you still cannot see their video:
1. If you can hear the other person, ask them to check whether the camera works properly and is not being used by another app. If the camera on a computer does not work, try reinstalling the latest driver.
2. If you cannot hear the other person either, ask them to leave and rejoin the meeting or switch networks.
## Distorted or Garbled Video
Distorted video can be caused by a poor network environment or product exception that prevents video frames from being decoded correctly.
### Quick Fixes
1. Check the DingTalk version. If it is outdated, update to the latest version.
2. Check the network. During the meeting, close bandwidth-heavy apps or switch to another network.
## Issues with Your Own Camera View
For issues with your own camera image, see the related guide: **4.9 How to Troubleshoot Camera Image Issues**.
# Video Meeting Lag
Source: https://help.dingtalk.io/meetings/video-lag
Fix video lag and stuttering in DingTalk meetings: check network speed, close bandwidth-heavy apps, switch to audio mode, and adjust video quality.
## Why Does Video Lag Happen?
Video lag is affected by frame rate. Frame rate is the number of images displayed per second. The more images displayed per second, the smoother the video. A lower frame rate makes motion look jumpy. Video data in a meeting is compressed before it is sent to the remote side. If the local network or device performance is poor, video lag may occur.
## Quick Fixes for Video Lag
When video lag occurs, try the following checks.
### 1. Check Network Conditions
Video meetings require enough bandwidth to stay smooth. Meetings with more participants require more bandwidth. Video clarity is automatically adjusted based on available bandwidth. If the network is poor, DingTalk lowers clarity first to prioritize smoothness.
During the meeting, close other apps that consume bandwidth or switch to another network.
Recommended bandwidth:
| Client | Maximum Video Resolution | Maximum Frame Rate | Recommended Bandwidth |
| --------------------------------- | ------------------------ | ------------------ | --------------------- |
| Mobile video | 720p | 15 fps | 1.5 Mbps |
| Mobile sharing | 1080p | 5 fps | 1.5 Mbps |
| Desktop video | 1080p | 15 fps | 2 Mbps |
| Desktop sharing | 1080p | 5 fps | 1.5 Mbps |
| Hardware meeting terminal | 1080p | 15 fps | 2 Mbps |
| Hardware meeting terminal sharing | 1080p | 5 fps | 1.5 Mbps |
To ensure meeting quality, internet packet loss should be below 5%, and latency should be below 100 ms.
### 2. Check Device Status
If memory or CPU load is nearly full, or the device becomes hot, close high-usage apps.
### 3. Check Video Effects
If device performance is poor, enabling beauty effects, virtual backgrounds, or other video effects can increase CPU usage and cause serious lag.
Recommended minimum requirements:
| Video Effect | Windows Device | Mac Device |
| ------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------- | --------------------------------------------------------- |
| Basic beauty effects, video noise reduction, dark-scene enhancement | Intel Core i5 or above, Intel Skylake or newer, AMD Zen or newer, 4+ CPU cores, AVX2 support | Mac models from 2014 or later, 4+ CPU cores, AVX2 support |
| Virtual background and advanced beauty effects | Intel Core i5 10th generation or newer, Intel Willow Cove or newer, AMD Zen 3 or newer, 6+ CPU cores | Mac models from 2019 or later, 6+ CPU cores |
# How to Set a Virtual Background?
Source: https://help.dingtalk.io/meetings/virtual-background
Set a virtual background or blur effect in a DingTalk video meeting—built-in backgrounds, upload your own image, or replace with a static or video background.
If your surroundings are messy, your background is too plain, or you want more privacy, you can use **Virtual Background** in a video meeting to change your meeting background.
## Set a Virtual Background on Desktop
During a meeting, click the arrow next to **Camera On/Off** in the lower-left corner, select **Virtual Background and Beauty**, then adjust the virtual background settings.
> Desktop currently supports background blur, solid-color backgrounds, preset backgrounds, and custom images or videos.
## Set a Virtual Background on Mobile
### Before the Meeting Starts
On the meeting start screen, tap the icon in the upper-right corner, then switch to the **Virtual Background** tab at the bottom.
### During the Meeting
During a meeting, tap **More** in the lower-right corner, then select **Virtual Background**.
# Voice Calls
Source: https://help.dingtalk.io/meetings/voice-calls
Make free, secure voice calls to contacts in DingTalk—no phone charges, HD audio with noise suppression, eavesdropping protection, and one-tap dialing from chats or profiles.
In DingTalk, you can make free voice calls with your contacts. Voice calls include the following benefits:
* **Protection against eavesdropping**: Call data is protected for security.
* **No call charges**: Use the feature without paying phone charges.
* **HD audio quality**: Audio quality exceeds traditional phone calls, with noise suppression, echo cancellation, and other audio algorithms.
* **Caller business card**: Shows the caller card for colleagues and business partners.
## How to Use Voice Calls
### Make or End a Voice Call on Mobile
**Make a call:**
Open a one-on-one chat on mobile >> tap the **+** button on the right side of the input box >> select **Voice Call** >> tap **Voice Call** to call the other person.
You can also open a one-on-one chat on mobile >> tap the icon in the upper-right corner >> select **Voice Call** >> tap **Voice Call** to call the other person.
**End a call:** When the other person has not answered or after the voice call is connected, tap **Cancel** or **Hang up** at the bottom to cancel or end the call.
> When you receive a DingTalk voice call, the mobile app displays an incoming call pop-up even if you are not currently on the DingTalk screen, so you will not miss important calls.
### Make or End a Voice Call on Desktop
**Make a call:** Open a one-on-one chat in DingTalk desktop >> click the icon in the upper-right corner >> click **Voice Call** to call the other person.
**End a call:** When the other person has not answered or after the voice call is connected, click the hang-up icon on the call screen to end the call.
# How to Use the Waiting Room?
Source: https://help.dingtalk.io/meetings/waiting-room
Use the DingTalk meeting waiting room to admit participants one by one, screen unknown joiners, and keep sensitive discussions private until the host is ready.
After the waiting room is enabled, all participants must wait there before joining. They can enter only after the host or co-host approves them. Members in the waiting room cannot start calls and cannot see the list of people who have not joined.
## Availability
Only the host or co-host can enable the waiting room.
## Enable the Waiting Room
The waiting room is useful for multi-round interviews, performance conversations, business negotiations, and other scenarios where participants need to be separated to protect privacy.
### Enable the Waiting Room on Desktop
**Method 1:** During a meeting, click **Security** at the bottom, then turn on **Waiting Room**.
**Method 2:** During a meeting, click **Members** at the bottom to open the member management panel. Click **Meeting Control** in the lower-right corner, then turn on **Waiting Room**.
After the waiting room is enabled, members who join first enter the waiting room and wait until the host admits them. The host also receives a notification when a user enters the waiting room.
### Enable the Waiting Room on Mobile
During a meeting, tap **More** in the lower-right corner, tap **Security**, then turn on **Waiting Room** in the security settings.
After the waiting room is enabled, members who join first enter the waiting room and wait until the host admits them. The host also receives a notification when a user enters the waiting room.
## Manage Waiting Room Members as Host
### Admit or Remove Waiting Room Members on Desktop
**Method 1 - From the member management panel**
Prerequisite: The waiting room is enabled and members are waiting.
During a meeting, click **Members** at the bottom to open the member management panel. In the waiting room group, choose **Admit** or **Remove** for the waiting member.
**Method 2 - From the notification**
When the host receives a notification that a user has entered the waiting room, click **Admit** in the notification.
### Admit or Remove Waiting Room Members on Mobile
**Method 1 - From the member management panel**
Prerequisite: The waiting room is enabled and members are waiting.
During a meeting, tap **Members** at the bottom to open the member management panel. In the waiting room group, choose **Admit** or **Remove** for the waiting member.
**Method 2 - From the notification**
When the host receives a notification that a user has entered the waiting room, tap **Admit** in the notification.
### Move an In-Meeting Member to the Waiting Room on Desktop
During a meeting, click **Members** at the bottom to open the member management panel. In the joined members group, click the icon on the right side of the member, then select **Move to Waiting Room**.
### Move an In-Meeting Member to the Waiting Room on Mobile
During a meeting, tap **Members** at the bottom to open the member management panel. In the joined members group, tap the member, then select **Move to Waiting Room**.
# Authorize the DingTalk Meetings Web App to Use Microphone, Camera, and Screen Sharing
Source: https://help.dingtalk.io/meetings/web-app-permissions
Authorize the DingTalk Meetings web app to access microphone, camera, and screen sharing in Chrome, Edge, Safari, and Firefox—covers the permission prompts you'll see.
## Authorize DingTalk Meetings Web to Use Microphone, Camera, and Screen Sharing
DingTalk Meetings Web requires both **system permission** and **browser permission** to use the microphone and camera. This guide explains how to enable browser permissions and system permissions.
## Browser Permission for Microphone and Camera
> Camera and microphone permissions are very similar. The examples below use microphone permission.
The steps below cover Edge, Chrome, and Safari. Other browsers can use similar settings.
### Edge
1. Click the icon on the left side of the browser address bar and select **Site permissions**.
2. Allow microphone and camera access, then refresh the page.
3. Refresh the DingTalk Meetings Web page.
### Chrome
Click the icon on the left side of the browser address bar and select **Site settings**.
Allow microphone and camera access, then refresh the page.
Refresh the DingTalk Meetings Web page.
### Safari
1. Click the Safari menu at the top and select settings for the current website.
2. Set microphone permission to **Allow**.
## System Permission for Microphone and Camera
> Camera and microphone permissions are very similar. The examples below use microphone permission.
If microphone or camera still cannot be used after browser permission is granted, system-level permission may not be enabled. Follow the relevant steps below and restart the browser if needed.
### Windows 10
1. Open **Settings** > **Privacy** > **Microphone**, click **Change**, and enable microphone access for this device.
2. Turn on **Allow apps to access your microphone** and **Allow desktop apps to access your microphone**.
### macOS
1. Open **Settings** > **Privacy & Security** > **Microphone**.
2. Find the app to authorize, such as Chrome, and turn on permission.
3. Restart the browser.
### iOS
Open **Settings** > **Privacy** > **Microphone**, then select the app that needs microphone permission, such as WeChat.
\[Image placeholder]
### Huawei Phones
Open **Settings** > **Privacy** > **Permission Manager** > **Microphone**. Make sure **Microphone** and **Allow apps to use microphone simultaneously** are enabled. Select the app to authorize, such as WeChat, and set it to **Allow only while in use**.
### Xiaomi Phones
Open **Settings** > **Privacy Protection** > **Microphone**, select the app to authorize, such as Chrome, and choose **Allow only while in use**.
### OPPO Phones
Open **Settings** > **Security** > **App Permissions** > **Microphone**, select the app to authorize, such as WeChat, and turn on permission.
### vivo Phones
Open **Settings** > **Privacy** > **Permission Manager** > **Microphone**, select the app to authorize, such as WeChat, and choose **Allow while using the app**.
### Other Phones
For other phone brands, the steps are similar: open **Settings** > **Privacy** or **Security** > **Permission Manager** > **Microphone**, select the app to authorize, and choose **Allow**.
## System Permission for Screen Sharing
### macOS Screen Sharing Permission
1. Open **Settings** > **Privacy & Security** > **Screen Recording and System Audio**.
2. Find the app to authorize, such as Chrome, and turn on permission.
3. Restart the browser.
# DingTalk Meetings Web iframe Integration Guide
Source: https://help.dingtalk.io/meetings/web-iframe-integration
Embed DingTalk Meetings in a web page via iframe: required postMessage events, allowed origins, sandbox attributes, and how to control the meeting from the parent page.
## DingTalk Meetings Web iframe Integration Guide
DingTalk Meetings Web can be embedded into your business website using an **iframe** to support customized service scenarios such as interviews, recruitment, and enterprise training.
## Availability
1. DingTalk Meetings Web is required.
2. A paid version is required, such as Meeting Membership, Cloud Meeting Room, Professional, or Dedicated edition.
DingTalk Meetings paid plans provide unlimited-time meetings and 10+ benefits. Users can purchase or request consultation from the relevant DingTalk Meetings purchase pages.
## Use Case: Interview and Recruitment
With DingTalk Meetings iframe integration, you can embed the meeting interface anywhere in an interview website and switch views at any time. You can also hide unnecessary buttons or features based on the use case, making permission control easier.
## How to Integrate It into a Website
Embedding by iframe is simple. Insert a DingTalk Meetings iframe tag into the HTML page.
Basic example:
```html theme={"theme":{"light":"github-light","dark":"github-dark"}}
```
After integrating DingTalk Meetings Web by iframe, you can use URL parameters and message passing to customize the UI and obtain in-meeting information. To learn about the specific APIs, request the complete developer documentation through the DingTalk consultation channel.
## Custom UI
This feature supports custom configuration to show or hide UI components on the meeting page, such as the Share button or Invite button.
Example:
```html theme={"theme":{"light":"github-light","dark":"github-dark"}}
```
# Attachment Storage Rule Update
Source: https://help.dingtalk.io/docs/admin-guide/attachment-quota-update
Starting July 30, 2023, DingTalk Docs will count images, audio, video, and other attachments inside online documents toward enterprise storage quota. This article explains the new rules and answers frequently asked questions.
Dear customer, the attachment storage calculation rules for DingTalk Docs will be updated on July 30, 2023. Details are as follows:
***
## Change Description:
Attachments within the DingTalk Docs suite (Document, Spreadsheet, Mind Map, AI Table, Whiteboard), **including images, audio and video files, compressed files, and local files**, will no longer be exempt from storage limits starting July 30, 2023, and will be officially counted toward your organization's storage capacity.
**Before:** Attachments uploaded within online documents were not counted toward organization storage.
**After:** Officially counted starting July 30, 2023.
## DingTalk Docs Storage Calculation Rules:
The storage calculation rules for creating, uploading, and importing files in DingTalk Docs (including suite apps and Knowledge Base) are as follows:
| File Type | Usage behavior | Counted toward storage |
| --------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------ |
| Local file | Upload files in DingTalk Docs. File types include documents, images, audio and video files, compressed files, etc. | Counted |
| Online document | Create or import online documents (Document, Spreadsheet, AI Table, Presentation, Mind Map, Whiteboard) in DingTalk Docs, and edit them by **inserting attachments such as images, audio and video files, compressed files, and local files**. | **Officially counted starting** **July 30, 2023** |
| Shortcut | Add a shortcut in DingTalk Docs. | Not counted |
For the detailed user manual, see: [https://docs.dingtalk.io/i/p/nb9XJlDk3dYLaGyA](https://docs.dingtalk.io/i/p/nb9XJlDk3dYLaGyA)
***
## FAQs on Storage Calculation Updates
## General Questions
**Q: Which attachments in online documents will be counted toward storage?**
A: All attachments uploaded by employees within online documents in "My Docs", "Knowledge Base", and "Drive" will be counted. Online documents include Document, Spreadsheet, Mind Map, AI Table, and Whiteboard.
**Q: When will the update take effect?**
A: Officially counted starting July 30, 2023.
**Q: Will attachments in existing documents be affected, and can they still be opened?**
A: They will not be affected. However, after an attachment is deleted, you will not be able to re-upload it if your organization's storage space is insufficient. You will need to clear up space or upgrade your storage.
**Q: What should I do if my organization's storage is running out?**
A: You can delete files to free up space or purchase additional storage. (To upgrade: [Click this link](https://oa.dingtalk.io/oa_welcome.htm?channel=aggregation_OA#/product_zone) to sign in to the OA console and select the "Drive storage upgrade plan".)
**Q: Where can Organization Admins view storage usage details?**
A: Open the OA console > Organization Data > Organization Storage. (Sign-in URL: [https://oa.dingtalk.io/](https://oa.dingtalk.io/))
**Q: Can I still use DingTalk Docs normally if my organization's storage is running out?**
A: Actions that do not count toward storage can be performed normally (such as creating online documents and editing document content). Uploading attachments will be affected. You need to clear up storage or purchase additional storage first.
## I Am an Admin
**Q: Where can I see the total size of attachments my organization has uploaded?**
A: You can view the total uploaded attachment size at the top of the "OA Admin Console > Document and Storage Management > Storage Space" page. After July 30, this portion of attachment storage will be added to your organization's used storage. If the total used storage then exceeds the storage you have purchased, file uploads across all apps within your organization will be affected. Please clear up storage or purchase additional storage in advance.
**Q: What should I do if my organization's storage is running out?**
A: You can delete files to free up space or purchase additional storage. To clear storage: In the DingTalk desktop client, click **"..."** (More) on the left toolbar > Admin Console > Drive > Storage Management. You can then manage or send notifications to clear files stored in different locations or saved by organization users.
**Q: What happens to attachments uploaded to documents before July 30 if my organization's storage is insufficient?**
A: Existing attachments will remain available and will not be deleted, but you will not be able to upload new attachments.
## I Am an Employee User
**Q: What should I do if I receive an "insufficient space" message when uploading a file in a document?**
A: Contact your organization's DingTalk Admin to delete files or purchase additional storage.
**Q: I deleted attachments from a document. Why are they still taking up organization storage?**
A: After an attachment is deleted, it still exists in historical versions and therefore continues to occupy organization storage. Deleting the document will release the storage. We plan to optimize this so that deleted attachments no longer count toward storage.
**Q: Do attachments in online documents in the Recycle Bin take up organization storage?**
A: No, they do not.
# Set Default Document Permissions
Source: https://help.dingtalk.io/docs/admin-guide/default-permissions
Organization admins can set default permission preferences for new documents, centrally defining sharing, copy, download, and comment rules that apply when employees create documents, while still allowing document owners to adjust them afterward.
Configure default permissions for new documents to define the default permission rules that apply when employees create documents. After creation, the document owner can also adjust these settings.
## What Are "Permission Preferences for New Documents"?
* DingTalk Docs supports configuring different permission rules for individual documents (see Permission settings for Share, Copy, Download, Comments, and more). Organization Admins can set default values for these rules, known as "Permission preferences for new documents."
* When any employee in your organization creates a document in a Knowledge Base, the permission rules will default to the "Permission preferences for new documents" configuration, and can be adjusted later. If the parent document or Knowledge Base has stricter permission rules, the stricter rules will still apply.
* Example
* The organization's "Permission preferences for new documents" is configured as follows:
* Allow documents to be shared outside the organization
* People with "Can edit" permissions or above can add Collaborators
* People with "Can view/download" permissions or above can copy content, copy scene templates, print, and download
* People with "View only" permissions or above can comment
* Knowledge Base "AAA" is configured as follows:
* Do not allow documents to be shared outside the organization (stricter than the organization's "Permission preferences for new documents")
* People with "Can edit" permissions or above can add Collaborators
* People with "Can view/download" permissions or above can copy content, copy scene templates, print, and download
* People with "View only" permissions or above can comment
* When a new document is created in Knowledge Base "AAA", the default permissions are:
* Do not allow documents to be shared outside the organization (the stricter rule applies)
* People with "Can edit" permissions or above can add Collaborators
* People with "Can view/download" permissions or above can copy content, copy scene templates, print, and download
* People with "View only" permissions or above can comment
## How to Configure "Document Permission Preferences"
* Navigation path: Admin Console - DingTalk Docs - Permissions & Security
# Use the Organization Admin Console
Source: https://help.dingtalk.io/docs/admin-guide/enterprise-admin-console
Configure default document permissions, control external sharing, and set organization-wide access policies for DingTalk Docs.
Organization admins can access the organization settings console to configure modules such as **Permissions and security**, **Storage usage**, **External user management**, and **Organization Knowledge Data Brain**.
## Permissions and Security
In Permissions and security, you can configure **Default permissions for new documents**, **External sharing**, **Who can set documents as Public within organization**, **Permissions to create Knowledge Bases**, **Set Knowledge Base as Public within organization**, and **Document watermark**.
### Default Permissions for New Documents
Define the default permission rule that applies when employees create new documents. After a document is created, the document owner can adjust the permissions as needed.
### External Sharing
* Specify whether DingTalk Docs, Quick Meeting, and AI Minutes can be shared outside your organization.
* Specify whether DingTalk Docs can be published publicly to the web.
### Who Can Set Documents/Files as Public Within Organization
Once a document is set as Public within organization, any user in your organization who obtains the document or file can access its content. Use this setting to define who can set or cancel the Public within organization status for documents and files.
### Who Can Create DingTalk Docs Knowledge Bases
Define which members are allowed to create new Knowledge Bases in your organization.
### Who Can Create DingTalk Docs Knowledge Groups (Requires the Knowledge Group Feature to Be Enabled)
Define which members are allowed to create new Knowledge Groups in your organization.
### Turn on Document Watermark
Display the viewer's watermark on the document background to prevent screenshot misuse and support post-event tracing.
## Storage Usage
DingTalk Docs **storage usage includes My Docs and Knowledge Base**. You can view the storage that DingTalk Docs has consumed within your organization.
* **My Docs:** The personal space assigned by your organization for individual knowledge management, used to capture and organize personal work knowledge. The storage limit for each employee's My Docs is 2 GB.
* **Knowledge Base:** Knowledge management organized by entities such as company, department, or project, used for sharing, collaboration, and organizational knowledge management.
## External User Management
View the permissions of external users invited to documents and knowledge resources.
## Organization Knowledge Data Brain
View detailed data on active employees and active documents within your organization.
# Who Can Share Docs Externally
Source: https://help.dingtalk.io/docs/admin-guide/external-sharing
Manage who can share DingTalk Docs with external collaborators across organization, knowledge base, and document levels.
[Organization Admins can book a 1:1 session with a DingTalk service expert to walk through product deployment and features.](dingtalk://dingtalkclient/page/link?url=https%3A%2F%2Fn.dingtalk.io%2Fdingding%2Fdingtalk-customer-servive-center%2Fappointment%2Findex.html%3Ftemplate_id%3D3eea463b23414e8b833a8e37afba2c8b%26channel%3Dsysc\&web_wnd=general\&width=450\&height=700)
In this article, "sharing a document outside your organization" specifically refers to adding people outside your organization as Collaborators.
## 1. Can Documents Be Shared Outside Your Organization?
* By default, documents within your organization can be shared outside your organization **(that is, people outside your Organization can be added as Collaborators)**. To change this, see section 3.
* By default, only people with Manage permission for a document can share it outside your organization. To change this, see section 4.
* If the behavior does not match the descriptions above, an Admin may have changed the configuration. See section 2.
## 2. Why Can't I Add People Outside My Organization as Collaborators?
### 1) The Document Is Configured to Disallow Sharing Outside Your Organization
* People with Manage permission for a document can disable sharing outside your organization. When disabled, no one can add people outside your organization as Collaborators on that document.
### 2) The Parent Document Is Configured to Disallow Sharing Outside Your Organization
* If the parent document is configured to disallow sharing outside your organization, the document itself is also disallowed by default.
### 3) The Knowledge Base Containing the Document Is Configured to Disallow Sharing Outside Your Organization
* A Knowledge Base Admin can choose whether to allow documents to be shared outside your organization under the Knowledge Base's "Security settings." When disabled, no one can add people outside your organization as Collaborators on documents in that Knowledge Base.
### 4) The Organization Admin Console Is Configured to Disallow Sharing Outside Your Organization
* An Organization Admin can choose whether to allow documents to be shared outside your organization from the admin console. When disabled, no one can add people outside your organization as Collaborators on any document in your organization.
* If sharing is disallowed but the Super Admin is allowed to share with anyone, only the Super Admin can add people outside your organization as Collaborators.
### 5) Sharing Outside Your Organization Is Allowed, but I Still Can't Perform the Action
* Even when sharing outside your organization is allowed, additional restrictions may apply: **1) Only users with Manage permission can share the document outside your organization.** If this option is selected, users without Manage permission cannot add people outside your organization as Collaborators. **2) Only users within your organization can add Collaborators.** If this option is selected and there are Collaborators from outside your organization, those external Collaborators cannot add additional Collaborators.
## 3. How to Disallow Sharing Documents Outside Your Organization
### 1) Disallow Sharing for a Single Document
* Users with Manage permission can access "Permission settings" from the Share panel.
* Open "Permission settings" and change the "**External sharing**" option. Turn it off to disable.
* Once disabled, no one can add people outside your organization as Collaborators on the document.
* Once disabled, sub-documents of this document also cannot be shared outside your organization.
### 2) Disallow Sharing for All Documents in a Knowledge Base
* A Knowledge Base Admin can choose whether to allow documents to be shared outside your organization under the Knowledge Base's "Security settings."
* When disabled, no one can add people outside your organization as Collaborators on any document in that Knowledge Base.
### 3) Disallow Sharing for All Documents in Your Organization
* An Organization Admin can choose whether to allow documents to be shared outside your organization from the admin console. When disabled, no one can add people outside your organization as Collaborators on any documents in any Knowledge Base or in any employee's "My Docs." (This setting also applies to Quick Meeting and Quick Notes within your organization.)
* When disabling external sharing in the admin console, you can also select "Super Admin can share with anyone." If selected, only the Super Admin can add people outside your organization as Collaborators on any document in your organization.
## 4. Allow Only Certain Users to Share Documents Outside Your Organization
* When sharing outside your organization is allowed, you can add the following restrictions:
* **Only users with Manage permission can share documents outside your organization**: If selected, when adding Collaborators to a file, users without Manage permission can only add users within your organization. Only users with Manage permission can add people outside your organization.
* **Only users within your organization can add Collaborators**: If selected, any Collaborators from outside your organization cannot add additional Collaborators.
* When selected on a single document, the restrictions apply only to that document. When selected on a Knowledge Base, the restrictions apply to all documents within that Knowledge Base.
# What Is Leak Prevention?
Source: https://help.dingtalk.io/docs/admin-guide/leak-prevention
DingTalk Docs Leak prevention restricts download, copy, duplication, and printing of document content and can be enabled at the knowledge base, folder, or individual document level to protect sensitive information from being leaked.
To raise the confidentiality level of a document and prevent its content from being downloaded, copied, duplicated, or printed, the document Admin can enable the Leak prevention feature to keep the content secure.
## How to Enable
After Leak prevention is enabled for a document, copying, downloading, duplicating, and printing can be restricted for some or all users.
## Scope of Effect
Leak prevention can be enabled at the Knowledge Base, Folder, or individual Document/File level. The specific scope of effect after enabling is as follows (Note: "copying" here refers to copying, downloading, duplicating, and printing):
* If Leak prevention is enabled for a Knowledge Base, no Documents or Files within the Knowledge Base can be copied.
* If Leak prevention is enabled for an individual Folder, no Documents or Files within that Folder can be copied.
* If Leak prevention is enabled for an individual Document, none of its sub-documents can be copied.
**Special note:** When Leak prevention is enabled for a Knowledge Base or Folder, if the Admin selects "Apply only to previewable content", the restriction applies only to previewable Documents/Files. Non-previewable Content, such as .zip or .exe files, can still be downloaded to facilitate Collaboration.
# Document Permissions Overview
Source: https://help.dingtalk.io/docs/admin-guide/permission-overview
When you create a new document under My Docs, by default only you can view, edit, or delete it.
## 1. Who Can View or Edit a Newly Created Document by Default?
* When you create a document under My Docs, by default only you can view, edit, or delete it.
* When you create a document in a Knowledge Base, by default all members of that Knowledge Base can view it. Member permissions are inherited from the Knowledge Base's "Members and permissions" settings.
* When you create a sub-document under an existing document, by default all collaborators of the parent document can view it. Their permissions on the sub-document are inherited from the parent document by default, and can be modified or removed.
## 2. What Are the Default Permission Settings for a New Document or Folder?
For documents or folders created under My Docs or in a Knowledge Base in DingTalk Docs, the default permission settings are as follows:
| **Permission rule** | **Default setting** |
| -------------------------------------------------------------------------------------------------- | --------------------------------------------------- |
| Allow sharing the document outside your organization | Yes |
| Allow people outside your organization to request access | Yes |
| Restrict: Only users with "Can manage" permission can share the document outside your organization | Yes |
| Who can add collaborators | Anyone with "Can edit" permission or above |
| Restrict: Only users within your organization can add collaborators | Yes |
| Who can comment | Anyone who can view the document |
| Show watermark | Off |
| Who can copy content, create a duplicate, print, or download | Anyone with "Can view/download" permission or above |
For documents or folders created under My Files or Team Files in Drive, the default permission settings are as follows:
| **Permission rule** | **Default setting** |
| -------------------------------------------------------------------------------------------------- | -------------------------------------------- |
| Allow sharing the document outside your organization | Yes |
| Allow people outside your organization to request access | Yes |
| Restrict: Only users with "Can manage" permission can share the document outside your organization | Yes |
| Who can add collaborators | Anyone with "Can manage" permission or above |
| Restrict: Only users within your organization can add collaborators | Yes |
| Who can comment | Anyone who can view the document |
| Show watermark | Off |
| Leak prevention | Off |
## 3. Where Can I Modify the Permission Settings?
### 1) Modify Permission Settings for a Single Document, File, or Folder
* Anyone with "Can manage" permission on a document, file, or folder can adjust permission rules under Manage permissions > Permission settings.
### 2) Modify Permission Settings for a Knowledge Base
* Anyone with "Can manage" permission on a Knowledge Base can adjust permission rules under More settings > Security settings of the Knowledge Base.
## 4. How Do I Grant Permissions to Others?
To invite others to view, edit, or manage a document together, you need to grant them the appropriate permissions.
* Method 1: Click Share, then search for **users, groups, departments, or roles** in the "Invite collaborators" search box, and add them as collaborators with the appropriate permissions.
* Method 2: Go to Manage permissions from More or Share, then click Add collaborators to add others as document collaborators and grant permissions.
## 5. How Are Document Permission Settings Inherited?
### 1) Permission Settings for a Single Document, File, or Folder Are Inherited by Their Sub-Documents by Default
The following situations are exceptions:
* If the sub-document's own permission settings are more restrictive, those settings take effect.
* If the sub-document is set to "Private — parent document permissions no longer apply to this document," the sub-document's settings take effect.
### 2) The Security Settings of a Knowledge Base Can Restrict All Content Within the Knowledge Base
Permission settings for a single document, file, or folder can be more restrictive than the Knowledge Base settings, but cannot exceed the Knowledge Base's restrictions.
## 6. How Do I Modify Collaborator Permissions?
* Go to Manage permissions from More or Share. In the "All collaborators" list, you can modify a collaborator's permissions or remove a collaborator.
* Knowledge Base admins have "Can manage" permission on documents by default, which cannot be modified.
## 7. How Do I Make a Document Public to Everyone in My Organization?
* When you turn on "Public within organization," all users in your organization can view this document without being added as collaborators.
* After turning on "Public within organization," you can further configure the permissions for all users in your organization.
* Method 1: Click Share, then turn on Public within organization.
* Method 2: Go to Manage permissions, then turn on Public within organization.
## 8. More Permission Control Settings
* To configure more granular permission controls for actions such as sharing, commenting, and adding collaborators, click Permission settings.
* Click here to learn more about permission control settings
# Restricted Document Actions
Source: https://help.dingtalk.io/docs/admin-guide/permission-restrictions
Configure permissions to control who can add collaborators, copy, download, or comment on documents across Knowledge Bases and folders.
## 1. Why Can't I View Permissions or Add Collaborators?
* Admins of Knowledge Bases, Folders, and individual documents or files can configure Who can add collaborators. If you do not meet this requirement, you cannot view permissions or add collaborators. Contact the admin to make changes.
* Admins of individual documents, files, or folders can change this in Manage permissions - Permission configuration. Knowledge Base admins can change this in More settings - Security settings. For more details, see Document permission settings.
## 2. Why Can't I Add External Users?
External users may be restricted by the organization, the Knowledge Base, the folder, or the individual document or file. For details, see Who can share documents outside the organization.
## 3. Why Can't I Copy Content, Create a Copy, Print, or Download?
#### 1) Legacy Version of Permission Configuration
* Admins of Knowledge Bases, Folders, and individual documents or files can configure Who can copy, download, create a copy, or print. If you do not meet this requirement, you cannot copy, create a copy, add a copy to, print, download, save as template, or perform other copy- and download-related actions. Contact the admin to make changes.
* Admins of individual documents, files, or folders can change this in Manage permissions - Permission configuration. Knowledge Base admins can change this in More settings - Security settings. For more details, see Document permission settings.
#### 2) New Version of Permission Configuration
* In the new version, Who can copy, view, create a copy, or print has been upgraded to Leak Prevention. If Leak Prevention is enabled on a Knowledge Base, folder, or individual document, certain users will be restricted from copying, creating a copy, adding a copy to, printing, downloading, saving as template, and other copy- and download-related actions, based on the specific Leak Prevention settings. Contact the admin to make changes.
* Admins of individual documents, files, or folders can change this in Manage permissions - Permission configuration. Knowledge Base admins can change this in More settings - Security settings. For more details, see What is Leak Prevention for documents?
## 4. Why Can't I Comment on a Document?
* Admins of Knowledge Bases, Folders, and individual documents or files can configure Who can comment. If you do not meet this requirement, you cannot comment on the document. Contact the admin to make changes.
* Admins of individual documents, files, or folders can change this in Manage permissions - Permission configuration. Knowledge Base admins can change this in More settings - Security settings. For more details, see Document permission settings.
# Publish Announcements with Docs
Source: https://help.dingtalk.io/docs/admin-guide/publish-announcement
✔️ Use the powerful editing capabilities of DingTalk Docs to create more polished announcements.
## Highlights
✔️ Use the powerful editing capabilities of DingTalk Docs to create more polished announcements.
✔️ Import a DingTalk Doc into an announcement with one click to fully preserve the existing formatting — no manual adjustment required.
✔️ Use DingTalk Docs to organize and store all announcement content in a structured way.
## Steps
### Step 1: Create a DingTalk Doc in the Knowledge Base and Edit the Announcement Content
With this approach, announcements are also stored as documents in the Knowledge Base, making them easy to find and review later.
### Step 2: Publish the Announcement After Editing the Content in DingTalk Docs
#### Method 1:
1. Click the "┇" menu in the upper-right corner of the document and select "Publish announcement" to jump directly to the Announcements app and publish the announcement using this document.
\*Note: The "Publish announcement" entry point in the document is only available to "Organization Admins who also have Edit or higher permissions for that document".
2. When you enter the Announcements app this way, the document is automatically preloaded into the announcement body — no need to import it again.
#### Method 2:
1. Open the Announcements app, choose to use "DingTalk Docs", and import the prepared announcement document.
2. Select the prepared announcement document and import it.
3. After importing, you can continue editing the announcement.
After importing the document, you can continue editing on top of the existing content. You can also click "Replace document" in the upper-right corner to select another document as the announcement. The newly selected document will overwrite the previously imported one.
After editing, follow the standard announcement publishing process to set the recipient scope and other details, and your announcement is ready to send!
# Publish a Document Publicly
Source: https://help.dingtalk.io/docs/admin-guide/publish-public
Learn how to share a DingTalk Docs knowledge base or individual document as public within your organization, including the external publishing approval workflow and how to configure who has permission to make documents publicly accessible.
After enabling Public within organization in the admin console, any user in your organization who receives the document or file can access the public content. You can set or cancel public access within the organization for documents and files.
When enabled, documents can be set to be published publicly within your organization.
## 1. How to Share a Knowledge Base
* Knowledge Base users can share the Knowledge Base. Click **Share** on the Knowledge Base home page to get a share link or send it directly to a chat, and invite collaborators to set Knowledge Base permissions.
## 2. How to Share a Single Document from a Knowledge Base
* Knowledge Base users can also share individual documents and set document permissions. The recipient only gains access to that specific document. Permissions for other documents in the Knowledge Base must be set separately, ensuring the security and confidentiality of documents within the Knowledge Base.
## 3. How to Publicly Publish a Knowledge Base Document
* The public publishing feature is simple and clear. Follow the tutorial below to easily learn how to enable publishing, update content, and cancel publishing for documents you want to promote in the Knowledge Base.
* Online documents are currently supported for public publishing. Supported types include DingTalk Docs, Spreadsheet, and DingTalk Mind.
* Step 1: Enable Knowledge Base publishing. Click Share, turn on public publishing, select the document to publish, and submit it for manager approval.
* Step 2: Submit the manager approval process. The manager reviews the published content and can either accept the publication or decline it, returning it to the publishing process.
* Step 3: Publishing success. Once approved, the document is successfully published publicly, and a public link is generated. Visitors can view the content directly through the link without signing in to DingTalk.
## 4. How to Update the Content of a Published Document
* After updating the content of a published document, select Update document, select the document to publish, and confirm the update. The document is also submitted for manager review. The subsequent process is the same as the public publishing process. Once the manager completes the review, the content update is complete.
## 5. How to Disable Public Publishing for a Knowledge Base
* On the Knowledge Base home page, click Share, then click "Cancel public publishing" and confirm. This disables the public publishing feature for the Knowledge Base, and all public access links for documents within the Knowledge Base become invalid.
# How Is Storage Capacity Calculated?
Source: https://help.dingtalk.io/docs/admin-guide/storage-quota
Refer to the following instructions for capacity viewing and expansion purchase guidance.
**Attachments (images, videos, files, etc.) within DingTalk online documents will officially count toward organization storage capacity starting July 30, 2023. Please monitor capacity changes accordingly.**
Refer to the following instructions for capacity viewing and expansion purchase guidance.
## 1. DingTalk Docs Capacity Calculation Rules
| File Type | Usage Behavior | Counted Toward Capacity |
| --------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------- |
| Local file | Upload files within DingTalk Docs, including documents, images, audio/video, archives, etc. | Counted |
| Online document | Create or import online documents (documents, spreadsheets, mind maps, whiteboards) within DingTalk Docs. **Attachments inserted during editing, including images, audio/video, archives, and local files** are also counted. | **Officially counted starting July 30, 2023** |
| Shortcut | Add a shortcut within DingTalk Docs. | Not counted |
## 2. Scope of DingTalk Docs Capacity Calculation
**Capacity calculation covers: "My Docs" and "Knowledge Base".**
* **My Docs:** Allocated to you by the organization for personal knowledge management, used for individual work knowledge accumulation and management.
* **Knowledge Base:** Knowledge management organized by company, department, project, etc., used for sharing, collaboration, and organizational knowledge accumulation and management.
## 3. What Are Local Files and Online Documents?
**Local files:** After being uploaded to the Knowledge Base, local files retain their original format. You can obtain a file link to share them, and some formats support preview.
**Online documents:** Include both newly created online documents and imported online documents.
* Create online document: Currently supports creating three document types — DingTalk Docs, Spreadsheet, and DingTalk Mind.
* Import online document: Certain types of local files can be imported into the Knowledge Base and converted to online documents. You can obtain a document link to share them, and they are converted into DingTalk Docs format. Format conversion details:
| **Local File Type** | **Online File Type** |
| ---------------------------------- | -------------------- |
| doc, docx, markdown, mark, md, txt | DingTalk Docs |
| xls, xlsx | Spreadsheet |
| xmind | DingTalk Mind |
## 4. Which File Types Are Currently Supported for Upload and Import? Is There a File Size Limit?
Uploaded files support previews for multiple file types, with a maximum size of 8 GB per file. Import only supports document types, with a maximum size of 20 MB per file. The differences are as follows:
| **Transfer Method** | **File Type** | **Supported Preview Formats** | **Size Limit** |
| ------------------- | ------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | -------------------- |
| Upload | Document | pdf, pptx, ppt, pot, potx, pps, ppsx, dps, dpt, pptm, potm, ppsm, xls, xlt, et, ett, xlsx, xltx, xlsb, xlsm, xltm, csv, doc, dot, wps, wpt, docx, dotx, docm, dotm, txt, xmind | Up to 8 GB per file |
| | Image | jpeg, bmp, png, jpg, ico, webp | |
| | Audio/Video | 3GP, AVI, FLV, MP4, M3U8, MPG, ASF, WMV, MKV, MOV, TS, WebM, MXF, AAC, AC-3, ADPCM, AMR, DSD, MP1, MP2, MP3, PCM, RealAudio, Windows Media Audio | |
| | Other | zip archive | |
| Import | Document | docx, xlsx, doc, xls, txt, xmind, markdown, mark, md | Up to 20 MB per file |
For more information about "Upload" and "Import", see:
* Knowledge Base supports uploading local files
* Difference between "Upload" and "Import" in DingTalk Docs Knowledge Base
## 5. Where Can Organization Admins View Capacity Usage Details?
Open OA Admin Console > Document & Storage Management > Storage Space (login URL: [https://oa.dingtalk.io/](https://oa.dingtalk.io/)).
## 6. How Do I Purchase Additional Capacity?
Uploading local files to DingTalk Docs (My Docs, Knowledge Base) consumes organization Drive capacity. Inserting images, audio/video, or archives in online documents (documents, spreadsheets, mind maps, whiteboards) also consumes organization Drive capacity. For details, see Section 1, "DingTalk Docs capacity calculation rules" above.
DingTalk grants every organization 100 GB of permanently free Drive capacity by default. If this is insufficient, the organization can purchase additional capacity.
# Transfer Docs of Departed Staff
Source: https://help.dingtalk.io/docs/admin-guide/transfer-after-departure
Transfer My Docs and Knowledge Base documents to designated recipients when employees depart
Files in DingTalk Docs belong to the Organization. After an employee leaves, documents in their My Docs and Knowledge Base will not disappear or be deleted. You can specify a recipient to receive the documents. If no recipient is set, the documents are passively transferred to the employee's supervisor or the Organization Admin. See below for transfer instructions, transfer rules, and how to set the recipient.
## Where Are the DingTalk Docs of a Departing Employee Transferred?
Any Knowledge Base that the departing employee did not actively transfer will be transferred one by one to the recipient's Knowledge Base.
## How Are Documents of Departing Employees Transferred?
There are two transfer methods, as described below:
| Knowledge Base of departing employee | Before departure: Active transfer | After departure: Passive transfer |
| ------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| My Docs | Not supported | Scope of passive transfer: 1. The departing employee's My Docs
2. Any Knowledge Base the departing employee did not actively transfer
How to set the recipient: 1. When the Organization Admin handles the departing employee's account in the OA admin console:
\* Select "Transfer resources and delete" to designate a recipient.
\* Select "Delete directly" and the recipient defaults to the departing employee's supervisor.
1. If the departing user is deleted via API, the recipient defaults to the supervisor. If the departing employee has no supervisor (for example, the CEO), the documents go to the Super Admin of the Organization. |
| Knowledge Base | Supported \* Designate another Collaborator of a specific Knowledge Base as the "Owner".
\* Each Knowledge Base must be transferred individually; batch transfer is not supported. | |
## How Can an Employee Actively Transfer Documents Before Leaving?
## Active Transfer Instructions for My Docs
* My Docs does not support active transfer before departure. All transfers must be handled as passive transfers after departure. See "Passive transfer instructions for My Docs" below for details.
## Active Transfer Instructions for Knowledge Base
* **Active transfer:** A Knowledge Base for which the departing employee is the Owner can be transferred before departure.
* **How to operate:** The departing employee enters the Knowledge Base > goes to **Knowledge Base members and permissions** > **Specified users and permissions**, then sets the recipient as the "Owner", or adds the recipient first and then assigns the role to complete the transfer. (Note: Currently, each Knowledge Base must be transferred individually; batch transfer is not supported.)
* After the transfer is complete, the departing employee can no longer view the Knowledge Base Content.
## After Departure, How Are Documents That Were Not Transferred Handled Passively?
## Passive Transfer Instructions for My Docs
* After departure, the entire content of the employee's My Docs is packaged as "XX's Knowledge Base" and moved into the recipient's Knowledge Base.
* If no recipient is set, the departing employee's My Docs is packaged as "XX's Knowledge Base" and goes to the supervisor's Knowledge Base by default.
* If the departing employee has no supervisor (for example, the CEO), it goes to the Super Admin's Knowledge Base.
## Passive Transfer Instructions for Knowledge Base
* After a Team User leaves, the Content in the departing employee's original Knowledge Base will not be deleted. The system will transfer it to the recipient's Knowledge Base by default.
* If no recipient is set, the departing employee's Knowledge Base is transferred to the supervisor's Knowledge Base by default.
* If the departing employee has no supervisor (for example, the CEO), it goes to the Super Admin's Knowledge Base.
## How Do I Set the Recipient of a Departing Employee's Knowledge Base?
The Organization Admin signs in to the DingTalk admin console at [https://oa.dingtalk.io/](https://oa.dingtalk.io/). When handling the departing employee's account in Contacts, set the recipient for the employee's Knowledge Base as follows:
* **Select "Delete directly":** The recipient defaults to the departing employee's supervisor.
* **Select "Transfer resources and delete":** You can designate the recipient as the department supervisor, the Admin themselves, or a specified user.
* **Select "Process departure and delete":** This starts the departure handover and security review process. Select **Knowledge Base (Team space)** > set the recipient.
* If the departing user is deleted via API, the recipient defaults to the supervisor. If the departing employee has no supervisor (for example, the CEO), the documents go to the Super Admin of the Organization.
Note: In the instructions above, the departing employee's direct supervisor refers to the department supervisor in the DingTalk organization Contacts. For configuration details, see How do I manage Roles?. If the Organization has not configured this, the documents are transferred to the Organization Admin.
***
## FAQ
### What Is the Scope of Passive Knowledge Base Transfer?
1. The departing employee's My Docs.
2. Any Knowledge Base for which the departing employee is the Owner and which has not been actively transferred.
### Does Active Knowledge Base Transfer Support Batch Operations?
When a departing employee actively transfers Knowledge Bases, batch transfer is not supported. Each Knowledge Base must be transferred individually.
### Can Ownership of a Single Document in a Knowledge Base Be Transferred?
Transferring ownership of a single document is not supported at this time.
***
# View Collaboration Notifications
Source: https://help.dingtalk.io/docs/dingtalk-docs/collaboration/collaboration-notifications
DingTalk Docs collaboration notifications: when someone @mentions you in a document, a blue-bar alert appears at the top of your IM Chats list so you can jump directly to the relevant content without switching screens.
## Value
Document blue-bar notifications are now available in the IM Chats list, helping you stay on top of collaboration messages for efficient work.
## Use Case
Too busy to check document collaboration in time? When someone @mentions you in a document, a blue-bar notification appears in the IM Chats list so you can spot collaboration messages at a glance.
## How It Works
When you receive a document message notification, a blue-bar notification for the latest message appears in the IM Chats list.
***
# Insert Images in Comments
Source: https://help.dingtalk.io/docs/dingtalk-docs/collaboration/comment-image
DingTalk Docs inline comments support image uploads: click the image icon in the comment box to attach a screenshot or diagram, making it easier to communicate feedback on data, designs, or project progress.
## Value
Inline comments in documents support image uploads. A picture is worth a thousand words, enabling clear expression and efficient collaboration.
## Use Case
Ding Sanduo is a product operations specialist at an internet company. In daily work, he uses DingTalk Docs to interact and collaborate with colleagues. Now that inline comments support image uploads, content that is hard to express in words—such as data analysis or project progress—can be conveyed directly by inserting images into comments, improving collaboration efficiency among colleagues.
## Instructions
When adding a comment, click the image icon to insert an image into the comment.
***
# Inline Comment
Source: https://help.dingtalk.io/docs/dingtalk-docs/collaboration/inline-comment
Leave comments on specific text in DingTalk Docs and @mention teammates for instant team collaboration via Chats.
When collaborating with others on a document, you can leave comments on its content and @mention relevant people. Comment notifications are delivered in real time through Chats, making collaboration efficient and timely.
## Instructions
DingTalk Docs supports both full-document comments and inline comments. You can comment on the entire document or on specific content within it.
## Add a Comment
### Inline Comment
**Desktop:** Select the text, click the **Add comment** button on the right, or press **Ctrl+Shift+M** (Mac: **Cmd+Shift+M**) to leave a targeted comment on the selected content. Comments appear in the blank area on the right side of the document.
**Mobile:** Long-press to select text in the document, or swipe with your finger to select a paragraph, then tap the button below to add a comment.
### Full-Document Comment
Scroll to the bottom of the document and enter your comment in the input field at the bottom of the page.
## Reply to a Comment
Click the **Reply** button next to a comment to reply to its content. The original commenter will receive a notification in DingTalk Chats.
## Delete a Comment
You can only delete your own comments, not those of others. To delete a sent comment, click **┇** in the upper-right corner of the comment, then select **Delete comment**.
***
# Invite Others to Collaborate
Source: https://help.dingtalk.io/docs/dingtalk-docs/collaboration/invite-collaborators
How to manage collaborators and permissions in DingTalk Docs: invite individuals, groups, or departments with role-based access (manage/edit/view), enable organization-wide sharing, and adjust or remove collaborator permissions at any time.
## 1. Who Can View or Edit a Newly Created Document?
* When you create a document under **My Docs**, **only you can view or edit it** by default.
* When you create a document in a **Knowledge Base**, **all members of the Knowledge Base can view it** by default. Their permissions on this document are inherited from the Knowledge Base's "Members and permissions" settings, and can be modified or removed.
* When you create a sub-document **under an existing document**, **all collaborators of the parent document can view it** by default (go to "More - Manage permissions" to see all collaborators of the document). Their permissions on the sub-document are inherited from the parent document, and can be modified or removed.
## 2. How to Invite Collaborators to View or Edit a Document Together?
For any document, if you want to **share it with others** for joint viewing or editing, you can invite them as collaborators and grant the corresponding permissions.
* Click "Share", and in the "Invite collaborators" search box, search directly for **users, groups, departments, or roles** to add them as collaborators.
* Click "Manage permissions" to view all collaborators of the current document. Click "Add collaborators" to add more people as collaborators.
## 3. How to Modify Collaborator Permissions?
* Go to "More - Manage permissions" or "Share - Manage permissions". In the "All collaborators" list, you can modify a collaborator's permissions or remove them.
* Knowledge Base admins have manage permissions on the document by default, which cannot be modified.
## 4. How to Make a Document Public to Everyone in the Organization?
* Turn on "Public within organization", and all users in the organization can view this document without being added as collaborators.
* After turning on "Public within organization", you can further configure the permissions for all users in the organization.
# Presentation Mode
Source: https://help.dingtalk.io/docs/dingtalk-docs/collaboration/presentation
Documents are often used in daily meetings. Switching a document to Presentation mode delivers the best presentation experience.
Documents are often used in daily meetings. Switching a document to Presentation mode delivers the best presentation experience.
## Start a Presentation
Click the **presentation icon** in the upper-right corner of the document, or use the **shortcut Ctrl + Shift + P (Mac: Cmd + Shift + P)** to enter Presentation mode.
## Switch the Presentation Style
Presentation mode offers two display styles: scrolling playback and Slides paging mode.
Scrolling playback presents the document in a continuous scrolling stream. In Slides paging mode, the document is paginated and presented by document node.
**In Presentation mode, hover over any spot at the bottom of the screen and click once to bring up the presentation settings panel, then make your selection.**
## Presentation Style Settings
### Day/Night Mode
Presentation mode supports both day and night display modes.
**In Presentation mode, hover over any spot at the bottom of the screen and click once to bring up the presentation settings panel, then switch the mode.**
### View Zoom Ratio
Presentation mode supports three view sizes: large, medium, and small.
**At the bottom of Presentation mode, click the icon to switch between view ratios.**
## Exit the Presentation
In the Presentation mode settings, click **Exit presentation**, or press **Esc** to exit the presentation.
***
# Live Interaction in Presentations
Source: https://help.dingtalk.io/docs/dingtalk-docs/collaboration/presentation-interaction
DingTalk Docs presentation mode live interaction: generate a QR code so audience members within your organization can submit questions in real time. All questions are collected on the final slide, letting you review audience input while presenting.
How do you engage effectively with your audience during a Live broadcast or presentation? In DingTalk Docs presentation mode, users within the same Organization **can scan a QR Code to ask questions in real time**. Questions appear on the last slide of the presentation, allowing you to view questions alongside the Body Text and boost audience engagement with ease.
## Instructions
**Option 1**: After entering presentation mode, open the presentation Settings in the bottom toolbar and click **Live Interaction**. A QR Code appears, which the audience can scan to join the Interaction.
**Option 2**: In the top-right corner of DingTalk Docs, click the arrow next to **Present**, select **Edit presentation slides**, click **Presentation Settings** at the top, and turn On **Live Interaction**.
Once Live Interaction is enabled, viewers can scan the QR Code to ask questions and interact directly. Presenters can view questions while reading the Body Text, making it easy to boost audience engagement. Questions submitted during the session are also displayed on the last slide of the presentation.
# Secure Collaboration in Docs
Source: https://help.dingtalk.io/docs/dingtalk-docs/collaboration/secure-collaboration
Secure document collaboration with bank-grade encryption, real-time threat detection, and granular permission controls
As collaborative work and online documents become widely adopted and internet technology advances rapidly, convenience comes hand in hand with information security risks. Protecting information security has become a top priority for an increasing number of organizations. DingTalk Docs continues to invest in information security, providing robust protection for organizations of all sizes.
## Comprehensive DingTalk Security Protection
**Independent security audits:** The first in China to pass the SOC 2 privacy principle audit, covering the security, confidentiality, and privacy principles.
**Security system certifications:** An enterprise-grade application product certified under ISO 27001:2013 and ISO 27018:2014 security frameworks.
**Level 3 classified protection:** Certified under the national information system classified protection scheme, supervised by the Ministry of Public Security and issued by local public security authorities.
***
**Enterprise keys protect data at national cryptographic standards**
Organization data is protected throughout the entire data security lifecycle using encryption and decryption technologies, reaching bank-grade encrypted storage standards. Data is transmitted in encrypted form based on the SSL/TLS protocol to ensure end-to-end network transmission security.
**Security defense system backed by real-time intrusion detection powered by big data**
Building on more than a decade of offensive and defensive security expertise from the Alibaba Group Security Department, DingTalk has independently developed a dynamic intrusion prevention system that monitors platform security in real time. It can detect active intrusion events within minutes and respond quickly to contain, mitigate, and trace incidents. Through the establishment of internal Blue Team and Red Team offensive-defensive exercises, intrusion detection and security emergency response capabilities are continually strengthened.
***
## Use Drive Confidential Mode to Strengthen Document Permissions and Information Security
When personal documents are shared externally, the document links are private by default. Save a document to Drive, open the target document, and click Share in the upper-right corner to access the document security settings.
> **A four-step approach to information security protection for DingTalk Docs within Drive**
| In the **Share** panel, click **Collaborators only** to add people with whom the document is shared. | Sync the document to Drive and open it. In the **Manage permissions** panel, configure **Security settings** to enable watermarks on file previews and disable downloads for everyone. |
| ---------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Add specific people to the document from the Share panel. | Set per-person permissions, with four levels available: Manage, Edit, View/Download (**downloads are disabled and only online preview is allowed when confidential mode is on**), and View only. |
## Permission Settings and Information Security in Knowledge Base
You can apply tailored security settings to content of different types and confidentiality levels.
### 1. How to Access the Permission Management Console
* Access the settings console: On the document Home page, click \[**... More**] in the lower-left corner, select **Organization settings**, and choose the organization. You will enter the permission management console where you can configure related permissions.
### 2. How to Add, Modify, or Remove Knowledge Base Member Permissions
* Open a Knowledge Base and add members through entry points such as **More settings** and **Members and permissions**. You can configure, modify, or delete member permissions. Permission types include: Manage, Edit, View/Download, View only, and Remove permission.
* **Note: Setting or removing Space member permissions through the methods below also grants or removes the corresponding permissions for all documents within the Space.**
### 3. How to Add, Modify, or Remove Permissions for a Single Document in Knowledge Base
* To grant a member access to only a specific document within a Knowledge Base, open the document, click Share in the upper-right corner, click Manage permissions, and then click **Add member** to add members. You can also modify or remove permissions for members who already have access.
### 4. How Employees Can Request Space Document Permissions
* When you open a document for which you do not have permission, you can request permission from the document Owner or the Space Admin, choosing from Edit, View/Download, or View only.
### 5. How to Configure Security Watermarks for Knowledge Base
* To protect document content, Knowledge Base supports two security settings: display watermark and leak prevention. To configure them, go to **More settings** in the Knowledge Base, find **Security settings**, and enable the appropriate security features as needed.
* The watermark content is "Company name + Name + Last 4 digits of mobile number".
### Summary of Secure Collaboration
DingTalk Docs offers comprehensive permission and security settings, with permissions that can be granted down to individual users. You can also grant permissions to departments and Group Chats. When new members join a department or group, the system automatically grants them the corresponding permissions.
| Content security | \* Copy protection for documents prevents content from being disseminated.
\* If a leak occurs, visitor watermarks help trace the source. |
| ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Permission control | \* Permissions can be granted to individuals, departments, and Group Chats.
\* When new members join a department or Group Chat, permissions are automatically granted.
\* Smart authorization: When the system detects that a recipient lacks permission, it prompts you to quickly grant access.
\* Permissions can be added or modified in both Group Chats and Direct Messages. |
***
# A Digital Garden for Knowledge
Source: https://help.dingtalk.io/docs/dingtalk-docs/digital-garden
Consolidate work information from chats and meetings into organized, connected knowledge using block-based documents and bidirectional links.
Today, organizational information and knowledge are scattered across work scenarios in various forms, including Group Chats, Direct Messages, Meetings, and projects. Achieving one-stop storage and efficient management of knowledge through a convenient approach has become a major challenge for organizations.
At the 2022 DingTalk Conference, Fu Xujun, Vice President of DingTalk and head of DingTalk Collaboration products, shared his vision: **DingTalk Docs will center on information carriers, transforming fragmented information into structured knowledge to build a platform for knowledge creation and management, forging a digital garden for organizations.**
Building on this vision, DingTalk Docs delivers a complete suite of capabilities for knowledge precipitation, organization, Discover, and Connect, helping organizations manage knowledge so that it can be aggregated comprehensively, organized systematically, and applied conveniently.
Build your organization's digital garden one Document at a time, and let knowledge bloom. A Document is often made up of many fragmented pieces of information. With block-based technology, DingTalk Docs enables synchronized block references—edit once, and updates flow across multiple Documents. Every quoted fragment of knowledge can be traced back to its source, allowing you to understand the Context of its origin and form point-to-point, line-to-line, and surface-to-surface knowledge connections. In addition, inserting one Document into another as a Link establishes a Both-way Link reference between the two Documents. Through Both-way Links, the relationships among Documents are presented as a free-form, topological network. The Knowledge Base then organizes scattered Files into Folders, forming a Table of contents tree of knowledge. The tree supports unlimited Tier nesting and enables real-time organization and management through multi-user Collaboration.
Looking ahead, DingTalk Docs will further accelerate the expansion and accessibility of Content Collaboration in the Chinese market, enabling every organization to build its own dedicated digital garden.
# Link DingTalk Project Kanban
Source: https://help.dingtalk.io/docs/dingtalk-docs/dingtalk-link/link-project-board
Associate DingTalk Project with a DingTalk Docs document to support project review and tracking.
Associate DingTalk Project with a DingTalk Docs document to support project review and tracking.
## Instructions
In the document, select the location where you want to add the project Kanban. Click **Insert -> Project Kanban** on the top navigation bar, then select the project you want to insert in the Project Kanban picker. The project details, such as **tasks, status, and assignees**, are displayed directly within the document. You can also configure Sort and Filter settings on the project Kanban.
***
# Mention People With @
Source: https://help.dingtalk.io/docs/dingtalk-docs/dingtalk-link/mention
Mention teammates with @ in DingTalk Docs to notify them via chat with direct links to document content
**DingTalk Docs** is deeply integrated with DingTalk to make collaboration more efficient. DingTalk Docs lets you mention others with @ inside a document. **Type @ + username directly** in the Body Text or Comments to send a DingTalk chat notification, reminding the recipient to review the document or comment. Recipients can click the chat notification to jump straight to the target area of the document. Activity plans or Important documents that previously required a dedicated Meeting can now be discussed and edited by multiple people anytime, anywhere in DingTalk Docs—dramatically boosting daily productivity.
## Instructions
1. Place the cursor where you want to mention someone in the document and **type "@"**. The Contacts panel opens automatically. Select the User you want to mention, and then choose the recipients to notify.
2. Click **Send** in the dialog to notify the recipients via DingTalk chat to review or comment. Recipients can click the DingTalk chat notification to jump directly to the specified location in the document.
***
# Search Docs in Group Chats
Source: https://help.dingtalk.io/docs/dingtalk-docs/dingtalk-link/search-in-chat
Search DingTalk Docs directly under the File and Document tabs in chat history for faster lookup.
Search DingTalk Docs directly under the File and Document tabs in chat history for faster lookup.
## Instructions
In a group chat on desktop, click **Chat History** in the top-right corner, then search for the target document keyword. The document appears directly under the **File** tab.
# Generate To-Dos from a Task List
Source: https://help.dingtalk.io/docs/dingtalk-docs/dingtalk-link/todo-from-list
Convert task lists in DingTalk Docs into DingTalk To-Dos: turn meeting-minute action items or work-plan checklists into tracked to-dos with a single click, then @mention assignees to ensure every task gets a follow-up.
When drafting meeting minutes, to-do lists, or team work plans, you often end up with many follow-up tasks. How can you make sure every item gets a response and every matter is resolved? In DingTalk Docs, you can convert a task list directly into DingTalk To-Dos and mention the assignees to remind them to review.
## Instructions
Place the cursor where you want to add the task list, then click **To-Do List** in the toolbar to create tasks. Click the icon on the far right of the task list and select **Convert to DingTalk To-Do** to generate a to-do task.
## Additional Notes
You can mention assignees in to-do tasks, set due dates, and convert them into DingTalk To-Dos to trigger reminders.
***
# Can't Copy, Download, or Print?
Source: https://help.dingtalk.io/docs/dingtalk-docs/faq/cannot-copy-download-print
FAQ: why you cannot copy, download, or print a document even with View/Download permission. Typically, an admin has restricted these operations via security permission settings. Contact your document or Knowledge Base admin to restore access.
## Cause
By default, Collaborators with View/Download permission or higher can copy body text, download, print, and create copies of a document. If you have the permission but still cannot copy, download, or print the document, **the main reason is:**
The document or Knowledge Base Admin has set **"Only users with Manage permission can download, create copies, and print / No one can download, create copies, or print"** in the Permissions configuration, which overrides the default rules.
In this case, even if a User has View/Download permission for the document, they cannot copy the body text, download, print, or create copies. When attempting these actions, a prompt will appear.
## Solution
Contact the document or Knowledge Base Admin to update the permission Settings for the document or Knowledge Base. For more information about document permission Settings, see Permissions configuration for sharing, copying, downloading, and commenting.
# Frequently Asked Questions
Source: https://help.dingtalk.io/docs/dingtalk-docs/faq/common-issues
Frequently asked questions about DingTalk Docs: covers online editing, viewing edit history, downloading files locally, permission settings, inserting images, and activating the service — quick answers to the most common user questions.
## Q: Does DingTalk Offer Online Editing?
A: Yes. DingTalk offers a creation suite including DingTalk Docs, Spreadsheet, Mind Map, Whiteboard, and AI Table, all of which support real-time collaborative editing.
Click for more details: Product features
## Q: What Is DingTalk Docs?
A: DingTalk Docs is an enterprise collaboration office suite independently developed by **Alibaba Group** DingTalk. It includes online creation and document management tools such as **Docs, Spreadsheet, Mind Map, AI Table, Whiteboard, and Knowledge Base**. No downloads are required—edit and view files directly on your computer, phone, or tablet, with content saved in real time. DingTalk Docs is also **deeply integrated with DingTalk**, enabling efficient collaboration with colleagues based on your organizational structure. Daily work scenarios such as **information collection, project management, meetings, business reports, and employee onboarding** can all be efficiently completed through DingTalk Docs.
Click for more details: [DingTalk Docs quick start](/docs/dingtalk-docs/insert-content/insert-whiteboard)
## Q: How Do I Configure the Document Toolbar Style?
A: Click "┇" in the upper-right corner, then go to "Preferences" — "Interface Preferences" — "Top Toolbar". You can choose a two-row toolbar, single-row toolbar, or no toolbar based on your preferences.
## Q: How Do I View the History of DingTalk Docs/Spreadsheet?
A: When using DingTalk Docs or Spreadsheet, you can view the history through the following settings:
DingTalk Docs: Upper-right corner — ┇ — History. Alternatively, refer to "Question 3" above to configure the toolbar.
Spreadsheet: Upper-right corner ... — History. History currently supports viewing previous versions and restoring them.
## Q: How Do I Download DingTalk Docs/Spreadsheet to My Local Device?
A: Open DingTalk Docs on the desktop client and download the online document as a local file using the following methods:
DingTalk Docs: Upper-right corner — ┇ — Download to local. Currently, .docx, .pdf, and .md formats are supported. If you cannot find the toolbar, refer to "Question 3" above to configure it.
Spreadsheet: Top toolbar — Menu — Spreadsheet — Download as. Select the desired file format to download.
Tips: Docs currently supports exporting to Word/PDF. Spreadsheet currently supports exporting to Excel/PDF/CSV/TSV formats.
## Q: How Do I Activate DingTalk Docs?
A: The DingTalk Docs (online editing) feature does not require activation. Simply sign in to DingTalk and complete organization authentication to use online editing.
## Q: How Do I Insert Images in DingTalk Docs?
A: DingTalk Docs currently supports inserting emojis, images, video links, attachments, links, DingTalk Mind, roadmaps, flowcharts, online documents from Drive/Knowledge Base, links, and more. The mobile client supports fewer insertion types—use the desktop client for more types.
**Desktop client:** Open DingTalk Docs, click "+" in the top toolbar, and select Insert Image. Alternatively, enter edit mode, type a slash "/", and select Insert Image.
**Mobile client:** Open DingTalk Docs online editing, tap the icon in the bottom toolbar — \[Insert Image] \ \[Insert Link]. The mobile client currently supports inserting images, tables, links, and horizontal lines, but does not support inserting files.
## Q: How Do I Configure Document Edit Permissions?
A: Click \[Share] in the upper-right corner, go to "Manage permissions" under "Invite collaborators". You can assign permissions to specific users, including: Manage, Edit, View/Download, View only, and Remove permission.
## Q: Why Don't Some Employees Have Online Editing?
A: If online editing is unavailable, please verify the following:
1. DingTalk Lite does not support online editing.
2. Online editing only supports system languages set to Simplified Chinese or English. We recommend switching the language accordingly.
3. For Office files uploaded locally to DingTalk, if you choose to edit with the official Microsoft editor, you must purchase the DingTalk Office Suite Premium Edition.
4. Anheng MiDun is not compatible with this product. If your organization has enabled Anheng MiDun, online editing will not be available (check whether there is a small shield icon in the lower-right corner of the file).
5. Online editing currently supports Microsoft Office Word, Excel, and PPT files (PPT online editing is only available on the desktop client). Files in other formats do not support online editing—please download them before editing.
6. DingTalk Standard online editing only supports opening files smaller than 20 MB. If a file is too large, you may see messages such as "Failed to get edit link" or "File too large".
## Q: Can DingTalk Docs Be Opened in a Browser?
A: The DingTalk Docs web version is now available. You can copy the link and open it in a browser at: [https://docs.dingtalk.io/](https://docs.dingtalk.io/). You can also set documents to open automatically in a browser. For instructions, see: [Open DingTalk Docs in a browser](/docs/dingtalk-docs/settings/open-in-browser)
## Q: How Do I Recover Lost Data?
A: Open DingTalk Docs, click ┇ in the upper-right corner — History, and find the version you want to restore under \[Version history]. Once located, click the \[Restore] button to complete the recovery.
# How to View Edit History
Source: https://help.dingtalk.io/docs/dingtalk-docs/faq/edit-history
Track and restore DingTalk Docs edit history to prevent accidental data loss in collaborative editing.
When working on DingTalk online documents, you may worry about accidental deletions or incorrect edits during multi-user collaboration. To minimize such risks, DingTalk Docs supports viewing edit history. It saves each user's revisions in real time, lets you view previous versions at any time, and supports selective rollback, effectively enhancing content security.
## Instructions
### View Edit History
Click **Document** → **┇ in the upper-right corner** → **History**. The history panel appears on the right side of the document, where you can view the edit history of the document and selectively roll back to a previous version.
### Restore a Previous Version
In the history view, click the **Restore** button next to the corresponding version to revert the document to that version.
### Exit the Edit History View
In the upper-left corner of the history view, click the exit button to leave the view. You can also press **Esc** to exit quickly.
## Additional Notes
* If a document has been deleted, its edit history cannot be viewed.
* The number of days for which version history can be viewed and restored varies by edition:
**DingTalk Standard / Startup Edition**
3 days
**DingTalk Professional Edition**
30 days
**DingTalk Exclusive Edition**
30 days
**DingTalk Office Suite**
180 days
***
# Common Feature Usage Limits
Source: https://help.dingtalk.io/docs/dingtalk-docs/faq/feature-limits
Common usage limits for DingTalk Docs and Sheets: concurrent editor caps, single-document character limit, attachment size, export timeout, and plan-based limits (Standard/Professional/Exclusive) for documents and spreadsheets.
## Common Limits for DingTalk Docs
***
### How Many Users Can Simultaneously Edit a Single DingTalk Document Online?
Answer: The number of concurrent online editors for DingTalk files follows these rules: DingTalk Standard/Startup Edition: 25 users; DingTalk Professional Edition: 50 users; DingTalk Exclusive Edition: 200 users.
*(Note: If multiple users edit the same Location simultaneously, the content saved by the system is based on the most recent edit.)*
### How Many Users Can Simultaneously Read a Single Document?
Answer: There is no limit on the number of concurrent viewers.
### What Is the Maximum File Size for Uploading or Previewing a Single File in DingTalk Docs?
Answer: Both Upload and Preview File Size limits are 251 MB.
### What Is the Maximum Attachment Size in DingTalk Docs?
Answer: The maximum Attachment size in DingTalk Docs is 3 GB.
### How Many Characters Can a Single DingTalk Document Contain?
Answer: 500,000 characters.
### What Is the Export Limit for DingTalk Docs?
Answer: The Export will Fail if it takes longer than 30 seconds.
## Common Limits for Spreadsheet
***
### What Is the Worksheet Limit for a Single Spreadsheet?
Answer: 1,000 Worksheets.
### What Is the Size Limit for a Single Attachment?
Answer: The Attachment size limit for Standard Edition is 251 MB, and for DingTalk Professional Edition is 1 GB.
### What Is the Size Limit for a Single Image?
Answer: 20 MB.
### How Many Users Can Simultaneously Edit a Single Spreadsheet?
Answer: A single Spreadsheet supports up to 800 concurrent online editors.
### How Many Conditional Formatting Rules Are Supported in a Single Worksheet?
Answer: 200.
### What Is the Maximum Number of Cells in a Single Spreadsheet?
Answer: 5 million Cells.
### What Is the Maximum Number of Characters That Can Be Added to a Single Cell?
Answer: 50,000.
### What Are the Export/Import Limits for a Single Spreadsheet?
* Import: xlsx and xls files under 20 MB
* Export: Up to 200 Images can be exported per Spreadsheet; any additional Images will be replaced with placeholders.
### How Many Function Formulas Are Supported in Spreadsheet?
Answer: 405.
## Common Limits for DingTalk Mind
***
### How Many Nodes Can Be Inserted into a Single Mind Map?
Answer: There is no limit, but we recommend no more than 1,000 nodes for optimal performance.
### How Many Users Can Simultaneously Edit a DingTalk Mind Map?
Answer: There is no limit.
## Common Limits for Knowledge Base
***
### What Is the Creation Limit for Knowledge Bases?
Answer: There is no limit.
### What Is the Maximum Number of Users That Can Be Added to a Single Knowledge Base?
Answer: 2,000 Users.
### How Many Folders Can Be Created Under a Single Knowledge Base Table of Contents?
Answer: There is no limit.
### How Many Documents, Spreadsheets, or Mind Maps Can Be Created in a Single Folder?
Answer: There is no limit.
### What Is the Document Storage Limit for Knowledge Base?
Answer: Each Organization receives 100 GB of Free initial storage, with paid expansion available. [Learn more](https://docs.dingtalk.io/i/p/nb9XJowOkBRPmyAp/docs/3KLw95QMzkb8gRX5wpANJAjrymPeEN2q)
### How Many Files and Folders Can Be Uploaded or Imported at Once?
Answer: 100.
## Common Limits for Drive
***
### What Is the Storage Capacity of Drive?
Answer: Each Organization receives 100 GB of Free initial storage, with paid expansion available. [Learn more](https://docs.dingtalk.io/i/p/nb9XJowOkBRPmyAp/docs/3KLw95QMzkb8gRX5wpANJAjrymPeEN2q)
### How Many Files and Folders Can Be Stored in My Space?
Answer: The default capacity limit for an Employee's "Drive - My Files" is 2 GB. The Organization Admin can manually adjust this in the admin console.
***
# Permissions After Moving a Doc
Source: https://help.dingtalk.io/docs/dingtalk-docs/faq/moved-doc-permissions
How permissions change when moving a document between Knowledge Bases: inherited collaborators from the original parent are removed and replaced by those of the new parent, while collaborators added directly to the document are retained.
When you need to move a document from one Knowledge Base to another, the document's Collaborators and Permissions settings change accordingly. The details are as follows:
## 1. Changes to Collaborators
Collaborators of a document can be automatically synced from the parent directory or added individually.
When you Move a document (or Folder):
* Collaborators automatically synced from the parent of the original Location are removed.
* After the move, Collaborators are re-synced from the parent of the target Location.
* Collaborators added individually to the document by users are retained.
### Example:
The document "Release Notes" is moved from the "Sales Knowledge Base" to the "Customer Service Knowledge Base". The Collaborators of the document change as follows:
### Before the Move
Location: Sales Knowledge Base / Release Notes
Collaborators of this document:
Sales Manager Wang (inherited from the "Sales Knowledge Base")
Technical Lead Zhang (added individually by a user)
### After the Move
Location: Customer Service Knowledge Base / Release Notes
Collaborators of this document:
~~Sales Manager Wang~~ ~~(synced from the "Sales Knowledge Base")~~ ***Collaborators automatically synced from the original Location are removed***
Customer Service Manager Li (synced from the "Customer Service Knowledge Base") ***After the move, Collaborators are re-synced from the parent of the target Location***
Technical Lead Zhang (added individually by a user) ***Collaborators added individually to the document by users are retained***
## 2. Changes to Permissions Settings
The Admin of a document can Configure the document's own Permissions settings. At the same time, the document's Permissions settings are also controlled by the parent directory. For specific Settings, refer to: Permissions Settings | Document Permissions Settings Guide.
When you Move a document (or Folder):
* The Permissions controls from the parent of the original Location no longer apply.
* The document's own Permissions settings are retained.
* After the move, the document is subject to the Permissions settings of the parent of the target Location.
### Example:
The document "Release Notes" is moved from the "Sales Knowledge Base" to the "Customer Service Knowledge Base". The Permissions settings of the document change as follows:
### Before the Move
Location: Sales Knowledge Base / Release Notes
Selected settings of this document:
Allow people outside the Organization to be added as Collaborators:
**Off** (Configured individually for this document by a user)
Show watermark:
**On** (controlled by the "Sales Knowledge Base")
Anti-leak protection:
Off (default state)
### After the Move
Location: Customer Service Knowledge Base / Release Notes
Selected settings of this document:
Allow people outside the Organization to be added as Collaborators:
**Off** (Configured individually for this document by a user) ***The document's own Permissions settings are retained***
Show watermark:
Off (no longer controlled by the original Location; restored to the default state) ***The Permissions controls from the parent of the original Location no longer apply***
Anti-leak protection:
**On** (controlled by the target "Customer Service Knowledge Base") ***After the move, the document is subject to the Permissions settings of the parent of the target Location***
# Supported Browsers for Web
Source: https://help.dingtalk.io/docs/dingtalk-docs/faq/supported-browsers
DingTalk Docs web browser compatibility: IE-engine browsers are not supported. Use a modern browser such as Chrome or Edge for the best experience, and set it as your system default to access all features without interruption.
The web version of DingTalk Docs does not support browsers based on the IE engine. For a better experience with DingTalk Docs, choose a supported browser type as needed. Setting a supported browser as the default in your system delivers a smooth and complete DingTalk Docs web experience.
Learn more: [Change the Default Browser](/docs/dingtalk-docs/settings/set-default-browser)
## 1. Windows
| **System version** | **Supported browsers** |
| ----------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Windows 7, 8, 8.1, and 10** | \* [Chrome](https://www.google.cn/chrome/): version 63.0 or later
\* [Microsoft Edge](https://www.microsoft.com/zh-cn/edge) (new version)
\* [QQ Browser](https://browser.qq.com/) (Speed mode): version 10.0 or later
\* Safari: version 12.0 or later |
## 3. Linux
| **Supported browsers** |
| -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| \* [Chrome](https://linuxconfig.org/how-to-install-google-chrome-browser-on-linux) (version 63.0 or later)
\* [Microsoft Edge](https://www.microsoftedgeinsider.com/zh-cn/download/) |
## 4. How to Change the Default Browser
### Windows
1. Click the Start Button, click Settings, and then type "Default apps."
2. In the search results, select Default apps.
3. Go to Apps > Default apps > Web browser, select the browser you want to set as the default, click Set this program as default, and click Switch anyway when prompted to Complete the setup.
### macOS
* Step 1: Open **Settings** and click **General**.
* Step 2: Locate **Default web browser** and select the browser you want to use by default.
## Related Content
* [Change the Default Browser](/docs/dingtalk-docs/settings/set-default-browser)
* [Open DingTalk Docs in a browser](/docs/dingtalk-docs/settings/open-in-browser)
# Use the Docs Flash Plugin
Source: https://help.dingtalk.io/docs/dingtalk-docs/flash-plugin
DingTalk Docs Flash browser extension: save any webpage's main content to DingTalk Docs in one click, with automatic removal of ads and irrelevant links. Supports Chrome, Edge, and 360 browsers for distraction-free reading later.
## 1. About DingTalk Docs Flash
Found great content while browsing the web and want to save it? DingTalk Docs Flash lets you save the body text of the current page to DingTalk Docs in one click, so you can read it anytime, anywhere. It also automatically removes floating ads and irrelevant links, freeing you from clutter and enhancing your reading experience.
## 2. How to Use It
DingTalk Docs Flash currently supports the following browsers. Install the plugin package, then open the browser to start using it:
360 Speed Browser, 360 Secure Browser, Chrome, and Edge.
## 3. Plugin Installation Guide
## 3.1 Install on Chrome
### Method 1 (Recommended):
Install from the plugin store. [Click here to visit the Chrome Web Store](https://chrome.google.com/webstore/detail/%E9%92%89%E9%92%89%E6%96%87%E6%A1%A3%E9%97%AA%E5%AD%98/dfaldmjkfklnkenddjpikfkdnkinheke).
### Method 2:
Step 1: Click to download the plugin package, then unzip it to obtain the DingTalk Docs Plugin.crx file.
Step 2: Open Chrome and go to the **⋮ icon** in the top-right corner > **Extensions** > **Manage Extensions** to access the extension management page.
Step 3: Drag the DingTalk Docs Plugin.crx file from Step 1 into the extension management page.
Note: After installation, the DingTalk Docs Flash icon will appear on the extension management page. Click the **Extensions** icon on the toolbar, then click the **Pin** icon next to DingTalk Docs Flash in the extension list to pin the plugin to the toolbar.
## 3.2 Install on Edge
### Method 1 (Recommended):
Install from the plugin store. [Click here to visit the Edge Add-ons store](https://microsoftedge.microsoft.com/addons/detail/%E9%92%89%E9%92%89%E6%96%87%E6%A1%A3%E9%97%AA%E5%AD%98/nhbfonahlopgggbcjgmlplkdnlnhhnan?hl=zh-CN).
### Method 2:
Step 1: Click to download the plugin package, then unzip it to obtain the DingTalk Docs Plugin.crx file.
Step 2: Open Edge and go to the **··· icon** in the top-right corner > **Extensions** > **Manage extensions** to access the extension management page.
Step 3: Drag the DingTalk Docs Plugin.crx file from Step 1 into the extension management page.
Note: After installation, the DingTalk Docs Flash icon will appear on the extension management page. Click the **Extensions** icon on the toolbar, then click the **Eye** icon next to DingTalk Docs Flash in the extension list to pin the plugin to the toolbar.
## 3.3 Install on 360 Speed Browser
### Method 1 (Recommended for Windows):
Install from the plugin store. [360 Browser Plugin Store](https://ext.se.360.cn/#/extension-detail?id=hjimflgebabdepohhjkgpamdnflplcpe).
### Method 2 (Use This Method on Mac):
Step 1: Click to download the plugin package, then unzip it to obtain the DingTalk Docs Plugin.crx file.
Step 2: Open 360 Speed Browser and go to the **≡ icon** in the top-right corner > **Settings** > **Extensions** to access the extension management page.
Step 3: Drag the DingTalk Docs Plugin.crx file from Step 1 into the extension management page.
Note: After installation, the DingTalk Docs Flash icon will appear on the extension management page and the browser toolbar.
## 3.4 Install on 360 Secure Browser
### Method 1 (Recommended for Windows):
As with 360 Speed Browser, install from the plugin store. [360 Browser Plugin Store](https://ext.se.360.cn/#/extension-detail?id=hjimflgebabdepohhjkgpamdnflplcpe).
### Method 2 (Use This Method on Mac):
Step 1: Click to download the plugin package, then unzip it to obtain the DingTalk Docs Plugin.crx file.
Step 2: Open 360 Secure Browser and go to the **⊞ Extensions icon** in the top-right corner > **Manage** > **Advanced Management** to access the extension management page.
Step 3: Drag the DingTalk Docs Plugin.crx file from Step 1 into the extension management page.
Note: After installation, the DingTalk Docs Flash icon will appear on the extension management page and the browser toolbar.
## 4. How to Use DingTalk Docs Flash
## 4.1 Sign In
On any website whose content you want to flash-save, click the DingTalk Docs Flash plugin icon. If you are not signed in, the plugin will prompt you to sign in and open a new tab. Sign in to DingTalk Docs in the new tab, then continue using the plugin.
## 4.2 Flash Save
Once signed in, click the DingTalk Docs Flash plugin icon and the plugin will start saving the current page. Saved documents are stored under the **My Docs / Flash Saves** folder of the signed-in account.
After the flash save is complete, a result popup will appear on the page showing the article summary and save location. Click **Edit** to the right of the save location to open the DingTalk Docs personal center and change the save location.
## 4.3 Choose a Save Location
If your signed-in account belongs to multiple organizations, right-click the plugin menu and click **Set Flash Save Location** to open the DingTalk Docs personal center and configure the setting.
## 4.4 Issue and Suggestion Feedback
If you encounter any issues, leave a review on the [Chrome Web Store](https://chrome.google.com/webstore/detail/%E9%92%89%E9%92%89%E6%96%87%E6%A1%A3%E9%97%AA%E5%AD%98/dfaldmjkfklnkenddjpikfkdnkinheke), or right-click DingTalk Docs Flash and select **Report an Issue/Suggestion**.
# Insert Attachments
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-attachment
DingTalk Docs attachment insertion: embed Word, Excel, PDF, and other file types directly into a document so readers can preview or edit them inline, eliminating the need to maintain duplicate files and improving team collaboration.
Inserting attachments into a document saves time, eliminates duplicate editing of documents with the same content, and helps readers better understand specific terms or data. DingTalk Docs supports inserting different types of documents as attachments for viewing and editing.
## Insert Local or Drive Files
Click **Insert > File** in the top navigation bar, or click **Upload File** in the toolbar. From the drop-down menu, select **Local file** or **Drive file** to upload the attachment from the corresponding location to the document.
## Attachment Preview
Audio, video, and Office files inserted into the document can be previewed online directly, without downloading.
## Attachment View Settings
Attachments inserted into the document support different display styles (currently available on PC only):
* **Icon text link**
* **Summary card**
* **Preview card**
## Additional Notes
The maximum file size supported for upload is currently 251 MB. The file formats supported for online preview are as follows:
| Image formats | jpg, jpeg, png, bmp, gif |
| ---------------- | ------------------------------------ |
| Document formats | doc, docx, xls, xlsx, ppt, pptx, pdf |
| Video formats | mp4, egg, webm, mov |
| Audio formats | mp3 |
***
# Insert Code
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-code
DingTalk Docs code block: insert syntax-highlighted code via Insert > Code block on the toolbar. Supports 50 programming languages with switchable light and dark themes, ideal for technical documentation and developer guides.
DingTalk Docs supports inserting code blocks into documents. Click **Insert > Code block** on the toolbar to insert a code block. 50 programming languages are supported, and code blocks can be styled with Light or Dark themes.
***
# Insert a Date
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-date
DingTalk Docs date insertion: quickly insert a standardized date (including specific time) from the toolbar, eliminating manual typing and format inconsistencies to keep date records uniform across your documents.
DingTalk Docs supports inserting dates, eliminating the hassle of manual entry and standardizing date formats. Inserted dates can also include a specific time.
## Instructions
Select the location where you want to add the date, click **Insert > Date** in the top navigation bar, and then select the target date from the calendar that appears. The inserted date is displayed in **blue**. To modify it, click the date and reselect.
## Additional Notes
* Click the **left and right arrows** `<` `>` on the calendar to switch between months.
* Click the year in the upper-left corner of the calendar to switch years.
* Select the **Time** option at the bottom of the calendar to display a specific time after the date. The time can be adjusted as needed.
***
# Insert Emoji List
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-emoji
Structure your articles clearly, aid comprehension, and combine creativity with efficiency in document layout.
## Value
Structure your articles clearly, aid comprehension, and combine creativity with efficiency in document layout.
## Use Cases
Tired of the traditional bullet point? Don't worry. DingTalk Docs lists now include an emoji series, offering a variety of creative options that blend efficient work with aesthetic appeal. Open a document, switch to a new list style, and bring fun into your workflow.
## Instructions
Quick mode
1. Enter a Numbered List or Bulleted List.
2. Click the list marker to switch styles.
3. Find the emoji list in the Bulleted List styles and click to switch.
Advanced mode
1. Toolbar — Bulleted List — Style — Select emoji list.
2. Toolbar — Numbered List.
***
# Insert Formatting Elements
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-format
Insert formatting elements in DingTalk Docs: add block quotes and dividers via the toolbar to create visual structure and clear section breaks, giving your document a polished, well-organized layout.
A document often features diverse formatting. Distinct formatting helps structure your document clearly and keeps the layout visually appealing.
## Instructions
Click **Insert > Quote** or **Insert > Divider** in the top navigation bar to add the corresponding formatting element to your document.
* Quote: applies a quoted-text style to the selected content.
* Divider: the toolbar above an inserted divider lets you choose its style.
***
# Insert Formulas
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-formula
DingTalk Docs supports inserting Tex mathematical formulas into documents.
DingTalk Docs supports inserting **Tex** mathematical formulas into documents.
## Add a Formula
1. Click **Insert > Formula** in the top navigation bar, then type the code in the formula editor area to see the corresponding mathematical formula in real time.
2. Click an inserted formula and press **Backspace** to delete it quickly.
***
# Insert Image
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-image
DingTalk Docs image insertion: upload local images directly into your document, then use the image toolbar to extract text, crop, resize, apply styles, or add hyperlinks — enriching your document with visual content.
To make spreadsheets within a document more intuitive, you can use the Insert Image feature. Adding images can also enhance the document's visual appeal.
## Add an Image
In the top navigation bar, click **Insert > Image**, or click **Image** on the toolbar to upload a local image to the document.
## Edit an Image
Click an image to open the image toolbar and configure the relevant settings. The following actions are currently supported:
* Extract text from the image
* Download the image
* Set the image style
* Set the image size
* Crop the image
* Image description
* Add a link
* Rotate the image
* Horizontal alignment
* Replace the image
***
# Insert Link
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-link
DingTalk Docs link insertion: select text and embed a hyperlink from the toolbar, choosing between inline link and card display styles. Helps readers quickly navigate to external resources or document anchor points.
Inserting links is a common practice when editing documents. It helps readers **quickly redirect** to a specified location, saving reading time. Inserting links also expands the scope of knowledge a document can carry, and is typically used for introducing notable figures or explaining proper nouns.
## Insert a Link
Select the location or target text where you want to insert the link, then click **Link** on the document toolbar. If the font color of the selected location or target text turns blue, the link has been inserted successfully.
> To add a web link, click "Add web link" on the left to try out the Insert Link feature.
## Link Settings
In the Insert Link dialog, you can **set the title** for the link and choose the **link style**: **Link or Card**.
## Cancel an Inserted Link
Click the location or text with the inserted link, then click **Remove Link** above.
***
# Insert Audio and Video
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-media
Embed audio and video in DingTalk Docs from platforms including Youku, Xigua Video, Tencent Video, Sohu Video, Bilibili, and NetEase Cloud Music. This guide shows how to obtain an embeddable link from each platform step by step.
DingTalk Docs supports embedding audio and video from a wide range of third-party platforms, including **Youku**, **Xigua Video**, **Tencent Video**, **Sohu Video**, **Bilibili**, and **NetEase Cloud Music**. This article explains how to obtain an embeddable link from each platform.
> Note: Embedded content is provided by third parties. DingTalk Docs cannot guarantee its long-term availability. Comply with the third party's terms of use and applicable local laws and regulations.
## Youku
On the playback page, click **Share**, and then copy the **page URL** or **universal code**:
The embeddable link format is as follows:
```application/xml theme={"theme":{"light":"github-light","dark":"github-dark"}}
https://v.youku.com/v_show/id_xxx==.html?xxx
or
```
## Xigua Video
On the playback page, click **Share**, and then copy the **video URL** (you can also copy the URL directly from the browser address bar):
The embeddable link format is as follows:
```application/xml theme={"theme":{"light":"github-light","dark":"github-dark"}}
https://www.ixigua.com/xxx
```
## Tencent Video
On the playback page, click **Share**, and then copy the **embed code** (recommended) or the **link**:
The embeddable link format is as follows:
```application/xml theme={"theme":{"light":"github-light","dark":"github-dark"}}
https://v.qq.com/x/cover/xxx/xxx.html
or
```
## Sohu Video
On the playback page, click **Share**, and then copy the **universal code** (page URL parsing is not supported):
The embeddable link format is as follows:
```application/xml theme={"theme":{"light":"github-light","dark":"github-dark"}}
https://v.qq.com/x/cover/xxx/xxx.html
or
```
## Bilibili
On the playback page, click **Share**, and then copy the **video URL** or **embed code** (you can also copy the URL directly from the browser address bar):
The embeddable link format is as follows:
```application/xml theme={"theme":{"light":"github-light","dark":"github-dark"}}
https://www.bilibili.com/video/xxx
or
```
## NetEase Cloud Music
Copy the **single-track page URL** (recommended), or click **Generate external player** and then **Copy code**:
The embeddable link format is as follows:
```application/xml theme={"theme":{"light":"github-light","dark":"github-dark"}}
https://music.163.com/#/song?id=xxx
or
```
## Convert a Pasted Link to an Audio or Video Card
When you paste a supported link from **Xigua**, **Bilibili**, **YouTube**, or **NetEase Cloud Music**, select **Preview card** in the paste menu to convert the link directly into an embedded audio or video card.
## FAQ
1. **Are short links supported?**
DingTalk Docs does not parse third-party short links. Obtain the embeddable link as described above.
2. **Why can't an embedded video be played?**
Some platforms restrict playback of embedded content. This may depend on the resource type (for example, some movies cannot be played by embedders), or on your account status (for example, whether you are signed in or hold a membership). Contact the platform's customer service for details. Also, make sure your network can reach YouTube when embedding YouTube videos.
***
# Insert DingDing OKR
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-okr/insert-dingdang-okr
Insert DingDang OKR into DingTalk Docs: copy an OKR share link and paste it directly, or use the Insert menu to add a live summary or preview card that displays team and individual objectives with real-time sync.
## Overview
In DingTalk Docs, you can insert third-party OKR apps to display team and personal OKR content directly with synchronized updates. After enabling the DingDing OKR and Polaris OKR apps, use / or + to quickly select and insert the corresponding OKR app.
## How to Insert DingDing OKR
## 1. Copy the OKR Share Link
In DingDing OKR, open the OKR you want to share and copy its share link.
## 2. Insert into a DingTalk Doc
### Option 1: Paste the Link Directly
In the document, press Ctrl + V or right-click to paste the OKR link. The link is recognized automatically, and you can display it as a text link, icon text link, summary card, or preview card.
### Option 2: Insert from the Insert Menu
Click the Insert menu in the document, find DingDing OKR in the list, enter the OKR link in the link input box, and click Confirm to generate the OKR preview card.
# Insert Polaris OKR
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-okr/insert-polaris-okr
Insert Polaris OKR into DingTalk Docs: copy a goal link from the Polaris OKR detail page and paste it or use the Insert menu to create a live preview card that displays OKR progress with automatic real-time sync.
## Overview
In DingTalk Docs, you can insert third-party OKR apps to directly display team and personal OKR content with synchronized updates. After activating the Dingdang OKR and Polaris OKR apps, you can quickly select and insert the corresponding OKR app using "/" and "+".
## How to Insert Polaris OKR
## Copy an Objective Link in Polaris OKR
1. Hover over the objective you want to share, then click **Details**.
2. On the details page, click the **Share icon** in the upper-right corner, then select **Copy to DingTalk Docs**.
**II. Insert the objective in DingTalk Docs**
Method 1: In the document, press Ctrl + V or right-click to paste the OKR link. The link is automatically recognized, and you can choose to display it as a text link, icon text link, summary card, or preview card.
**Method 2:** Click the Insert menu within the document, find "Polaris OKR" in the list, enter the objective link in the link input box, and click Confirm to generate the objective preview card.
**III. How to use the objective card**
The inserted card offers rich display features to meet a variety of business scenarios.
# Insert Table
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-table
When working in a document, you may need to insert a table to present data more intuitively.
When working in a document, you may need to insert a table to present data more intuitively.
## Add a Table
In the toolbar, click **Insert > Table**, or click the **Insert Table icon** in the toolbar. Then select the number of rows and columns to insert a table into the document.
## Delete a Table
Select the table you want to delete, click the icon in the top-left corner of the table, and then click Delete. You can also right-click and choose **Delete rows/columns > Delete Table**.
## Add or Delete Rows and Columns
### Add Rows or Columns
Hover over the space between header rows or columns to show the insert icon, and click it to quickly add a row or column. You can also right-click and select **Insert a row above/below** or **Insert a column to the left/right**.
### Delete Rows or Columns
Select the row or column you want to delete, click the **shaded area in the header** of the row or column to show the delete icon, and click it to remove the row or column. You can also select the row or column and then right-click and choose **Delete selected row/column**.
## Merge and Unmerge Cells
### Merge Cells
Select the cells you want to merge, then click the **Merge Cells icon** in the toolbar to merge them.
### Unmerge Cells
Select a merged cell, then click the unmerge option in the toolbar to split it back into separate cells.
## Adjust the Table
### Fill a Cell with Color
Select a cell, or an entire row or column, then click the **Cell background color** option in the toolbar to change the cell color.
### Set Cell Borders
Select a cell, or an entire row or column, then click **Table borders** in the toolbar to set the color and line style of the cell borders.
### Adjust Row Height or Column Width
Select the border of the row or column you want to adjust. Click and drag it to resize.
### Set Table Alignment
* **Apply to all cells:** Click the icon in the top-left corner of the table to quickly select the entire table, then click **Align** in the toolbar to apply the alignment uniformly.
* **Apply to specific rows or columns:** Select the target row, column, or cell, then click **Align** in the toolbar.
### Wrap Content Within a Cell
Select the target cell and press **Enter** to quickly insert a line break.
***
# Insert a Text-Based Diagram
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-text-drawing
DingTalk Docs text-based diagrams: use PlantUML or Mermaid syntax to generate flowcharts, sequence diagrams, and more with real-time preview. Ideal for teams that prefer code-driven, version-controllable diagrams in documents.
Text-based diagrams are a syntax-driven drawing feature provided by DingTalk Docs. Use specific syntax to quickly create flowcharts, Timelines, and more. Currently supported:
* **PlantUML**
* **Mermaid**
## 1. How to Insert
Click the Insert icon on the toolbar, or click the **+** button at the start of a blank line and select Text Diagram. You can also type `/Text Diagram` or the shortcut `/wbht` to insert it. Both Chinese characters and Pinyin are supported.
## 2. User Guide
## Real-Time Preview
In the input box, select the syntax and template you need. Enter the syntax on the left, and preview the result in real time on the right.
## Display the Diagram as a Full Card
Click the slider in the middle to display the diagram as a full card.
## Full-Screen View
Click the Full Screen button in the top-right corner to view the diagram in full screen.
***
## PlantUML
[PlantUML](http://plantuml.com/) is an open-source project that supports quickly drawing sequence diagrams, use case diagrams, class diagrams, activity diagrams, component diagrams, state diagrams, object diagrams, and deployment diagrams. It also supports non-UML diagrams such as Timelines and architecture diagrams.
## Insert a PlantUML Diagram Card
1. Click the Insert icon on the toolbar, or click the **+** button at the start of a blank line and select Text Diagram. You can also type `/Text Diagram` or the shortcut `/wbht` to insert it. Both Chinese characters and Pinyin are supported.
2. In the top-right corner of the text diagram card, select **PlantUML**.
3. Use PlantUML syntax to edit on the left side of the card, and select a template on the right to preview the diagram in real time.
## More Resources
For details, see [http://plantuml.com](http://plantuml.com/).
For more real-world PlantUML examples, visit [https://real-world-plantuml.com](https://real-world-plantuml.com/) to Search.
***
## Mermaid
Mermaid is a JavaScript-based drawing tool that uses Markdown-like syntax, allowing users to quickly Create Charts through code.
## Syntax
Flowcharts: [https://mermaid.js.org/syntax/flowchart.html](https://mermaid.js.org/syntax/flowchart.html)
Sequence diagrams: [https://mermaid.js.org/syntax/sequenceDiagram.html](https://mermaid.js.org/syntax/sequenceDiagram.html)
Gantt diagrams: [https://mermaid.js.org/syntax/gantt.html](https://mermaid.js.org/syntax/gantt.html)
Pie Charts: [https://mermaid.js.org/syntax/pie.html](https://mermaid.js.org/syntax/pie.html)
## Insert a Mermaid Diagram Card
1. Click the Insert icon on the toolbar, or click the **+** button at the start of a blank line and select Text Diagram. You can also type `/Text Diagram` or the shortcut `/wbht` to insert it. Both Chinese characters and Pinyin are supported.
2. In the top-right corner of the text diagram card, select **Mermaid**.
3. Use Mermaid syntax to edit on the left side of the card, and select a template on the right to preview the diagram in real time.
## Examples
Mermaid supports the following diagram types:
* Flowchart
* Sequence diagram
* Class diagram
* State diagram
* ER diagram
* Timeline
* Pie chart
* Requirement diagram
* Gitgraph diagram
# Insert a Table of Contents
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-toc
Insert a table of contents in your document with one click to make the structure clear at a glance and improve content lookup efficiency.
## Value
Insert a table of contents in your document with one click to make the structure clear at a glance and improve content lookup efficiency.
## Use Case
Ding Sanduo is an administrative staff member who uses DingTalk Docs daily to edit various company materials, such as event copy, meeting notes, and administrative documents. With this feature, she can insert a table of contents into a document with one click while drafting. For text-heavy documents, the table of contents makes the structure clear at a glance, eliminating the need to flip back and forth when looking up content—simple and convenient.
## Instructions
Click the Insert panel on the top navigation bar, then select Table of contents to insert one into the document. Headings in the document (font size 14 and above) are automatically generated into the table of contents.
***
# Insert a Whiteboard
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-whiteboard
Embed DingTalk Whiteboard in your document: insert a live, multi-user collaborative whiteboard directly into DingTalk Docs for flowcharts, discussion boards, brainstorming, and freehand drawing — all without leaving the document.
DingTalk Whiteboard, designed for real-time multi-user collaboration and creative brainstorming, can now be inserted into DingTalk Docs. It supports flowcharts, discussion boards, brainstorming, and graphic drawing.
## Instructions
In DingTalk Docs, click **Insert** on the top toolbar, or type `/bb` in the document. In the insertion panel that appears, locate **Whiteboard** and click it to insert a whiteboard.
# Insert YiDA
Source: https://help.dingtalk.io/docs/dingtalk-docs/insert-content/insert-yida
Insert YiDA pages into DingTalk Docs: use the ‘/’, ‘+’, or Insert menu shortcuts to embed YiDA forms and process pages directly in your document. Page data syncs in real time, making it easy to surface business workflows inside documents.
## Instructions
In DingTalk Docs, insert a **YiDA link** to display YiDA page information directly with synchronized updates. Use the Doc shortcuts "/", "+", or "Insert" to quickly select and insert the corresponding YiDA page.
## 1. Copy the YiDA Page Link
Currently, only **YiDA publicly accessible pages** and **DataV pages** are supported. Other YiDA page links are not yet supported.
| **Entry & link name** | **Example link** |
| --------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Standard Form | **Publicly accessible page** [https://demo.aliwork.com/o/pagenew](https://demo.aliwork.com/o/pagenew) [https://xmtrf1.aliwork.com/o/pagenew](https://demo.aliwork.com/o/pagenew) |
| Process Form | **Publicly accessible page** [https://demo.aliwork.com/o/expresspage](https://xmtrf1.aliwork.com/o/expresspage) [https://xmtrf1.aliwork.com/o/expresspage](https://xmtrf1.aliwork.com/o/expresspage) |
| Custom Page | **Publicly accessible page** [https://demo.aliwork.com/o/jobcool](https://demo.aliwork.com/o/jobcool) [https://xmtrf1.aliwork.com/o/jobcool](https://demo.aliwork.com/o/jobcool) |
| DataV Dashboard | **Published to Organization users:** **Share within Organization** [https://xmtrf1.aliwork.com/alibaba/web/APP\_L34NYNAO8SK2W9JK50QO/datav/datavView?formUuid=DATAV-BA9661B1SJ54X9QQD0D0XAT48IOF3ZD8JNZ8L8\&corpid=ding5d17e3add038d44535c2f4657eb6378f](https://xmtrf1.aliwork.com/alibaba/web/APP_L34NYNAO8SK2W9JK50QO/datav/datavView?formUuid=DATAV-BA9661B1SJ54X9QQD0D0XAT48IOF3ZD8JNZ8L8\&corpid=ding5d17e3add038d44535c2f4657eb6378f) **Share via Custom link within Organization** [https://xmtrf1.aliwork.com/s/datav1](https://xmtrf1.aliwork.com/s/datav1) |
## 2. Insert in DingTalk Docs
In your DingTalk Doc, use the shortcuts "/", "+", or **Insert** to open the insertion panel, select **YiDA**, and paste the YiDA page link copied above.
## 3. Content Displayed in the Card
1. The DataV page is rendered as an embedded dashboard card.
2. The YiDA Standard Form / Process Form page is rendered as an embedded form card.
# Export as Long Image
Source: https://help.dingtalk.io/docs/dingtalk-docs/print-export/export-long-image
DingTalk Docs export as long image: convert your entire document into a scrollable screenshot for easy sharing on messaging platforms, printing, or archiving — no format conversion needed.
When you need to share a document with others through another platform or print and post the document content elsewhere, exporting it as an image is a simple and direct option.
## Entry Point for Exporting a Long Image
In the navigation bar at the top right of the document, click ┇ **> Download > HD long image** to open the long image export panel.
The long image export supports two preview modes: **Desktop and Mobile**. You can also choose whether to display the **Title, Author, Last edited time, and Document QR Code** as needed. In addition, different style settings are supported.
## Permissions for Exporting a Long Image
Anyone with access to the document can use the long image export feature.
## Additional Notes
The following elements do not yet support 1:1 long image export:
* Project Kanban
* Online audio/video
* Formulas
***
# Download as PDF
Source: https://help.dingtalk.io/docs/dingtalk-docs/print-export/export-pdf
DingTalk Docs PDF export: download your online document as a PDF to lock the layout and prevent unauthorized edits, ideal for external distribution or archiving where document integrity must be preserved.
During daily work, you may need to send personal documents to others for review. To prevent the content from being tampered with and to protect information security, exporting documents as PDF is an effective solution to these workplace concerns.
## Entry Point for Exporting PDF
Click the ┇ icon in the top-right navigation bar of the document **> Download to local >** **PDF** to download the document as a local PDF file. Body Text and Comments can be exported simultaneously.
## Permissions for Exporting PDF
Anyone with access permissions to the document can export it as a PDF.
## Additional Notes
The following elements do not currently support 1:1 export:
* Kanban
* Online audio/Video
* Formula
***
# Export to Word
Source: https://help.dingtalk.io/docs/dingtalk-docs/print-export/export-word
DingTalk Docs supports exporting documents to Word, enabling multi-format preview and editing to fit different working habits.
DingTalk Docs supports exporting documents to Word, enabling multi-format preview and editing to fit different working habits.
## Export to Word Entry
In the navigation bar at the top right of the document, click ┇ **> Download to local >** **Word** to export the document as a local Word file. Currently, only the **.docx** format is supported.
## Export to Word Permissions
Anyone with access to the document can export it to Word.
## Additional Notes
The following elements do not yet support 1:1 export:
* Project Kanban
* Online audio/video
* Formula
***
# Print
Source: https://help.dingtalk.io/docs/dingtalk-docs/print-export/print
Edited documents often need to be printed for others to view, such as cooperation proposals or user guides.
Edited documents often need to be printed for others to view, such as cooperation proposals or user guides.
## Print Entry Point
* On desktop, click the **【┇】** in the navigation bar at the top right of the document **—> Print**, or use the **Shortcut Ctrl+P (Mac: Cmd + P)** to enter the print settings page.
* Document watermark is supported (enable watermark in the organization admin console). [**Admin Console**](https://oa.dingtalk.io/) **> Document and Storage Management > Permissions and Security > Organization Security Management >** Turn **Document Watermark** On/Off.
* On mobile, open DingTalk Docs, and tap **"…" - Print** in the top right corner.
## Print Permissions
Anyone with access to the document can use the print feature.
## Additional Notes
The following elements do not currently support 1:1 printing:
* Project Kanban
* Online audio/Video
* Formula
***
# Open DingTalk Docs in a Browser
Source: https://help.dingtalk.io/docs/dingtalk-docs/settings/open-in-browser
Set DingTalk Docs to always open in your browser: enable 'Always open documents in browser' under DingTalk Settings on Windows or Mac. Ideal for users who prefer editing in a browser and bookmarking documents for quick access.
## Feature Update: DingTalk Now Supports Opening Documents in a Browser by Default
* While using DingTalk, you can set documents to open, view, and edit in a web browser based on your personal preferences.
* When using DingTalk Docs in a browser, save documents to your browser's favorites with one click for more efficient retrieval and viewing.
* The setup is simple and intuitive—edit documents in your browser in just 3 seconds, with no change to your existing habits.
* Upgrade DingTalk to version 6.0.15 or later to access this setting.
## How to Set Up
* **Windows:** Open **DingTalk** **>** click your **Profile Photo** in the top-left corner **> Settings & Privacy > General > DingTalk Docs**, then enable "Always open documents in browser" to complete the setup.
* **Mac:** Open **DingTalk** **>** click your **Profile Photo** in the top-left corner **> Settings & Privacy > General > DingTalk Docs**, then check "Always open documents in browser" to complete the setup.
***
# Save a Document as a Template
Source: https://help.dingtalk.io/docs/dingtalk-docs/settings/save-as-template
Save documents as personal templates to eliminate repetitive editing and streamline workflow for work plans and reports
At work, you often need to edit documents of the same type, such as writing yearly or monthly work plans, summaries, or weekly reports. In such cases, save your document as a template based on your own writing habits to avoid repetitive editing and boost efficiency. In addition, DingTalk Docs offers a wide range of general templates to support your daily work.
## Instructions
In the navigation bar at the top right of the document, click ┇ **> Save as template > Save as my template** to save the target document as a template. In the panel that appears, you can edit the document title, which will not affect the original document.
When creating a new document, select **My templates** to use the templates you have created.
***
# Change the Default Browser
Source: https://help.dingtalk.io/docs/dingtalk-docs/settings/set-default-browser
For a better DingTalk Docs web experience, set a DingTalk Docs-supported browser as the default browser on your system.
**Overview**
For a better DingTalk Docs web experience, set a DingTalk Docs-supported browser as the default browser on your system. The instructions below are for reference only. Refer to the actual interface for accurate steps.
## 1. Windows
1. Click the **Start** button, then click **Settings**.
2. Select **Apps**.
3. Go to **Apps** **>** **Default apps** **>** **Web browser**, select the browser you want to set as default, click **Set this program as default**, and click **Switch anyway** when prompted to complete the setup.
## 2. macOS
* Step 1: Open **System Settings** and go to **Desktop & Dock**.
* Step 2: Locate **Default web browser** and select the browser you want to use by default.
## 3. How to Set the Default Browser for Opening DingTalk Docs
When using DingTalk, you can choose to open, view, and edit documents in a web browser based on your preferences.
* **Windows:** Open **DingTalk** **>** click the **Profile Photo** in the upper-left corner **> Settings & Privacy > General > DingTalk Docs**, then turn on **Always open documents in browser** to complete the setup.
* **macOS:** Open **DingTalk** **>** click the **Profile Photo** in the upper-left corner **> Settings & Privacy > General > DingTalk Docs**, then select **Always open documents in browser** to complete the setup.
## Related Topics
* [Supported Browsers for Web](/docs/dingtalk-docs/faq/supported-browsers)
# Edit Two Docs in Dual-Screen Mode
Source: https://help.dingtalk.io/docs/dingtalk-docs/shortcuts-input/dual-screen-mode
DingTalk Docs dual-screen mode: display two documents side by side on desktop to edit or proofread both simultaneously without switching tabs — significantly improving efficiency for long documents and content comparison.
## Value
In dual-screen mode, two documents can be edited at the same time, eliminating the need to switch between pages and making editing and proofreading more efficient.
## Use Cases
Ding Sanduo is a copy editor at a new media company who uses DingTalk Docs daily to proofread and review various manuscripts and write articles. With dual-screen mode in DingTalk Docs, there is no need to switch between document pages when proofreading or reviewing manuscripts. When writing articles, reference materials can also be consulted in sync within dual-screen mode, making work easier and more efficient.
## Instructions
Open Document A, then click Document B inserted within Document A to enter dual-screen mode. In dual-screen mode, both documents can be edited simultaneously.
***
# Edit with Markdown
Source: https://help.dingtalk.io/docs/dingtalk-docs/shortcuts-input/edit-markdown
Use Markdown syntax to quickly format content in DingTalk Docs.
## Supported Formats at a Glance
| **Feature** | | **Markdown syntax** | **Result** |
| ---------------------- | --------------------------- | ------------------------------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Format** | **Bold** | \*\*text\*\* + Space \_\_text\_\_ + Space | **Bold** |
| | **Italic** | \*text\* + Space \_text\_ + Space | *Italic* |
| | **Strikethrough** | ~~text~~ + Space | ~~Strikethrough~~ |
| | **Underline** | text + Space | Underline |
| | **Superscript** | ^text^ + Space | ^Superscript^ |
| | **Subscript** | ~~text~~ + Space | ~~Subscript~~ |
| | **Text highlight** | ==text== + Space | ==Text highlight== |
| | **Inline code** | \`text\` + Space | `Inline code` |
| **Title** | **Heading 1** | # + Space | # Heading 1 |
| | **Heading 2** | ## + Space | ## Heading 2 |
| | **Heading 3** | ### + Space | ### Heading 3 |
| | **Heading 4** | #### + Space | #### Heading 4 |
| | **Heading 5** | ##### + Space | ##### Heading 5 |
| | **Heading 6** | ###### + Space | ###### Heading 6 |
| **Code block** | | \`\`\` + Enter \`\`\`js + Enter | `text/x-sh var a = 1; ` |
| **Formula** | **Inline formula** | $text$ + Space | abc$a+b$ |
| | **Block formula** | $text$ + Space | abc $a+b$ |
| **List** | **Numbered List** | 1. + Space a. + Space | 1. List
1. List |
| | **Bulleted List** | \* + Space - + Space | \* List
\* List |
| | **Task list** | \[] + Space \[x] + Space | \* \[ ] Task list
\* \[x] Task list |
| **Quote** | | > + Space | > Quote |
| **Link** | | \[]\() + Space \[abc]\() + Space \[abc]\([http://foo](http://foo)) + Space | Add web link abc [abc](https://foo) |
| **Image** | | !\[]\() + Space !\[]\([http://foo/bar](http://foo/bar)) + Space | Go to DingTalk Docs to upload the "Image" |
| **Highlight block** | **Default highlight block** | ::: + Enter | ::: Default style ::: |
| | **Danger highlight block** | ::: danger + Enter | |
| | **Warning highlight block** | ::: warning + Enter | |
| | **Info highlight block** | ::: info + Enter | |
| | **Success highlight block** | ::: success + Enter | |
| | **Tips highlight block** | ::: tips + Enter | |
| **Emoji** | | :smile: + Space | |
| **Spreadsheet** | | \|a\|b\| + Enter | |
| **Divider** | | \*\*\* + Enter --- + Enter | --- |
| **Text-based diagram** | | \`\`\`mermaid + Enter | `mermaid graph TD A[Christmas] -->\|Get money\| B(Go shopping) B --> C\{Let me think\} C -->\|One\| D[Laptop] C -->\|Two\| E[iPhone] C -->\|Three\| F[fa:fa-car Car] ` |
## Emoji Syntax
DingTalk Docs supports entering emoji using Markdown syntax.
## Usage
Enter `::` + `Space` to convert the text into the corresponding emoji. For the full list of supported emoji, see the "Emoji code table".
## Too Many Codes to Remember?
DingTalk Docs suggests possible emoji codes as you type, so you can use emoji without memorizing them.
## Highlight Block Syntax
### 1. Default Style
Enter `:::` + `Enter` to insert a highlight block. Its style follows the default logic, identical to the result of inserting via the slash menu.
### 2. Warning Highlight Block
Enter `:::warning` + `Enter` to insert a warning highlight block, used to flag content that needs attention.
### 3. Danger Highlight Block
Enter `:::danger` + `Enter` to insert a danger highlight block, used to flag content that requires special attention.
### 4. Info Highlight Block
Enter `:::info` + `Enter` to insert an info highlight block, used to share information.
### 5. Success Highlight Block
Enter `:::success` + `Enter` to insert a success highlight block.
### 6. Tips Highlight Block
Enter `:::tips` + `Enter` to insert a tips highlight block.
## Image Syntax
### Rules
Use the standard Markdown image syntax followed by Space to generate an image placeholder. The following rules apply:
* ALT text can be empty.
* TITLE must appear together with URL and cannot appear alone.
* URL must use the http or https protocol.
## Text-Based Diagram Syntax
### Format
Text-based diagrams are powered by [mermaid](https://mermaid-js.github.io/mermaid/#/) and support mermaid syntax.
````plaintext theme={"theme":{"light":"github-light","dark":"github-dark"}}
```mermaid
or
``` mermaid
````
### Result
```mermaid theme={"theme":{"light":"github-light","dark":"github-dark"}}
graph TD
A[Christmas] -->|Get money| B(Go shopping)
B --> C{Let me think}
C -->|One| D[Laptop]
C -->|Two| E[iPhone]
C -->|Three| F[fa:fa-car Car]
```
# Export as Markdown File
Source: https://help.dingtalk.io/docs/dingtalk-docs/shortcuts-input/export-markdown
Once you finish editing a document, you can download it as a .md file to complete the export.
## How to Use
Once you finish editing a document, you can download it as a .md file to complete the export.
DingTalk Docs follows standard Markdown syntax. Supported formats are converted into Markdown text, and elements unique to DingTalk Docs are downgraded gracefully. The detailed mapping is shown below:
| **Type** | **Text content** | **Markdown source format** | **Markdown rendering result** |
| -------------------------------------------- | ---------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------- |
| **Heading** | | `text/x-markdown # 标题一 ### 标题二 ### 标题三 #### 标题四 ` | |
| **Style** | | ``text/x-markdown ~~_**加粗**_~~ _斜体_ 上标^111^ 下标~222~ ==文本高亮== `行内代码块` ~~_**混合样式**_~~ `` | |
| **Table** | | `text/x-markdown **无合并的表格：** \| aaa \| bbb \| ccc \| ddd \| \| --- \| --- \| --- \| --- \| \| eee \| fff \| ggg \| hhh \| \| iii \| jjj \| kkk \| lll \| **有合并的表格：** \| aaa eee \| bbb ccc \| \| ddd \| \| --- \| --- \| --- \| --- \| \| \| fff jjj \| ggg \| hhh \| \| iii \| \| kkk lll \| \| \| mm \| nnn ooo \| \| ppp \| ` | |
| **List** | | `text/x-markdown 有序列表: 1. aaa
` | |
# Find and Replace
Source: https://help.dingtalk.io/docs/dingtalk-docs/shortcuts-input/find-replace
Find and Replace helps you quickly locate the content you need and make batch edits to your document.
Find and Replace helps you quickly locate the content you need and make batch edits to your document while editing or reading a document.
## Instructions
Click **Find and Replace** on the right side of the toolbar, or use the **shortcut Ctrl+F (Cmd+F on Mac)** to find and replace specific fields in the document. Search results are highlighted with a yellow background. Use the arrows at the bottom right to navigate through all matched results.
***
# Import Markdown Files
Source: https://help.dingtalk.io/docs/dingtalk-docs/shortcuts-input/import-markdown
When creating a document, select Import as online document, then choose a local .md file to import it into DingTalk Docs.
## User Guide
When creating a document, select Import as online document, then choose a local .md file to import it into DingTalk Docs.
## Supported Formats
### File Formats
The following three file formats are supported:
.markdown
.mark
.md
### Encoding
Only files encoded with the UTF-8 character set are supported.
# Markdown User Guide
Source: https://help.dingtalk.io/docs/dingtalk-docs/shortcuts-input/markdown-guide
DingTalk Docs Markdown user guide: explains what Markdown is, why to use it, and the full range of syntax supported in DingTalk Docs — including bold, italic, strikethrough, code blocks, and more — to help you write and format documents faster.
## What Is Markdown?
Markdown is a lightweight writing language created by renowned independent blogger John Gruber. With a few simple symbol-based syntax rules, you can format your content while you write. This lets you focus on the text itself, write more smoothly, stay immersed in your output, and boost your writing efficiency.
## Why Use Markdown?
When writing in Markdown, you simply type a few syntax symbols and the editor formats your content automatically. The benefit: by the time you finish your article, the formatting is done as well. You no longer need to use the menu bar to change character styles, bold text, and so on. This boosts your writing efficiency.
## Advantages of Markdown
**Simple syntax**
**Strong compatibility**
**Focus on content**
* Simple syntax: Markdown syntax uses simple, common marker symbols. Even non-programmers can learn it in just a few minutes.
* Strong compatibility: Open the file in any editor and the formatting stays intact.
* Focus on content: With Markdown, you never need to worry about formatting. Its clean, elegant format lets your hands stay on the keyboard and helps you immerse yourself in the joy of writing.
## Highlights of the DingTalk Docs Markdown Upgrade
### Scope of Support
* Full support for multiple text styles, including **bold**, **italic**, **strikethrough**, **underline**, **superscript and subscript**, and **highlighted text**.
* New support for Katex **formulas**, including inline style **$a+b$** and block style **$a+b$**.
* New support for **callout block** syntax.
* New support for **image** and **link** syntax.
* New support for **emoji** syntax.
* New support for inserting **text diagrams** via **\`\`\`mermaid** + **Enter**.
* New support for **table** syntax.
* Paste-to-Rich Text supports Markdown with embedded HTML.
#### Detail improvements
* Built-in callout block colors that can be quickly specified via `::: + `.
* New input assist hints, so you no longer need to memorize the many **code block syntaxes**, **callout block types**, or **emoji codes**.
* User-friendly Markdown input for links:
* Use **\[]\()** to insert a link placeholder, with auto-focus on the link title input box.
* Use **\[title]\()** to insert a link, with auto-focus on the link URL input box to complete the input.
* Typing **| | |** + **Enter** inserts a two-row, two-column table with focus on the first cell of the first row. Typing **|x| |** + **Enter** sets focus on the first cell of the second row.
* When pasting, a "Convert to Rich Text" option appears whenever appropriate, letting you convert Markdown text into a format supported by DingTalk Docs.
## Markdown User Guide
DingTalk Docs supports most Markdown syntax. You can use Markdown when you **Import**, **Export**, **Paste**, or **Edit**.
| Common Markdown syntax | Advanced Markdown syntax |
| --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| \* **Heading 1-6**
\* **Quote**
\* **Lists**: Numbered List, Bulleted List, task list, and more
\* **Code block**
\* **Inline code**
\* **Divider**
\* **Text formatting**: Bold, Italic, Underline, Strikethrough, background color, superscript and subscript, and more | \* **Link**
\* **Image**
\* **Formula**
\* **Callout block**
\* **Table**
\* **Emoji**
\* **Text diagram** |
### Import
When creating a document, select "Import as Online document" - "Local document", then choose a local .md file to import it as a DingTalk Docs document.
### Export
After editing, you can download the document as a .md file to export it. For the currently supported Markdown formats on export, see "⏬ Export as Markdown".
### Paste
Copy a piece of Markdown text from a plain text editor or a Markdown editor, then paste it into DingTalk Docs. In the paste options that appear, click "Convert to Rich Text" to convert it into the Rich Text format supported by DingTalk Docs. For the Markdown formats supported when pasting, see " Paste Markdown text".
### Edit
Type specific Markdown-formatted text and press the corresponding trigger key (Space or Enter) to convert the text into the matching format. For the Markdown formats supported during editing, see "⌨️ Edit Markdown".
Go to DingTalk Docs to view the attachment "edit markdown.mp4".
## Common Markdown Editing Syntax
| **Feature** | | **Markdown input** | **Result** |
| ----------------- | ------------------- | ------------------------------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Formatting** | **Bold** | \*\*text\*\* + Space \_\_text\_\_ + Space | **Bold** |
| | **Italic** | \*text\* + Space \_text\_ + Space | *Italic* |
| | **Strikethrough** | ~~text~~ + Space | ~~Strikethrough~~ |
| | **Underline** | text + Space | Underline |
| | **Superscript** | ^text^ + Space | ^Superscript^ |
| | **Subscript** | ~~text~~ + Space | ~~Subscript~~ |
| | **Text highlight** | ==text== + Space | ==Text highlight== |
| | **Inline code** | \`text\` + Space | `Inline code` |
| **Heading** | **Heading 1** | # + Space | # Heading 1 |
| | **Heading 2** | ## + Space | ## Heading 2 |
| | **Heading 3** | ### + Space | ### Heading 3 |
| | **Heading 4** | #### + Space | #### Heading 4 |
| | **Heading 5** | ##### + Space | ##### Heading 5 |
| | **Heading 6** | ###### + Space | ###### Heading 6 |
| **Code block** | | \`\`\` + Enter \`\`\`js + Enter | `text/x-sh var a = 1; ` |
| **Formula** | **Inline formula** | $text$ + Space | abc$a+b$ |
| | **Block formula** | $text$ + Space | abc $a+b$ |
| **List** | **Numbered List** | 1. + Space a. + Space | 1. List
1. List |
| | **Bulleted List** | \* + Space - + Space | \* List
\* List |
| | **Task list** | \[] + Space \[x] + Space | \* \[ ] Task list
\* \[x] Task list |
| **Quote** | | > + Space | > Quote |
| **Link** | | \[]\() + Space \[abc]\() + Space \[abc]\([http://foo](http://foo)) + Space | Add a web link abc [abc](https://foo) |
| **Image** | | !\[]\() + Space !\[]\([http://foo/bar](http://foo/bar)) + Space | Go to DingTalk Docs to upload the "Image". |
| **Callout block** | **Default callout** | ::: + Enter | ::: Default style ::: |
| | **Danger callout** | :::danger + Enter | |
| | **Warning callout** | :::warning + Enter | |
| | **Info callout** | :::info + Enter | |
| | **Success callout** | :::success + Enter | |
| | **Tip callout** | :::tips + Enter | |
| **Emoji** | | :smile: + Space | |
| **Table** | | \|a\|b\| + Enter | |
| **Divider** | | \*\*\* + Enter --- + Enter | --- |
| **Text diagram** | | \`\`\`mermaid + Enter | `mermaid graph TD A[Christmas] -->\|Get money\| B(Go shopping) B --> C\{Let me think\} C -->\|One\| D[Laptop] C -->\|Two\| E[iPhone] C -->\|Three\| F[fa:fa-car Car] ` |
## Recommended DingTalk Docs Markdown Techniques
### Quickly Insert a Callout Block
Type three colons (both English and Chinese colons are supported) + Enter to insert a callout block.
Add a type after the colons to quickly set the color.
### Input Assist for Emoji, Callout Blocks, and Code Blocks
Smart input assist lets you enter the following without memorizing complex codes or types:
* Supported emoji codes
* Callout block types
* Code block syntax
Go to DingTalk Docs to view the attachment "Input assist.mov".
### Alternative Input for Links
Common `[title](url)` syntax is now supported.
Go to DingTalk Docs to view the attachment "Screen Recording 2022-09-06 5.45.34 PM.mov".
### Quickly Insert Text Diagrams
\`\`\`mermaid + Enter
Add text diagrams just like adding a code block.
Go to DingTalk Docs to view the attachment "Screen Recording 2022-09-28 11.35.08 AM.mov".
# Shortcuts
Source: https://help.dingtalk.io/docs/dingtalk-docs/shortcuts-input/shortcuts
Complete DingTalk Docs keyboard shortcut reference: Mac and Windows shortcuts for text formatting, paragraph styles, insert operations, editing, and presentation mode — also accessible via the keyboard icon at the bottom-right of any document.
The shortcuts currently supported in Docs are listed below. You can also click the keyboard icon in the bottom-right corner of a document to display some of the shortcuts.
| Category | Function | Mac | Windows |
| -------------------- | ----------------------------------- | ------------------- | ------------------- |
| Text formatting | Bold | ⌘ + B | Ctrl + B |
| | Italic | ⌘ + I | Ctrl + I |
| | Strikethrough | ⌘ + Shift + X | Ctrl + Shift + X |
| | Underline | ⌘ + U | Ctrl + U |
| | Superscript | ⌘ + . | Ctrl + . |
| | Subscript | ⌘ + , | Ctrl + , |
| | Increase font size | `⌘ + Shift + >` | `Ctrl + Shift + >` |
| | Decrease font size | `⌘ + Shift + <` | `Ctrl + Shift + <` |
| | Copy text formatting | ⌘ + Shift + C | Ctrl + Shift + C |
| | Paste text formatting | ⌘ + Shift + V | Ctrl + Shift + V |
| | Clear Formatting | ⌘ + \\ | Ctrl + \\ |
| Insert | Mention someone | @ | @ |
| | Hyperlink | ⌘ + K | Ctrl + K |
| Paragraph formatting | Title | ⌘ + Option + \[1-4] | Ctrl + Alt + \[1-4] |
| | Body Text | ⌘ + Option + 0 | Ctrl + Alt + 0 |
| | Numbered List | ⌘ + Shift + 7 | Ctrl + Shift + 7 |
| | Bulleted List | ⌘ + Shift + 8 | Ctrl + Shift + 8 |
| | Task list | ⌘ + Shift + Y | Ctrl + Shift + Y |
| | Increase indent | Tab | Tab |
| | Decrease indent | Shift+tab | Shift+tab |
| | Align left | ⌘ + Shift + L | Ctrl + Shift + L |
| | Center Align | ⌘ + Shift + E | Ctrl + Shift + E |
| | Align right | ⌘ + Shift + R | Ctrl + Shift + R |
| | Justify | ⌘ + Shift + J | Ctrl + Shift + J |
| Edit | Undo | ⌘ + Z | Ctrl + Z |
| | Redo | ⌘ + Y | Ctrl + Y |
| | Find | ⌘ + F | Ctrl + F |
| | Find and Replace | ⌘ + H | Ctrl + H |
| Other | Enter presentation mode/full screen | ⌘ + Shift + P | Ctrl + Shift + P |
| | Zoom in (presentation mode) | ⌘ + + | Ctrl + + |
| | Zoom out (presentation mode) | ⌘ + - | Ctrl + - |
| | Print | ⌘ + P | Ctrl + P |
***
# Auto Chinese-English Spacing
Source: https://help.dingtalk.io/docs/dingtalk-docs/style-format/auto-spacing
DingTalk Docs auto-spacing: enable in Preferences to automatically insert spaces between Chinese characters and English text or numbers as you type, keeping your document typography consistent without manual correction.
## Value
Intelligently identify Chinese and English content and automatically adjust spacing, eliminating tedious manual steps and standardizing document content editing.
## Use Case
Ding Sanduo is a content operations specialist in the planning department who uses DingTalk Docs daily to edit various company materials, including promotional content, announcements, notifications, and administrative documents. With this feature enabled, spaces are automatically added between Chinese characters and adjacent English text or numbers, removing the need to proofread formatting one by one. This standardizes article formatting and reduces formatting review workload.
## How to Use
Click the top navigation bar, then select **...** in the upper-right corner > **Preferences** > **Assisted editing** > **DingTalk Docs** > turn On **Automatic spacing between Chinese and English**. Once enabled, spaces are automatically added between Chinese characters and English text or numbers during editing.
***
# Add or Edit a List
Source: https://help.dingtalk.io/docs/dingtalk-docs/style-format/list-format
DingTalk Docs list formatting: add bullet or numbered lists to organize multiple items under a single topic, creating clear visual hierarchy and improving overall document readability.
When editing documents, if a single subject contains multiple items, add a bullet list or numbered list to organize the content in order and make the hierarchy clearer.
## Instructions
### Add a List
In the toolbar, click the corresponding icon to add a Bullet List, Numbered List, or task list.
### Edit a List
DingTalk Docs supports changing the bullet style and Numbering type. Click the dropdown arrow next to the corresponding action in the toolbar, or click the action icon, to configure the settings.
***
# Set up the Document Outline
Source: https://help.dingtalk.io/docs/dingtalk-docs/style-format/outline
Create document outlines from headings to help readers navigate content and editors identify missing or duplicate sections.
Use the Outline feature to structure your document. DingTalk Docs detects the headings in your document and automatically adds them to the outline panel on the right. This helps readers quickly grasp the document's content structure, and helps editors quickly check for missing or duplicate content when revising the document.
## Instructions
### Add a Text Outline
Select the text you want to use as a document outline entry, then click a heading style in the top toolbar. The system automatically sets the heading as an outline entry.
### View the Document Outline
#### Desktop
Hover over the outline icon on the right side of the document, then click the pin icon to fix the outline in place.
#### Mobile
The outline is also supported on mobile. Open the document in DingTalk on your phone, then tap **··· > Outline** in the top right corner.
***
# Adjust Page Layout
Source: https://help.dingtalk.io/docs/dingtalk-docs/style-format/page-layout
Different documents require different page layouts for daily work. Page layout is one of the key options for document formatting.
Different documents require different page layouts for daily work. Page layout is one of the key options for document formatting.
## Instructions
### Set Page Margins
In the top navigation bar, select **Menu - Layout - Margins** to set the page margins of the document.
### Set Page Orientation
In the top navigation bar, select **Menu - Layout - Orientation** to set the document to portrait or landscape.
### Set Page Size
In the top navigation bar, select **Menu - Layout - Page size** to set the document to Standard, Extra wide, or Full width.
***
# Set Paragraph Formatting
Source: https://help.dingtalk.io/docs/dingtalk-docs/style-format/paragraph-format
Consistent or well-structured paragraph formatting enhances the tidiness of a document and improves visual appeal.
Consistent or well-structured paragraph formatting enhances the tidiness of a document and improves visual appeal.
## Instructions
### Change Paragraph Alignment
Select the paragraph you want to change, then choose an alignment option from the top toolbar, or click **Menu > Format > Horizontal align** in the top navigation bar and select the desired alignment.
### Change Line Spacing
Select the lines you want to change, click the **Line height** option in the toolbar, and choose a line spacing value. Alternatively, click **Menu > Format > Line spacing** in the top navigation bar and select the desired spacing value.
### Adjust Text Indentation
Select the text line you want to indent (you can place the cursor anywhere on the line), then click the **Indent** icon in the toolbar to decrease or increase the indentation. You can also use the shortcuts **Ctrl + \[** or **Ctrl + ]**. Alternatively, click **Menu > Format > Indent** in the top navigation bar, and select Increase indent or Decrease indent.
***
# Format Text
Source: https://help.dingtalk.io/docs/dingtalk-docs/style-format/text-format
DingTalk Docs text formatting: adjust font, size, bold, italic, underline, strikethrough, superscript, subscript, and font color to create a clear visual hierarchy that helps readers focus on key points and understand the content more easily.
Formatting text adds variety to your documents. Apply different formats based on content to create a clear visual hierarchy, helping readers quickly identify key points and better understand the content.
## Instructions
DingTalk Docs supports the following text formats: font, font size, bold, italic, underline, strikethrough, superscript, subscript, font color, and text highlight color.
### Adjust Font and Font Size
* Select the target text, then click the **font box** in the toolbar to choose a font.
* Select the target text, then click the **font size box** to adjust the font size. You can also use **A**^**+**^ and **A**^**-**^ for quick adjustments. Each click changes the font size by 2 points.
### Adjust Text Style
You can apply bold, italic, underline, strikethrough, superscript, and subscript from the menu bar, or select the target content and apply the formatting directly.
### Adjust Text Color
* Click **Font Color**, then select a font color from the pop-up color panel.
* Click **Text Highlight Color**, then select a highlight color from the pop-up color panel.
***
# Getting Started
Source: https://help.dingtalk.io/docs/getting-started/index
A quick-start overview of the DingTalk Docs product suite: Docs, Spreadsheets, AI Table, Mind Maps, Knowledge Base, and Whiteboard — six tools and their core capabilities to help new users find the right product for every workflow.
The DingTalk Docs suite brings together six collaboration tools. Pick the one that fits your workflow — or explore them all.
Real-time content collaboration with slash commands, AI-powered authoring, and instant presentation mode.
Secure, Excel-compatible online spreadsheets with 400+ formulas, pivot tables, and cell-level permissions.
Turn a spreadsheet into a management system — Timeline, Calendar, Kanban, and Gallery views in one click. Open the **AI Table** tab above to get started.
Collaborative graphical thinking — rich structures, one-click task assignment, and outline ⇄ mind-map switching.
One-stop enterprise knowledge management with bidirectional links, structured tables of contents, and permission control.
A borderless canvas for multi-user brainstorming, optimized for iPad and paperless collaboration.
# About DingTalk AI Table
Source: https://help.dingtalk.io/docs/getting-started/intro-ai-table
Build visual databases with multiple views, manage permissions, and automate tasks to organize projects and enable team collaboration
## What Is AI Table?
AI Table is a next-generation, table-based data collaboration tool. It is an online, visual database application. AI Table lets you build relationships between tables and supports multiple views: Grid, Timeline, Calendar, Kanban, Gallery, and Form. Each view has its own scenarios and features, helping you efficiently present information and enable multi-user collaboration across your organization.
Unlike traditional spreadsheets, every column in AI Table has a unified field type, and every record is a single data entry. You can sort, filter, group, and otherwise operate on data views. With this data-driven approach, AI Table is ideal for data aggregation, dashboard analysis, task management, and report consolidation.
## Business Pain Points Solved by AI Table
AI Table offers a rich set of view options and dashboards. Create intuitive charts and dynamic dashboards with ease—no complex setup required—to analyze data trends comprehensively.
DingTalk AI Table Granular Access provides fine-grained permission management, enabling effective person-level data encryption and isolation within the same table to ensure data security.
Comments, @ People, date reminders, and multiple notification options keep tasks on track. Use DingTalk AI Table Automation to send notifications, handle tasks, and update records automatically, accelerating team response and boosting collaboration efficiency.
When analytical data is stored across multiple tables, you can link the tables together using data associations. Update once and sync everywhere—no frequent manual changes—to ensure data consistency.
## Advantages of Using AI Table
**Compared with regular spreadsheets**
| **Use case** | **⚠️ Issues with regular spreadsheets** | **✅ Advantages of DingTalk AI Table** |
| ------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------ |
| Data collection | - High probability of manual input errors - Data updates are not real time - Data is scattered and hard to consolidate | - Automated data collection reduces errors - Real-time data sync - Centralized data management for fast aggregation and analysis |
| Group information | - Hard to flexibly group data by multiple conditions - Grouped data is difficult to manage | - Flexible grouping and filtering - Grouped data is easy to manage and update |
| Project management | - Hard to track task progress - Difficult collaboration and untimely updates | - Task management and progress tracking boost project efficiency - Supports multi-user collaboration and real-time updates |
| Multi-user collaboration | - Lack of effective collaboration mechanisms leads to duplicated or missed work - Permissions are hard to manage | - Real-time collaboration and communication - Granular Access with clear permission assignment and management |
| Multi-table linking | - Data redundancy and inconsistency - Updates in one place are hard to sync elsewhere | - Data consistency and reduced redundancy - Related Lookup and Automation keep data synchronized automatically |
| Operations management | - Limited data analysis capabilities - Hard to monitor operations in real time | - Powerful data analysis and visualization tools - Real-time monitoring, alerting, and automated reminders |
| Online visual information management | - Static tables struggle to present complex data intuitively - Inconvenient updates cause delayed visualization | - Dynamic data visualization - Real-time data updates for instant visual analysis |
## AI Table Use Cases
### Project Management
Provides a clear and well-structured **task breakdown and planning view**, giving team members across functions quick access to the big picture for faster decisions and better collaboration.
### Inventory Management
Combine **Forms + Formulas + Automation + Dashboards** to manage and display end-to-end data such as stock-in records, inventory details, consumption, stock levels, and alerts.
### Sales Management
Use **Granular Access** to configure role-based control over sensitive customer data. Sales users can only see information about the customers they are following up with.
## How to Use AI Table
### Create an AI Table
On the PC client, go to the AI Table Home page. You can create a blank AI Table or start from an existing template.
### Share an AI Table
Click **Share** in the upper-right corner to share with colleagues in your organization for collaboration.
### Create a Table
In the new AI Table, click **Create** in the lower-left corner to create a Table.
Click `...` on the right side of the Table to rename it, edit its description, copy it, move it, or delete it.
### Create a View
Click the **+** icon to the right of the view tabs at the top to create a view.
## Highlight Features of AI Table
### Multiple Field Types with Grouping and Sorting
Each column in AI Table is called a Field. Fields are the headers of an AI Table—they define the type and format of every column, keeping your data structured and consistent.
### One Dataset, Multiple Perspectives
Multi-view presentation is the soul of AI Table. Depending on your data type and use case, you can present data in different views such as **Grid, Kanban, Timeline, and Gallery**.
Take resume collection for example: after gathering resumes, you can filter candidates across multiple dimensions, assign owners to track interview progress, schedule interviews, and visualize each candidate's interview cycle time at a glance.
### Automation Workflows
Building automation workflows with AI Table dramatically improves collaboration efficiency and accuracy while reducing the risk of errors.
**Trigger an Automation after form submission**
Take an inspection scenario as an example: when a submission is marked **Exception**, AI Table Automation triggers a problem ticket sent to the designated group or person.
[Create a ticket workflow after an issue is detected](https://docs.dingtalk.io/i/nodes/G1DKw2zgV2KnvL4kFrmQ22NPJB5r9YAn)
**Auto Reply to the Submitter**
For a feedback scenario: after a question is submitted via a form, the handler is notified automatically. Once the resolution is updated in the table, the submitter is automatically notified.
### Granular Access
Define custom roles to precisely control who can view and edit each Table. This enables finer-grained permission management and stronger data security.
### Dashboards
Dashboards visualize your AI Table data. With simple configuration, you can quickly build a business overview.
### Charts Support "Word Cloud"
For manufacturing inspection scenarios, you can intuitively display "reasons for non-compliance," enabling more precise data analysis.
### Data Linking with Dynamic Updates
In AI Table, working with data is like using a visual database. Every column has a fixed, standardized field type, and AI Table supports a wide range of field types to cover almost every enterprise collaboration scenario.
### Efficient Collaboration
AI Table supports multi-user collaborative editing, making joint data management fast and efficient.
### Import and Download Excel
AI Table now supports importing .xlsx files, other data sources, and other files from the document menu, helping you quickly populate an AI Table. You can also export data to local Excel files and back up attachments, making the process fast and convenient.
### Save and Create AI Table Templates
AI Table templates are available. When creating a new document, you can choose a popular template that matches your needs to create an AI Table in one click, or pick a template from a blank document. If you have a great document you want to save as a template for yourself or others, save it to **My Templates** or **Team Documents** with one click.
## AI Table Success Stories
### Agile R\&D Management
**R\&D efficiency accelerator! How the "AI Assistant" wins at rapid iteration**
### Data Management Engineer
**Build a data standards management tool with DingTalk AI Table**
### Test Engineer
**One table to rule them all! DingTalk AI Table delivers flexible, efficient project management**
### HR and Admin
**Say goodbye to chaos! DingTalk AI Table makes asset management crystal clear**
## AI Table User Guide
### Basic Introduction
**Video: Quickstart — AI Table**
**AI Table introduction**
**AI Table use cases**
**Differences between AI Table, Excel, and Spreadsheets**
**FAQ**
### Basic Operations
**How to group, sort, and filter data**
**How to collaborate using AI Table**
**Grid view paste auto-converts to matching field types**
**How to use AI Table views**
### AI Table Fields
**AI Table field introduction**
**AI Table One-way Link field**
**AI Table Both-way Link field**
**How to use Related Lookup in AI Table**
**How to use Lookup in AI Table**
**AI Table Formula field**
### Advanced AI Table Settings
**How to use Dashboards**
[**AI Table Automation**](https://docs.dingtalk.io/i/p/Y7kmbokZp3pgGLq2/docs/ydxXB52LJq7lmGwvsbbRKzvZWqjMp697?dontjump=true)
**AI Table Granular Access**
## AI Table Tutorial Videos
\*\* Quickstart: getting to know AI Table\*\*
[Open the attachment "What is AI Table.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyua3xfjn625ucunc)
[Open the attachment "AI Table Views.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyuajdzfvzlvvirhk)
[Open the attachment "Understanding AI Table Fields.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyubf5xjjjce7f3368)
[Open the attachment "How to Create an AI Table.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyubpar7nqpmr5hfbq)
[Open the attachment "How to Collaborate Efficiently with AI Table.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyucugtuy55pi4qk3t)
[Open the attachment "How to Manage Data with AI Table.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyud96k2c179kjryjh)
[Open the attachment "How to Visualize Data in AI Table.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyuemq76260wm21dim)
[Open the attachment "AI Table Templates Tutorial.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyuevv4s60269cpdnh)
### Advanced Features: Leveling up Your AI Table Skills
[Open the attachment "Granular Access (1).mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyuqu58ks8nqnh6foe)
[Open the attachment "Automation (3).mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyurcqbk8e3j2krwbg)
### Hands-On Practice: Mastering AI Table
[Open the attachment "Project (4).mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyut88j5p0g0qheb1s)
[Open the attachment "Retail Product Sales Template.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyuto1u8ve6mg5ul2a)
[Open the attachment "AI Table Lookup Video.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/QOG9lyrgJP3OxDLNsZdQrpk4VzN67Mw4?iframeQuery=anchorId%3DX02lvyux8mg4veoamihiup)
## Recommended Templates
[Browse AI Table templates](https://docs.dingtalk.io/i/nodes/mExel2BLV5A4yL6lhgerad9eVgk9rpMq?utm_scene=team_space\&utm_medium=dingdoc_doc_plugin_card\&utm_source=dingdoc_doc)
# About DingTalk Docs
Source: https://help.dingtalk.io/docs/getting-started/intro-docs
Create and edit documents, spreadsheets, mind maps and AI Tables with real-time multi-user collaboration and deep DingTalk integration.
## Overview | What Is DingTalk Docs
DingTalk Docs is an enterprise collaboration suite developed by **Alibaba Group**'s DingTalk. It includes online creation and document management tools such as **Docs, Spreadsheets, Mind Maps, AI Tables, Whiteboards, Slides, and Knowledge Base**. No need to download documents—edit and view directly on your computer, phone, or tablet with real-time saving. DingTalk Docs is **deeply integrated with DingTalk**, enabling efficient collaboration with colleagues based on your organizational structure. Daily work scenarios such as **information collection, project management, meetings, business reporting, and onboarding** can all be completed efficiently with DingTalk Docs.
| Core suite | Key features |
| ------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Docs** | \* Slash commands that connect everything
\* Smart creation powered by AI Minutes
\* Presentation mode—turn a document into a slideshow instantly
\* One-click integration with workplace apps
\* Create and share long images and videos with one click
\* Open links for unlimited expression |
| **Spreadsheet** | \* Smooth real-time collaboration for thousands of users
\* Compatible with Office Excel
\* Lock cells for fine-grained permissions
\* 6 major function categories and 400+ mainstream formulas
\* Pivot Tables and rich charts
\* Cell comments for focused communication
\* Filter views that don't interfere with others |
| **Mind Map** | \* Rich structures and diverse themes
\* One-click assignment for efficient execution
\* Engaging presentations with bullet-screen interaction
\* Share images and links in multiple formats
\* Online comments delivered through chat
\* Switch between outline and mind map with one click |
| **Knowledge Base** | \* Save scattered files with one click
\* Link documents to documents with two-way references
\* Organize knowledge with structured tables of contents
\* Comprehensive permission management
\* Public publishing with approval for secure information release
\* Book library for structured knowledge management |
## Docs
Docs supports real-time collaborative editing by multiple users, helping you quickly complete content creation and proposal discussions. Docs also lets you insert images, tables, videos, locations, and more. Deeply integrated with DingTalk, you can insert business cards, projects, to-dos, and group chats into your documents. **Connect everything intelligently and bring your documents to life.**
* Insert rich content such as images, videos, files, business cards, Amap locations, and Youku videos to gather all information in one place, with smart dynamic updates that bring your documents to life.
* @ colleagues within a document to alert them for a quick review.
* For action items generated during meetings, insert "To-Do" items in the document to remind colleagues to complete them.
* Insert project Kanban boards into documents to visualize project progress.
* Comment directly on the entire document or specific paragraphs to handle most details before meetings.
* Enable presentation mode with one click to turn your document into a slideshow instantly.
* Generate long images for sharing—turn your document into a poster within minutes for more efficient content distribution.
* Voice notes capture the entire meeting discussion in real time and convert it to text for easy minute compilation.
## Spreadsheet
Spreadsheet also supports real-time collaborative editing by multiple users. Powerful formula editing and chart drawing capabilities enable your team to collaboratively complete the entire process of data collection, analysis, and presentation within DingTalk.
* Full formula and function capabilities for better business data analysis.
* Supports common column, line, and pie charts—simple configuration makes data presentation more intuitive.
* Independent filter views ensure that multiple users can filter data without interfering with each other, enabling personalized data customization.
* Lock cells so only specified users can view or edit them, while others are blocked from viewing, ensuring data privacy and security.
* Link to addresses, cells, or worksheets—open shortcuts in your spreadsheet to reach target data with one click.
* Use zebra stripes to instantly apply table styles and make your data visually appealing.
* Highlight duplicates to quickly spot repeated entries and reduce duplicate input.
* Insert checkboxes, dropdown lists, and date-times with one click, combined with Conditional Formatting, to easily build task lists and track task statuses.
## Mind Map
Mind Map is an effective graphical thinking tool developed by DingTalk for expressing divergent thinking. It is both practical and efficient for learning, life, and work. Also known as mind maps or thinking maps.
* Supports multi-user collaborative editing.
* Switch between outline notes and mind maps with one click to organize structure faster.
## Knowledge Base
Knowledge Base is a professional and efficient enterprise knowledge management platform for building corporate knowledge repositories and internal document collaboration. With simple and convenient operation, after the Admin adds users, multiple people can share content and sync in real time. Team members can record all internally produced collaborative content here.
Whether you're a small team or a large enterprise, create a Knowledge Base, add team members, and a group of people can collaborate to build the knowledge base and accumulate organizational knowledge:
* Writing project documents and product requirement documents.
* Team task management and knowledge accumulation.
* Company rules, regulations, and processes.
* Creating help manuals, product instructions, and API guides.
* Asynchronous communication within teams.
***
## Highlights | Why We Recommend DingTalk Docs
## Security & Permissions
DingTalk Docs supports comprehensive permission and security settings, with granular permissions down to individual users. It also supports granting permissions to departments or group chats. When new users join the group or department, they are automatically granted permissions.
| **Content security** | **Permission control** |
| ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| \* Supports document copy protection to prevent content from being spread.
\* In case of information leakage, the source can be traced through visitor watermarks. | \* Grant permissions to users, departments, and group chats.
\* When department or group chat membership changes, new users automatically receive the corresponding permissions.
\* Smart authorization: when the system detects that someone lacks permissions, it automatically prompts you to grant permissions quickly.
\* Add or modify permissions in either group chats or direct messages. |
**Security tiers, made simple**
| **⭐️** **Public to all** (public promotional materials) | \* After enabling external publishing, you can send the document to partners. Sharing can be turned off at any time in DingTalk Docs. |
| --------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **⭐️⭐️** **Shared with external partners** (partnership proposals, product introductions) | \* Add visitor watermarks displaying the organization name and user name. |
| **⭐️⭐️⭐️** **Public within the company** | |
| **⭐️⭐️⭐️⭐️** **Team confidential** (business plans, OKRs) | \* Add a group or department and set specified permissions.
\* When new users join the group or department, no re-adding is required—the system grants permissions automatically. |
| **⭐️⭐️⭐️⭐️⭐️** **Confidential documents** (salaries, budgets) | \* Only specified users, departments, or groups can view.
\* Visitor watermarks are displayed on viewer pages.
\* Document content copying can be blocked. |
## File Management
Use DingTalk Docs for file management. Preview files directly within documents and archive local or Drive files by category in the document—better suited to your business scenarios.
| **Resource packs** | **Report collection and organization** |
| --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| \* Excellent file management is not just about storing files but also putting them to use. By consolidating and organizing files in documents, you can help colleagues use them more effectively. | \* When a report has been revised through more than a dozen versions and passed around in the group, which one is the latest?
DingTalk Docs supports previewing content (Word, Excel, PPT, PDF, etc.) directly within documents. Only the latest version is displayed, allowing online viewing without downloading. |
## Smart Templates
Behind every template is a management methodology. DingTalk Docs provides rich templates covering every stage of business operations. You can also create your own templates based on your business needs.
***
## Comprehensive DingTalk Security Protection
**Independent security audit:** The first in China to pass the SOC2 privacy principle audit, covering security, confidentiality, and privacy.
**Security system certification:** An enterprise-level application that has passed ISO 27001:2013 and 27018:2014 security certification.
**Level 3 protection:** Passed the national information system level certification supervised by the Ministry of Public Security and issued by local public security authorities.
***
**Enterprise keys, with national-grade security protection for your data**
Enterprise data uses encryption and decryption technology to protect sensitive data throughout the entire data security lifecycle, reaching bank-level data encryption storage standards. Data is transmitted in encrypted form based on SSL/TLS protocols to ensure end-to-end network transmission security.
**Security defense system backed by big-data real-time intrusion detection**
Building on more than a decade of attack and defense security expertise from Alibaba Group's security team, DingTalk has developed its own dynamic intrusion prevention system. It monitors platform security in real time, detects active intrusion events within minutes, and provides rapid response, containment, and traceability. Through virtual blue-team and red-team attack-and-defense exercises, DingTalk continuously enhances its intrusion detection and security emergency response capabilities.
## Practice | Common Scenarios for DingTalk Docs
## DingTalk Docs: an Enterprise Knowledge Creation and Management Platform
DingTalk Docs builds document-based collaborative cloud office solutions tailored to the business characteristics of various industries. It helps enterprises standardize and manage data assets, securely allocate document resources, and improve overall operational efficiency. Covering all business scenarios, it enables employees to work more efficiently through collaboration.
## Business Reporting
Use DingTalk Docs to complete the entire business reporting process in one stop—from pre-reporting preparation, event creation, presentation, post-meeting records, to to-do follow-ups. Historical reports are also archived together, making it easier for new colleagues to learn and review past materials.
## Onboarding
Good habits of knowledge accumulation enable teams to continuously generate knowledge. This knowledge can dramatically shorten the onboarding time for new employees.
## Weekly/Monthly Reports
By using DingTalk Docs for weekly or monthly reports, colleagues can stay updated on business progress while better documenting the business process. A weekly report typically includes: OKRs and progress, accomplishments and key breakthroughs of the week, work plans for the following week, and reflections on the business. This keeps colleagues informed about your work progress.
## How to Use | Getting Started with DingTalk Docs
## How Do I Use DingTalk Docs?
| **Desktop** | [View the attachment "Docs.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/4Pko7gla1mAWR2p3GKZXWBxz5qZY9Q6j?iframeQuery=anchorId%3DX02mf500gq0j3m2ys597t) Sign in to DingTalk, then click **Docs** in the left navigation to enter DingTalk Docs. |
| ----------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Mobile** | Sign in to DingTalk, tap **Docs** under More at the bottom, then tap \[+] to create a new document. |
| Web | To use DingTalk Docs in a browser, visit [https://docs.dingtalk.io](https://docs.dingtalk.io/#/). Content syncs in real time, with the same features as the client. |
# About Knowledge Base
Source: https://help.dingtalk.io/docs/getting-started/intro-knowledge-base
Build enterprise knowledge management in DingTalk Knowledge Base with folder organization, inherited permissions, watermarks, and secure publishing.
**Table of contents**
01 Knowledge management upgrade: Efficient document management with what-you-see-is-what-you-get
* Document management: Upgrade from "knowledge notebook" to "Folder" for easier document management
* Knowledge Base templates: One-click save and reuse, helping team members create documents efficiently
02 Permissions management upgrade: More secure documents and more efficient permission settings
* Efficiency upgrade: Sub-documents inherit parent document permissions by default for efficient authorization
* Feature upgrade: Permissions management supports adding and removing access. Set important team documents to be visible only to designated users
* Security upgrade: Strengthened security watermarks covering the entire Knowledge Base interface for more comprehensive information protection
03 Public publishing: Helps organizations securely publish information externally
How to use the Knowledge Base
The Knowledge Base is a professional and efficient enterprise knowledge management platform within DingTalk Docs. Use it to build an enterprise knowledge management library and enable internal document collaboration. It is simple and convenient to use. Once an admin adds users, they can share documents and sync in real time. Knowledge Base users can record all content produced through internal collaboration.
## 01 Knowledge Management Upgrade: Efficient Document Management with What-You-See-Is-What-You-Get
Effective enterprise and organizational document management goes beyond storing and classifying organizational knowledge. It must also cover the full lifecycle of internal knowledge production, distribution, and consumption. This release introduces three major feature upgrades for efficient knowledge management: **document management, mind map view, and team templates**.
### 1. Document Management: Upgrade from "Knowledge Notebook" to "Folder" for Easier Document Management
A new "Folder" concept lets you organize documents into folders. You can also choose to display all documents in a single tree structure. Custom logos and cover images are also supported, so each space can express its own identity.
### 2. Knowledge Base Templates: One-Click Save and Reuse, Helping Team Members Create Documents Efficiently
To improve document efficiency and consistency, admins can save frequently used meeting, proposal, and report documents as team templates. Knowledge Base users can then apply a team template with one click, making document creation in the Knowledge Base both efficient and standardized.
## 02 Permissions Management Upgrade: More Secure Documents and More Efficient Permission Settings
Secure document management within teams and organizations is a core need for enterprise customers. This release brings three major permission management upgrades to the Knowledge Base: **default permission inheritance, private documents, and security watermarks.**
### 1. Efficiency Upgrade: Sub-Documents Inherit Parent Document Permissions by Default for Efficient Authorization
| **Before** | **After the upgrade** | **Example 🌰** |
| ------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Each sub-document had to be authorized individually. If a folder contained many sub-documents, this required many repetitive actions. | Once a document or folder is authorized, sub-documents inherit permissions by default and can also be modified individually. | Previously, Xiao Ding from operations had to grant document permissions to their manager every time they wrote a weekly report. Now, granting permissions to the weekly report folder once is enough. |
In the upgraded Knowledge Base, all sub-documents inherit parent document permissions by default. When a Knowledge Base user is granted permissions (manage, edit, view, download) on a higher-level document or folder, they automatically receive the corresponding permissions on lower-level documents. This significantly improves authorization efficiency for Knowledge Base admins.
### 2. Feature Upgrade: Permissions Management Supports Adding and Removing Access. Set Important Team Documents to Be Visible Only to Designated Users
| **Before** | **After the upgrade** | **Example 🌰** |
| ----------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Document permissions in the Knowledge Base supported only adding access, not removing it, making permissions management inflexible. | Document permissions can be set flexibly, with access freely added or removed, and can be set to be visible only to designated users. | When Xiao Ding moved from product to operations, their manager needed to remove their view permission for some documents. Previously, removal was not supported. After the upgrade, document permissions can be flexibly adjusted and updated. |
Document permissions can be set independently. The user permission scope for a single document can be modified at will (except for admins). Even when permissions on the Knowledge Base or higher-level documents are later modified, the document's permission settings remain unchanged. The document becomes a "private document" for the team, strengthening team information security management.
### 3. Security Upgrade: Strengthened Security Watermarks Covering the Entire Knowledge Base Interface for More Comprehensive Information Protection
| **Before** | **After the upgrade** | **Example 🌰** |
| ---------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| The original security watermark appeared only on the document content page and did not cover the Knowledge Base structure or user information pages. | The watermark now covers the entire Knowledge Base interface, including the table of contents tree and the user management page. | Sales managers often note customer names in document titles for easy lookup. After the upgrade, watermarks cover document structures and Knowledge Base information to safeguard data security. |
The original Knowledge Base "security watermark" and "copy prevention" features are retained in this upgrade. Watermark capabilities are also enhanced to cover the entire Knowledge Base interface, so document structures and space information are all watermark-protected, delivering all-around information security.
## 03 Public Publishing: Helps Organizations Securely Publish Information Externally
The Knowledge Base **"public publishing + approval" feature** lets DingTalk users share documents externally with contacts and customers outside the organization. Documents can also be published as external links, allowing viewers to access content without logging in. This greatly improves the efficiency of enterprise information flow.
Also launched is the innovative **"manager approval"** feature — the first document product in China to develop and release such a capability. It safeguards content security and control while improving content publishing review efficiency. This delivers a milestone innovation when sharing and publishing DingTalk Docs externally, truly achieving both "efficiency" and "security."
**How to enable public publishing**: Open DingTalk Docs, select a Knowledge Base, then click **Share**.
**Example — Equipment manuals**: Department managers can upload equipment user guides and maintenance records to the Knowledge Base and publish them externally. The system generates a QR code that can be attached to equipment, so workshop staff can scan it to view information whenever an issue arises. Content updates require manager approval to prevent information leaks.
**Example — Product guides**: Create product user guides to help users quickly understand product features. DingTalk itself uses DingTalk Docs and public publishing to build its own help guide, which users can view directly in a browser — easy and convenient, with no engineer required to build the page.
## How to Use the Knowledge Base
* PC entry point: Open DingTalk — Click the left navigation to enter "DingTalk Docs" — Click "Knowledge Base".
* Mobile: Open the DingTalk app — Tap "More" in the bottom menu — Open "Docs" — Tap "Knowledge Base" — Tap \[+] to create.
# About DingTalk Mind
Source: https://help.dingtalk.io/docs/getting-started/intro-mind
What is DingTalk Mind?
**What is DingTalk Mind?**
DingTalk Mind is a visual thinking tool developed in-house by DingTalk for expressing divergent thinking. It is a practical and efficient tool for learning, life, and work, also known as a mind map.
## What Can DingTalk Mind Do?
1. It helps you think about a creative idea from multiple perspectives and angles, expanding your thinking.
2. It helps you untangle complex logical relationships. By combining web-like divergent thinking with in-depth logical thinking, it supports the formation of relatively complete structural thinking. In addition, it emphasizes color and imagery to help improve memory.
3. The DingTalk Docs mind map interface is clean and minimalist, allowing beginners to get started in minutes.
## How to Use Mind Map
* Desktop: Open the DingTalk client — go to **Docs** from the left navigation — click **Create** — select **Mind Map**.
* Mobile: Open the DingTalk client — tap **More** on the bottom menu — open **Docs** — tap Create — select **Mind Map**.
## Switch Styles and Structures in One Click
DingTalk Mind lets you adjust structures, subjects, line styles, and more based on your preferences, so you can flexibly create mind maps with a personal style.
## Easy and Secure Online Sharing
DingTalk Mind supports multiple sharing methods, including sharing via DingTalk, exporting as an image, and sharing via link, making online collaboration simple.
## Real-Time Multi-User Editing
DingTalk Mind supports simultaneous online editing across multiple users and groups, with content updated in real time so collaborators always see the latest ideas.
## Comments Based on Mind Map Content
DingTalk Mind also supports online comments based on content. You can @ a colleague in a comment, and the message is forwarded to chat, making collaboration more efficient.
## Copy and Paste Between DingTalk Mind and XMind
DingTalk Mind supports common copy-and-paste shortcuts with no formatting hassles, allowing you to quickly migrate content.
## Switch Views
You can switch between outline notes and mind map views.
## Expand/Collapse Nodes
If a node has child nodes, you can collapse or expand them using the arrow to the left of the small dot.
## Toolbar
* The floating toolbar can follow your edits or stay pinned at the bottom. It includes the following main buttons:
* Common mind map actions: insert a sibling node, insert a child node, and expand or collapse with one click.
* Add markers and tags: insert emojis as markers in the mind map to add a touch of fun to busy or tedious work, so the mind map is not just rigid thinking but expressive thinking with images and emotions.
* Add link: insert a web address to link the mind map to more information.
* Add image: insert an image for more intuitive expression.
* Add alias: distinguish between primary information and supplementary notes for clearer information hierarchy.
## Integration with DingTalk
* DingTalk Mind is deeply integrated with DingTalk and supports sharing, permission settings, and task collaboration, helping you complete organizational collaboration more efficiently.
## Share to Chat
* Send the mind map as a card. The recipient can tap the link to open the mind map directly.
## Set Permissions
* Grant access to specific people. Access levels include: **Manage, Edit, View/Download, and View only**. Permission setting notifications can be sent through DingTalk chat messages. To send them, select "Send message notification" in the lower-left corner of the permission settings dialog.
## Export as Image
You can export your finished mind map as an image. Click **... in the top-right corner > Download as > Image** to **export**, open it in a browser, and access features such as history. To learn more about Mind Map, see the **release notes** and **user guide**.
## Comments
Select the text box you want to comment on. A toolbar will appear at the bottom of the screen. Click the comment button on the right end of the toolbar, and a comment box will appear on the right side of the screen for you to enter your comment.
## Shortcut Tips
Mind map shortcuts on desktop cover three groups of actions: common shortcuts, node operations, and navigation. Both Windows and macOS are supported. To see the full shortcut list inside the editor, open a mind map and check the keyboard shortcut panel in the toolbar.
# About DingTalk Spreadsheet
Source: https://help.dingtalk.io/docs/getting-started/intro-sheets
DingTalk Spreadsheet is a multi-user online spreadsheet with cell-level locking, 400+ formulas, conditional formatting, and dynamic charts—balancing data security and collaboration efficiency for information collection, project management, and more.
DingTalk Spreadsheet is an online multi-user collaborative spreadsheet independently developed by Alibaba Group's DingTalk. With DingTalk Spreadsheet, you can collaborate with others on spreadsheets in DingTalk or a browser. It supports day-to-day information tracking, enables online collaborative editing and data organization with your organization, and improves work efficiency. It also supports Custom Permissions settings to keep your data secure.
* For example, product operations teams often need to plan and execute campaigns. Such campaigns involve many fine-grained tasks. In this case, you can **use a "Project Management Spreadsheet" to plan and manage the campaign,** coordinating engineers, QA, product managers, and operations specialists so the campaign rolls out smoothly.
* For example, as a store manager, you need to track product sales volume and revenue. You create a "Product Sales List" and invite store members to fill it in together. However, for critical sales data such as "Sales Volume", "Unit Price", and "Amount", you want only the "store manager and deputy manager" to be able to edit, and other members to be blocked from viewing, **preventing core data leakage and ensuring data security.**
With DingTalk Spreadsheet, three powerful features balance "efficient collaboration" with "data security" and help you solve both efficiency and security challenges when working with documents.
## 01 | Data Permissions Security
## Easily Lock Important and Sensitive Data
When multiple Employees edit the same Spreadsheet online, you can use **"Lock Permissions"** to grant different permissions to different roles, so data is filled in efficiently while staying secure.
* Lock Edit Permission: Lock important data so only designated people can edit it.
* Lock View Permission: Lock sensitive data so others cannot view it.
For example, a store manager can configure different view permissions for each role on the team, while regular store members can only view and edit the data they're allowed to access.
## 02 | Present Data Clearly and Elegantly
## Stay on Top of the Latest Data in Real Time and Let Your Data Speak
Build a wide range of complex spreadsheets, including Line charts, Pie charts, bar charts, and dynamic charts. Easily create stunning data visualizations to tackle almost any reporting challenge.
**"Conditional Formatting" lets your data speak:** Highlight Cells that match specific rules with distinct styles and formats so you can Find and identify data more intuitively and efficiently.
**"Zebra striping" — a Spreadsheet Appearance booster:** Apply a Spreadsheet style in one click to beautify smaller tables and make data display more visually appealing.
**Data visualization Charts:** Turn existing data into visual charts for more intuitive presentation.
## 03 | Multi-User Collaboration with Online Editing
## Insert a Variety of Components to Meet Diverse Collaboration Needs
Project management is an essential Skill in a product manager's daily work. When handling a project, you need to coordinate across business teams to consolidate, co-edit, and manage everyone's work. DingTalk Spreadsheet helps standardize the project management process so it runs in order and is completed on schedule.
* Recommended features: **@ People + Checkbox + Insert Link + Insert Date + Conditional Formatting data bars**
* Value: Project managers can build a "Project Management Spreadsheet" where Team Users assign tasks, check Progress, plan schedules, Update status, and archive project materials, making project follow-up effortless.
For HR, recruiting is a complex and time-consuming process. The full workflow — from recruitment planning and execution to evaluating results — needs to be managed systematically. Use DingTalk Spreadsheet to build a simple recruitment progress tracker that records recruitment data and makes hiring Progress clear at a glance.
* Recommended feature set: **@ People + Dropdown List + Highlight Duplicates**
* Value: HR can build a "Talent Pool" that prevents duplicate candidate entries, efficiently manages hiring Departments, assigns recruiters in real time, and easily updates recruitment Progress.
A seemingly plain Data table can actually be a powerful data asset management tool. Using DingTalk Spreadsheet in daily work — with online editing, Manage permissions, and data presentation — not only boosts Team Collaboration efficiency and data security, but also brings otherwise dry data to life. That's something pretty amazing. DingTalk Spreadsheet keeps rolling out and refining features, **dedicated to becoming the secure and efficient online collaborative spreadsheet that you and your team love to use**.
## How to Use DingTalk Spreadsheet?
* Desktop: In the DingTalk left sidebar, click "Document" — "+ Create" — "Spreadsheet".
* Mobile: In the DingTalk bottom navigation bar, tap "More" — "Document" — the "+" button in the lower right, then select Create DingTalk Spreadsheet.
# About DingTalk Whiteboard
Source: https://help.dingtalk.io/docs/getting-started/intro-whiteboard
Collaborate in real-time with 50+ users on infinite canvases using templates, brushes, and iPad stylus support for brainstorming and design.
## 1. Getting Started with DingTalk Whiteboard
DingTalk Whiteboard is an online collaborative whiteboard that supports real-time editing by multiple users. Built on a boundless, freely scalable canvas, it lets every collaborator create together using **brushes, text, shapes, images, and many other elements**, **breaking the barriers of time and space and sparking the collision of ideas**. It also supports the full workflow from brainstorming to content management, building an **inspiration space** for your team.
### Rich Elements, Unlimited Creation
The built-in templates in DingTalk Whiteboard offer a wide range of options, letting you reuse industry best practices with a single click and boost your team's creation and collaboration efficiency. In addition, rich elements such as brushes, text, shapes, images, notes, and audio/video bring every creative idea to life on the whiteboard.
### Spark Inspiration, Collaborate Without Limits
DingTalk Whiteboard supports real-time online collaboration for 50+ users. Every collaborator can brainstorm, create, or share suggestions through comments, greatly improving team collaboration efficiency and engagement.
### Optimized for iPad, Paperless Office
The moment inspiration strikes, pick up your iPad and capture it. With a stylus, you can effortlessly express creative ideas with both visuals and text. Multi-device data sync ensures that the collision of ideas is never limited — record your thoughts anytime, anywhere.
### What's the Difference from the Legacy Whiteboard?
| | **Before: legacy whiteboard** | **After: new whiteboard** |
| ---------------------------- | ------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Boundless canvas** | The canvas resembled a blackboard, supported only three pages, and had limited drawing and expression capabilities. | Breaks away from the traditional "blackboard" canvas. The **infinite canvas** supports **multiple subject** color schemes for a fresher visual experience. |
| **Flexible editing** | Supported only three basic editing functions: brush, shape, and text — limited creative capabilities. | Adds more editing capabilities, including **brushes, text, shapes, images, notes**, and more — enabling more flexible creation. |
| **Rich elements** | Limited shapes and line assets with few color options — making expression less vivid. | A **far richer variety** of lines, shapes, and colors, plus **beautiful templates** you can reuse with one click — letting you express your ideas more fully and vividly. |
| **Multi-user collaboration** | Only supported creation on the same canvas, with no interactive exchange. | Supports synchronized online collaboration for **50+ users**, with instant **comments and interaction** for easier exchange of ideas. |
### How to Start Creating
**Desktop entry**: Open DingTalk, click **Docs** in the left navigation, then click **Create** and select **Whiteboard**.
**iPad**: Open DingTalk, tap **More** > **Docs**, tap the blue **+** at the bottom, and select **Whiteboard**.
## 2. Basic Operations in DingTalk Whiteboard
### Creation Features
Select an element to edit it: change color, resize, move, modify attributes, and more.
Drag to move or zoom the canvas.
With the brush and eraser, you can freely draw on the canvas, and drag to adjust line size.
✅ Take notes and annotations
✅ Highlight key points during discussions
✅ Draw fun content
Insert a Text Box to enter text, and freely configure its border, background, Font Size, color, and more.
Insert a variety of shapes. The shape library includes basic shapes, mathematical symbols, callouts, buttons, and more — making it easy to create flowcharts, business architecture diagrams, milestones, and other common charts.
Insert connectors to create associations between basic shapes. Switch between different arrow styles and precisely adjust the connector path.
Insert images and flexibly resize them, fill colors, change border styles, and more.
Insert emoji icons to highlight important information and make canvas content more lively and engaging.
Insert frames. A frame can be thought of as a "shot" or "scene" — select canvas elements to form a frame. In presentation mode, each frame corresponds to one slide of the presentation.
### Collaboration Features
* **Real-time collaborative editing**
Supports real-time online collaboration for 50+ users. Every collaborator can brainstorm, create, comment, and interact, using tools such as brushes, text, and icons to mark up content and express ideas.
* **Interaction and comments**
Whether in a Video Meeting or an online discussion, sharing a DingTalk Whiteboard bridges the distance — bringing the meeting room whiteboard online. It lets users communicate freely, accelerate decision-making, and collaborate more efficiently.
### Manage Permissions
Just like other DingTalk Docs, click **…** > **Manage permissions** in the upper-right corner of the whiteboard to set user permissions. Four permission types are supported: **Can edit, Can view/download, View only, and Hide chat permission**.
### Export and Download
Click **…** > **Download to local** in the upper-right corner of the whiteboard to export the whiteboard content as an image.
### Presentation Feature
* Click **Present** in the upper-right corner, and all frames on the canvas will be presented in the order they were inserted.
* To adjust the order, click the arrow next to the **Present** button to view the presentation path, and drag with the mouse to reorder.
## 3. Use Cases
### Organization Training
With DingTalk Whiteboard, you can launch organization training or an online team-building session anytime, anywhere. The boundless canvas with unlimited pages, combined with fun content elements and interactive features, sparks user engagement and enthusiasm even across screens. Real-time collaboration and interaction add a layer of fun to your training.
### Brainstorming
Online whiteboards make it effortless to run productive brainstorming sessions, inspiring team members to generate more ideas. Real-time multi-user collaboration sparks the collision of ideas, while inline comments let participants share suggestions instantly — keeping the brainstorming process organized.
**Meetings and proposal discussions**
The new whiteboard makes online meetings far from boring. Post comments in real time to share thoughts on proposal details, and add emoji to give whiteboard content attitude and warmth. When presenting a proposal, use one-click presentation to instantly turn the whiteboard into a slide deck — vividly showcasing content, focusing attendees' attention, and driving proposals to completion more efficiently.
**Employee office relocation seating chart**
When the company moves and the seating chart is confusing, how do you find your desk? DingTalk Whiteboard makes it easy. It supports real-time multi-user collaboration, lets you insert various lines, background colors, notes, and more. Team members can collaborate online to draw the desk layout — fun and lively.
**Time capsule**
DingTalk Whiteboard supports inserting images. User wishes and team photos can be added to the whiteboard to capture unforgettable moments. In presentation mode, you can customize the presentation path and logic frame by frame — turning a static whiteboard into a dynamic video and bringing personal and team creativity to life.
# Get Started with DingTalk Docs
Source: https://help.dingtalk.io/docs/quickstart/easy-start
Welcome to the DingTalk Docs Training Camp!
Welcome to the DingTalk Docs Training Camp!
The DingTalk Docs Training Camp consists of six lessons designed to help you fully master the features of DingTalk Docs—from basic operations to granular permission management, from personalization to collaborative creation, and on to one-stop enterprise knowledge management and a secure, efficient document management suite. This series tackles common office document pain points, helping you get started easily, master core features quickly, and make work simpler and more efficient.
## Get Started with the Basics—from Creating Documents to Managing Permissions
### Course Overview
New to DingTalk Docs and only partly familiar with its key features? Unclear about permission settings, with data security issues popping up frequently? Don't worry. This video unlocks the full set of efficient office tips for DingTalk Docs, helping you get started easily, master core features quickly, and make work simpler and more productive.
### What Will You Learn?
A complete onboarding guide for new DingTalk Docs users—covering standout features of Online Documents and everything you need to know about permission management.
* Difficult onboarding: Step-by-step walkthroughs of basic operations help newcomers quickly become familiar with the DingTalk Docs interface and features.
* Unfamiliar features: A deep dive into the standout features of DingTalk Docs, giving you the "secret weapons" for efficient office work.
* Complex permission management: A detailed breakdown of every permission setting, helping document admins manage document security with ease.
Please open DingTalk Docs to view the attached file "DingTalk Docs.mp4".
Please open DingTalk Docs to view "Information Collection".
***
## Personalize General Settings and Take Full Control of Your Documents!
### Course Overview
When using DingTalk Docs, how do you set up an interface you're comfortable with so operations flow smoothly? Worried about others making unauthorized changes to your documents and being unable to trace permission changes? Missing important documents in group chats and finding them a hassle to locate? Don't worry—this lesson teaches you how to personalize DingTalk Docs, manage permissions, and use Search to solve these problems and make work simpler and more efficient!
### What Will You Learn?
Personalization, History, document information, permission change logs, Advanced Search, and advanced techniques for efficient document creation.
* Personalized interface: Say goodbye to one-size-fits-all document interfaces and build a dedicated workspace tailored to your habits.
* History and operation permission logs: Trace document changes at any time to ensure document security.
* Unread document reminders: Never miss an important file again and boost collaboration efficiency.
* Efficient search: Stop searching for documents like a needle in a haystack and boost your productivity.
Please open DingTalk Docs to view the attached file "General Settings.mp4".
Please open DingTalk Docs to view "Information Collection".
***
## Say Goodbye to Dull Layouts and Bring Your Documents to Life
### Course Overview
Report writing, data organization, project briefings—what if you could produce clear, well-structured, and visually appealing documents without working overtime to tweak formatting? You can! This lesson takes you deep into the layout and beautification tips of DingTalk Docs, helping you ditch tedious formatting work and make your documents stand out.
### What Will You Learn?
Document beautification, content layout, data processing, Pivot Tables, themes and backgrounds, creative expression, and brainstorming.
* Efficient layout techniques: Master quick beautification methods for documents and spreadsheets to boost productivity.
* Personalization: Use covers, columns, charts, and more to give documents and spreadsheets a personal touch.
* Creative expression: Use Whiteboard and Mind Map to spark creativity and organize knowledge.
* Data visualization: Use Pivot Tables, chart beautification, and other features to present data more clearly and intuitively.
Please open DingTalk Docs to view the attached file "Layout & Beautification.mp4".
Please open DingTalk Docs to view "Information Collection".
***
## "No Problem" Efficient Collaboration—Productivity Soars, so Easy!
### Course Overview
When collaborating on documents with team members, you may run into version chaos, difficult task tracking, complex data management, and delays in information sharing. These issues seriously hurt productivity and team morale. So how do you improve collaboration efficiency? This video unlocks a wide range of efficient collaboration tips so your collaboration becomes dramatically more productive—achieving twice the result with half the effort!
### What Will You Learn?
Co-authoring, Version management, online Comments and Notifications, content review, Automation workflows, and interactive collaboration.
* Efficient collaboration: Boost team productivity with real-time co-editing, task management, and more.
* Precise control: Use Version Control, locked Views, and similar features to keep documents and data secure.
* Data visualization: Use AI Table, Mind Map, and other features to present complex data and ideas more intuitively.
* Enhanced interaction: Use presentation mode, bullet-screen interactions, and more to increase team engagement and participation.
Please open DingTalk Docs to view the attached file "Online Collaboration.mp4".
Please open DingTalk Docs to view "Information Collection".
***
## One-Stop Enterprise Knowledge Management—Let Knowledge "Flow"
### Course Overview
In enterprise knowledge management, severe fragmentation of knowledge and the need to search for materials in many places lead to low efficiency. Poor collaboration inside and outside the organization makes knowledge difficult to circulate, further blocking communication and cooperation. Don't worry—this video gives you a comprehensive overview of DingTalk Knowledge Base. It helps organizations consolidate fragmented information to boost efficiency, keep knowledge up to date to support decision-making, break down departmental silos so knowledge flows freely, reduce communication barriers, and improve productivity.
### What Will You Learn?
DingTalk Knowledge Base, knowledge management, document categorization, intelligent Q\&A, knowledge flow, and Knowledge Base Automation.
* Quickly create a Knowledge Base with a custom directory structure and brand identity.
* Archive scattered files with one click and manage them with a clear directory tree; supports batch download and global search.
* Knowledge Bases support internal and external sharing, with multiple permission options (such as Collaborators only, Public within organization, and Public on the internet). The "Public release + Approval" feature lets you securely deliver help manuals and API documentation to external customers.
* Knowledge Base intelligent Q\&A Tabler lets team members quickly access Knowledge Base content through group chats, so knowledge isn't a static "archive". Knowledge Base updates are automatically synced to relevant group chats, keeping the team informed in real time.
Please open DingTalk Docs to view the attached file "Knowledge Base.mp4".
Please open DingTalk Docs to view "Information Collection".
***
## Unlock the Enterprise Document Management Suite for Knowledge Security!
### Course Overview
Documents not properly handed over when employees leave, leading to the loss of important files? Critical documents accidentally deleted and impossible to recover? This lesson takes you deep into the personal knowledge management and organizational knowledge management features of DingTalk Docs, unlocking a new approach to efficient office work and secure management.
Note: To use the Enterprise Document Management Suite, you must purchase the Enterprise plan Office Suite or above and meet the specified user-count requirements.
### What Will You Learn?
Personal knowledge data auto-handover upon departure, enterprise document management, enterprise storage management, admin essentials, document operation logs, enterprise Recycle Bin, permission control, and data leak prevention.
* Efficient document management: Master techniques for transferring documents from departing employees, managing the Recycle Bin, and recovering documents.
* Security and permission management: Learn how to protect enterprise information with permission settings, operation logs, and security watermarks.
* Storage optimization: Learn how to monitor storage usage, clean up unneeded files, and expand capacity wisely.
* Anomaly alerts: Configure alert rules to detect and handle high-risk actions promptly and avoid major losses.
Please open DingTalk Docs to view the attached file "Security Management.mp4".
Please open DingTalk Docs to view "Information Collection".
***
# How to Use Artistic Color Palettes
Source: https://help.dingtalk.io/docs/sheets/edit/art-color-card
Diverse color options to meet a variety of scenarios.
## Value
Diverse color options to meet a variety of scenarios.
## Use Cases
In DingTalk Spreadsheet, switch between Standard and artistic color palette styles to access a variety of new color schemes. Change the color of fonts, cell background colors, and worksheet tags at will to create visually appealing and diverse spreadsheet documents.
## Instructions
Font color, cell background color, and worksheet tag color all support switching.
***
# Auto Fill
Source: https://help.dingtalk.io/docs/sheets/edit/auto-fill
DingTalk Sheets Auto Fill lets you drag the fill handle to extend data patterns across adjacent cells. Supports copy cells, fill series, fill formatting only, and more — ideal for bulk entry of sequential numbers, dates, or repeated values.
Use Auto fill in DingTalk Spreadsheet to quickly copy and fill cells based on the input rules of existing data. This feature helps you complete patterned cell data entry, ideal for scenarios such as content copying and sequential numbering.
## How to Use
1. Select a range of cells that already contains some data. This serves as the data basis for auto fill.
2. Hover your mouse over the bottom-right corner of the selected range. The cursor changes to a **"+"** shape, known as the **fill handle**.
3. Hold the fill handle and drag vertically or horizontally to fill the data into the blank cells in that direction.
4. After releasing the fill handle, a fill options icon appears at the bottom-right corner of the filled area. Click it to choose: **Copy cells, Fill series, Fill formatting only, or Fill without formatting.**
***
# Cell Comments
Source: https://help.dingtalk.io/docs/sheets/edit/cell-comment
DingTalk Sheets cell comments let you annotate any cell with notes, @ teammates to trigger a DingTalk notification, and thread replies — supporting real-time collaboration and content review directly within the spreadsheet.
DingTalk Spreadsheet supports inserting comments in cells. With Cell comments, you can add aliases directly to content and @ Users for real-time collaboration, improving the efficiency of content creation and editing.
## Instructions
* Cell comments: Select a cell, right-click, and choose **Add comment**.
* When you @ a User in a comment, the recipient is notified in the message window. Click the message to open the Spreadsheet and view the comment.
Notes:
1. When you @ another User, the recipient receives a Message notification via DingTalk Direct Message from the comment author.
2. Cell comments support inserting Emoji.
3. You can add follow-up comments or replies to the same Cell.
4. Click **Toolbar - Comments - View all comments**, or use the right-side panel to view all comments in the current Worksheet.
5. You can only Delete comments you have posted. Deleted comments cannot be recovered.
6. In the comment List on the right, you can view resolved comments and reopen them to resume the discussion.
***
# Cell History
Source: https://help.dingtalk.io/docs/sheets/edit/cell-history
DingTalk Sheets cell history lets you right-click any cell to view up to 1,000 records of data additions, edits, and deletions — giving you a full audit trail of content changes without row or column structural changes.
Spreadsheet supports viewing cell history, so every edit and deletion is traceable and every change has a clear record.
## Instructions
1. Entry: Right-click a cell and select View History.
2. Up to 1,000 records are displayed.
3. Only data-level additions, deletions, and modifications are shown. Changes to row or column structure are not included.
***
# Copy and Paste
Source: https://help.dingtalk.io/docs/sheets/edit/copy-paste
Use the Copy (or Cut) and Paste shortcuts in DingTalk Spreadsheet to edit content efficiently.
Use the Copy (or Cut) and Paste shortcuts in DingTalk Spreadsheet to edit content efficiently.
## Copy (or Cut) Content
* **Copy**: Select the target area and press **Ctrl + C (Cmd + C on Mac)** to copy the content.
* **Cut**: Select the target area and press **Ctrl + X (Cmd + X on Mac)** to cut the content.
The border of the selected area turns into a **dashed line**, indicating that the content has been copied or cut.
## Paste Content
Select the target cell area and press **Ctrl + V (Cmd + V on Mac)** to paste the content.
* **Default paste**: The pasted content keeps the original formatting and style of the copied (or cut) content.
* **Paste special**: You can also choose to paste only values, styles, or formulas.
* After pasting, a paste special icon appears in the bottom-right corner of the selected area. Click it to choose how to paste, or right-click the selected area and select **Paste special** from the menu.
* **Copy as image**: When copying content, a **Copy as image** option appears in the bottom-right corner of the selection box. Click it to paste the copied content as an image for saving.
***
# Filter Data
Source: https://help.dingtalk.io/docs/sheets/edit/filter-data
DingTalk Sheets Filter lets you apply value, condition, or color-based filters to a cell range, hiding rows that don't match so you can focus on the relevant data for analysis and processing.
In Spreadsheet, use **Filter** to select a subset of data from a Table by conditions for further analysis and processing, while hiding data you do not currently need.
## Basic Filter: Turn Filter on and Off
1. Select the Cell range you want to filter, then click **Filter** on the toolbar to turn on Filter.
2. A **Filter button** appears in the upper-right corner of every Cell in the first row of the selected range. Click the Filter button to start filtering. If you click Filter without selecting a range in the previous step, the entire Worksheet is filtered by default, and the Filter button appears in every Cell of the Worksheet's first row.
3. Click Filter on the toolbar again to turn off Filter.
4. You can only turn on Filter for one Cell range in a Worksheet at a time.
## Basic Filter: Filter Types
1. **Filter by value**: To quickly filter a category of data, enter a keyword in the Search box. The filter results include all items that contain the keyword. You can also filter by selecting the unique values in the panel.
2. **Filter by condition**: To filter data that meets specific criteria, set the corresponding Filter conditions.
3. **Filter by color**: To filter Cells by background color or Font color, select Filter by color.
4. **Filter visible only to me**: To make filter results synchronized or unsynchronized, select "Filter visible only to me" in the filter panel as needed.
## Advanced Filter: Non-Interfering Filter Views
If you need to filter independently without affecting other people's view of the data, or if you have view-only Permissions on the Spreadsheet but still want to filter data, use Filter view to filter data.
1. Select the Cell range you want to filter, then click the dropdown arrow next to **Filter** on the toolbar, and select **Create filter view**.
(On Mac: click **Filter > More**, then click **Create filter view** to enter the filter view interface.)
2. In the filter view interface, the filter results are not synchronized to the original Table. You can also perform the following actions:
1. Rename the filter view for easy identification.
2. Reselect or change the filter range.
3. The filter functions in a filter view work the same as Basic Filter, but Sort is not yet supported.
***
# Split into Columns
Source: https://help.dingtalk.io/docs/sheets/edit/split-columns
DingTalk Sheets Split into Columns lets you split cell content by delimiter or fixed width into multiple columns — perfect for cleaning up survey exports, group chat chains, and other bulk-import data in one step.
DingTalk Spreadsheet lets you split a single cell into multiple columns based on conditions, making it easier to organize survey results, group chat responses, and other data.
## Instructions
On the Spreadsheet menu bar, click **Data > Split into columns**.
***
# Undo and Redo
Source: https://help.dingtalk.io/docs/sheets/edit/undo-redo
DingTalk Sheets Undo and Redo: press Ctrl+Z to roll back editing mistakes and Ctrl+Y to restore undone actions, supporting multiple sequential undo steps to quickly recover from errors.
Editing mistakes or revisions are inevitable when working on a spreadsheet. In DingTalk Spreadsheet, use **Undo** and **Redo** to roll back or restore previous actions.
## Undo
Press the shortcut **Ctrl+Z** (Mac: **Cmd+Z**), or click **Undo** on the toolbar, until the data returns to the desired state.
## Redo
Press the shortcut **Ctrl+Y** (Mac: **Cmd+Y**), or click **Redo** on the toolbar, until the data returns to the desired state.
***
# Get Started with Spreadsheet
Source: https://help.dingtalk.io/docs/sheets/quickstart
Get started with DingTalk Sheets — an in-house collaborative spreadsheet from DingTalk. Learn the three core capabilities: granular data lock permissions, real-time co-editing, and smart data collection, all accessible from DingTalk or any browser.
DingTalk Spreadsheet is an online collaborative spreadsheet developed in-house by DingTalk, an Alibaba Group product. With Spreadsheet, you can work with others on spreadsheets in DingTalk or in a browser. It supports day-to-day data tracking, online co-editing, and customizable permissions to keep your data secure.
* For example, product operations teams often need to plan and roll out campaigns. These campaigns involve many small, interconnected tasks. **Use a project management spreadsheet** to plan and track the campaign, coordinate developers, testers, product managers, and operations staff, and execute the plan smoothly.
* For example, as a store manager, you need to track product sales volume and revenue. You create a Product Sales List and invite store staff to fill it in together. However, for key sales data such as Volume, Unit Price, and Amount, you want only the store manager and deputy manager to edit, and want to hide these fields from everyone else. This **prevents leakage of core data and keeps your data secure.**
With DingTalk Spreadsheet, three core capabilities deliver both **efficient collaboration** and **data security**, helping you balance productivity and protection when working with documents.
## ｜01 Data Permissions and Security
## Easily Lock Down Important and Sensitive Data
When multiple employees edit the same spreadsheet online, use the **Lock permissions** feature to assign different permissions to different roles. This lets people enter data efficiently while keeping it secure.
* Lock Edit Permission: lock important data so only designated users can edit it.
* Lock View Permission: lock sensitive data so other users cannot view it.
The same spreadsheet looks different to each role: the store manager can configure view permissions per employee, while regular store staff can only view and edit the data they are allowed to see.
## ｜02 Present Data Clearly and Beautifully
## Stay on Top of the Latest Data and Let Your Data Speak
Build a wide range of complex spreadsheets, including Line, Pie, bar, and dynamic Charts. Create stunning data visualizations to take on virtually any reporting challenge.
**Conditional Formatting lets your data speak:** highlight cell ranges that match specific rules with custom styles and formats, making it easier to find and identify data at a glance.
**Zebra striping for instant polish:** apply a Spreadsheet style with one click to beautify smaller tables and present data more attractively.
**Data visualization Charts:** turn existing Data into visual Charts for clearer presentation.
## ｜03 Real-Time Multi-User Collaboration
## Insert a Variety of Components to Fit Any Collaboration Scenario
Project management is an essential skill for product managers. When running a project, you need to coordinate cross-functional work, consolidate updates, co-edit, and manage progress. DingTalk Spreadsheet helps you standardize project management workflows so projects run in order and finish on time.
* Recommended features: **@ People + Checkbox + Insert Link + Insert Date + Conditional Formatting data bars**
* Value: project managers can build a project management Spreadsheet to assign tasks, check Progress, schedule timelines, update statuses, and archive project materials—following up on projects becomes effortless.
For HR teams, recruiting is a complex and meticulous process. From recruitment planning and execution to outcome analysis, every step needs systematic management. Use DingTalk Spreadsheet to build a simple recruitment progress tracker, log recruitment data, and keep hiring progress visible.
* Recommended feature set: **@ People + Dropdown List + Highlight duplicates**
* Value: HR can build a Talent Pool to avoid duplicate entries, efficiently manage hiring departments, assign owners in real time, and update recruitment Progress with ease.
A plain-looking Spreadsheet can actually be a powerhouse for managing data assets. Using DingTalk Spreadsheet in your daily work—with online editing, Manage permissions, and rich data presentation—not only boosts Team productivity and data Security, but also brings otherwise dry data to life. DingTalk Spreadsheet keeps rolling out new features and improvements, **striving to be the secure and efficient online collaborative spreadsheet you'll love to use.**
## How to Use DingTalk Spreadsheet
* Desktop: in DingTalk, click **Document** on the left toolbar, then **+ Create**, then **Spreadsheet**.
* Mobile: in DingTalk, tap **More** on the bottom toolbar, then **Document**, tap **+** in the lower-right corner, and select Create DingTalk Spreadsheet.
***
# Activate Alibaba Enterprise Mail
Source: https://help.dingtalk.io/mail/activate-alibaba-enterprise-mail
Activate Alibaba Enterprise Mail through the DingTalk admin console — built on Apsara Cloud with around-the-clock stability, multi-layer security, calendar sync, and global delivery channels.
## Stability
Built on Apsara Cloud to ensure email service availability around the clock.
## Security
Provides multi-layer protection and monitoring from the core to the perimeter.
## Collaboration
Sync schedules across all devices, and integrate features such as viewing schedules, read/unread status, and meeting room management.
## Smooth Communication
Alibaba Cloud's self-built global data centers provide dedicated channels for email communication in China and overseas.
# Add Contacts
Source: https://help.dingtalk.io/mail/add-contacts
Add frequently used contacts to Mail Contacts on the DingTalk desktop app so you can quickly pick recipients when composing an email.
## Steps
Open the DingTalk desktop app > click Mail in the left sidebar > click theicon in the upper-right corner > Mail Contacts > Add contact.
# Add Labels to Emails
Source: https://help.dingtalk.io/mail/add-labels-to-emails
Create custom labels on the desktop app to categorize emails by project, customer, priority, or any other dimension that helps you filter and find them later.
DingTalk Mail supports email labels, helping you categorize different types of emails.
## Steps
Open the DingTalk desktop app > click Mail in the left sidebar > click the + icon next to Labels in the lower-left area > New label > enter a custom label name in the pop-up input box.
# Create a Contact Group
Source: https://help.dingtalk.io/mail/create-a-contact-group
Group your Mail Contacts on the DingTalk desktop app so you can send to multiple recipients at once and keep contacts organized by team, project, or relationship.
## Steps
Open the DingTalk desktop app > click Mail in the left sidebar > click the icon in the upper-right corner > Mail Contacts > click ... next to Contacts > New group.
# DingTalk Mail FAQ
Source: https://help.dingtalk.io/mail/dingtalk-mail-faq
Frequently asked questions about DingTalk Mail — general settings, recipient limits, web version availability, storage capacity, third-party client sign-in, and Enterprise Mail differences.
DingTalk Mail settings include general settings such as mail logs, receiving and sending, anti-spam options, display settings, receiving rules, vacation reply settings, blocklist, allowlist, auto-forwarding, other mailboxes, and signatures.
When sending an email on desktop, the recipient limit is 300 people. The group chat limit is 300 groups. When sending separately, the recipient limit is 100 people.
No. DingTalk Mail currently does not have a web version.
A personal mailbox with the @dingtalk.io suffix has 60 GB of total storage. Storage expansion is not supported.
A DingTalk personal mailbox with the @dingtalk.io suffix can currently only be used in DingTalk. It does not support sign-in from other clients or third-party software. DingTalk Enterprise Mail and Alibaba Cloud Mail can be linked in third-party software.
# Disable Group Members from Sending Emails to a Group
Source: https://help.dingtalk.io/mail/disable-group-members-from-sending-emails-to-a-group
Turn the group mailing list on or off in group settings so only authorized members can send to the group's mailing address, preventing misuse.
## Steps
### Mobile
Open the DingTalk mobile app > Chats > enter the group chat > tap ... in the upper-right corner > Group management > turn Enable group mailing list on or off.
### Desktop
Open the DingTalk desktop app > find the group chat you want to configure > Settings in the upper-right corner > Group management > turn Group mailing list on or off.
# Download an Email
Source: https://help.dingtalk.io/mail/download-an-email
Download an email to your local device from the DingTalk desktop app for offline reading or archival.
DingTalk Mail supports downloading emails to your local device on desktop.
## Steps
Open the DingTalk desktop app > click Mail in the left sidebar > open the email you want to manage > click ... in the upper-right corner > select Download email.
# Forward an Email to Chat with One Click
Source: https://help.dingtalk.io/mail/forward-an-email-to-chat-with-one-click
Use Forward to chat to send a complete email into a DingTalk single or group chat in one click — preserving the full content without taking repeated screenshots.
## Value
Need to share the full content of an email, but screenshots are too much trouble? Use Forward to chat to send the complete email to a chat window with one click. The content remains clear and complete, making communication more convenient.
## Use Case
Ding Sanduo is a marketing manager in the new energy vehicle industry. He often needs to forward email information to his manager and colleagues in other departments to sync work updates. With this feature, he can forward the full email content to a DingTalk chat or work group with one click. There is no need to take repeated screenshots, so information is more complete and collaboration is easier.
## Steps
Open the DingTalk desktop app > click Mail in the left sidebar > select the email you want to manage > click the collaboration icon in the upper-right corner > Share to chat.
# Import or Export Contacts
Source: https://help.dingtalk.io/mail/import-or-export-contacts
Import contacts in CSV or vCard format into Mail Contacts, or export your existing contacts for backup or migration to another mail client.
## Steps
Open the DingTalk desktop app > click Mail in the left sidebar > click theicon in the upper-right corner > Mail Contacts > click ... next to Contacts > Import contacts or Export contacts.
# Link an Existing Alibaba Cloud Mailbox
Source: https://help.dingtalk.io/mail/link-an-existing-alibaba-cloud-mailbox
The Super Admin or creator can link an existing Alibaba Cloud Enterprise Mail domain to DingTalk Mail through either the admin console or the DingTalk mobile app.
The enterprise primary administrator, or creator, can enter an existing Alibaba Cloud Enterprise Mail domain to link the mailbox. Use one of the following paths.
## Admin Console
Admin console > Workbench in the left sidebar > App management > Mail > Enter > Link and use > enter the mail domain > the administrator scans the QR code with DingTalk on mobile > on mobile, enter the username, password, incoming mail server, outgoing mail server, and other information > tap Done to complete linking.
## Mobile
DingTalk mobile app > More > Mail > ... in the upper-right corner > Settings > Add another personal email account > Existing enterprise mailbox, Link now > enter the Alibaba Cloud Enterprise Mail domain > enter the username, password, incoming mail server, outgoing mail server, and other information > tap Done to complete linking.
# Quickly Discuss an Email
Source: https://help.dingtalk.io/mail/quickly-discuss-an-email
Forward an email from DingTalk Mail on mobile to a chat or to its participants, so you can discuss the message instantly in DingTalk.
In DingTalk Mail on mobile, you can quickly start a chat from an email and discuss it with email participants at any time.
## Steps
Open the DingTalk mobile app > More > Mail > tap the email you want to discuss > tap ... in the lower-right corner > Forward to chat > forward it to a group or select email participants.
# Receive Emails from Other Mailboxes
Source: https://help.dingtalk.io/mail/receive-emails-from-other-mailboxes
Link other mailboxes to DingTalk Mail so you can collect and reply to email from multiple accounts in a single DingTalk Inbox without signing in to each one.
Use DingTalk Mail's mail collection feature to receive emails from other mailboxes without signing in to those mailboxes separately.
## Steps
Open the DingTalk desktop app > click Mail in the left sidebar > click Settings in the lower-left corner > Mail settings > Other mailboxes > Add another mailbox.
# Reply to or Forward Emails
Source: https://help.dingtalk.io/mail/reply-to-or-forward-emails
Open an email on mobile or desktop and choose Reply or Forward to respond quickly or pass the message on to other recipients.
DingTalk Mail supports quick email replies and forwarding on both desktop and mobile, making it easier to handle email anytime, anywhere.
## Steps
### Mobile
Open the DingTalk mobile app > More > Mail > tap the email you want to manage > tap Reply or Forward at the bottom.
### Desktop
Open the DingTalk desktop app > click Mail in the left sidebar > open the email you want to manage > click ... in the upper-right corner > choose Reply or Forward.
# Set Up Automatic Email Forwarding
Source: https://help.dingtalk.io/mail/set-up-automatic-email-forwarding
Add an Auto forward rule in Mail settings on desktop so matching incoming emails are automatically forwarded to another mailbox.
## Steps
Open the DingTalk desktop app > click Mail in the left sidebar > click Settings in the lower-left corner > Mail settings > Auto forward > Add forwarding email address.
# Set Up Automatic Email Replies
Source: https://help.dingtalk.io/mail/set-up-automatic-email-replies
Configure a vacation auto-reply on the DingTalk desktop app so DingTalk Mail responds automatically while you are away, with custom content and active dates.
DingTalk Mail on desktop supports automatic email replies.
## Steps
Open the DingTalk desktop app > click Mail in the left sidebar > click Settings in the lower-left corner > Vacation reply settings.
# Set Up Mail Allowlist and Blocklist
Source: https://help.dingtalk.io/mail/set-up-mail-allowlist-and-blocklist
Add senders or domains to the Allowlist to bypass the spam folder, or to the Blocklist to send them to spam — up to 500 entries each.
## Steps
Open the DingTalk desktop app > click Mail in the left sidebar > click Settings in the lower-left corner > Mail settings > Blocklist/Allowlist.
Emails sent from addresses or domains on the allowlist will not go to the spam folder. You can add up to 500 allowlist entries.
Emails sent from addresses or domains on the blocklist will go to the spam folder or be deleted directly. You can add up to 500 blocklist entries.
# Set Up New Email Notifications
Source: https://help.dingtalk.io/mail/set-up-new-email-notifications
Configure new-email notifications across mobile system settings and DingTalk Mail in-app settings, including sound, push, and per-account toggles, so no important email is missed.
## Steps
### Mobile System Notification Settings
IOS System:
Mobile system Settings > Notifications > DingTalk > turn on Allow Notifications > turn Sound on or off.
Android System:
Mobile system Settings > Apps and services > App management > DingTalk > Notification management > turn Allow Notifications on or off.
### DingTalk New Email Notification Settings
Open the DingTalk mobile app > More > Mail > tap ... in the upper-right corner > Settings > turn on New email notifications.
Tip: If notifications are enabled but you still do not receive new email notifications, try signing out and signing back in:
1. DingTalk mobile app > More > Mail > ... in the upper-right corner > Settings > tap the signed-in mailbox > Sign out.
2. Return to Settings > Add another personal email account, then sign in to the mailbox again.
# Get to Know Knowledge Base
Source: https://help.dingtalk.io/docs/knowledge-base/about
Centralize enterprise knowledge to eliminate information silos, enable real-time team collaboration, and manage access permissions.
## Get to Know DingTalk Knowledge Base
Knowledge Base is a professional and efficient enterprise knowledge management platform within DingTalk Docs. Use it to build your organization's knowledge repository and enable internal document collaboration. It is simple to operate. Once the admin adds members, multiple users can share content and sync in real time, and Knowledge Base members can record everything produced through internal collaboration.
## Pain Points in Knowledge Management
* The greatest asset of an organization is its employees, and the knowledge they create in daily work is one of the most valuable assets. In an era of rapid talent turnover, accurately preserving knowledge has become a critical task for organizations. Yet daily work often presents the following challenges:
**Creation**
Employees create knowledge documents using different platforms or tools, leading to fragmented knowledge.
Document formats, styles, and depth vary across departments and individuals, resulting in a disorganized Knowledge Base.
**Accumulation**
Past materials are scattered across multiple locations without unified management, making efficient use impossible.
Core materials are held by individual employees, making it difficult to build consensus.
**Distribution**
Cross-team sharing within the organization is difficult, and externally distributed materials are disorganized and hard to control, making it challenging to balance efficiency and security.
Improperly configured access permissions on knowledge documents may lead to leaks of sensitive information or block access to important content.
**Intelligence**
Traditional keyword search may fail to meet complex query needs, making it hard to find the required information and reducing search efficiency.
Updates and changes to the Knowledge Base go unnoticed, and manual notifications are inefficient and easy to miss.
To manage knowledge effectively within an organization, all of the above challenges must be addressed. DingTalk Knowledge Base helps organizations manage knowledge well and unlock its value in business operations.
## How DingTalk Knowledge Base Solves These Pain Points
### Creation
* Use folders to categorize documents. You can also display all documents in a single tree view, and add custom logos and covers so that every Space reflects its own style.
* To improve efficiency and consistency, the admin can save commonly used meeting, plan, and report documents as **Team Templates**. Knowledge Base members can then apply these team templates with a single click and write documents efficiently and consistently.
### Accumulation
* Centrally accumulate scattered files. Save files, logs, and quick meetings to the Knowledge Base with one click. Organize them clearly using a book-style table of contents for instant clarity.
* Group Knowledge Base lets you collect, with a single click, documents scattered across message streams. Build a Knowledge Base scoped to one or multiple Group Chats so the team can collaborate easily in DingTalk Docs and accumulate knowledge over the long term. You can also bind an existing Knowledge Base to other Internal Groups within the same organization, enabling multi-group knowledge sync: update once in one group, visible to all.
* Knowledge Base provides a data dashboard. Reads, downloads, and Interaction data for every document are at a glance, and the volume of different files within the Knowledge Base is clear at a glance. Use data to support knowledge management and let more high-quality content be seen.
* Knowledge Base supports batch download. Download multiple files in one click, eliminating tedious repetitive actions and making knowledge management easy and efficient.
* Knowledge Base supports global search. Enter a keyword to retrieve all documents containing it, helping users quickly find the content they need without flipping through documents one by one.
### Distribution
* For the entire Knowledge Base, the Owner and Admin can **add**, **modify**, or **remove** Knowledge Base member permissions. These settings apply to the whole Knowledge Base. After adding, modifying, or removing members, their permissions on all documents within the Knowledge Base are granted, adjusted, or removed accordingly.
* Configure permissions in layers across the Knowledge Base, folders, and documents for fine-grained control. Set permissions such as **external sharing and adding Collaborators**, and enable security settings such as **watermarks and leak prevention** to safeguard Knowledge Base data.
* The patented **Public Publishing + Approval** feature of DingTalk Docs Knowledge Base lets you share knowledge with external customers and partners after approval. They can view it without signing in, achieving both efficiency and security. It is ideal for producing externally published help guides, product specifications, and API references.
* In addition to members-only and Public within organization, the Knowledge Base sharing scope also supports Public on the internet, with Real-time editing and Comments. This makes information flow smoother and collaboration more efficient, well-suited for cross-organization material sharing, knowledge sharing, and Interaction.
## DingTalk Knowledge Base Use Cases
### New Employee Onboarding
**Pain points:**
When new employees join, they often spend significant time learning company policies, business processes, and team culture. The process is time-consuming and inefficient, and information transfer can be incomplete.
**Solution:**
With DingTalk Knowledge Base, organizations can build a structured onboarding module that includes company introductions, organization structure, role responsibilities, and guides for common tools. New employees can quickly find what they need by searching or browsing the table of contents, reducing onboarding time and cost while ensuring information accuracy and completeness.
### Project Collaboration and Information Sharing
**Pain points:**
Project team members come from different departments. Information silos hinder communication and slow down project progress.
**Solution:**
DingTalk Knowledge Base can serve as the hub for project collaboration. Create project documents, Meeting Minutes, and task assignments. Team members view updates in real time, comment, and edit collaboratively. Enable Knowledge Base activity notifications to ensure information sync and decision transparency, improving project execution.
### Cross-Organization Collaboration
**Pain points:**
When sharing project materials, technical specifications, or standard operating procedures with external partners, every change to the published Knowledge Base web page requires going through an approval process. As a result, information cannot be updated and synced in time, affecting partner efficiency and project progress.
In addition, since external partners cannot directly comment or edit in the Knowledge Base, all feedback and revision suggestions must go through email or meetings, increasing communication cost and time.
**Solution:**
DingTalk Docs and Knowledge Base support Public on the internet sharing with Real-time editing and Comments. Share the document Link with people outside the organization, such as suppliers and customers. They can click the Link to access the document, view it, and comment, making information flow smoother and collaboration more efficient.
[View the attachment "Public Publishing.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/m0Xw6OYE4D7VLADMw5xdJRq13rbjgPM5?iframeQuery=anchorId%3DX02mff04459qwby11ebja)
### Customer Service and Support
**Pain points:**
Customer service teams must respond quickly and accurately to customer inquiries, but the lack of a unified Knowledge Base leads to inconsistent or delayed responses.
**Solution:**
Build a customer service Knowledge Base that includes FAQs, product manuals, and service policies. Through intelligent Q\&A in the Knowledge Base group, agents can quickly find answers and improve service quality.
### Project Document Management and Knowledge Accumulation
**Pain points:**
During a project lifecycle, large amounts of scattered documents and information accumulate in Group Chats. They are often disorganized, and once the project ends, valuable knowledge and documents can easily be lost and unable to be reused.
**Solution:**
With Group Knowledge Base, you can collect documents scattered in project Group Chats with one click, and organize them by project phase or topic. This enables systematic management and long-term accumulation of knowledge. Even after the project ends and the Group Chat disbands, the knowledge is preserved and passed on.
## Customer Success Stories
### Awinic Electronics: Quantify Enterprise Knowledge Assets Through Knowledge Base
**Pain points:** There are many internal tools, but their security capabilities are inconsistent, and there is no unified platform, making efficient and accurate use of information impossible. **The organization does not know what knowledge assets exist, how many there are, or how they are used.** As a result, excellent knowledge and experience cannot be accumulated, which severely hinders management in a high-tech, knowledge-intensive industry.
\*\* Before using Knowledge Base\*\*
* Internal and external materials had roughly six accumulation paths. **Materials were scattered across individual computers and various cloud drives, with no system.**
* **Document classification was poorly organized**, making materials hard to find and **search efficiency low**.
* Sharing and inheritance of documents and experience was insufficient. Materials were sent point-to-point and passed by word of mouth, with **poor shareability**.
* Multiple systems and paths overlapped, making it hard to form good document **usage habits**.
✅ **After using Knowledge Base**
* Built **department Knowledge Bases and Knowledge Groups for unified accumulation**, such as the technology department's "Technical Materials Knowledge Base" and "Technical Service Knowledge Portal".
* For accumulating and inheriting project development experience.
* To provide document support for resolving and preventing recurring technical issues.
* Designed a clear **Knowledge Base table of contents structure** for orderly upload, download, and creation.
* **Search by keyword** to **quickly locate** the required file content.
* Pinned Knowledge Bases for **one-click access**.
* Results: Within 2 months of launching the technical team's Knowledge Base, **5,208 files were accumulated, with single-document reads peaking at 180**.
* Solved by Knowledge Base: **Online and unified accumulation of materials within the organization**, with the Knowledge Base structure designed to **systematically manage department and organization knowledge**.
### Ximalaya: Reduce Employee Learning, Communication, and Collaboration Costs with Knowledge Base
Rapid business growth has led Ximalaya to expand to over a dozen product lines, with the employee headcount nearly quadrupling within a year. Faced with growing workloads and team size, Ximalaya chose DingTalk Docs and Knowledge Base as its collaboration and knowledge management tools. By enabling new ways of collaboration for production, product, R\&D, and operations teams, the company has effectively improved work efficiency.
**Pain points:** From topic planning to operational promotion and post-project review, cross-department work and communication were misaligned, making project advancement difficult. Internal standards, files, and updates were shared via offline files and email forwards, making the latest version hard to confirm and difficult to find. Employees could only learn internal knowledge by "asking around"—a costly and inefficient process.
Practices:
* **Hot IP project management: aggregate project content in the Knowledge Base for review and access**
Hot IP series planning is one of Ximalaya's core content projects. Currently live shows such as "High-IQ Crime" and "Who Is the Killer" are hot IPs carefully crafted by the team. Producing a successful IP project involves cross-functional collaboration both internally and externally—copyright, business development, marketing, operations, R\&D, and more. As the producer and project lead, Vivian uses DingTalk Docs Knowledge Base to create dedicated Knowledge Bases for different IPs, organizing documents, project progress, and data reports by function. Project members can view and collaborate in real time.
* **Accumulate weekly reports and team knowledge to drive member growth**
Vivian uses DingTalk Docs and Knowledge Base for team weekly reports, monthly reports, and annual summaries and plans. Every team member can also receive their manager's weekly and monthly reports, ensuring alignment between management and staff, clarifying business goals, and sharing problems and solutions. New department hires can quickly understand the business by reading summary documents accumulated by team members in the Knowledge Base, lowering the learning curve and accelerating onboarding.
### Joyvio Group: Boost "Core Knowledge Competitiveness" with Knowledge Base and Accelerate Organizational Innovation
Joyvio Group believes knowledge management should not be a nice-to-have, but something every organization should prioritize today. Joyvio places knowledge management above digitalization, establishing a dedicated "Knowledge and Digitalization Center" that uses DingTalk Docs and Knowledge Base to bring this vision to life and unlock the organization's knowledge productivity. Joyvio's focus on knowledge management is driven by two main considerations:
**Pain points:** Every organization has employee turnover. As a knowledge-intensive industry, Joyvio Group is especially exposed to this risk—particularly at the management level, where one person can be a one-person army. When such a person leaves without passing on their experience, that experience is lost, and so is productivity. The cost impact on the organization is enormous.
**Practices:** Through DingTalk Docs, Joyvio turns employees' tacit knowledge into explicit knowledge, and through Knowledge Base it manages, distributes, and innovates on accumulated documents in a structured way. This approach passes on experience and accumulates knowledge, effectively unlocking the organization's knowledge productivity.
**Pain points:** Organizations don't lack knowledge—they lack methods and tools for knowledge management. Knowledge ends up in the hands of a few, unable to circulate or help more employees grow.
**Practices:** Through Knowledge Base sharing, employees can amplify their value during their work. On one hand, employees' experience becomes the organization's knowledge asset. On the other, when their work is recognized, employees gain better growth opportunities within the company.
## Quickstart with Knowledge Base
### Create a Knowledge Base
* Open the DingTalk Docs home page, click **Knowledge Base** in the left navigation, and click **New Knowledge Base** in the top-right corner.
* You can use **Create from template** or create a **blank Knowledge Base**. Set the name, description, and visibility, then click **Create**. Once a new Knowledge Base is created, the creator becomes its admin.
### Add Admins and Members
After creating a Knowledge Base, you can add more admins and members. Here is how:
**Method 1: Admin console**
In the Knowledge Base, click **Settings** in the top-right corner, or click **Settings** below the table of contents to open the Knowledge Base admin console. You can also click **Members and permissions** below the table of contents to jump directly to the admin console.
In **Members and permissions**, add members and set their permissions. To set someone as an admin, give them **Manage** permission. For regular members, choose from **Edit**, **View/Download**, or **View only**.
To change an existing member's permissions, simply select that member and update the permissions.
**Method 2: Sharing panel**
On the Knowledge Base home page, click **Share** in the top-right corner. In the sharing panel, add a Contact and set their permissions.
To change permissions for an existing member, click **Manage permissions** in the sharing panel and update the permissions for that member.
### Share the Knowledge Base
* Knowledge Base members can share the Knowledge Base. Click **Share** on the Knowledge Base home page to get a sharing Link or share directly to a Chat, and set permissions for the recipients.
* Internal sharing: To share the Knowledge Base with project members, set the scope to members only. To share with everyone in the organization—such as company policies or employee handbooks—set the scope to **Public within organization**.
* External sharing: For cross-organization collaboration, set the Knowledge Base sharing scope to **Public on the internet**, and configure whether link recipients can edit or comment.
* You can also publish a Knowledge Base as a public web page for use as a website or User Guide. Here is how:
Step 1: Enable Knowledge Base publishing. Click **Share**, turn on **Public publishing**, select the documents to publish, and submit for manager approval.
Step 2: Submit the manager approval process. The manager reviews the content and either approves the publication or rejects it back to the publishing workflow.
Step 3: Publishing succeeds. After approval, the document is published externally and an external link is generated. Visitors can view the content via the link without signing in to DingTalk.
## Knowledge Base Users
### View Knowledge Bases
* On the DingTalk Docs home page, click **Knowledge Base** to see all Knowledge Bases you have access to, including those visible to the entire organization and those where you are a **member** or **admin**. Click to enter.
* On the Knowledge Base home page, you can find a target Knowledge Base by searching, or hover over a frequently used Knowledge Base and select **Pin** to pin it at the top for quick access.
### Use the Navigation Bar
* Collapse the panel: Click the **Collapse panel** button at the top of the navigation bar to collapse it. When the Knowledge Base table of contents is collapsed, you can quickly expand or collapse the tree with your mouse to browse the structure more efficiently.
* Expand the panel: When collapsed, click the **Expand panel** button at the top to expand and pin the panel.
* Adjust panel width: Move the cursor to the boundary between the navigation bar and the document detail page, and drag to adjust the width.
[View the attachment "Use the navigation bar.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/m0Xw6OYE4D7VLADMw5xdJRq13rbjgPM5?iframeQuery=anchorId%3DX02mff161ur13s2dh6oz99)
### Upload or Create Content
* Knowledge Base members can add various types of pages to enrich the Knowledge Base. Click the **+** button on the table of contents to create online documents such as Document, Spreadsheet, AI Table, Mind Map, and Whiteboard, as well as apps such as Form and AI Minutes.
* Choose **Upload local file or import as online document** to upload local files to the Knowledge Base, or convert local files to online documents and save them in the Knowledge Base.
### Organize Pages
* After adding various types of pages and content to the Knowledge Base, drag pages directly to adjust their position in the table of contents and keep the structure tidy.
[View the attachment "Organize the table of contents.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/m0Xw6OYE4D7VLADMw5xdJRq13rbjgPM5?iframeQuery=anchorId%3DX02mff194hx31xshg1c56m)
* At the top of the Knowledge Base table of contents, click the **table of contents arrow** to sort files by **file name, Created time, Update time**, and more.
* Use the search box on the Knowledge Base home page or inside a Knowledge Base to search and access content you have permission for.
### Download Knowledge Base Files
Members with download permission can batch select files in the Knowledge Base and download them locally with a single click—no more tedious repetitive actions, making knowledge management easy and efficient.
## FAQ
### Q: Why Can't I Create a Knowledge Base?
A: You may not be in the scope authorized by the Super Admin to create Knowledge Bases. Contact your Organization Admin to open the Admin Console, click **Document**, and in **Collaboration product settings**, grant the permission to create DingTalk Knowledge Bases.
### Q: As a Knowledge Base Admin, Why Can't I Set My Knowledge Base to Public on the Internet?
A: Public on the internet may not be enabled in the organization's collaboration product settings. Contact your Organization Admin to open the Admin Console, click **Document**, and turn on **Public on the internet** in **Collaboration product settings**.
### Q: Why Can't I Grant Knowledge Base Permissions to External Users?
A: The Organization Admin may have disabled sharing documents and Knowledge Bases with external users in the collaboration product settings. Contact your Organization Admin to update the setting.
## Related Content
* [Manage Knowledge Base permissions](/docs/knowledge-base/permissions)
* [Migrate from Confluence](/docs/knowledge-base/migrate-from-confluence)
* [Group Knowledge Base FAQs](/docs/knowledge-base/group-kb-faq)
# Add Files to a Knowledge Base
Source: https://help.dingtalk.io/docs/knowledge-base/add-files
Add files to a Knowledge Base from multiple sources — local disk, chat messages, Quick Meeting notes, and work logs — in just a few clicks, centralizing materials from all scenarios for easier knowledge management.
The Knowledge Base supports adding **local files, Chat Files, Quick Meeting notes, and logs**, making it easy to organize and store materials across multiple scenarios for more efficient knowledge management.
## How to Add Local Files to a Knowledge Base
Open the **Home page** of the Knowledge Base >> click the "" in the left Table of contents >> select and upload a local file or Folder to the Knowledge Base.
## How to Add Chat Files to a Knowledge Base
**Local document**: Click \[Add to…] in the lower-right corner of the document Card, then select the target Knowledge Base.
**Online document:** Click \[Add to…] in the lower-right corner of the document Card, then select the target Knowledge Base.
## How to Add a Quick Meeting to a Knowledge Base
Open the Quick Meeting document >> click \[...] in the upper-right corner >> select \[Add link to], then choose the target Knowledge Base and Table of contents.
## How to Add Logs to a Knowledge Base
Open the log you want to add to the Knowledge Base >> click \[Add to] >> select the target Knowledge Base and Table of contents.
## How to Add Group Files to a Knowledge Base in Bulk
In the Group Chat window, click the **Zoom icon** at the top >> select \*\*\*\* >> open the Group files dialog, select multiple files to add to the Knowledge Base >> click **\[Add to]** >> choose the target Knowledge Base and Table of contents. You can add not only documents, Spreadsheets, and PDFs, but also Folders, audio files, and more.
# Basic Operations of Knowledge Base
Source: https://help.dingtalk.io/docs/knowledge-base/basic-operations
A guide to essential Knowledge Base operations: how to access it on desktop and mobile, create and name a Knowledge Base, manage the directory structure, and configure member access and favorites.
## 1. Knowledge Base Entry
* Desktop: DingTalk left toolbar — Open Docs — Select Knowledge Base
* Mobile: Bottom menu bar — More — Tap Docs — Knowledge Base
## 2. How to Create a Knowledge Base
* Desktop: On the Docs Home page, go to Knowledge Base, click Create Knowledge Base, choose a blank or template Knowledge Base, click Next to create, then set the Knowledge Base name and Profile Photo to complete creation.
## 3. How to Modify the Knowledge Base Name and Icon
* When creating a Knowledge Base, you can set its name and icon.
* Click the "…" icon on the right side of the Knowledge Base, select Settings, then choose Knowledge Base Info. You can also find the settings to modify the Knowledge Base name and Profile Photo here.
## 4. How to Delete a Knowledge Base
* Delete a Knowledge Base: Click the upper-right corner of the Knowledge Base to enter Settings — Premium Settings, click Delete Knowledge Base, follow the prompts to enter the "Knowledge Base name" to confirm, and the deletion will be completed.
* **Note: Once a Knowledge Base is confirmed for deletion, all Content will be deleted and cannot be recovered. Proceed with caution.**
## 5. How to Create a File in a Knowledge Base
* Desktop method 1: Go to the Knowledge Base Home page, open the left-side Table of contents, click "+" — Create Online document, and select the File Type you want to create.
* Mobile method: Open the Knowledge Base, tap "+" in the lower-right corner, and select the File Type you want to create from the floating window.
## 6. How to Switch the Knowledge Base of an Organization/Organization/Team
* All Content created in the DingTalk Docs Knowledge Base belongs to the Organization/Organization/Team. You must switch to the current Organization/Organization/Team to view its Document Content.
# Group Knowledge Base FAQs
Source: https://help.dingtalk.io/docs/knowledge-base/group-kb-faq
Answers to common Knowledge Base questions: how to access it, share documents, manage member permissions, and understand the difference between personal and enterprise accounts — all in one place.
Knowledge Base is fully available. No application is required. Access it through the following paths:
On the DingTalk mobile app, tap **More** at the bottom, then go to **Docs** > **Knowledge Base**.
On the DingTalk desktop app, go to **Docs** > **Knowledge Base**.
Documents in Knowledge Base can be shared with users inside or outside your organization. To share a document:
1. On the DingTalk mobile app, tap **More** at the bottom, then go to **Docs** > **Knowledge Base**. Tap the target knowledge base, open the document, tap the **...** icon in the upper-right corner, and tap **Share**. You can share the document as a long image, QR code, link, or by sending it to a chat.
2. On the DingTalk desktop app, go to **Docs** > **Knowledge Base**. Open the target document and click **Share** in the upper-right corner. You can share the document as a link or by sending it to a chat.
Knowledge Base is a professional and efficient enterprise knowledge management platform developed by Alibaba Group. It helps organizations build a knowledge management hub and enables internal document collaboration. It is simple and easy to use. After an admin creates a knowledge base and adds users, multiple people can share it with real-time syncing. Team members can use it to record all content produced through internal collaboration.
**Tips:**
1. Personal users: Knowledge Base is not available. The page prompts users to join or create an organization.
2. Organization users: Create a knowledge base and add team members to collaborate on building it and accumulating organizational knowledge.
Knowledge Base supports the following file formats (up to 20 MB per file): .docx, .xlsx, .doc, .xls, .txt, .xmind, .markdown, .mark, .md. To import a file, on the DingTalk desktop app, go to **Docs** > **Knowledge Base**, open the target knowledge base, click **+** > **Import as online document**, then select and import the file.
Knowledge base admins can assign permissions to users. The available permissions are: Can manage, Can edit, Can view/download, Can view only, and Set as owner. Permission details:
1. **Can manage:** Edit, upload, download, and delete.
2. **Can edit:** Edit, upload, and download.
3. **Can view/download:** Download, copy, and print.
4. **Can view only:** Preview online only. Copying and downloading are not allowed.
5. **Set as owner (desktop only):** Transfer ownership to another user.
Yes. Deleted documents are moved to the **Recycle Bin**. To find them, open the target knowledge base and click the **Recycle Bin** icon in the lower-left corner. Tips: You can **Restore** files in the Recycle Bin or **Permanently delete** them.
No. Online documents in Knowledge Base do not take up DingTalk Drive storage.
Users with edit permission for a knowledge base can move documents from it to another knowledge base within the same organization. Moving an entire knowledge base into another one within the same organization is not supported. Moving a knowledge base across organizations is also not supported.
Tips: This action is currently supported on the desktop app only and is not available on the mobile app. To move a document, in the left table of contents, click the **...** icon next to the target document, then select **Move to** > target location > **Move**.
Yes. Knowledge Base is currently free to use.
The top of each knowledge base document displays the editors (all users who have edited the document), the last update time, and the number of readers (with details of each reader).
***
# Migrate from Confluence
Source: https://help.dingtalk.io/docs/knowledge-base/migrate-from-confluence
Export a Confluence space as a zip file and import it into DingTalk Docs Knowledge Base in a few steps — supporting both Cloud and Server editions — to consolidate enterprise knowledge in one centralized platform.
Migrate Confluence spaces to DingTalk Knowledge Base to achieve true one-stop knowledge accumulation and management for your organization, and boost work efficiency. Avoid fragmented management across different collaboration platforms that drags down productivity.
You can export an entire space in Confluence as a zip file and migrate it to DingTalk Knowledge Base. Once the file is parsed, the imported space content becomes a standalone DingTalk Knowledge Base.
***
## Step 1: Export a Zip File from Confluence
### Export Steps for Cloud Version
1. Open the space you want to migrate, select **Space settings**, click **Content tools**, and then choose **Export**.
2. Select **HTML** as the export format, click **Next**, and then choose **Normal Export**.
3. After submitting the export task, wait for Confluence to export the space. Once the task is complete, click **here** to download the file locally.
*Note: Normal Export exports the entire knowledge base; Custom Export lets you export a single page, and the process cannot be paused.*
***
### Export Steps for Server Version
1. Open the space you want to migrate, select **Space administration**, click **Content tools**, and then choose **Export**.
2. Select **HTML** as the export format, click **Next**, and then choose **Normal Export**.
3. Select the space pages to export, click **Export**, and once the export is complete, click **here** to download the file locally.
*Note:*
1. *The Space administration button is usually in the lower-left corner of the page. Its location may vary across versions.*
2. *Normal Export exports the entire knowledge base; Custom Export lets you export a single page, and the process cannot be paused.*
***
## Step 2: Import to DingTalk Knowledge Base
1. Go to **DingTalk Docs - Knowledge Base**, click **Import** in the upper-right corner, and select Import Confluence Space.
2. On the import settings page, select the **zip file** and enter the Confluence space URL, then click **Import**.
After the import task is complete, the corresponding Confluence space appears in your Knowledge Base list.
***Note:***
1. *The zip file is the one exported in Step 1.*
2. *Confluence space URL: Paste the URL of any content page from the corresponding space in the original Confluence. After import, all Confluence reference links in the original space are replaced with DingTalk Knowledge Base links.*
3. *Currently, the upload limit for a single zip file is **500 MB**.*
***
# Manage Knowledge Base Permissions
Source: https://help.dingtalk.io/docs/knowledge-base/permissions
Manage Knowledge Base permissions at three levels: adding members and assigning roles for the entire Knowledge Base, setting per-document access independently, and configuring global permissions from the organization admin console.
## 1. How to Access the Permissions Console
* Access the Settings console: On the Document Home page, click **More** in the lower-left corner, then select **Organization settings** and choose your organization to open the permissions console.
## 2. How to Add, Modify, or Remove Knowledge Base User Permissions
* On the Knowledge Base home page, click **Settings** and go to **Users and permissions** to open the management page. Click **Add user** to add users to the Knowledge Base and configure their permissions. You can also modify or delete these permissions. The available permission types are: **Can manage, Can edit, Can view/download, View only, and Remove permissions**.
* **Note: When you grant or revoke Knowledge Base user permissions using the methods below, the corresponding permissions for all documents within the Knowledge Base are granted or revoked at the same time.**
## 3. How to Add, Modify, or Remove Permissions for a Single Document in a Knowledge Base
* To grant a user access to a single document within a Knowledge Base, open the document, click **Share** in the upper-right corner to open the permissions window, and then click **Add specified user** to add users. You can also modify or remove permissions for users who already have access.
## 4. How Employees Apply for Document Permissions Within a Knowledge Base
* When you open a document without access, you can request permissions from the document Owner or the Knowledge Base Admin. Available permissions include Can edit, Can view/download, and View only.
## 5. How to Set a Security Watermark for the Knowledge Base
* To protect document Content, the Knowledge Base supports two security settings: **Display visitor watermark on documents** and **Leak prevention**. To configure: open the Knowledge Base settings, locate the security settings, and turn on the security features you need.
* The watermark displays the Company Name + Name + last 4 digits of the mobile number.
* When Leak prevention is on, users are restricted from downloading or printing, and copying is disabled when viewing DingTalk Docs.
## 6. How to Delete and Restore Documents in a Knowledge Base
* When you delete a document from a Knowledge Base, it is moved to the Recycle Bin. To restore the document, go to the Recycle Bin and restore it from there.
***
# Share and Publish a Knowledge Base
Source: https://help.dingtalk.io/docs/knowledge-base/share-and-publish
Share and publish your Knowledge Base: get a shareable link, send it to a chat, share individual documents with separate permissions, or publish the entire Knowledge Base publicly for external access.
## 1. Share a Knowledge Base
* Knowledge Base users can share a Knowledge Base by clicking **Share** on the Knowledge Base home page. You can get a share link or share it directly to a chat, and set Knowledge Base permissions for the recipients.
## 2. Share a Single Document in a Knowledge Base
* Knowledge Base users can also share a single document and set its permissions. Recipients only get permissions to that document. Permissions for other documents in the Knowledge Base must be set separately, which ensures the security and confidentiality of documents in the Knowledge Base.
## 3. Publish a Knowledge Base Document
* The publishing feature is simple and clear. Follow the tutorial below to easily learn how to publish, update content, and unpublish documents in a Knowledge Base.
* Currently, online documents can be set to publish. Supported types include DingTalk Docs, Spreadsheet, and DingTalk Mind.
* Step 1: Turn on Knowledge Base publishing. Click Share, turn on publish, select the documents to publish, and submit for manager approval.
* Step 2: Submit the manager approval process. The manager reviews the published content and can either accept the publishing or decline it and return it to the publishing process.
* Step 3: Publish success. After the review is approved, the document is published successfully and you get an external link. The link can be accessed without signing in to DingTalk to view the content directly.
## 4. Update a Published Document
* After the content of a published document is updated, select Update Document, select the document to publish, and confirm the update. Submit it for manager review as usual. The subsequent process is the same as the publishing process. After the manager review is complete, the content update is complete.
## 5. Unpublish a Knowledge Base
* On the Knowledge Base home page, click Share, then click "Cancel Publishing" and confirm to close the Knowledge Base publishing feature. All external access links to published documents in the Knowledge Base will become invalid.
***
# Centralize Your Materials
Source: https://help.dingtalk.io/docs/knowledge-base/unified-management
Centralize all materials in DingTalk Docs: use the Add to panel from any chat file to save videos, images, documents, and more to My Docs, Team Files, or a Knowledge Base, with unified access across the integrated DingTalk Drive.
## 1. All Files, Centralized in One Place
### Centralized Storage in One Place
In DingTalk Chat, whether it is a video, image, audio, online document, or local file, click **More** on the file card to launch the unified DingTalk Docs save panel. You can save the file to **My Docs**, **Team Files**, **Knowledge Base**, or any other location.
### Integrated with Drive Team Files
DingTalk Docs integrates Drive Team Files, providing one-stop access to and management of shared files.
We recommend storing large quantities of large local files (such as images and videos) shared by the team in Team Files.
### Integrated with Drive My Files
My Docs integrates Drive My Files. Personal work materials for individual learning and use can all be stored in **My Docs** for one-stop management.
Multiple sorting methods and drag-and-drop organization are supported, accommodating the habits of both Docs and Drive long-time users.
### Knowledge Base for Daily Team Document Management and Storage
Knowledge Base is an enterprise knowledge management platform that integrates knowledge accumulation, transfer, and collaboration.
For online documents, local spreadsheets, and other files that require multi-user collaborative online editing and repeated sharing, choose **Knowledge Base** for storage and management.
## 2. Quickly Find Target Files
### Global Search
Open the Home page from the **Document** entry in the left sidebar of DingTalk. Enter a keyword in the top search bar to search all content from DingTalk Docs and Drive.
You can also use filters such as location, creator, and sharer to perform precise searches and quickly locate the target document.
### Share
A new Share module enables efficient retrieval of content shared with you or shared by you through methods such as adding permissions and chat sharing.
### Find Favorites
Favorite all content from DingTalk Docs or Drive in one place, and find favorite files from multiple dimensions.
## 3. Efficient Management and Secure Transfer
### Bulk Actions
The Knowledge Base table of contents supports bulk move, copy, and delete actions, eliminating repetitive back-and-forth operations. Organize files quickly and make knowledge management faster and more efficient.
Method 1: On the left sidebar table of contents of the Knowledge Base, click the bulk action icon, select the content to act on in bulk, and then choose the copy, move, or delete icon.
Method 2: On the Knowledge Base Home table of contents, hover over a file or folder to display a checkbox. Select the checkboxes of the files or folders you want to act on in bulk.
### Security Management
Security permission controls have been upgraded with new **Watermark** and **Leak Prevention** settings to strengthen document data security and make permission management more efficient.
| **Security level** | **Steps** |
| ------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Security configuration for all documents in the organization | On DingTalk desktop, go to **Document** > **More** (bottom) > **Organization settings** to enter the admin console, and configure it under **Permissions and security** in the collaboration product settings. \*This setting is available to admins only. |
| Security configuration for all documents in a Knowledge Base | Go to the Knowledge Base admin console > **Security settings** to configure. \*This setting is available to Knowledge Base admins only. |
| Security configuration for a single document | On a single document, go to **Manage permissions** and click **Permission configuration**. \*This setting is available to the document owner and managers only. |
# Upload Local Files
Source: https://help.dingtalk.io/docs/knowledge-base/upload-local-files
Want to upload your existing PPTs to Knowledge Base for unified management?
* Want to upload your existing PPTs to Knowledge Base for unified management?
* Want to share local images and videos with multiple teams?
* Want to consolidate Quick Meetings, logs, and other content into your projects?
...
Now you can do all of this! DingTalk Docs supports uploading local files such as PDFs, PPTs, images, audio, and video. You can also import Quick Meetings and logs into Knowledge Base with one click.
Make team knowledge management effortless and well-organized!
## Currently Supported Local File Types and Formats:
| **File Type** | **Supported formats** | **Standard plan** **size limit** | **Professional plan** **size limit** | **Dedicated plan** **size limit** | **DingTalk Office Suite** **Basic plan size limit** | **DingTalk Office Suite** **Flagship plan size limit** | **DingTalk Office Suite** **Premium plan size limit** |
| --------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ------------------------------------- | ----------------------------------------- | -------------------------------------- | -------------------------------------------------------- | ----------------------------------------------------------- | ---------------------------------------------------------- |
| Document | pdf, pptx, ppt, pot, potx, pps, ppsx, dps, dpt, pptm, potm, ppsm, xls, xlt, et, ett, xlsx, xltx, xlsb, xlsm, xltm, csv, doc, dot, wps, wpt, docx, dotx, docm, dotm, txt, xmind | Up to 4 GB per file | Up to 20 GB per file | Up to 20 GB per file | Up to 50 GB per file | Up to 100 GB per file | Up to 100 GB per file |
| Image | jpeg, bmp, png, jpg, ico, webp | | | | | | |
| Audio and video | 3GP, AVI, FLV, MP4, M3U8, MPG, ASF, WMV, MKV, MOV, TS, WebM, MXF, AAC, AC-3, ADPCM, AMR, DSD, MP1, MP2, MP3, PCM, RealAudio, Windows Media Audio | | | | | | |
| Other | ZIP archives | | | | | | |
## Action Details
### How to Add Local Files to My Knowledge Base?
Click "Docs" in the left sidebar of DingTalk to enter the Docs **homepage** >> click the icon in the upper-right corner >> select to upload a local file or folder. The file is saved to "My Docs". Click it to view.
### How to Add Local Files to a Specific Knowledge Base?
Select the Knowledge Base **homepage** >> click "" in the left Table of contents bar >> select to upload a local file or folder to this Knowledge Base.
# Upload vs. Import
Source: https://help.dingtalk.io/docs/knowledge-base/upload-vs-import
Understand the difference between Upload and Import in Knowledge Base: uploading preserves the original file format for link-based sharing, while importing converts Word, Excel, and XMind files into editable online DingTalk Docs formats.
## What Are Upload and Import?
### Upload:
Upload any type of local file to a Knowledge Base, with preview support for select formats. After uploading, get a file link to share **without changing the file format**.
How to upload: On the **Knowledge Base homepage** >> click "" in the left-hand table of contents >> select to upload a local file or folder to the Knowledge Base.
### Import:
Import certain types of local files to a Knowledge Base, **converting them into online files**. Get a document link to share, **with the file converted to DingTalk Docs format**.
How to import: On the **Knowledge Base homepage** >> click "" in the left-hand table of contents >> select **Import as online document**.
The format conversion for different file types after import is as follows:
| **Local file type** | **Online file type** |
| ---------------------------------- | -------------------- |
| doc, docx, markdown, mark, md, txt | DingTalk Docs |
| xls, xlsx | Spreadsheet |
| xmind | DingTalk Mind |
## Which File Types Do Upload and Import Support? Are There File Size Limits?
Upload **supports preview for a wide range of file types**, with a maximum of 8 GB per file. Import **supports only document types**, with a maximum of 20 MB per file.
The differences are as follows:
| **Method** | **File Type** | **Supported preview formats** | **Size limit** |
| ---------- | --------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ------------------ |
| Upload | Document | pdf, pptx, ppt, pot, potx, pps, ppsx, dps, dpt, pptm, potm, ppsm, xls, xlt, et, ett, xlsx, xltx, xlsb, xlsm, xltm, csv, doc, dot, wps, wpt, docx, dotx, docm, dotm, txt, xmind | 8 GB max per file |
| | Image | jpeg, bmp, png, jpg, ico, webp | |
| | Audio and video | 3GP, AVI, FLV, MP4, M3U8, MPG, ASF, WMV, MKV, MOV, TS, WebM, MXF, AAC, AC-3, ADPCM, AMR, DSD, MP1, MP2, MP3, PCM, RealAudio, Windows Media Audio | |
| | Other | zip archive | |
| Import | Document | docx, xlsx, doc, xls, txt, xmind, markdown, mark, md | 20 MB max per file |
## When Should You Use Upload and When Should You Use Import?
| **Method** | **Use case** |
| ---------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Upload | \* Move existing team PPTs and document materials to a department Knowledge Base for centralized management.
\* Share local images and videos with multiple teams. |
| Import | \* Convert local files into online files. |
## Do Upload and Import Consume Organization Storage?
**Upload File** **consumes organization storage**, while **Import as online document** **does not consume organization storage**. Details are as follows:
| **Method** | **Billing target** | **Files counted toward storage** | **Notes** |
| -------------------------------------------------------------------------------- | -------------------------------------- | -------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Upload** Upload local files or folders to My Docs or Knowledge Base | The space at the upload location | All uploaded files | \* When uploading a folder directly, only the files inside the folder count toward cloud storage; the folder itself does not.
\* Viewing images, videos, and files owned by others does not consume your storage. |
| **Import** Create or Import as online document in My Docs or Knowledge Base | \[Free for a limited time] Not counted | \[Free for a limited time] Not counted | \[Free for a limited time] Not counted |
For details on how DingTalk Docs storage is calculated, see: How is DingTalk Docs storage calculated?
***
# How to Use Knowledge Base Templates
Source: https://help.dingtalk.io/docs/knowledge-base/use-templates
Save frequently used documents as Knowledge Base templates so team members can create new documents with a consistent structure instantly, standardizing formats for reports, plans, and other recurring document types.
## 1. What Is a Knowledge Base Template?
* Save daily work documents as Knowledge Base templates. Knowledge Base members can use these templates to quickly create documents, keeping team file formats and content consistent and improving team collaboration efficiency.
## 2. How to Create and Use a Knowledge Base Template
* Save a document as a Knowledge Base template: On the document, click **More…** in the upper-right corner, click **Save as template**, and then click **Save as template for this Knowledge Base**.
* Create a document from a Knowledge Base template: When creating a new document, select **Create from template**, and then click **From Knowledge Base**.
## 3. What Are the Benefits of Knowledge Base Templates?
* Knowledge Base templates standardize the style of team document content and improve the editing efficiency of Knowledge Base members. For example, you can save team weekly reports or monthly reports as Knowledge Base templates, or save a business plan template as a Knowledge Base template to standardize the format and content.
***
# Mix and Match Creative Layouts
Source: https://help.dingtalk.io/docs/knowledge-group/advanced-layouts
Five creative layout styles for DingTalk Knowledge Group pages, with examples for each.
Below are five creative layout styles you can mix and match. Each style is built step by step using the custom homepage editor.
**Style 1**
Step 1: Enter the custom homepage screen, add a layout, and select the three-column layout.
Step 2: Drag the carousel module into each column one by one.
Step 3: Click Save to return to the team homepage. Click the pencil icon or click Add to enter editing mode.
Step 4: Upload an image and configure the DingTalk Docs document or link to redirect to.
Step 5: After editing, click Confirm to return to the team homepage. You can edit the title of each column above the image. Configure the content of each column one by one to achieve this style!
**Style 2**
Step 1: Enter the custom homepage, first add a layout, and select the single-column layout.
Step 2: After adding the layout, drag the "Quick Entry" module into the layout.
Step 3: Save the custom page and enter the team homepage.
Step 4: In this module, click Add Content.
Step 5: For each quick entry, you can customize the icon (uploading your own is also supported) and the redirect target.
Step 6: Add the quick entries you want to display one by one.
Step 7: After adding them, save and return to the homepage, then select the grid style to achieve this display effect!
**Style 3**
Step 1: First add a layout on the custom page.
Step 2: Drag the free content module into it, then save.
Step 3: Return to the team homepage and click Add.
Step 4: Click Insert Column.
Step 5: Continue to insert columns within the column. Click the = symbol, then click the palette icon to adjust the background color of the column.
Step 6: Each column supports inserting images, videos, and other content. You can also insert links and customize text content.
Step 7: After filling in the content, you can use the toolbar to customize the Font Size, color, and more.
Step 8: After saving, you can achieve this effect. To add multiple rows, simply insert columns multiple times.
**Style 4**
Step 1: On the custom page, click Add Layout.
Step 2: Drag the free content module here.
Step 3: Save the custom page.
Step 4: Return to the team homepage and click Add.
Step 5: Insert a column.
Step 6: Insert three columns. You can continue to insert columns within columns.
Step 7: Choose the background and border color for the columns.
Step 8: Enter content in the columns and click Confirm to achieve the styled effect!
**Style 5**
Step 1: On the custom homepage screen, click to add a two-column layout.
Step 2: Drag the quick entry module into each of the two columns. Save and return to the team homepage to add content.
Step 3: The quick entry icons support uploading custom images.
Step 4: Fill in the content you want to display one by one, then click Confirm.
Step 5: Return to the team homepage, click "…", and select the card style.
Step 6: For the second column, follow the same steps and select an icon (icons also support color selection!).
Step 7: After filling in all the content, click Confirm.
Step 8: Return to the team homepage to see the display effect.
**The styles above are for reference only. Feel free to unleash your creativity and design even more beautiful and practical layouts!**
# Create a Knowledge Group
Source: https://help.dingtalk.io/docs/knowledge-group/create-knowledge-group
Learn how to create a Knowledge Group in DingTalk Docs. Choose from blank, department, project, or interest group types to centrally manage members, Knowledge Bases, and resources for your team's collaboration space.
Create a Knowledge Group to centrally integrate and manage users, Knowledge Bases, pages, and resources, with rich team operation capabilities. Create a blank group to customize team knowledge management by department, project team, or other scenarios. You can also choose from team types such as department, project team, or interest group, with preset template content to help you quickly create the corresponding group.
## How to Create a Knowledge Group
### Select the Type of Group You Want to Create
Open the DingTalk Docs Home, click in the left navigation bar to switch to the "Groups" Home, and click "Create Group" in the top right corner to create a new group.
Available types include department, project team, interest group, and blank group.
### Blank Group
Customize group user management by dimensions such as department or project team, and use multiple Knowledge Bases within the group to organize team knowledge.
### Department Group
Create a department group by department to accumulate, circulate, and manage knowledge documents such as new employee handbooks, weekly reports, business updates, and organizational culture. When you create a department group, you must bind it to a department in the organization, and the department employees will be synchronized as group users.
### Project Team
Create a project group to accumulate project documents and collaborate on project progress. This includes project plans, project user introductions, project management, and team activity. Effectively accumulate and manage important project documents.
### Interest Group
An interest group helps teams with shared interests accumulate knowledge and conduct online sharing and communication. Within the group, users can share interests, plan and manage events, introduce the group, and share professional knowledge.
### Configure Group Information
For a newly created group, set the name, description, and bind a department. After you bind a department, the department employees will be synchronized as group users.
# Customize the Group Home Page
Source: https://help.dingtalk.io/docs/knowledge-group/customize-homepage
Learn how to customize a Knowledge Group home page by adding layouts and configuring modules such as carousels, Knowledge Bases, and member showcases, with visibility controls to build your team's dedicated portal.
Customize the home page to showcase your group's team culture, Knowledge Base, and members. This helps users understand team activities, stay updated, and quickly access frequently used documents to boost Team collaboration efficiency.
## How to Build the Knowledge Group Home Page
On the group Home page, click **Layout** on the right to enter the Custom Home page editor. Set up the Home page by adding layouts, inserting modules, and configuring visibility Permissions.
### Add a Layout
After adding a layout, you can insert the modules you want to display and configure their Content. Four layout styles are currently supported. Select the one that best fits the type of Content you want to display.
### Add Modules to a Layout
After adding a layout, drag the required modules from the Component panel into the layout. For example, to add a carousel module, drag it in and configure the module Title. Once saved, you can configure the module Content on the Home page.
### Configure Module Content
After saving and returning to the Home page, configure the Content of the newly added modules. For example, if you added a carousel module in the previous step, you can set the Title, Upload Images, display text, and redirect Links.
# Department Home Page Example
Source: https://help.dingtalk.io/docs/knowledge-group/department-homepage-case
A real-world case showing how to build a department Knowledge Group home page using a four-step method: assign an admin, plan content modules, group Knowledge Bases by topic, and configure custom layouts.
## What Is a Group Home Page
The group home page is the page that opens by default when users visit a group. Use it to flexibly showcase your team's important information. The home page supports custom Layout, content modules, and User visibility, helping your team organize the Knowledge Base by Subject and build a knowledge Space and cultural hub.
## Build a Department Group Home Page to Help Users Quickly Understand the Team
After creating a department group, you can start building the home page content, including mission and vision, goals and plans, business Activity, team culture, Knowledge Base, popular Documents, and User highlights. Every User who visits the home page can clearly understand the department's mission.
## How to Build a Department Group Home Page
Using DingTalk's department home page as a reference, you can build a department group home page in four steps: Set up an Admin, organize content modules, group the Knowledge Base, and customize the Layout.
### Step 1: Determine or Assign a Department Group Admin
Before building the department home page, determine or assign a User who is familiar with the department's business and team as the Admin. Recommended Roles include the department head, HR lead, secretary/assistant, or IT lead. These Roles are familiar with the department's business Activity, team Users, and Organization culture, and can identify which content modules to display on the department home page.
For Help on configuring "Group Users and Admin," see: How to add and manage Knowledge Group Users and Permissions.
### Step 2: Organize Content Modules for the Department Home Page
The Admin organizes the home page content modules based on actual needs. As the department's knowledge Space and cultural hub, the home page helps Users clearly understand the department. The Admin can refer to the following categorization method to organize content modules, and Select which ones to display on the Home page as needed.
### Step 3: Group the Department's Knowledge Bases
When grouping the Knowledge Bases displayed on the home page, you can categorize them by different dimensions. Take DingTalk's department group as an example. Knowledge Bases are grouped from the User Role dimension into three categories: "All Users General," "Functional Team," and "Growth and Training":
* **Trending across the team:** Knowledge Bases Open to all department Users, such as product introductions, launch event Activity, key projects, and Organization culture.
* **Product/Technology:** Knowledge Bases for different functional teams such as product and technology, managing knowledge by functional team dimension.
* **Growth and training:** Knowledge management for Organization culture, growth, and training, helping department Users improve their business Skills.
For Help on configuring "Group Knowledge Base," see: How to use a Knowledge Group to manage multiple Knowledge Bases.
### Step 4: Customize the Department Home Page Layout
When the group Admin visits the home page, the "Customize home page" entry appears in the upper-right corner. Use it to customize the group Home page Layout, set content modules, and configure User visibility.
Add a Layout first, then add functional modules to complete the home page customization.
* **Add a Layout first:** The right side displays the Home page Layout, which supports four Layout styles.
* **Add modules to the Layout:** The "Modules" panel on the left displays various functional modules. Drag these modules into the Layout on the right.
For more Help on "Customize home page," see: [Customize the Group Home Page](/docs/knowledge-group/customize-homepage)
For more advanced layout tips, see: [Mix and Match Creative Layouts](/docs/knowledge-group/advanced-layouts)
## Complete the Build and Share the Department Group Home Page with Everyone
After building the department home page, click "Share" in the upper-right corner to Share the home page with individuals or Group Chats. Users can access the home page directly from the Share Card in the Chat window.
# Knowledge Group FAQs
Source: https://help.dingtalk.io/docs/knowledge-group/faq
Q: What is the difference between Knowledge Group and Knowledge Base?
Both Knowledge Group and Knowledge Base are platforms that provide collaboration and management capabilities.
The difference is that Knowledge Group is a superset of Knowledge Base. A Knowledge Group can consist of multiple Knowledge Bases, effectively aggregating scattered information. In addition to basic uses such as content creation, team collaboration, and knowledge accumulation, it also supports building a team or organization culture homepage to shape a learning-oriented organizational culture. More features are waiting for you to explore.
There are currently two ways to add it.
* Option 1: Import from within the Knowledge Group. On the homepage guide box that appears when you first turn on the group, select \[Import existing Knowledge Base] to import in bulk. However, only Knowledge Bases for which you are the Admin and that have not yet been added to a group can be imported.
* Option 2: Move from within the Knowledge Base. On the homepage of the Knowledge Base you want to move, click in the top right corner, then \[Advanced settings], and select the group under \[Assign to Group].
Yes. On the Knowledge Base options screen of the Group, click \[Import] and select \[Import Confluence Space] to move content from a Confluence space.
Go to \[DingTalk mobile] - \[More] - \[Docs] - \[Knowledge Group], then select the target Group to create and manage it.
Yes. Knowledge Bases within a group inherit group user permissions by default, so the Group Admin also has management permissions for the Knowledge Bases within the group.
Adding External users is not currently supported.
To add to a Knowledge Group: On the group user options screen, the Admin can click \[Add user] - \[Select from Organization] and choose the users to add.
To add to a Knowledge Base: On the Knowledge Base options screen, select the Knowledge Base you want to add users to, click \[...] - , then select \[Users and permissions] - \[Add user] - \[Select from Organization]. Note that this is only supported for Knowledge Bases where you are the creator.
Yes.
Two transfer methods are currently supported.
* Active transfer: The current Owner is generally the Admin by default. On the group user options screen, the individual can use the \[Transfer] action to select a recipient from Contacts or the Organization Structure and transfer management permissions to another person with one click.
* Passive transfer: After the Owner leaves, the Organization Admin can sign in to the DingTalk Admin Console ([https://oa.dingtalk.io/](https://oa.dingtalk.io/)) to transfer the Employee's assets, including Groups. Select the relevant content to complete the transfer.
Up to 200.
Multiple Knowledge Groups can be created within a Department based on Organization Structure tiers. However, only one Knowledge Group can be created or bound per Organization Structure node.
Knowledge Group is currently in invite-only beta. To try it out, contact DingTalk customer support to request access.
# Manage Members and Permissions
Source: https://help.dingtalk.io/docs/knowledge-group/manage-members-permissions
Learn how to manage Knowledge Group members: add or remove users by contact, chat, org structure, or bulk import, and assign roles (Owner, Admin, Member, Read-only) for granular permission control.
After you create a Knowledge Group, manage its users. Using a blank group as an example, you can add or remove users, and set user types that correspond to different permissions.
## How to Add or Remove Users
* Add users: Go to the user management list of the group and click **Add user** in the upper-left corner. You can add users via four methods: **Contacts, Group Chat, organizational structure, or bulk import**. Currently, only users within the organization can be added. External users cannot be added.
* Remove users: For users already added to the group, click **Hide chat** under Action to remove the user from the group.
## Knowledge Group Role Permissions
The roles in a Knowledge Group include: Owner, Admin, User, Read-only user (with download), and Read-only user. The corresponding permissions are as follows:
| Role | Group permissions |
| ------------------------------ | -------------------------------------------------------------------------- |
| Owner | Transfer the group, manage the group, edit the homepage and Knowledge Base |
| Admin | Manage the group, edit the homepage and Knowledge Base |
| User | Edit content |
| Read-only user (with download) | View and download content |
| Read-only user | View only, no download |
## Knowledge Bases Inherit Group Users by Default
Knowledge Bases within a group inherit the group's user permissions by default. To configure permissions separately for a Knowledge Base within a group, go to **Users and permissions** in the Knowledge Base.
# Manage Multiple Knowledge Bases
Source: https://help.dingtalk.io/docs/knowledge-group/manage-multiple-kbs
Learn how to manage multiple Knowledge Bases within a Knowledge Group: create new ones, link or bulk-import existing ones, and display them on the group home page to connect team members with organized knowledge.
A Knowledge Group can be associated with multiple Knowledge Bases, allowing each Knowledge Base to accumulate knowledge dedicated to a specific team or domain. Organize and categorize Knowledge Bases within a group, and connect people with knowledge through the group home page and its members.
## Manage Knowledge Bases in a Knowledge Group
The Owner and Admin of a group can add, transfer, and delete Knowledge Bases within the group.
### Create a New Knowledge Base in a Group
You can either create a new Knowledge Base or associate an existing Knowledge Base to the group home page.
**Option 1:** Go to the group's Knowledge Base list, click Create Knowledge Base, and complete the creation.
**Option 2:** When the Knowledge Base module is displayed on the group home page, you can also create a Knowledge Base directly within the module.
### Add an Existing Knowledge Base to a Group
**Option 1: Bulk import existing Knowledge Bases.** After creating a group, click **Import existing Knowledge Bases** on the home page. You can select Knowledge Bases for which you are the Admin and which do not yet belong to any group.
**Option 2: Set ownership within a Knowledge Base.** For a Knowledge Base that does not belong to a group, click **Settings** > **Premium settings** > **Assign to group** in the upper-right corner, then select the target group.
### Transfer a Knowledge Base to Another Group
Within the group, click the Knowledge Base, select the corresponding Knowledge Base's **…** > **Settings** > **Premium settings** > **Move to another group** to transfer the Knowledge Base to another group.
### Delete a Knowledge Base in a Group
The Owner and Admin of a group, as well as the Admin of the corresponding Knowledge Base, can delete the Knowledge Base. Within the group, click the Knowledge Base, then select the corresponding Knowledge Base's **…** > **Settings** > **Premium settings** > **Delete Knowledge Base**.
### Add or Delete a Knowledge Base Group
**Add a Group:** On the group home page, the Admin clicks the **+** above an existing Group module > **Create Knowledge Base Group**.
**Delete a Group:** Select the Group module to delete, then click **…** > **Delete Group**.
### Adjust the Order of Groups
On the group home page, each Group module has up and down arrows in the upper right. **↑** moves the Group up one position, and ↓ moves it down one position.
### Add or Create a Knowledge Base Within a Group
**Option 1: Create a new Knowledge Base directly.** In the Group module, click **+** > **Create Knowledge Base**.
**Option 2: Add an existing Knowledge Base.** In the Group module, click **+** > **Add existing Knowledge Base**.
### Move a Knowledge Base Between Groups
**Option 1: Drag and drop.** On the group home page, select the Knowledge Base to move, then drag and drop it to its new position.
**Option 2: Use the menu.** Click the **…** in the upper-right corner of the Knowledge Base Card you want to move > **Move to Group**, then make your selection.
### Change the Style of a Group
Select the Group module whose style you want to change, then click **…** in the upper-right corner. Four styles are currently supported: **Details, Card, Thumbnail, and Large image**.
# What Is a Knowledge Group?
Source: https://help.dingtalk.io/docs/knowledge-group/what-is-knowledge-group
Knowledge Group is DingTalk Docs' team knowledge collaboration and management tool. It bridges Knowledge Bases and team members, breaks down information silos, and supports knowledge production, accumulation, circulation, and cultural showcasing.
Knowledge Group is a team knowledge collaboration and management tool launched by DingTalk Docs. It **helps enterprises and organizations build** dedicated knowledge spaces for departments, projects, and interest groups, **and organize Knowledge Bases by subject.** With Knowledge Group, you can create team-exclusive knowledge collaboration hubs to produce, accumulate, distribute, consume, and innovate on knowledge across your organization, boosting knowledge productivity and collaboration efficiency.
When creating a Knowledge Group, you can choose to create a blank group or select common team types such as department, project, or interest group. After creation, use the group's rich functional components to efficiently build the homepage, integrate Knowledge Bases, and manage Users. This helps the Team circulate knowledge efficiently and shapes a "cultural window" for the Team.
## Why Use Knowledge Group?
In daily collaboration, enterprises and organizations typically manage knowledge at the team level. Large volumes of Documents generated in this process are stored in Knowledge Bases. However, individual Knowledge Bases have traditionally lacked connections, turning each one into an information silo and preventing knowledge from circulating efficiently across the organization. Common issues include:
| Common pain points | Example scenarios |
| ------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Information silos form easily | \* Team managers cannot see all Documents related to Team Users;
\* Team Users cannot see each other's Documents;
\* Product, business, and project owners cannot see all related Documents. |
| Knowledge management is complex and disorganized | \* Knowledge Bases within a Team lack management: multiple Knowledge Bases are repeatedly created for the same topic (product, business, team, or project), and Documents are scattered across them;
\* Documents within a Team lack continuity: when a new team lead creates a new Knowledge Base, the old one falls out of use and the accumulated knowledge cannot be reused. |
| Lack of team culture display | \* A dedicated space is needed to showcase team goals, business Activity, culture building, and outstanding Employees to inspire team learning and growth. |
To address these pain points, the "Group" format connects Knowledge Bases with each other and with Team Users, breaking down information silos, organizing knowledge in a structured way, and building team culture so that knowledge can circulate efficiently across enterprises and organizations.
## What Can Knowledge Group Help Us Do?
Through the three-tier information architecture of "Group - Knowledge Base - Document," Knowledge Group meets the knowledge management needs of enterprise Employees across core scenarios, including content creation, team collaboration, and organizational knowledge and culture building.
With the Knowledge "Group" as the central axis, Employees are encouraged to accumulate knowledge and experience, which boosts the organization's productivity. The organization's progress, in turn, supports individual growth, helping to foster a "learning organization" culture within the enterprise.
## Highlight Features of Knowledge Group
## Support for Creating Multiple Group Types
When creating a Knowledge Group, you can choose from four types based on your needs—blank, department, project, or interest group—to efficiently manage knowledge for different types of organizations:
* Blank group: Suitable for all types of teams. Quick to create, with no preset Knowledge Bases inside the group.
* Department: Designed for departments. Comes with preset Knowledge Bases for team introduction, new hire guide, department Meetings, and goal management. Creating a department group requires binding to a Department, and only one Department can be bound.
* Project: Designed for project teams. Comes with preset Knowledge Bases for project plans, project Users, project acceptance, and project execution.
* Interest group: Designed for teams with shared interests such as music, sports, travel, or photography. Comes with preset Knowledge Bases for activity management, group introduction, interest sharing, and new hire guide.
## Customize the Knowledge Group Homepage
On the group homepage, you can customize the Layout, displayed modules, and visibility scope. Intuitively showcase the Team's culture, Knowledge Bases, and Users to help Team members quickly understand team Activity, popular Documents, and Updates, improving knowledge circulation and team collaboration efficiency.
## User Permissions Control
In User management, you can configure different Knowledge Base Permissions based on Role. The available User Roles are Owner, Admin, User, Read-only User (with download), and Read-only User. Their corresponding Permissions are as follows:
| Role type | Group Permissions |
| ------------------------------ | ---------------------------------------------------------------- |
| Owner | Transfer group; manage and edit the homepage and Knowledge Bases |
| Admin | Manage and edit the homepage and Knowledge Bases |
| User | Edit Content |
| Read-only User (with download) | View / Download Content |
| Read-only User | View only; cannot download |
## Data Dashboard
Using the Knowledge Base's "Data Statistics" feature, the Knowledge Base Admin can view detailed Data on Knowledge Base Documents, including the total number of Documents and Files, the count of each Document Type, Document usage Data, and reading Data for publicly published Documents. This helps Admins analyze Knowledge Base usage and improve knowledge management outcomes.
## Manage Multiple Knowledge Bases
A Knowledge Group can contain multiple Knowledge Bases. A "Knowledge Base" aggregates knowledge to better classify and organize it; a "Group" aggregates people and Knowledge Bases, connecting people with knowledge and driving the circulation and consumption of knowledge.
# Yuque Docs Feature Mapping
Source: https://help.dingtalk.io/docs/knowledge-group/yuque-doc-mapping
Reference table showing which Yuque Document features can be restored after import.
| Yuque Document feature | Restoration supported | Notes |
| ------------------------------------------------- | ----------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Plain text** | ✅ | |
| **Text style** | ✅ | |
| **Text formatting** | ✅ Bold / Italic / Underline / Strikethrough / Superscript / Subscript | |
| **Text alignment** | ✅ | |
| **Text Color** | ✅ | |
| **Bulleted List** | ✅ | |
| **Numbered List** | ✅ | |
| **Task list** | ✅ | |
| **To-Do** | ✅ | |
| **Internal link** | ✅ | |
| **External link** | ✅ | |
| **Image** | ✅ | |
| **Emoji** | ✅ | |
| **In-document table** | ✅ | |
| **Table fill color** | ✅ | |
| **Code block** | ✅ | |
| **Code Snippets** | ✅ | |
| **Layout** | ✅ | Minor layout changes may occur. |
| **Quote** | ✅ | |
| **Divider** | ✅ | |
| **Status** | ✅ Partially supported | DingTalk Docs does not provide this feature. Content and styles can be imported, but they cannot be edited the same way as in Yuque Document. |
| **Collapsible block** | ✅ Partially supported | DingTalk Docs does not provide this feature. Hidden text is converted to plain text. |
| **Text-based diagrams (PlantUML, Mermaid, etc.)** | ✅ Partially supported | DingTalk Docs only supports Mermaid diagrams. Importing other diagram types (such as PlantUML) will return an error. To prevent data loss, both the diagram source code and the rendered image are imported into DingTalk Docs. |
| **DingTalk Mind** | ✅ Partially supported | Converted to an image. |
| **Flowchart** | ✅ Partially supported | Converted to an image. |
| **Attachment (link or card)** | ✅ Partially supported | Converted to a link. |
| **Formula** | ✅ Partially supported | Converted to an image. |
| **Embedded videos (Youku, Bilibili, etc.)** | ✅ Partially supported | Converted to a link. |
| **@ People** | ✅ Partially supported | Displayed as text only; cannot be clicked through. |
| **Table** | ❌ | |
| **Calendar** | ❌ | |
| **Encrypted text card** | ❌ | |
| **Check-in** | ❌ | |
| **Vote** | ❌ | |
# Yuque Sheets Feature Mapping
Source: https://help.dingtalk.io/docs/knowledge-group/yuque-sheet-mapping
Reference table showing which Yuque Sheet features can be restored after import.
## Cell Features
| Yuque Sheet feature | Sub-feature | Restoration supported | Notes |
| -------------------------------- | -------------------------------- | --------------------- | ---------------------------------------------------------------------------------- |
| Text | | ✅ | |
| Number | | ✅ | |
| Percent | | ✅ | |
| Currency | USD | ✅ | |
| | CNY | ✅ | |
| | EUR | ✅ | |
| | GBP | ✅ | |
| Date | 2018-01-08 | ✅ | |
| | 2018/01/08 | ✅ | |
| | 01/08/2018 | ✅ | |
| | 2018.01.08 | ✅ | |
| | 2018-01 | ✅ | |
| | 01/08 | ✅ | |
| | 2018 | ✅ | |
| | January 8, 2018 (Chinese format) | ✅ | |
| | August 2018 (Chinese format) | ✅ | |
| | January 8 (Chinese format) | ✅ | |
| | January | ✅ | |
| | Monday | ✅ | |
| | January 8, 2018 | ✅ Partial | **Partial support means:** English will be converted to the local system language. |
| | January | ✅ Partial | |
| | Monday | ✅ Partial | |
| Time | 13:00:00 | ✅ | |
| | 1:00:00 PM | ✅ Partial | |
| | 13:00 | ✅ | |
| | 1:00 PM | ✅ Partial | |
| Date & Time | 2018-01-08 13:00:00 | ✅ | |
| | 2018/01/08 13:00:00 | ✅ | |
| | 2018/01/08 1:00 PM | ✅ | |
| Increase/decrease decimal places | | ✅ | |
| Font size | | ✅ | |
| Bold | | ✅ | |
| Italic | | ✅ | |
| Strikethrough | | ✅ | |
| Underline | | ✅ | |
| Font color | | ✅ | |
| Background color | | ✅ | |
| Checkbox | | ✅ | |
| Dropdown List | | ✅ | |
| Image | | ✅ | |
| Link | | ✅ | |
| Attachment | | ✅ Partial | Attachments will be converted into links. |
| Alias | | ❌ | |
| Alignment | | ✅ | |
| Vertical alignment | | ✅ | |
| Text wrap | | ✅ | |
| Custom borders | | ✅ | |
| | Diagonal border | ✅ | |
| Merge Cells | | ✅ | |
| Freeze | | ✅ | |
| Protected ranges | | ❌ | |
| Hide worksheet | | ✅ | |
| Worksheet color | | ✅ | |
## Chart Features
| Yuque Sheet feature | Sub-feature | Restoration supported | Notes |
| ------------------- | ----------- | --------------------- | ------------------------------------------------------------------- |
| Column | | ✅ | |
| | Color | ✅ | |
| | Layout | ✅ | |
| | Custom | ✅ | |
| Stacked Column | | ✅ | |
| | Color | ✅ | |
| | Layout | ✅ | |
| | Custom | ✅ | |
| Bar | | ✅ | |
| | Color | ✅ | |
| | Layout | ✅ | |
| | Custom | ✅ | |
| Stacked Bar | | ✅ | |
| | Color | ✅ | |
| | Layout | ✅ | |
| | Custom | ✅ | |
| Line | | ✅ | |
| | Color | ✅ | |
| | Layout | ✅ | |
| | Custom | ✅ | |
| Smooth Line | | ✅ Partial | Will be downgraded to a standard "Line" chart. |
| Pie | | ✅ | |
| | Color | ✅ | |
| | Layout | ✅ | |
| | Custom | ✅ | |
| Doughnut | | ✅ | |
| | Color | ❌ | Will be reset to the default doughnut chart color in DingTalk Docs. |
| | Layout | ✅ | |
| | Custom | ✅ | |
## Formula Features
Because of the large number of formulas, if any formula behaves abnormally, contact the DingTalk Docs Employee ID through DingTalk for investigation.
The table below lists only the 10 most commonly used formulas.
| Yuque Sheet feature | Restoration supported | Notes |
| ------------------- | --------------------- | ----- |
| SUM | ✅ | |
| IF | ✅ | |
| LOOKUP | ✅ | |
| VLOOKUP | ✅ | |
| MATCH | ✅ | |
| CHOOSE | ✅ | |
| DATE | ✅ | |
| DAYS | ✅ | |
| FIND | ✅ | |
| INDEX | ✅ | |
## Filter Features
| Yuque Sheet feature | Sub-feature | Restoration supported | Notes |
| ---------------------- | ----------------------------------- | --------------------- | ----- |
| Filter by Content | | ✅ | |
| Filter by color | By cell background color | ✅ | |
| | By Text Color | ✅ | |
| Filter by condition | Numerical: equals | ✅ | |
| | Numerical: not equal to | ✅ | |
| | Numerical: greater than | ✅ | |
| | Numerical: greater than or equal to | ✅ | |
| | Numerical: less than | ✅ | |
| | Numerical: less than or equal to | ✅ | |
| | Text: starts with | ✅ | |
| | Text: does not start with | ✅ | |
| | Text: ends with | ✅ | |
| | Text: does not end with | ✅ | |
| | Text: contains | ✅ | |
| | Text: does not contain | ✅ | |
| | Date: yesterday | ✅ | |
| | Date: today | ✅ | |
| | Date: tomorrow | ✅ | |
| | Date: last 7 days | ❌ | |
| | Date: last week | ✅ | |
| | Date: this week | ✅ | |
| | Date: next week | ✅ | |
| | Date: last month | ✅ | |
| | Date: this month | ✅ | |
| | Date: next month | ✅ | |
| | Duplicate values | ❌ | |
| | Unique values | ❌ | |
| | Special values | ❌ | |
| | Blank values | ❌ | |
| Multi-condition filter | AND | ✅ | |
| | OR | ✅ | |
## Conditional Formatting Features
| Yuque Sheet feature | Sub-feature | Restoration supported | Notes |
| ------------------- | ---------------------------------- | --------------------- | -------------------------------- |
| By condition | Numerical equals | ✅ | |
| | Numerical not equal to | ✅ | |
| | Numerical greater than | ✅ | |
| | Numerical greater than or equal to | ✅ | |
| | Numerical less than | ✅ | |
| | Numerical less than or equal to | ✅ | |
| | Text starts with | ✅ | |
| | Text does not start with | ❌ | The following are not supported: |
| | Text ends with | ✅ | |
| | Text does not end with | ❌ | |
| | Text contains | ✅ | |
| | Text does not contain | ✅ | |
| | Date yesterday | ❌ | The following are not supported: |
| | Date today | ❌ | |
| | Date tomorrow | ❌ | |
| | Date last 7 days | ❌ | |
| | Date last week | ❌ | |
| | Date this week | ❌ | |
| | Date next week | ❌ | |
| | Date last month | ❌ | |
| | Date this month | ❌ | |
| | Date next month | ❌ | |
| | Duplicate values | ✅ | |
| | Unique values | ✅ | |
| | Special values | ✅ | |
| | Blank values | ✅ | |
| Multi-condition | AND | ❌ | |
| | OR | ✅ | |
| Format | | ✅ | |
# Apply a Hand-Drawn Subject
Source: https://help.dingtalk.io/docs/mind/basics/hand-drawn-theme
Mind Map now supports hand-drawn subjects, making content more engaging and visually appealing.
## Value
Mind Map now supports hand-drawn subjects, making content more engaging and visually appealing.
## Use Case
Ding Sanduo is the head of the event planning department at an advertising agency and uses DingTalk Mind daily to create marketing plans and event proposals. The new hand-drawn subject not only helps quickly express ideas and creativity, but also makes Mind Maps more visually appealing, adds fresh energy, and brings proposals to life.
## How to Use
On the Mind Map editing page, click the icon in the upper-left corner. Under **Subject**, select a hand-drawn subject from the bottom of the list.
# Insert Emphasis
Source: https://help.dingtalk.io/docs/mind/basics/insert-emphasis
DingTalk Mind's emphasis feature lets you apply bold, italic, underline, and background highlights to mind map subjects, making key nodes stand out while keeping the overall map clean and readable.
The emphasis feature distinguishes and highlights subjects. Use it to draw attention to a specific subject without making the content look abrupt or cluttered.
## Access the Emphasis Feature
This feature is currently only available on desktop; the mobile version is coming soon. Select a subject and use the emphasis options on the toolbar.
## How to Use Emphasis
* Apply bold, italic, or underline to text.
* Apply background color highlighting to text.
* Clear all styles with one click.
***
# Insert a Frame
Source: https://help.dingtalk.io/docs/mind/basics/insert-frame
DingTalk Mind's frame feature groups related subjects inside an enclosed area with annotations, ideal for highlighting key themes or associating subjects with shared attributes to add clear visual structure to your mind map.
The frame feature creates an enclosed area around subjects. Use frames to highlight and emphasize specific subjects, or to convey special concepts to readers, by grouping these subjects together and adding annotations. You can also use frames to associate subjects that share the same attributes.
## Entry Point for Inserting a Frame
This feature is only supported on desktop; mobile support is coming soon. Click the toolbar and select **Frame** to insert a frame.
## Guide to Using Frames
* Delete a frame: Hover over a frame and press the Delete key to remove it.
* Add frame text: Hover over a frame to display the add text icon. Click it to enter text.
# Insert Icons
Source: https://help.dingtalk.io/docs/mind/basics/insert-icon
Add icons to a node to visually enhance it (for example, set tags, priorities, emojis, or tasks).
Add icons to a node to visually enhance it (for example, set tags, priorities, emojis, or tasks).
## Add an Icon
* Click the **Add mark** Button on the node toolbar to open the icon panel, then click an icon to insert it into the node.
* Icons are divided into four types: Tag, Priority, Emoji, and Task. You can insert up to one icon of each type into a node.
* If the node already contains an icon of a certain type, clicking another icon of the same type will Replace the current one. For example, the Selected node already has a Task icon. Clicking the third Task icon on the panel replaces the existing icon.
* Click **Remove all marks** on the panel to clear all icons from the node.
## Replace or Delete an Icon with Shortcuts
* After inserting an icon into a node, click the icon directly to open a pop-up panel where you can quickly Replace or Delete it.
## Edit Icons on Mobile
* In DingTalk Mind mode, select a node and tap the Button on the toolbar to open the icon panel. The insertion rules are the same as on desktop.
* Tap an icon on the node to open the icon panel for editing.
# Insert an Alias
Source: https://help.dingtalk.io/docs/mind/basics/insert-note
DingTalk Mind's note feature lets you attach supplementary descriptions or detailed explanations to any subject node without cluttering the canvas, keeping your mind map visually clean while storing richer context.
The Alias feature provides supplementary descriptions for a Subject. Use it to add brief notes or detailed explanations without affecting the neatness of your mind map.
## Entry Point for Inserting an Alias
Insert Alias is currently available on desktop only; mobile support is coming soon. To use this feature, click the toolbar and edit the alias.
## How to Insert an Alias
After adding an alias, click the alias content or the **Edit Alias** icon to open the alias editing panel and edit directly.
# Insert Summary
Source: https://help.dingtalk.io/docs/mind/basics/insert-summary
Use Insert summary to add summary nodes to your mind map, making the content theme clearer.
Use Insert summary to add summary nodes to your mind map, making the content theme clearer.
## Entry Point for Insert Summary
### Desktop
Open **DingTalk desktop > Document > Create or open the target mind map >** click **the target node >** select **the Insert summary icon**.
### Mobile
Open **DingTalk mobile >** tap **More** at the bottom **> Document > Create or open the target mind map >** tap **the target node > Insert summary**.
## How to Use Insert Summary
* Add a summary: Select the target node and choose the **Insert summary** icon on the toolbar (see the entry points above).
* Delete a summary: Select the summary node and press Backspace to delete it.
# Switch Layout, Theme, and Lines
Source: https://help.dingtalk.io/docs/mind/basics/layout-theme-line
DingTalk Mind lets you switch layout structure, color theme, and line style with one click on both desktop and mobile, so you can personalize the visual look of your mind map to match your preference.
## How to Switch Layout, Subject, and Line Style
* Desktop: In Mind Map View mode, click the button at the top left of the screen to open the panel, then switch to your preferred layout, line style, and subject.
* Mobile: In Mind Map View mode, tap the button at the bottom right of the screen to open the panel, then switch to your preferred layout.
# Edit a Mind Map View
Source: https://help.dingtalk.io/docs/mind/basics/mind-view
Learn the core editing operations in DingTalk Mind's mind map view, including editing node text, inserting sibling or child nodes, and touch-based editing on mobile, so you can quickly build and adjust mind map structures.
## Edit Content
* To modify the text of a node, click the node to select it and enter edit mode, then make your changes.
* You can also double-click a node to select all text at once for easier editing.
## Insert a Sibling or Child Node
* To insert a child or sibling node after a specific node, select the node first, then click **Insert sibling node** or **Insert child node** in the toolbar that appears.
* Press **Enter** or **Tab** on your keyboard to quickly insert a sibling or child node.
## Edit Content on Mobile
* When accessing a mind map on a mobile device, in **Mind Map view** mode, tap a node and then tap the edit button on the node toolbar to enter edit mode.
## Insert a Sibling or Child Node on Mobile
* In **Mind Map view** mode, select a node and tap the **Insert sibling node** or **Insert child node** button on the node toolbar.
# Edit in Outline View
Source: https://help.dingtalk.io/docs/mind/basics/outline-view
Click the Outline view button on the left to switch to outline view mode.
## Edit in Outline View on Desktop
* Click the Outline view button on the left to switch to outline view mode.
## Insert a Sibling Node
* Select the position where you want to insert a node, then press Enter to insert a node at the same level as the currently selected position.
## Indent Right/Left by One Level
* Select the target node, press Tab to indent right, or press Shift + Tab to indent left.
## Delete a Node
* Select the target node and press Delete to remove its content. When the cursor is at the very beginning of the node content, the entire node will be deleted and its content will be merged into the previous node.
## Multiselect Nodes
* Press and hold the left mouse button, and drag across the nodes to select them.
## Drag a Node
* Press and hold the small dot in front of a node to drag it to the desired position.
## Expand/Collapse
* Hover over the target node and click the small triangle on the left to expand or collapse it.
## Edit in Outline View on Mobile
* Tap the Outline view button at the top to switch to outline view mode.
## Indent Right/Left by One Level
Two methods are supported:
1. Swipe left or right on the node you want to indent to indent it left or right.
2. Tap the indent left/right tool on the toolbar.
## Create a Node Duplicate
* Tap the Create node duplicate button on the toolbar to duplicate the currently selected node along with its child nodes.
## Expand/Collapse
* Two methods are supported:
1. Select a node with child nodes, then tap the small triangle to the left of the node.
2. Tap the expand/collapse tool on the toolbar.
## Delete a Node
* Two methods are supported:
1. Select the node and use the delete key on the soft keyboard.
2. Tap the Delete button on the toolbar to delete the current node along with its child nodes.
## Undo/Redo
* Use the Undo/Redo buttons on the toolbar to undo or redo previous actions.
# Zoom and Move the Canvas
Source: https://help.dingtalk.io/docs/mind/basics/zoom-pan
In Mind Map View mode, zoom and scroll the entire canvas to switch between details and the overall picture.
In Mind Map View mode, zoom and scroll the entire canvas to switch between details and the overall picture.
## Zoom the Canvas on Desktop
* Four methods are currently supported:
1. Ctrl + mouse scroll.
2. Two-finger gesture on a trackpad (not yet supported in the DingTalk Mac client; open in a browser for a better experience).
3. Ctrl + +/- shortcut.
4. Use the zoom tool in the bottom-right corner to control canvas zoom.
## Move the Canvas on Desktop
* Five methods are currently supported:
1. Scroll the mouse wheel to move the canvas.
2. Use a two-finger gesture on a trackpad.
3. Hold down the right mouse button and drag to move the canvas.
4. Click the hand icon on the left to move the canvas.
5. When there is a lot of content, drag the scroll bar to move the canvas.
## Zoom the Canvas on Mobile
* In Mind Map View mode, pinch with two fingers on a blank area of the canvas to zoom.
* After a successful pinch-to-zoom, the current zoom ratio is displayed in the center of the screen.
## Move the Canvas on Mobile
* In Mind Map View mode, swipe with one finger on a blank area of the canvas to move it.
# Export as Image
Source: https://help.dingtalk.io/docs/mind/collaboration/export-image
Export your Mind Map as an image for easy sharing and distribution.
Export your Mind Map as an image for easy sharing and distribution.
## How to Access the Export Image Feature
Click the \[...] icon in the upper-right corner, then select \[Download as] - from the drop-down menu.
## How to Use the Export Image Feature
[Visit DingTalk Docs to view the attachment "Export as image.mp4".](https://docs.dingtalk.io/i/nodes/B6L5QAmawMPJMagjDKKlJq1z09lnK3kb?iframeQuery=anchorId%3DX02mfdp8fr53195qolt3sa)
***
# Node Comments
Source: https://help.dingtalk.io/docs/mind/collaboration/node-comment
In DingTalk Mind, use the Comments feature to comment on node content and @mention users, so information flows freely across your team.
In DingTalk Mind, use the Comments feature to comment on node content and @mention users, so information flows freely across your team.
## Entry Point
* Click **Expand Comments** in the left toolbar to view all comments.
## How to Add a Comment
* Select the node you want to comment on, then click the Insert Comment button in the toolbar.
* In the Text Box on the right panel that appears, enter your comment on the Selected node.
* You can also click the @ Button, or type the @ symbol directly, to Select the user you want to notify.
## Comment Notifications and Locating
* After a comment is sent, a notification is sent to the @mentioned user in the DingTalk Chat window.
* Click **View Now** to automatically jump to the node where the comment was posted. The right panel also scrolls to the corresponding comment.
# Presentation Mode
Source: https://help.dingtalk.io/docs/mind/collaboration/presentation
DingTalk Mind's presentation mode converts mind maps into polished presentations with one-click transition animations, a mini-map navigator, and live comment barrages — no separate slide deck needed.
DingTalk Mind presentation templates support one-click generation of transition animations and layouts, making even simple logic diagrams shine in your presentations.
It also supports features such as comment bullet screens and a minimap.
## Presentation Mode Entry
Click the presentation icon in the top-right corner to enter presentation mode.
## How to Use Presentation Mode
### Enter the Presentation
[Open DingTalk Docs to view the attachment "Enter Presentation.mp4".](https://docs.dingtalk.io/i/nodes/QjXmLRyz4G5VGno4j3GPWZpaD19v6NK2?iframeQuery=anchorId%3DX02mfdmi3rgzlmnf0ikr6)
### Transition Animations
[Open DingTalk Docs to view the attachment "Transition Animations.mp4".](https://docs.dingtalk.io/i/nodes/QjXmLRyz4G5VGno4j3GPWZpaD19v6NK2?iframeQuery=anchorId%3DX02mfdmkyf1z9pjnuqp78j)
### Minimap to Track Current Progress
A minimap is displayed during presentation mode to help you track which subject is currently in focus.
# Sharing and Permissions
Source: https://help.dingtalk.io/docs/mind/collaboration/share-permissions
DingTalk Mind lets you share files via link, chat, or QR code and set granular permissions — edit, view/download, or view-only — to securely control access for any collaboration scenario.
DingTalk Mind files can be easily shared with other collaborators. A wide range of permission settings are available to meet the needs of various collaboration scenarios.
## Desktop Instructions
* Click the **Share** button in the upper-right corner. In the pop-up panel, you can perform sharing and permission settings.
## How to Share
* Click **Copy Link** to copy the link of the current file to the clipboard. You can then paste it into another document or a DingTalk chat window.
* Click **Send to Chat**. In the pop-up window, select the Direct Message or Group Chat you want to send to, and then click **Confirm** to complete the sharing.
* Click **Share QR Code** to save the QR Code that points to the current file, or forward it directly to a chat window.
## How to Manage Permissions
* Click **Add Collaborator** to grant permissions to specific users.
* You can configure permissions for added users. Supported actions include Can edit, Can view/download, View only, and Hide chat permissions.
* You can also make the file public to all users in the current organization, allowing quick authorization for File Types suitable for organization-wide sharing.
* In the pop-up window, you can add specific users or groups. After confirming, you can flexibly set permissions and send notifications to keep the recipients informed of the latest permission status.
## Mobile Sharing Instructions
* On mobile, open the online sharing feature from the menu in the upper-right corner to easily complete sharing and permission settings on your phone.
* The mobile app supports multiple sharing methods:
1. Share directly to a chat
2. Copy the document link
3. Generate a QR Code
4. Share to WeChat or QQ
## How to Manage Permissions on Mobile
* After tapping **Share**, tap **Currently x users have access** to enter the permission management page.
* On the permission management page, you can add specific Departments, Group Chats, or Users.
# Task Assignment
Source: https://help.dingtalk.io/docs/mind/collaboration/task-assignment
Assign tasks to specific members within mind map nodes to enhance asynchronous collaboration.
Assign tasks to specific members within mind map nodes to enhance asynchronous collaboration.
## Entry Point for Task Assignment
Click the left toolbar and select **Expand Collaboration** to view the task collaboration details.
## Feature Walkthrough
Click to play the video and learn how to assign tasks.
[View the attachment "Task assignment.mp4" in DingTalk Docs.](https://docs.dingtalk.io/i/nodes/qXomz1wAyjKVXPmAlOobV3Y9pRBx5OrE?iframeQuery=anchorId%3DX02mfdo7b5xhi079cpk4d)
# Insert Image
Source: https://help.dingtalk.io/docs/mind/insert-attachment/insert-image
DingTalk Mind supports inserting PNG, JPG, GIF, and other image formats into nodes via the toolbar or paste shortcut on both desktop and mobile, enriching the visual expression of your mind maps.
DingTalk Mind supports inserting images in various formats, such as PNG, JPG, and GIF, making it a powerful tool to enhance the expressiveness of mind maps.
## How to Insert Images
* Insert an image on desktop: In Mind Map view mode, click the Insert Image button on the toolbar to select a local image file to upload.
* You can also copy a local image file directly and paste it using the shortcut Command + V or Ctrl + V.
## Insert Images on Mobile
* In Mind Map view mode, tap the Insert Image button on the node toolbar to select an image from your device Album and upload it.
# Insert Link
Source: https://help.dingtalk.io/docs/mind/insert-attachment/insert-link
Add links to nodes to enrich Mind Map content and enhance expressiveness.
Add links to nodes to enrich Mind Map content and enhance expressiveness.
## Entry Point for the Insert Link Feature
Click a node, then select the **Add Link** icon on the toolbar.
## How to Add a Link
* Select the node where you want to add a link, then click the link tool on the toolbar.
* Enter the link in the address input field.
* Click Confirm to insert the link.
## How to Modify a Link
* Select the node whose link you want to modify, then click the link tool on the toolbar.
* Enter the new link in the address input field.
* Click Confirm to complete the link modification.
## How to Remove a Link
* Select the node whose link you want to modify, then click the link tool on the toolbar.
* Click Remove Link to remove the previously added link.
# Insert Attachments and Media
Source: https://help.dingtalk.io/docs/mind/insert-attachment/insert-media
DingTalk Mind lets you attach local files, audio, and video directly to nodes with built-in inline playback, so you can present richer content and share knowledge without switching between multiple pages.
## Value
Mind Map supports adding local files, audio, and video attachments, with built-in online playback. No need to open multiple pages — present content more richly and share knowledge more efficiently.
## Use Case
Ding Sanduo is a video director at a new media company. She regularly uses DingTalk Mind to create shooting workflows and production plans to align with clients. With support for inserting attachments, audio, and video into Mind Map, there's no need to switch between multiple pages to share these files. You can insert attachments, audio, and video directly into the mind map and play them online, making content sharing easier and more convenient.
## Instructions
Select a mind map node, click the **Attachment** button or **Audio/Video** button in the toolbar, then select a file or audio/video to upload and add.
***
# Help and Feedback
Source: https://help.dingtalk.io/docs/mind/other/help-feedback
Desktop entry point: Click [...] in the top-right corner, then select Help and Feedback from the dropdown menu to access user assistance.
## How to Submit Feedback
* Desktop entry point: Click \[...] in the top-right corner, then select **Help and Feedback** from the dropdown menu to access user assistance.
## View the User Guide
* Click the "User Guide" Button to open the **DingTalk User Guide**.
***
# History and Rollback
Source: https://help.dingtalk.io/docs/mind/other/history-rollback
DingTalk Mind's History feature logs every edit operation and lets you restore any previous version with one click, providing a reliable safety net when accidental edits occur or earlier content needs to be recovered.
The History feature displays the operation history of a document and supports rollback. To restore a previous version, view the History and roll back to any earlier version.
## How to Access History
* Click \[...] in the upper-right corner of the Mind Map, and then select \[History] from the menu.
* Currently available on desktop only. Mobile support is coming soon.
## How to Use History
Click \[Restore] next to the desired Version.
# Multi-Page Mode
Source: https://help.dingtalk.io/docs/mind/other/multi-page
DingTalk Mind's multi-page mode lets you create multiple named canvases within a single file, freely splitting topics across pages so complex project plans can be organized and shared from one place.
## Value
Add multiple canvases directly within a mind map file to freely split different subjects, organize content more clearly, and present your ideas in an orderly way.
## Use Case
Ding Sanduo heads the campaign planning department at an advertising agency and uses DingTalk Mind daily to create marketing plans, campaign proposals, and more. Previously, a single project proposal required multiple mind maps, making sharing and collaboration inconvenient. With the multi-page mode now supported in Mind Map, you can add multiple canvases within a single mind map file, split subjects freely, and rename canvases, making content sharing easier.
## Instructions
At the bottom of the mind map canvas, click the + icon to add a new canvas. You can add multiple pages, as well as delete or rename them.
***
# Rename a File Title
Source: https://help.dingtalk.io/docs/mind/other/rename-title
Rename the title of a created file for easier organization across various scenarios.
Rename the title of a created file for easier organization across various scenarios.
## Instructions
* Renaming the title requires Edit or admin Permissions for the current file. On desktop, click the title area at the top to rename the title.
* On mobile, tap the \[...] icon in the upper-right corner, select Rename, and edit the File Name in the pop-up window.
***
# Shortcuts Overview
Source: https://help.dingtalk.io/docs/mind/other/shortcuts
When creating a mind map, shortcuts help you input content more efficiently by reducing the need to switch between mouse and keyboard.
When creating a mind map, shortcuts help you input content more efficiently by reducing the need to switch between mouse and keyboard.
## Usage Notes
* Select one or more nodes, then press the shortcut. Shortcuts unrelated to nodes can be used without selecting any content.
## Mind Map View Mode
* macOS:
| Category | Function | Shortcut |
| ------------ | ----------------------- | ----------------- |
| Common | Insert sibling node | Enter |
| | Insert child node | Tab |
| | Insert parent node | Shift + Tab |
| | Delete node | Delete, Backspace |
| | Node navigation | ↑↓←→ |
| | Undo | ⌘ + Z |
| | Redo | ⌘ + Y |
| Node actions | Copy node | ⌘ + C |
| | Cut node | ⌘ + X |
| | Paste node | ⌘ + V |
| | Duplicate node | ⌘ + D |
| | Expand/Collapse | ⌘ + . |
| Navigation | Zoom in | ⌘ + + |
| | Zoom out | ⌘ + - |
| | Enter presentation mode | ⌘ + Shift + P |
| | Shortcut helper | Control + H |
* Windows:
| Category | Function | Shortcut |
| ------------ | ----------------------- | ----------------- |
| Common | Insert sibling node | Enter |
| | Insert child node | Tab |
| | Insert parent node | Shift + Tab |
| | Delete node | Delete, Backspace |
| | Node navigation | ↑↓←→ |
| | Undo | Ctrl + Z |
| | Redo | Ctrl + Y |
| Node actions | Copy node | Ctrl + C |
| | Cut node | Ctrl + X |
| | Paste node | Ctrl + V |
| | Duplicate node | Ctrl + D |
| | Expand/Collapse | Alt + . |
| Navigation | Zoom in | Ctrl + + |
| | Zoom out | Ctrl + - |
| | Enter presentation mode | Ctrl + Shift + P |
| | Shortcut helper | Ctrl + H |
## Outline View Mode
* macOS
| Category | Function | Shortcut |
| ------------ | ----------------------- | ----------------- |
| Common | Indent one level right | Tab |
| | Indent one level left | Shift + Tab |
| | Undo | ⌘ + Z |
| | Redo | ⌘ + Y |
| Node actions | Insert sibling node | Enter |
| | Delete node | Delete, Backspace |
| | Duplicate node | ⌘ + D |
| | Expand/Collapse | ⌘ + . |
| | Select previous node | ↑ |
| | Select next node | ↓ |
| Navigation | Enter presentation mode | ⌘ + Shift + P |
| | Shortcut helper | Control + H |
* Windows
| Category | Function | Shortcut |
| ------------ | ----------------------- | ----------------- |
| Common | Indent one level right | Tab |
| | Indent one level left | Shift + Tab |
| | Undo | Ctrl + Z |
| | Redo | Ctrl + Y |
| Node actions | Insert sibling node | Enter |
| | Delete node | Delete, Backspace |
| | Duplicate node | Ctrl + D |
| | Expand/Collapse | Alt + . |
| | Select previous node | ↑ |
| | Select next node | ↓ |
| Navigation | Enter presentation mode | Ctrl + Shift + P |
| | Shortcut helper | Ctrl + H |
# View Document Information
Source: https://help.dingtalk.io/docs/mind/other/view-info
DingTalk Mind's Document Info feature displays metadata such as creator, creation time, and word count for a mind map, accessible from the upper-right menu to support document management and auditability.
## User Guide
* To view the document information of a Mind Map, use the Document Info feature: click the \[...] icon in the upper-right corner of the Mind Map, then select Document Info.
* In the drop-down menu that appears, click Document Info to display the details of the Mind Map.
***
# Get Started with DingTalk Mind
Source: https://help.dingtalk.io/docs/mind/quickstart
DingTalk Mind is DingTalk's built-in online mind-mapping tool that visualizes divergent thinking with multi-level node structures and one-click layout switching, ideal for study notes, project planning, and team collaboration.
DingTalk Mind is a graphical thinking tool developed by DingTalk to express divergent thinking. It is a practical and efficient tool for study, life, and work, also known as a mind map.
**What is DingTalk Mind?**
DingTalk Mind is a graphical thinking tool developed by DingTalk to express divergent thinking. It is a practical and efficient tool for study, life, and work, also known as a mind map.
## What Can DingTalk Mind Do?
1. It helps you think about an idea from multiple perspectives and angles, expanding your thinking.
2. It also helps you clarify complex logical relationships. By combining web-like divergent thinking with in-depth logical reasoning, it helps you build a relatively complete structural mindset. In addition, it emphasizes the use of colors and images to help improve memory.
3. The DingTalk Mind interface is clean and minimal, making it easy for beginners to get started in minutes.
## How to Use DingTalk Mind
* Desktop: Open DingTalk — go to **Docs** in the left navigation — click **Create** — select **Mind Map**.
* Mobile: Open DingTalk — tap **More** in the bottom right — tap **Docs** — tap the **+** icon — create a **Mind Map**.
## Switch Styles and Structures with One Click
DingTalk Mind lets you adjust the structure, theme, line style, and more based on your preferences, so you can flexibly create mind maps with your personal style.
## Easy and Secure Online Sharing
DingTalk Mind supports multiple sharing methods, including sharing within DingTalk, exporting as an image, and sharing via link, making online collaboration simple.
## Real-Time Co-Editing by Multiple Users
DingTalk Mind allows multiple users and multiple groups to co-edit at the same time. Content updates in real time, so collaborators always see the latest ideas.
## Comment Based on Mind Map Content
You can comment on mind map content online. Mention colleagues with @ in comments, and messages can be delivered through chat to make collaboration more efficient.
## Copy and Paste Support
DingTalk Mind supports common copy and paste shortcuts. With no formatting issues, you can quickly migrate content.
## Switch Views
You can switch between Mind Map view and Outline view.
## Expand or Collapse Nodes
If a node has child nodes, you can collapse or expand them with one click. You can also click the small blue dot to collapse or expand the node directly.
## Toolbar
* The floating toolbar can follow your editing or be fixed at the bottom. It includes the following main buttons:
* Common actions in the Mind Map view, such as inserting a sibling node, inserting a child node, and expanding or collapsing with one click.
* Add markers and tags. You can insert emojis as markers in the Mind Map view to bring a bit of fun to busy work. Mind Map views are no longer just rigid diagrams of divergent thinking — they can also be rich, expressive combinations of text and visuals.
* Add links: Insert web URLs to connect your mind map to more information.
* Add images: Insert images for more intuitive expression.
* Add aliases: Distinguish between main information and additional notes to make information hierarchies clear.
## Integration with DingTalk
* DingTalk Mind is deeply integrated with DingTalk and supports sharing, permission settings, and task collaboration, helping you collaborate more efficiently on content within your organization.
## Share to Chat
* Send as a Card to the recipient. They can click to open the mind map directly.
## Set Permissions
* Grant access to specified people. Access permissions include: **Can manage, Can edit, Can view/download, and Can view only**. Permission setting notifications can be sent via DingTalk chat messages.
## Export as Image
You can export the edited Mind Map view as an image. Click the "..." icon in the top right corner to see **Download as > Image**.
## Comments
Select the text box you want to comment on, then click the Comments button on the right side of the toolbar. A comment box will appear on the right side of the interface for you to enter your comment.
## Shortcut Tips
Using DingTalk Mind shortcuts when editing on a desktop can significantly improve your efficiency. See the full list in [Shortcuts overview](/docs/mind/other/shortcuts).
# Share Charts on Mobile
Source: https://help.dingtalk.io/docs/sheets/collaboration/mobile-share-chart
DingTalk Sheets mobile lets you generate an image from any selected cell range with one tap and share it directly to a chat or save it to your photo album — perfect for sharing spreadsheet data on the go.
## Value
Mobile devices support generating images from selected ranges for sharing.
## Use Cases
For mobile work across various scenarios, share Chart Data easily from your phone. When you select a Cell range, **use the "Generate image" option in the floating menu** to share Data while preserving its original appearance.
## Instructions
1. On your phone or iPad, select a Cell range, open the floating menu, and tap "Generate image".
2. After tapping, generate an image of the selected range and Share it directly to a Chat, or Save it to your phone's Album.
***
# Collect Data with a Form
Source: https://help.dingtalk.io/docs/sheets/collaboration/start-data-collection
Create forms to collect sensitive data where respondents cannot see each other's entries with automatic aggregation into spreadsheet.
## Value
Connect with smart forms. **Respondents cannot see each other's entries, and submissions flow back to the spreadsheet automatically** for more efficient management and analysis.
## Use Cases
Collecting data is a routine part of daily work. When the data is sensitive or private, respondents do not want others to see their entries. Setting permissions one by one greatly increases the workload of the person managing the data. With the Collect data feature in DingTalk Spreadsheet, respondents cannot see each other's entries, results are automatically aggregated into the spreadsheet, and only the creator can view the results, making collection and processing far more efficient.
## How to Use
* Create a new DingTalk Spreadsheet, then in the top-left corner go to **Menu** > **Collaboration** > **Collect data** > **Create table with form**.
* On the form editing page, drag the relevant modules from the question panel on the left to build your form. When finished, click **Complete** to enter the publish settings.
* On the settings page, configure the form as needed. When done, click **Publish** in the top-right corner. You can share the form with multiple respondents via Chat, Link, or QR Code.
* Once respondents submit their entries, the information is automatically aggregated into the spreadsheet, where you can analyze and process the data using DingTalk Spreadsheet. **Note: All collected data is visible only to the creator, protecting respondents' privacy.**
* In addition, to edit or adjust the form, click the arrow in the top-right corner of the form card to **Open the table with form**. In the top-right corner of the form editing page, you can access **Share, View statistics, and More edit** settings.
***
# Set up Watch Selection
Source: https://help.dingtalk.io/docs/sheets/collaboration/watch-region
DingTalk Sheets Watch Selection sends a DingTalk notification whenever data in a watched cell range is added, deleted, or changed. You can watch a custom range or an entire worksheet, keeping collaborators instantly informed of updates.
## Value
The Watch selection feature in Spreadsheet sends timely alerts when Data is added, removed, or modified, enabling smoother and more responsive User Collaboration.
## Use Case
Ding Sanduo is an administrative clerk who regularly uses Spreadsheet to consolidate office supply requests from different Departments. With the Watch selection feature enabled, Department leads Submit their office supply requests directly in the Spreadsheet. Whenever a Cell is updated, Ding Sanduo immediately receives a DingTalk Message notification, removing the need for separate reminders. This reduces communication overhead and boosts Collaboration efficiency.
## How to Use
* In the Spreadsheet toolbar at the top, click \[Menu] in the upper-left corner - \[Collaboration] - \[Watch selection] - \[Watch cells]. Select the area you want to watch, and choose the Colleagues to notify when Data is updated (you can select Users from the Knowledge Base that contains the Spreadsheet).
* In addition, if a Spreadsheet contains multiple sheets but you only want to watch one of them, open the target sheet and click \[Collaboration] - \[Watch selection] - \[Watch worksheet].
***
# Data Security — Lock
Source: https://help.dingtalk.io/docs/sheets/data-security-lock
DingTalk Sheets Lock feature lets you restrict edit or view permissions on specific cells or worksheets during collaboration, protecting important and confidential data with fine-grained access control.
**When collaborating online in Spreadsheet, if you do not want others to delete or modify important data, or if you want to prevent confidential data from being viewed, use the Lock Cell / Worksheet feature.**
Lock permissions cover two user permission types: restricting users from editing data and restricting users from viewing data (no-view).
## 1. Lock Data: Restrict User Edit Permission
### Scenario
As a store manager, I need to track product sales volume and revenue, so I created a Mooncake Sales List for store staff to fill in together. However, I want only myself and the deputy manager to be able to edit the Sales Volume, Unit Price, and Amount columns, while everyone else can only view them. The Lock feature lets you set this up.
### Steps
#### Confirm the Lock Area
Select the cell range you want to lock. For example, in the scenario above, you need to lock the three columns Sales Volume, Unit Price, and Amount. Select the three columns, then click **Toolbar — More — Lock — Lock Cell** or **Right-click menu — Lock Cell** to configure the lock rules.
#### Configure the Lock Rules
After clicking **Lock Cell** as described above, the **Lock Cell** dialog appears. Configure the rules in the panel:
1. Cell range: Confirm or modify the cell range you want to lock. Click the edit icon to change the selection.
2. Add specified users: Add users who have permission to the current range. The process is the same as setting document permissions. Click Add to select from the list of existing document collaborators, or search directly to add users.
3. In the scenario above, as the store manager and the Owner of the spreadsheet, I appear in the specified user list by default. I need to add Deputy Manager Silai and grant him edit permission. Other users can only view.
#### Notes
1. The document Owner and Admins appear in the range dialog by default and cannot be modified, because they hold the highest document permissions.
2. When adding specified users, only Admins and the Owner can add users from outside the document.
3. When adding external users, you must first grant them overall document permissions, then set their cell range permissions. Permissions follow the inheritance principle: for the same user, **cell range permission ≤ overall document permission**.
## 2. Lock Data: Restrict User View Permission
### Scenario
As a store manager, I need to track product sales volume and revenue, so I created a Mooncake Sales List for store staff to fill in together. However, I want only myself and the deputy manager to be able to edit the Sales Volume, Unit Price, and Amount columns, while everyone else is blocked from viewing them to prevent core data leaks. The Lock feature also handles this.
### Steps
#### Confirm the Lock Area
The same as Restrict user edit permission. First, select the cell range you want to lock, then click **Toolbar — More — Lock — Lock Cell** or **Right-click menu — Lock Cell** to configure the lock rules.
#### Configure the Lock Rules
In the scenario above, as the store manager and the Owner of the spreadsheet, I appear in the specified user list by default. I need to add the Deputy Manager and grant him edit permission, while setting other users to **No View**.
#### Notes
1. After No View is set, users without view permission cannot view the range data. They also cannot download or copy spreadsheet data, view History, or retrieve the locked cell data through Formulas.
2. The Find / Replace feature ignores locked range data by default.
## 3. View and Manage Existing Lock Rules
1. All collaborators on the spreadsheet can view the lock rules in the spreadsheet.
2. Only the creator of a lock rule, the Admin, or the Owner of the spreadsheet can manage (edit and modify) the lock rule.
3. To view and manage: select the locked range and click **Right-click menu — View existing locked ranges**, or click **Toolbar — More — Lock — View existing locked ranges**. The Lock panel opens and shows all lock rules in the current worksheet.
***
# Edit Rows or Columns
Source: https://help.dingtalk.io/docs/sheets/edit/edit-row-column
DingTalk Sheets row and column editing: insert, delete, hide rows or columns, and adjust row height or column width via the right-click menu or toolbar to organize your spreadsheet layout efficiently.
In DingTalk Spreadsheet, you can insert, delete, hide, and set row height or column width for rows and columns to better organize the spreadsheet layout.
## Insert Rows or Columns
1. Select the target row or column.
2. Open the right-click menu, find Insert Row or Column, specify the direction and number of rows or columns to insert, and click Insert.
3. Insert rows at the bottom: When the current number of rows is insufficient, scroll to the bottom of the spreadsheet to insert rows in bulk.
## Delete Rows or Columns
1. Select the target row or column.
2. Open the right-click menu and choose **Delete selected row or column**.
## Hide Rows or Columns
For data that you do not want to display temporarily but do not want to delete, use the "Hide" function for rows or columns to hide them temporarily.
1. Select the target row or column, then **open the right-click menu and choose Hide row or column**.
2. An icon appears next to hidden rows or columns. Click the icon again to unhide them.
## Set Row Height or Column Width
1. Select the target row or column.
2. Open the right-click menu, find Column width or Row height, and enter the desired value.
## Auto-Fit Row Height or Column Width
If the selected cell already contains data or an inserted image, you can also choose **"Auto-fit row height or column width"**. The row height or column width then adjusts automatically based on the width and height of the content.
***
# Edit a Worksheet
Source: https://help.dingtalk.io/docs/sheets/edit/edit-worksheet
DingTalk Sheets worksheet management: create, rename, copy, move, or hide worksheets within a workbook via the bottom tab bar or right-click menu — ideal for organizing multi-sheet data projects.
In DingTalk Spreadsheet, the entire spreadsheet file is called a **Workbook**, and each workbook can contain multiple **Worksheets**. You can add, delete, and edit worksheets.
## Create
Click the icon in the bottom bar to create a new worksheet. The new worksheet is placed after the current worksheet by default.
## Edit a Worksheet
**Rename**: Double-click the worksheet name, or right-click and select **Rename** to change the worksheet name. The name cannot duplicate an existing one.
**Copy a worksheet**: Select the worksheet you want to copy, then right-click and select **Copy**.
**Move a worksheet**: Select the worksheet you want to move, then drag it with your mouse, or right-click and select **Move left / Move right**.
## Hide a Worksheet
Select the worksheet you want to hide temporarily, then right-click and select **Hide**. To display it again, click the icon on the left to expand all worksheets, then click the hidden worksheet to unhide it.
## Search Worksheets
When there are more than 10 worksheets, a search entry appears. You can search worksheets by keyword.
***
# Find and Replace
Source: https://help.dingtalk.io/docs/sheets/edit/find-replace
DingTalk Sheets Find and Replace: search for text, numbers, or symbols via the toolbar or Ctrl+F shortcut, with real-time yellow highlights on matches, and replace individual or all occurrences in one step.
In Spreadsheet, you can quickly find and replace data using the Find and Replace feature, or use the keyboard **shortcut Ctrl + F (Mac: Cmd + F)** to find data.
## Instructions
1. On the far right of the toolbar, click **More -> Find and Replace** to expand the panel. In the **Find** field, enter the data you want to search for. Text, numerical values, and symbols are supported.
2. Cells containing the matching data are searched in real time and shown with yellow highlights. Matching is case-insensitive for English text.
3. To replace the data found, enter the new content in the **Replace with** field, then click **Replace** to replace the data in the selected cell, or click **Replace All** to replace all matching data.
***
# Notify Others of Form Updates
Source: https://help.dingtalk.io/docs/sheets/edit/form-update-notify
DingTalk Sheets form update notifications: after saving, select specific members to receive a customizable DingTalk message alert, ensuring collaborators are notified of data changes without missing any updates.
## Feature Value
After updating spreadsheet content, select specific recipients to send message notifications, with support for editing the message content. Keep updates visible and ensure every change is accounted for.
## Use Case
Ding Sanduo is a product manager at an internet company. He uses Spreadsheet daily to track the launch progress of new product features and collaborates with Department Colleagues to fill in information. Delays in syncing information can sometimes affect overall project Progress. With the "Form update notification" feature, users can receive spreadsheet update Notifications instantly and select specific recipients to send message notifications, avoiding disturbing unrelated personnel.
## Instructions
Entry point: Top navigation bar — right side of the Save status — Notify others.
Available User list: Users in the current permission panel (top-right corner) with Document View Permission or above. Searching for users is not yet supported.
Default selected Users: The Chat object from the previous level and the Document creator. If a selection has been made before, the previous selection will be retained.
***
# Sort Data
Source: https://help.dingtalk.io/docs/sheets/edit/sort-data
In DingTalk Spreadsheet, use Sort to rearrange data in a specified order. This is an essential way to organize your data.
In DingTalk Spreadsheet, use Sort to rearrange data in a specified order. This is an essential way to organize your data.
## Instructions
Select the target range and click **Sort** in the toolbar. From the drop-down menu, choose a sort method. Custom sort is also supported, allowing you to adjust the spreadsheet order based on your needs.
* Number-type data is generally sorted by overall numerical value.
* Text-type data is generally sorted by English letters or the alphabetical order of Chinese pinyin.
* Tips: To get accurate sort results, standardize the data format before sorting.
***
# Print and Export
Source: https://help.dingtalk.io/docs/sheets/export-and-save-template/print-export
DingTalk Sheets print and export: print directly from the menu or download the workbook as XLSX, CSV, TSV, or PDF with a custom filename — making it easy to share or archive spreadsheets across platforms.
In DingTalk Spreadsheet, use the print and export features when you need to share a spreadsheet with customers or others through another platform.
## Instructions
Print: Click **Menu > Spreadsheet > Print** in the top navigation bar to print.
Export: Click **Menu > Spreadsheet > Download as** in the top navigation bar to quickly save the file locally. In the export panel, you can rename the target spreadsheet without affecting the original. (Currently, DingTalk Spreadsheet supports exporting to local files in XLSX, CSV, TSV, and PDF formats.)
***
# Save as Template
Source: https://help.dingtalk.io/docs/sheets/export-and-save-template/save-as-template
DingTalk Sheets Save as Template lets you save a finished spreadsheet as a personal template and reuse it from My Templates on every new file — eliminating repetitive setup for recurring reports, payroll sheets, and attendance trackers.
In daily work, users often need to create spreadsheets of similar types, such as monthly financial reports, employee salary calculations, and employee attendance tracking. To improve daily work efficiency and eliminate repetitive tasks, DingTalk Spreadsheet allows users to **Save as template**. Next time you create a spreadsheet, you can select directly from My Templates, making your work more efficient.
## How to Save to My Templates
1. Once the target spreadsheet is ready, click **Menu —> Spreadsheet** in the top navigation bar, then select **Save as template —> Save to My Templates** from the drop-down menu.
2. In the pop-up window, you can customize the **Title** of the template for quick identification and selection later, improving template recognizability.
3. Click **Create** in the lower-right corner of the pop-up window to complete the save.
## Where to Find Saved Templates
To use a saved template next time, go to **Document on the left —> Template in the upper right —> My Templates —> All Types in the upper right —> Filter by Spreadsheet**, and you can quickly find your saved templates.
## How to Delete a Saved Template
First, locate My Templates by clicking **Document on the left —> Template in the upper right —> My Templates —> All Types in the upper right —> Filter by Spreadsheet**. Click the **Delete Button** in the upper-right corner of the template to delete it quickly.
***
# Spreadsheet FAQs
Source: https://help.dingtalk.io/docs/sheets/faq
Answer: Encrypted Excel files cannot be edited online.
Encrypted Excel files cannot be edited online.
Use the filter view feature on the toolbar. Path: Click **Filter** on the toolbar > **Create filter**. When filtering data, select **Only visible to me** for the filter results.
If the permission scope is set to "Entire spreadsheet", click **Share** in the top-right corner to set user permissions.
Mentioning Contacts outside your organization is supported. Enter @ in a Cell to quickly select users outside your organization.
Click the navigation bar in the top-left corner, then go to **Menu > Spreadsheet >** **History**.
Open the file, then click **Menu > Spreadsheet > Download as** in the top navigation bar to quickly save it locally.
Up to 1,000 Worksheets are currently supported. For a better experience, we recommend not creating too many Worksheets in a single Spreadsheet.
Click a Cell, then right-click to add a comment.
The Find feature currently only searches within the current Worksheet.
Yes. Click **Menu > Spreadsheet > Print** in the top navigation bar to print quickly.
***
Last updated: February 8, 2022
# Alignment
Source: https://help.dingtalk.io/docs/sheets/format/alignment
DingTalk Sheets alignment options cover six modes — top, middle, bottom, left, center, and right — and can be applied to an entire row, column, or the whole spreadsheet at once to keep your data clean and consistent.
To make a Spreadsheet look clean and tidy, it's important to unify or adjust the text alignment within the Spreadsheet. In daily Spreadsheet work, you typically select an entire Record, Column, or the whole Spreadsheet to apply alignment changes in one step—simple and efficient.
## Vertical Alignment
### Align Top
Text is aligned to the top of the Cell.
Select the target Cell, click **Menu > Format** at the top, then choose **Align > Align Top** from the drop-down menu. Alternatively, select the target text and click **Align Top** in the toolbar for quick adjustment.
### Align Middle
Text is aligned to the vertical center of the Cell.
Select the target Cell, click **Menu > Format** at the top, then choose **Align > Align Middle** from the drop-down menu. Alternatively, select the target text and click **Align Middle** in the toolbar for quick adjustment.
### Align Bottom
Text is aligned to the bottom of the Cell.
Select the target Cell, click **Menu > Format** at the top, then choose **Align > Align Bottom** from the drop-down menu. Alternatively, select the target text and click **Align Bottom** in the toolbar for quick adjustment.
## Horizontal Alignment
### Align Left
Text is aligned to the left side of the Cell.
Select the target Cell, click **Menu > Format** at the top, then choose **Align > Align Left** from the drop-down menu. Alternatively, select the target text and click **Align Left** in the toolbar for quick adjustment.
### Center Align
Text is aligned to the horizontal center of the Cell.
Select the target Cell, click **Menu > Format** at the top, then choose **Align > Center Align** from the drop-down menu. Alternatively, select the target text and click **Center Align** in the toolbar for quick adjustment.
### Align Right
Text is aligned to the right side of the Cell.
Select the target Cell, click **Menu > Format** at the top, then choose **Align > Align Right** from the drop-down menu. Alternatively, select the target text and click **Align Right** in the toolbar for quick adjustment.
***
# Conditional Formatting
Source: https://help.dingtalk.io/docs/sheets/format/conditional-format
DingTalk Sheets Conditional Formatting automatically applies fill color, font color, borders, or data bars to cell ranges that match specific rules — including custom formula rules — making duplicates, outliers, and key values instantly visible.
In Spreadsheet, you can use Conditional Formatting to highlight cell ranges that meet specific rules with custom styles and formats, helping you find and identify data more intuitively and efficiently.
## Rule Types Supported by Conditional Formatting
**Formatting rules**: Highlight cell ranges that meet specific conditions using fill color, font color, borders, and other formats based on the rules you set.
**Visual rules**: Convert data in cells into data bars that visually represent vertical progress.
In addition, custom formulas are supported, allowing you to create more advanced custom format rules. Conditional Formatting has a wide range of use cases. The following sections introduce how to configure Conditional Formatting through common scenario examples.
### 1. Highlight: Mark Duplicates
As an HR specialist entering candidate data, you want to be reminded with highlighted cells whenever a duplicate candidate name is entered, helping you avoid recording the same candidate twice. You can achieve this using Conditional Formatting.
#### Steps
Select the cell range where you want to mark duplicates, that is, the "Candidate Name" column.
Click **Toolbar > Conditional Formatting > Highlight Cells > Duplicates**.
Select the format effect to apply when marking duplicates, and confirm to apply.
**Highlight Duplicates**: There is also a more efficient way to mark duplicates. Select the cell range you want to check, then click **Toolbar > Highlight Duplicates > Select Fill Style**.
### 2. Data Bars: Display Project Progress
#### Scenario
As a project manager reviewing task progress, you want to display the completion progress of each task more intuitively. You can achieve this using Conditional Formatting.
#### Steps
Select the area where you want to visualize progress, that is, the "Progress" column.
Click **Toolbar > Conditional Formatting > Data Bars**.
Select a data bar style you like to apply.
The "Progress" column will visually display project progress through color fill based on the Percent value.
### 3. Custom Formula: Mark Entire Rows by Condition
#### Scenario
As a class teacher managing student grade sheets, you want to mark the entire row of any student whose grade is below the passing mark for easier review.
By default, Conditional Formatting highlights only the cell where the data itself is located. To automatically change the color of an entire row that meets a specific condition, you need to use a more advanced custom formula.
#### Steps
Select the entire range where you want to apply the rule, that is, the entire area from "Student ID" to "Grade".
Click **Toolbar > Conditional Formatting > Create Rule** to open the **Conditional Formatting Rule** dialog.
In the rule dialog, select **Custom Formula**.
Enter the formula: `=$L4<60`. Note the `$` sign before column L where the grade is located. Because the entire row needs to apply Conditional Formatting based on the grade in column L, the column reference L must remain fixed while the row number can change.
Then select the format you want to apply and confirm.
### 4. View and Manage Existing Conditional Formatting Rules
To modify or clear Conditional Formatting, click **Toolbar > Conditional Formatting**, then choose Manage Rules or Clear from the dropdown menu to clear rules for the selected cell range or the entire Worksheet.
***
# Format Painter and Clear Formatting
Source: https://help.dingtalk.io/docs/sheets/format/format-painter
DingTalk Sheets Format Painter copies all formatting — color, font, borders — from a source cell and applies it to target cells with one click. The Clear Formatting shortcut (Ctrl+/) instantly resets any cell back to the default style.
When processing and beautifying spreadsheets, you often need to make large-scale changes to colors, fonts, and formats. Modifying cells one by one is tedious and time-consuming. The Format Painter lets you complete these operations quickly and easily, eliminating the need to handle each cell individually.
## Format Painter
* First, select the source Cell whose format you want to copy.
* Then, click **Format Painter** on the left side of the toolbar. The format of the source Cell is copied immediately. When the cursor turns into a brush shape, the format has been copied successfully.
* Finally, select the target Cell to apply the format. Click once, and the copied format is applied to the target Cell. The target Cell instantly takes on the same format as the source Cell, indicating that the Format Painter has been applied successfully.
## Clear Formatting
* First, select the target Cell to be cleared.
* Then, click **Clear Formatting** on the left side of the toolbar, **or use the shortcut Ctrl + / (Mac: Cmd + /)** to complete the action efficiently. Alternatively, **right-click and choose Clear > Clear Formatting.**
***
# Merge and Unmerge Cells
Source: https://help.dingtalk.io/docs/sheets/format/merge-cells
DingTalk Sheets Merge Cells: click the toolbar button to merge adjacent cells into one — commonly used for header rows or columns. Click again on a merged cell to unmerge; only the top-left content is retained on merge.
When creating spreadsheets, you often need to organize subjects and categories. A single title may cover multiple entries, so you need to merge the cells that hold the title. Merging cells is commonly used when formatting the first row or column.
## Merge Cells
Select the target cells to merge, and then click **Merge Cells** on the toolbar to merge the cells instantly.
## Additional Notes
* Two or more cells that have already been merged cannot be merged again. To continue merging, unmerge them first and then perform the merge.
* When merging two or more cells with different text content, the system retains only the text in the top-left cell by default. All other text will be cleared.
## Unmerge
Select a merged cell. The Merge Cells button on the toolbar changes to **Unmerge Cells**. Click it to unmerge the cells.
## Additional Notes
* Unmerge supports batch operations. You can select multiple merged cells and unmerge them at the same time.
* After unmerging, the text remains in the top row by default, and the alignment stays unchanged.
***
# Set Text Styles
Source: https://help.dingtalk.io/docs/sheets/format/text-style
DingTalk Sheets text styles: apply bold, italic, underline, strikethrough, font color, and cell fill color from the toolbar or menu to emphasize key data and improve the readability and visual appeal of your spreadsheet.
Adjusting text styles highlights key information, makes the subject stand out, and diversifies the display of Spreadsheet content. It helps readers quickly grasp key points and better understand the Spreadsheet. Thoughtful text formatting also enhances the visual appeal of your Spreadsheet.
## Style 1: Bold
Bold enlarges the text and intensifies the font color, making it more visually prominent. It is commonly applied to the first row, first column, or title of a Spreadsheet—similar to how titles are bolded in Documents as a standard practice.
Select the target Cell, then click **Menu > Format > Text style > Bold** at the top. Alternatively, select the target Text and click **Bold** in the toolbar for quicker access.
## Style 2: Italic
Select the target Cell, then click **Menu > Format > Text style > Bold** at the top. Alternatively, select the target Text and click **Italic** in the toolbar for quicker access.
## Style 3: Underline
Underline is typically used to emphasize key points within the text.
Select the target Cell, then click **Menu > Format > Text style > Underline** at the top. Alternatively, select the target Text and click **Underline** in the toolbar for quicker access.
## Style 4: Strikethrough
**(Shortcut: Ctrl + Shift + X) (Mac: Cmd + Shift + X)**
Strikethrough is typically used to indicate revisions to existing content or for Approval purposes.
Select the target Cell, then click **Menu > Format > Text style > Strikethrough** at the top. Alternatively, select the target Text and click **Strikethrough** in the toolbar, or press Ctrl + Shift + X for quicker access.
***
# Text Wrapping Options
Source: https://help.dingtalk.io/docs/sheets/format/wrap-text
DingTalk Sheets offers three text wrapping modes — Overflow, Wrap Text, and Clip — for handling cells with long content. Choose the right mode via the toolbar or menu to keep all text visible and maintain control over spreadsheet dimensions.
Spreadsheet supports three text wrapping options: **Overflow, Wrap Text, and Clip**. Wrapping options are typically used for cells with large amounts of text. By adjusting the wrapping option, all text remains visible at a glance without being hidden, and spreadsheet size stays under control.
## Overflow
Displays text that exceeds the cell width in the adjacent cells.
Select the target cell, click **Menu** —> **Format** at the top, and then select **Alignment —> Overflow** from the drop-down menu. Alternatively, select the target text and click **Wrap Text —> Overflow** in the toolbar for a quick adjustment.
## Wrap Text
Automatically breaks long text in a cell based on the cell width and continues the text on the next line within the same cell.
Select the target cell, click **Menu** —> **Format** at the top, and then select **Alignment —> Wrap Text** from the drop-down menu. Alternatively, select the target text and click **Overflow —> Wrap Text** in the toolbar for a quick adjustment.
## Clip
Hides text that exceeds the cell width.
Select the target cell, click **Menu** —> **Format** at the top, and then select **Alignment —> Clip** from the drop-down menu. Alternatively, select the target text and click **Wrap Text —> Clip** in the toolbar for a quick adjustment. Clip is generally used for non-essential text in a spreadsheet.
***
# Alternating Colors
Source: https://help.dingtalk.io/docs/sheets/format/zebra-stripes
DingTalk Sheets Alternating Colors applies row-by-row color schemes to a selected range with a single click. Choose from built-in palettes to make large data tables easier to read and visually polished without manual row-by-row formatting.
Stop worrying about color choices and palette combinations for your charts. DingTalk Spreadsheet lets you apply alternating colors with a single click, transforming dull tables into visually appealing ones. The fresh, natural row-by-row coloring offers smooth color transitions, making your spreadsheets clearer and more polished — instantly elevating their professional look.
## Apply Alternating Colors
1. Select the spreadsheet area you want to enhance.
2. Click **Toolbar -> the dropdown arrow next to the fill color icon -> Alternating colors**.
3. Choose a color scheme that fits your preference, use case, or subject. Click the desired option in the popup to apply it.
## Modify the Filled Area
1. A small handle appears at the bottom-right corner of the area filled with alternating colors.
2. Without selecting the area, simply hover your mouse over the handle. The cursor will change to a draggable style.
3. Drag horizontally or vertically to resize the filled area.
## Change or Clear the Color Scheme
1. Select any part of the filled area.
2. Click **Toolbar -> the down arrow next to the fill color icon -> Alternating colors**, then choose another color scheme from the popup to change it.
3. Click No fill in the popup to remove the colors.
## Notes
1. Different alternating-color areas cannot overlap.
2. Alternating colors have a lower tier than colors you fill in manually. If you have already filled a cell area with a color, applying alternating colors will have no effect. Clear the existing fill color first, then apply alternating colors.
***
# Cross-Spreadsheet References
Source: https://help.dingtalk.io/docs/sheets/formulas/cross-sheet-reference
DingTalk Sheets cross-spreadsheet references use the IMPORTRANGE function to pull cell data from a target range in another spreadsheet and auto-sync whenever the source is updated — enabling seamless multi-spreadsheet data consolidation.
Cross-spreadsheet references rely on the IMPORTRANGE function to import cell data from a target range in a specified spreadsheet and automatically sync updates from the source spreadsheet. With cross-spreadsheet references, you can connect data across multiple spreadsheets in a single step, making data processing more efficient.
**Table of contents**
1. Use case overview
2. How to create a reference
3. View or edit existing references
4. Cancel a reference
5. Troubleshooting cross-spreadsheet reference failures
6. FAQ
## 1. Use Case Overview
Ding Sanduo is the national store manager of DingTalk Coffee, and needs to consolidate the **sales performance of stores nationwide** in real time every day. Ding Sanduo wants a master spreadsheet that automatically references **the sales data of stores in different regions**, instead of copying the data manually. This **maintains efficiency** and ensures that any subsequent updates **sync automatically** to all spreadsheets that reference the data.
## 2. How to Create a Reference
**Method 1: From the feature menu**
Select a cell, then click **Menu** > **Data** > **Cross-spreadsheet reference** > **Create reference** in the toolbar. In the dialog, select or search for the target spreadsheet file, choose the data range on the right, and click **Reference data** to complete the action.
**Method 2: Use the IMPORTRANGE function**
Select a cell and enter "=IMPORTRANGE" to open the function panel. Click **Select spreadsheet**, select or search for the target spreadsheet file in the dialog, choose the data range on the right, and click **Reference data** to complete the action.
If you are familiar with functions, enter the formula directly: =IMPORTRANGE(spreadsheet link, range)
For example: `=IMPORTRANGE("https://docs.dingtalk.io/...","'Project Management'!G21:G22")`
**Method 3: From the function menu**
Select a cell, then click **Menu** > **Insert** > **Formula** > **All functions** in the toolbar. Find the IMPORTRANGE function under **Lookup**, click **Insert** > **Select spreadsheet**, choose the target spreadsheet file in the dialog, and click **Reference data** to complete the reference.
\*\* Tips\*\*
After confirming the reference, an authorization prompt appears in a small window. Click **Allow**, otherwise the reference cannot take effect.
## 3. View or Edit Existing References
**Users with Can edit or higher permissions on the current spreadsheet** can view cross-spreadsheet references in the current worksheet.
**How to view:**
* **View all references**: From the main **Menu**, click **Data** > **Cross-spreadsheet reference** > **View all references**.
* **View references in a selection**: Right-click within the selection to open the context menu, scroll to the bottom, and select **Cross-spreadsheet reference**.
**Sync the data source**
Method 1: Open the view panel, then click the refresh button on the spreadsheet card on the right.
Method 2: Right-click the referenced selection, scroll to the bottom of the menu, and select **Cross-spreadsheet reference** > **Refresh referenced data**.
**Modify the referenced range**
Method 1: Open the view panel, click the edit button on the spreadsheet card on the right, and reselect the referenced spreadsheet and range in the dialog.
Method 2: Right-click the referenced selection, scroll to the bottom of the menu, select **Cross-spreadsheet reference** > **Modify referenced data**, and reselect the referenced spreadsheet and range in the dialog.
**Open the reference source**
> (**Note: Users with Can edit or higher permissions on the current spreadsheet can use the Open entry.**)
Method 1: Open the view panel and click the referenced spreadsheet on the spreadsheet card on the right to navigate to it.
Method 2: Right-click the referenced selection, scroll to the bottom of the menu, and select **Cross-spreadsheet reference** > **Open source spreadsheet**.
## 4. Cancel a Reference
> **Note: Only users with Can edit or higher permissions on the current spreadsheet can cancel a reference.**
Method 1: Open the view panel and click the cancel button on the spreadsheet card on the right.
Method 2: Right-click the referenced selection, scroll to the bottom of the menu, and select **Cross-spreadsheet reference** > **Cancel reference**.
## 5. Troubleshooting Cross-Spreadsheet Reference Failures
1. **Glossary**
Node: A "cross-spreadsheet reference node" refers to a document or data unit that is being referenced. In a cross-spreadsheet reference, each individual document, spreadsheet, or table can be regarded as a "node". These nodes are connected through reference relationships, forming a network or graph structure.
2. **Categories and causes of cross-spreadsheet reference failures**
When you reference data across spreadsheets, the reference may fail. The main causes are:
1. **Node count limit**
* **Node count limit explanation:** The node count refers to the total number of documents directly or indirectly connected through references in the network. The current limit is 10 nodes. If the total exceeds 10, authorization fails with a message indicating the limit has been reached. For example:
* A references B and C; B references D, E, and F. The total number of related documents is 6.
* When the total reaches 10, none of the 10 documents can reference an 11th document, nor can the 11th reference any of them.
* If the combined total of two reference groups exceeds 10, the two groups cannot be linked.
2. **Node depth limit**
* **Node depth limit:** The node depth refers to the depth of references along a single path—document A is referenced by document B, which is referenced by document C, and so on. The current depth limit is 3 levels. For example:
* A references B, B references C, and C references D. There are 3 levels of references among these four documents. D cannot reference a fifth document, nor can a fifth document reference A.
3. **Circular references**
* **Circular reference:** If document A references document B, and document B directly or indirectly references document A, forming a closed loop, the reference is not supported. This avoids infinite loops or logical confusion in data processing. For example:
* A references B, and B references C. C cannot reference A or B. A document cannot reference itself either.
3. **Notes for using cross-spreadsheet references**
4. The number of related referenced documents cannot exceed 10.
5. Referenced documents do not support online editing.
6. Referencing too much content or formulas that are too complex may cause a timeout and lead to failure.
## 6. FAQ
1. Cross-spreadsheet references do not currently support local spreadsheets.
2. Spreadsheets containing "Lock - View prohibited" rules cannot be referenced.
3. The referenced range cannot contain other data. Cross-spreadsheet references rely on "array formulas". When the array expands, the target area must be empty.
***
# Dynamic Reference Function
Source: https://help.dingtalk.io/docs/sheets/formulas/dynamic-reference
Parse text strings into cell references to build dynamic formulas across multiple sheets.
## INDIRECT Function
The INDIRECT function parses text into a range reference. In most formulas, references are typically entered directly, such as SUM(A1:A5), where A1:A5 is not wrapped in quotation marks and directly represents the range A1:A5.
INDIRECT is generally used in combination with the concatenation operator "&" or text functions.
**Example:** In cell C1 of a "Summary" sheet, the INDIRECT parameter is concatenated into the text "Apples!B:B". After being parsed by the INDIRECT function, it references column B of the "Apples" sheet, and the SUM function then calculates the "Total sales".
***
# Logical Functions
Source: https://help.dingtalk.io/docs/sheets/formulas/logical-functions
Logical judgment functions in DingTalk Spreadsheet: IF, IFS, AND, OR, XOR, NOT, IFERROR, IFNA.
| Tag | IF , IFS , AND , OR , XOR , NOT , IFERROR , IFNA |
| --- | --------------------------------------------------------------- |
In Spreadsheet, you can use a series of logical functions to return a corresponding result or run corresponding logic based on whether a specified condition is met.
## IF Function
The IF function is the most basic logical function. It takes 3 arguments:
> **IF(condition, formula to run if the condition is met, formula to run if the condition is not met)**
* The "condition" can be any value or a nested formula. When evaluating, the function attempts to convert the "condition" value to TRUE (met) or FALSE (not met), and runs the corresponding logic based on TRUE or FALSE.
* **FALSE, the number 0, empty text, empty cells, and errors are converted to FALSE; all other values are converted to TRUE.**
**Example:** Mark as "Pass" when "Score" reaches 60.
## Combined Conditions: AND Function Checks Whether Multiple Conditions Are Met Simultaneously
As the name suggests, **"AND" means "and both/all"**, so the AND function checks whether multiple conditions are met at the same time. It accepts multiple arguments, each corresponding to a condition. If all are met (TRUE), the function returns TRUE; otherwise, it returns FALSE.
By nesting the AND function as the condition inside an IF function, you can handle the following scenario:
**Example:** Mark as "Pass" when both "Listening" and "Reading" scores are above 60.
## Combined Conditions: OR Function Checks Whether at Least One of Multiple Conditions Is Met
Similarly, **"OR" means "either"**. The OR function checks whether at least one of multiple conditions is met. It also accepts multiple arguments, each corresponding to a condition. If any one of the conditions is met (TRUE), the function returns TRUE; if none are met, it returns FALSE.
When nested inside the IF function, it enables:
**Example:** Mark as "Pass" if either "Listening" or "Reading" reaches 60.
## Combined Conditions: IFS Function Runs Different Logic for Multiple Conditions
The IF function has two execution branches based on whether a single "(combined) condition" is met. The IFS function, in contrast, lets you specify a series of conditions to evaluate in order. When a condition is met, it returns the corresponding result or runs the corresponding logic.
**Example:** Mark the corresponding "Grade" based on the range that the "Score" falls into.
## IFERROR Function
The IFERROR function takes 2 arguments. Its logic is to check whether the 1st argument is an "error": if so, the function returns the 2nd argument; otherwise, it returns the 1st argument as is.
Here, "error" refers to values such as **#N/A, #VALUE!, #REF!, #DIV/0!, #NUM!, #NAME?, or #NULL!**.
## IFNA Function
Similar to the IFERROR function, but the IFNA function only checks whether the 1st argument is a #N/A error.
It is often used together with lookup functions such as VLOOKUP and MATCH, because these functions return a #N/A error when the target value is not found.
**Example:** When a nested VLOOKUP function does not find the "Product Name" corresponding to "dd233", it returns a #N/A error. The IFNA function receives the #N/A argument and therefore returns "Not found".
***
# Data Lookup & Matching
Source: https://help.dingtalk.io/docs/sheets/formulas/lookup-match
Look up and match data in DingTalk Spreadsheet with XLOOKUP, XMATCH, VLOOKUP, HLOOKUP, LOOKUP, and MATCH.
## A More Flexible Lookup Function — XLOOKUP
In DingTalk Spreadsheet, use the **XLOOKUP** function to perform lookups and matching. Compared with the existing lookup functions (LOOKUP, VLOOKUP, HLOOKUP), XLOOKUP is more flexible and faster.
## XLOOKUP Overview
The XLOOKUP function searches for a "target value" within a "lookup range". When the lookup succeeds, it returns the data at the corresponding position in the "result range", based on the position of the match within the "lookup range".
XLOOKUP has 6 parameters, in order:
* **Target value (required)**
* **Lookup range (required)**
* **Result range (required)**
* **The result to return when the target value is not found**
* **Match type**
* **Search mode**
For detailed parameter descriptions, go to the DingTalk Spreadsheet toolbar **Formula > All functions** and search for the "XLOOKUP" function.
## "Lookup Range" and "Result Range" Can Be Anywhere
The existing lookup functions require the "result range" to be to the right of or below the "lookup range", which can be inconvenient in some scenarios. In the XLOOKUP function, the "lookup range" and the "result range" are independent parameters (the 2nd and 3rd parameters), removing constraints on the structure of the source data:
**Example:** Searching for "Orange" within the range B2:B5 finds the match at position 2, so the result is the 2nd value in the range A2:A5, "dd231".
The XLOOKUP function has no notion of "lookup direction" and requires the "lookup range" to be a single row or single column. The function returns the value at the same position in the result range as the matched row/column. For example:
**Example:** Searching for "Unit price" within the range A1:D1 finds the match at position 3, so the result is the 3rd value in the range A3:D3, 2.3.
## Default Result When No Match Is Found
When the target value is not found, the existing lookup functions return the #N/A error. With XLOOKUP, you can specify a default value (the 4th parameter), which is returned when the target value is not found:
**Example:** If "Cherry" is not found within the range B2:B5, the function returns the 4th parameter as the result.
## More Precise Lookup Modes
The 5th and 6th parameters of the XLOOKUP function are "match type" and "search mode". Combine them to specify more precise lookup behavior.
| Match type | 0 | Default. Only matches values that are exactly equal to the "target value". |
| ----------- | -- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| | 1 | Prefers values exactly equal to the "target value". If none exist, returns the **smallest value greater than the target value**. |
| | -1 | Prefers values exactly equal to the "target value". If none exist, returns the **largest value smaller than the target value**. |
| | 2 | Matches the "target value" using **wildcard** rules. |
| Search mode | 1 | Default. Matches values in the "lookup range" in order, from first to last. |
| | -1 | Matches values in the "lookup range" in **reverse** order. |
| | 2 | Assumes values in the "lookup range" are sorted in **ascending** order and uses binary search. Faster lookup, but if the "lookup range" is not sorted, the result may be incorrect. |
| | -2 | Assumes values in the "lookup range" are sorted in **descending** order and uses binary search. Faster lookup, but if the "lookup range" is not sorted, the result may be incorrect. |
For example, find the product closest to the target sales amount:
**Example:** With the 5th parameter set to -1, the function looks for 100 or the largest value smaller than 100. The matching value 77 is found within the range D2:D5, so the corresponding result "Watermelon" is returned.
## Advanced! Nested Use of XLOOKUP
The "result range" of XLOOKUP can span multiple rows and columns. Based on the lookup result, XLOOKUP returns multiple values from the corresponding row/column. Leveraging this feature, the XLOOKUP function can be combined with other functions to handle more scenarios. For example:
**Example 1 — XLOOKUP combined with SUM:** When "Kaola" is located in the 3rd row of the "lookup range", the XLOOKUP function returns the 3rd row of the "result range", that is, "30, 40, 50, 60". The SUM function then sums the results of the XLOOKUP function to produce the final result "180".
**Example 2 — Nested XLOOKUP:** The inner XLOOKUP function returns the result "30, 40, 50, 60", which is passed as the "result range" to the outer XLOOKUP function. The outer XLOOKUP function then searches for "Q3" within the range B2:E2. The match is found at position 3, so the result "50" is returned from "30, 40, 50, 60".
## Further Reading
Similarly, **XMATCH** also offers more flexible features and faster lookup speeds, and can replace the existing MATCH function. In the DingTalk Spreadsheet toolbar, go to Formula > All functions and search for the "XMATCH" function for detailed parameter descriptions.
***
# Text Concatenation Functions
Source: https://help.dingtalk.io/docs/sheets/formulas/text-concat
Concatenate text in DingTalk Spreadsheet with the & operator, CONCAT, and TEXTJOIN.
| Tag | Concatenation, &, CONCAT, TEXTJOIN |
| --- | --------------------------------------- |
In DingTalk Spreadsheet, you can concatenate text using several methods.
## Method 1: The "&" Concatenation Operator
Place the `&` operator between values to join them, for example `=A2 & B2 & C2`.
## Method 2: CONCATENATE and CONCAT Functions
The CONCATENATE function joins multiple text strings together, with each argument representing one text string.
CONCAT is a more flexible text concatenation function. Each argument can be a single text string or a reference that points to multiple text strings.
## Method 3: TEXTJOIN Function
The TEXTJOIN function also joins multiple text strings, inserting a specified delimiter between each pair of strings.
The arguments of the TEXTJOIN function are, in order:
* **Delimiter (required). If left empty, the result is the same as the CONCATENATE function.**
* **Whether to ignore empty text.**
* **One or more arguments specifying the text to join. At least one is required.**
***
# Text Format Conversion
Source: https://help.dingtalk.io/docs/sheets/formulas/text-format-convert
Convert text formats in DingTalk Spreadsheet with the TEXT and T functions.
| Tag | Conversion, TEXT, T |
| --- | ------------------------ |
## Text, Date => Numerical: the VALUE Function, or Mathematical Operators
The VALUE function attempts to convert various arguments into numerical values. If the conversion fails, it returns the #VALUE! error.
The same effect can be achieved through type conversion via mathematical operations. During multiplication, the operands are first converted to numerical type.
Operators such as "--A2" and "A2/1" can also achieve the same effect.
## Numerical, Date => Text: the TEXT Function, or the Concatenation Operator "&"
The TEXT function applies a specified format (the second argument) to various types of data (the first argument) and returns a text result. When the specified format is "0", the data is converted to its most basic text form.
Similarly, the text concatenation operator "&" first attempts to convert its operands to text during the operation, so it can also be used to convert values to text.
## Conversion to Date and Time
In DingTalk Spreadsheet, dates are stored as numerical values. The numerical value combined with a "format" produces a date and time. Therefore, to convert other types of data to a date, you must first convert the data to a numerical value.
After obtaining the numerical result, go to **Toolbar menu > Format > Data format > Date and time** to display the cell as date and time.
***
# How to Bulk Edit Links
Source: https://help.dingtalk.io/docs/sheets/insert-content/batch-update-links
Insert or bulk remove web links with a right-click for more convenient link editing.
## Value
Insert or bulk remove web links with a right-click for more convenient link editing.
## Use Cases
When editing a Spreadsheet, right-click to easily insert or delete links, making content editing more efficient.
## Instructions
1. Select a Cell, then right-click to access the new "Insert Link" shortcut.
2. When the selection contains links, right-click and select "Remove Link" to bulk remove links quickly.
***
# Charts: Visualize Your Data
Source: https://help.dingtalk.io/docs/sheets/insert-content/chart-visualization
In DingTalk Spreadsheet, convert existing data into visual charts for intuitive presentation and analysis.
In DingTalk Spreadsheet, convert existing data into visual charts for intuitive presentation and analysis.
Spreadsheet currently supports multiple chart types, including **Column, Pie, Line, Area, Scatter, and Bubble**.
## Instructions
### Create a Chart
Select the data range you want to use for the chart, then click **Chart** in the toolbar to insert it. By default, the data is displayed as a **Column** chart.
### Edit a Chart
In the **Settings** tab of the chart editor panel, switch between chart types such as **Line, Pie, and Bar**, and configure options such as **chart color** and **data range**.
You can also apply **Custom** settings to the inserted chart, including the **chart title, axes, legend, series style, and rendering**. Available customizations vary by chart type, so adjust them based on your needs.
### Modify a Chart
To re-edit an existing chart, click **...** on the chart and select **Edit chart**. You can also **Delete** the chart or **Download** it as an image.
***
# Checkbox: Create a Task List
Source: https://help.dingtalk.io/docs/sheets/insert-content/checkbox-task-list
In DingTalk Spreadsheet, you can create a task list by inserting checkboxes.
In DingTalk Spreadsheet, you can create a task list using **Insert Checkbox**.
## Instructions
1. Design a task list with task names and assignees, then insert a Column to indicate task completion status.
2. Select a blank Cell and click **Checkbox** on the toolbar to insert a Checkbox.
3. Click the Checkbox to toggle it based on the task's completion status.
After exporting a Spreadsheet that contains checkboxes, the checkboxes appear locally as TRUE and FALSE values.
***
# Set Date Reminders Efficiently
Source: https://help.dingtalk.io/docs/sheets/insert-content/date-reminder
DingTalk Sheets date reminders: insert an event reminder via the menu, then pick a date or specific time from the calendar panel to quickly populate a cell — ideal for project timelines, task lists, and work plans.
In Spreadsheet, click **Menu -> Insert -> Event Reminder**. Select a date from the calendar to quickly enter date-formatted data into a cell. By default, the data appears as a date. To display a specific time along with the date, select the Include time checkbox at the bottom of the calendar panel. This feature is ideal for project management spreadsheets, task lists, work plans, and similar scenarios.
## Instructions
1. Create a task list and insert a column to represent the completion time.
2. Select a blank cell and click **Menu -> Insert -> Event Reminder** on the top navigation bar. The **Date picker panel** appears below the cell.
3. Select a date or a specific time point as needed.
***
# Dropdown List: Standardize Input
Source: https://help.dingtalk.io/docs/sheets/insert-content/dropdown-list
DingTalk Sheets Dropdown List: define a set of preset options for a cell range to replace free-text entry, enforce valid values, and customize fill colors and option order — boosting input efficiency and ensuring data consistency.
In DingTalk Spreadsheet, use the Dropdown List feature to replace free-text input with a unified set of choices. This restricts cell input to specified values, ensuring data accuracy, improving input efficiency, and making the data easier to read for viewers.
## Workflow
### Create a Dropdown List
Select the data range you want to standardize, then click **Menu —> Insert —> Dropdown List** on the top navigation bar, or click **… More —> Dropdown List** on the right side of the toolbar above. This opens the **Dropdown List dialog**, where you can configure the Dropdown List and its content.
### Configure the Dropdown List
1. In the Dropdown List dialog, three option slots are displayed by default. Enter the content you want to use as options, then save to apply the configured menu options to the selected range.
2. Editing actions supported by the Dropdown List:
1. **Change the fill style**: Choose your preferred fill style and color scheme.
2. **Reorder options**: Hold the **three-bar handle** on the left side of an option and drag to reorder.
3. **Change the fill color**: Customize the Option color for each option.
### Convert Existing Data into Dropdown List Options
If your spreadsheet already contains some data and you want to convert it into a Dropdown List so it can be quickly reused for new records, do the following:
1. Select the range containing the existing data, then click **Insert — Dropdown List**.
2. The existing data is deduplicated and automatically becomes Dropdown List options.
3. Delete or modify any non-standard data.
4. After saving, the data in the selected range is converted into a Dropdown List. Any previously entered non-standard data is flagged with a prompt, and you can click to select the standardized format.
### Remove a Dropdown List
1. Clear the selected option: Select the target range or cell and press the Delete or Backspace key to clear the current content, then make a new selection.
2. Remove an inserted Dropdown List: Select the range containing the Dropdown List, **right-click — Configure Dropdown List**, then click **Delete validation** in the Dropdown List dialog. Alternatively, click **… More —> Dropdown List** on the right side of the toolbar above, then select **Remove list** in the lower-left corner of the dialog. This action does not clear the original values you have already entered into the cells.
### Other Notes
* When adding option content in the dialog, press Tab or Enter to quickly move to the next row for editing.
* To reorder the Dropdown List content, click and drag the handle on the right side of the content box.
* To delete a single item from the Dropdown List, click the delete icon on the right side of the content box.
## Use Case
As a store manager, I need to track product sales volume and revenue for my store, so I created a "Mooncake Sales List" for store associates to fill out together. However, when filling in the "Category" and "Region" fields, I noticed that everyone used different formats, which made the results inconsistent and difficult to analyze. In this case, you can use the **Insert —> Dropdown List** feature to standardize the data.
***
# Enable Multiselect Dropdowns
Source: https://help.dingtalk.io/docs/sheets/insert-content/dropdown-multi-select
Dropdown List options support Multiselect, enabling more comprehensive Content annotation.
## Value
Dropdown List options support Multiselect, enabling more comprehensive Content annotation.
## Use Cases
Dropdown List options make it easy to quickly enter repeated values, but annotating multiple repeated items at the same time used to be difficult. Spreadsheet's Dropdown List now offers a new Multiselect feature. With Multiselect enabled, a Cell can hold two or more annotations at once, freely combined and added.
## Instructions
Setup steps:
1. Insert > Dropdown List.
2. Dropdown List Settings > Multiselect.
How to use:
1. Click to expand the Dropdown List and select multiple Tags.
***
# Images: Manage Visual Assets
Source: https://help.dingtalk.io/docs/sheets/insert-content/image-management
DingTalk Sheets image management: insert Cell Images that scale with the cell (supporting bulk upload) or Floating Images that hover freely and can be dragged to any position — covering both visual asset management and rich media data display.
In Spreadsheet, you can embed **Cell Images** within Cells, or insert **Floating Images** that hover above Cells. This helps you manage visual assets and present data in a more diverse and vivid way.
## Instructions
### Insert an Image
1. In the top navigation bar, go to **Insert** and select **Cell Image** or **Floating Image**. Alternatively, click **Image** in the toolbar and choose the image type from the drop-down menu.
2. After selecting an image, choose the one you want to upload from your local library and insert it into the Spreadsheet.
* **Insert Cell Image**: The image is embedded within the Cell. Its size adjusts as the Cell is resized, and batch upload is supported.
* **Insert Floating Image**: The image hovers above the Cell. Its size and position do not change with the Cell. You can only reposition or resize the image by selecting and dragging it with the mouse.
### View an Image
* Hover the mouse over a Cell Image or Floating Image. The cursor changes to "". Click the image to view it at its original size.
### Change the Image Type
* To convert a Cell Image into a Floating Image, right-click the selected image and choose **Convert to Floating Image** from the menu.
* The process for converting a Floating Image into a Cell Image is the same. Batch conversion from Floating Images to Cell Images is supported. By default, each image is inserted into the Cell where its **top-left corner is located**.
***
# Insert Attachments
Source: https://help.dingtalk.io/docs/sheets/insert-content/insert-attachment
DingTalk Sheets attachments: upload local files, images, audio, and video (up to 251 MB on Standard, 1 GB on Professional) with online preview for documents and media — making it easy to build a shared team resource library.
Spreadsheet supports inserting attachments such as local files, images, audio, and video. Build your team's online resource library with ease.
## Instructions
1. Entry point: Insert > Attachment.
2. The attachment size limit is 251 MB for DingTalk Standard and 1 GB for DingTalk Professional.
3. Attachment formats that support online preview: documents, spreadsheets, presentations, images, video, and audio. Other formats must be downloaded and cannot be previewed.
***
# Insert a Pivot Table
Source: https://help.dingtalk.io/docs/sheets/insert-content/insert-pivot-table
DingTalk Sheets pivot tables: go to Menu > Insert > Pivot Table and drag fields to instantly summarize, analyze, and cross-tabulate complex datasets. The data source must have no merged cells and no blank cells in the first row.
## 1. Feature Overview
In DingTalk Spreadsheet, go to Menu > Insert > Pivot Table to turn unstructured data into a pivot table with simple drag-and-drop. Easily perform category summaries, multi-dimensional analysis, and cross-tabulation.
## 2. Steps
### 1. Prepare the Data Source for Analysis
First, prepare the data you want to analyze. It can be a data export from your backend system or records you entered manually. Make sure that:
1. The first row of the data source contains no blank cells.
2. The data source includes at least 2 rows.
3. The data source contains no merged cells.
### 2. Insert a Pivot Table
Select any area within your prepared data source, then go to Insert > Pivot Table through one of the following entry points:
1. Top-left menu > Insert > Pivot Table.
2. Toolbar > Pivot Table.
The Create Pivot Table dialog appears. You can:
1. Confirm the data source: Spreadsheet automatically detects the data range you may want to analyze. You can adjust it manually.
2. Select the location to insert the pivot table: either the current worksheet or a new worksheet. We generally recommend a new worksheet.
3. Click Confirm to display an empty pivot table along with the configuration panel on the right.
### 3. Get to Know the Pivot Table Interface
Before configuring, get familiar with the pivot table interface:
1. Placeholder on the left: the default display area for the pivot table. Before the pivot table is generated, this area shows a black-and-white placeholder image.
2. Configuration menu on the right:
1. Field list: fields from the data source are automatically extracted and displayed here, ready for category summaries.
2. Pivot table areas: drag fields from the field list into the corresponding areas to generate the pivot table results.
### 4. Configure the Pivot Table
Let's walk through a real-world example to show you how to configure a pivot table for cross-tabulation analysis:
This is the sales details table of a digital brand across stores in different regions. The owner wants to:
1. View the total sales of each product by region.
2. View the total individual sales of the salesperson "Xiao Ding".
**Here is a universal analysis framework. Every pivot table analysis comes down to 3 questions:**
1. **What data do you want to analyze? — Add the field to the Values area of the pivot table.**
2. **By which dimensions do you want to analyze? — Add the field to the Rows/Columns area of the pivot table.**
3. **By what type do you want to filter? — Add the field to the Filters area of the pivot table.**
Based on the owner's requirements:
1. What data to analyze: sales amount, which corresponds to the Amount field in the data source.
2. Which dimensions to analyze by: different regions (the Region field) and different products (the Product Name field).
3. What type to filter by: "Xiao Ding" belongs to the Salesperson field.
Next, simply:
1. Add Amount to the Values area of the pivot table.
2. Add Product Name and Region to the Rows/Columns area of the pivot table. Whether to place them in rows or columns depends entirely on visual clarity; generally, we add them to the Rows area.
3. Add Salesperson to the Filters area.
You will then quickly get the summary results.
### 5. Filter and Sort the Pivot Table
You can filter and sort the generated pivot table. When sorting, you can also choose the sort basis.
### 6. Refresh the Pivot Table
When the data source is updated or modified, you need to refresh the pivot table. DingTalk Spreadsheet supports both manual and automatic refresh. Manual refresh is enabled by default.
***
# Quick Links to Data Titles
Source: https://help.dingtalk.io/docs/sheets/insert-content/link-data-title
DingTalk Sheets Insert Link: embed URL addresses, other cells, or other worksheets as hyperlinks inside a cell with a custom display label — enabling quick navigation to related content across documents and sheets.
In Spreadsheet, use Insert Link to add other data content as hyperlinks, helping you find content quickly. The following link types are supported: URL addresses, other cells, and other worksheets.
## Instructions
### Insert a Link
#### Standard URL
1. Select the cell where you want to insert the link, then click **Insert - Link** on the top navigation bar.
2. Enter the title text to be displayed externally in the **Title** field.
3. Enter or paste the link address in the **Address** field.
4. Click **Confirm** to complete the link.
#### Link to Another Cell in the Same Spreadsheet
1. Select the cell where you want to insert the link, then click **Insert - Link** on the top navigation bar.
2. In the Address field, select Link to Cell.
3. Use the Range Selector to manually enter or directly select a cell.
4. Modify the Title, then click Confirm to complete the link.
5. Click the link to redirect to the corresponding cell.
#### Link to Another Worksheet
1. Select the cell where you want to insert the link, then click Insert - Link on the top navigation bar.
2. In the Address field, select Link to Worksheet, then choose an existing worksheet in the current spreadsheet.
3. Click Confirm to complete the link.
4. Click the link to redirect to the corresponding worksheet.
#### Edit or Cancel a Link
1. Select the link in the cell to expand the **Link panel**.
2. The **Link panel** supports the following actions:
* **Edit**: Click to modify the link.
* **Copy**: Click to copy the link address with one click.
* **Cancel**: Click to cancel the link attribute of the current cell. The content entered in the cell will not be deleted.
***
# How to Enable AutoComplete Input
Source: https://help.dingtalk.io/docs/sheets/smart-tools/auto-complete
DingTalk Sheets AutoComplete input: as you type a keyword in a cell, the feature automatically suggests matching values from the same column for one-click selection, reducing repetitive entry and keeping data terminology consistent across records.
## Feature Value
Tired of entering repetitive data in spreadsheets? The new AutoComplete input feature automatically matches content, reducing data entry workload, maintaining data consistency, and improving efficiency.
## Use Cases
Ding Sanduo is an administrative clerk who uses DingTalk Spreadsheet daily to track HR records, event schedules, and expense reimbursements for the Company. With the AutoComplete input feature in DingTalk Spreadsheet, when entering Content in a Cell, the system automatically matches existing entries based on the keywords typed, enabling one-click selection. This improves data entry efficiency and ensures consistency across entered Data.
## Instructions
When you enter content in a Cell, the system automatically matches existing content in the current Column based on the keywords typed, allowing you to select with one click.
***
# How to Enable Data Validation
Source: https://help.dingtalk.io/docs/sheets/smart-tools/data-validation
Set rules for data entry to prevent input errors, standardize formats, and improve data collection accuracy and efficiency.
## Value
Set rules for data entry to prevent input errors, standardize formats, and improve data collection accuracy and efficiency.
## Use Cases
When Team Users collaborate on filling in a Spreadsheet, not everyone may be familiar with the entry requirements, which often leads to input errors. Manual review is time-consuming and labor-intensive. With the Data Validation feature, you can predefine entry rules to standardize formats, prevent errors, and improve both the accuracy and efficiency of Data collection.
## Instructions
Entry points:
1. Top menu — Data — Data Validation.
2. Toolbar — Data Validation.
3. Right-click menu — Set Data Validation.
Settings:
1. Open one of the entry points and click Create rule.
2. Configure the rule: select the desired data Type and validation rules (input Tips and Error Warning).
(Data Validation is a compatibility feature. The rules are consistent with local Actions, but some UI interactions may differ.)
3. Click Confirm to Save.
Validation:
1. Based on the predefined rules, other Users will see input Tips when they click the Cell.
2. If the entered Data does not match the predefined rule, an invalid Data message will appear.
***
# Group Date Filters by Year/Month
Source: https://help.dingtalk.io/docs/sheets/smart-tools/filter-date-year-month-group
DingTalk Sheets date filter grouping: when applying value filters, dates are automatically aggregated by year and month in the filter panel, eliminating row-by-row searches — ideal for asset logs, inventory records, and other date-heavy datasets.
## Value
When using value filters in Spreadsheet, dates can be automatically grouped by year and month, making information filtering more efficient and convenient.
## Use Case
Ding Sanduo is the asset manager at his company and uses DingTalk Spreadsheet daily to log asset check-in and check-out activities. Sometimes he needs to filter older check-in or check-out Records, and reviewing them one by one is highly time-consuming. With this feature, dates are automatically grouped by year and month when applying value filters in DingTalk Spreadsheet, making information filtering more convenient and efficient.
## Instructions
If the selected range contains data in date format, year and month dates are automatically aggregated in the filter panel.
***
# Smart Screenshot on Mobile
Source: https://help.dingtalk.io/docs/sheets/smart-tools/mobile-smart-screenshot
DingTalk Sheets mobile smart screenshot: trigger the screenshot gesture and the app automatically detects the data region on the current worksheet, generating a full data image that goes beyond screen size limits — ready to share or save instantly.
## Value
Capture smart screenshots on mobile to break free from screen limits and view all data clearly.
## Use Cases
When sharing a screenshot on mobile, the Spreadsheet may be too long to capture in full, leaving you constrained by the screen size. The DingTalk Spreadsheet mobile app supports smart screenshots: **trigger the screenshot gesture to generate a data image with one tap** for easier sharing.
## Instructions
1. On a mobile phone or iPad, trigger the screenshot gesture to automatically detect the data area in the current Worksheet and generate a data image.
2. Forward and Share directly, or save the generated Image to your phone Album.
***
# Presentation Mode
Source: https://help.dingtalk.io/docs/sheets/smart-tools/presentation
DingTalk Sheets Presentation mode: switch to a full-screen presentation view with one click, with controls for font size, zoom level, temporary filter views, and sorting — enabling data reporting directly from the spreadsheet without creating slides.
When delivering data reports, Spreadsheet supports Presentation mode, which turns a Spreadsheet into a PPT with one click. This makes data reporting smoother and saves you the hassle of creating slides.
## Instructions
### How to Enter Presentation Mode
Click **Presentation mode** in the upper-right corner to instantly turn your Worksheet into a PPT.
### Adjustments in Presentation Mode
In the Presentation mode interface, you can make the following adjustments:
1. **Font Size**: Click the zoom A icon in the upper-right corner to adjust the Font.
2. **Interface scale**: Use the scale box in the lower-right corner to resize the display interface.
3. **Create a temporary Filter View**: Select the target area, then click the Filter icon in the upper-left corner to create a temporary Filter View. This lets you compare Data horizontally and vertically, helping the audience better understand the Data.
4. **Sort**: Select the target area and click Sort in the upper-left corner to arrange the selection in ascending or descending order. Alternatively, without selecting an area, click Sort in the upper-left corner to apply ascending or descending order to the entire Spreadsheet.
(Note: You cannot Sort a range that contains vertically merged cells.)
### Exit Presentation Mode
* Click the **"Exit Presentation mode"** button in the upper-left corner to exit immediately.
* Press F11 to exit full-screen Presentation mode.
***
# Form View on Desktop
Source: https://help.dingtalk.io/docs/sheets/view/desktop-form-view
DingTalk Sheets Form view on desktop: click the arrow at the start of any row to expand it into a vertical form layout, breaking free from grid constraints for clearer field-by-field review and more efficient data entry.
Spreadsheet on desktop supports Form view. Break free from grid constraints — expand each record into a form for clearer viewing and more efficient input.
## Instructions
1. Entry: On desktop, a small arrow appears at the start of each record.
2. Expand: Click the arrow to expand the record as a form.
3. Close: Click Close in the upper-right corner of the expanded form to close it.
***
Last updated on February 8, 2022
# Freeze Records and Columns
Source: https://help.dingtalk.io/docs/sheets/view/freeze
Freeze rows and columns in Dingtalk Sheets to keep header information visible while scrolling and entering data in large spreadsheets.
When a Spreadsheet contains a large amount of data, scrolling down for too long can make it difficult to remember what each data point represents. Freezing records and columns helps you identify the meaning of the data in each Record and Column. Once frozen, the frozen portion stays visible regardless of scroll position, making it easier to enter data under the corresponding Title and verify information.
## How to Freeze Records and Columns
Freezing records and columns includes the following Actions: freeze to current Record, freeze to current Column, freeze to current Record and Column, and pin Selected Record to the top.
* Select the Record or Column you want to freeze, then use either of the following methods to complete the freeze operation:
1. Method 1: Click **Freeze to current Record** on the toolbar. The bottom line of the Selected Record will become noticeably Bold, indicating that the Record freeze is complete and the Record will remain fixed when scrolling up or down. Click **Freeze to current Column** on the toolbar, and the right line of the Selected Column will become noticeably Bold, indicating that the current Column freeze is complete.
2. Method 2: Select any Record header Cell, right-click, and choose **Freeze records —> Freeze to Selected Record**. The Record corresponding to the bottom-right border of the Selected Cell will be frozen.
## How to Unfreeze
Select any Record or Column in the Spreadsheet, then click **Freeze —> Unfreeze records and columns** on the toolbar to quickly unfreeze.
***
# Hide Gridlines
Source: https://help.dingtalk.io/docs/sheets/view/hide-gridlines
When working with spreadsheets, hide the gridlines outside the worksheet to keep your spreadsheet clean and tidy.
When working with spreadsheets, use the **Hide gridlines** feature to temporarily hide the spreadsheet gridlines outside the worksheet, keeping the presentation clean and tidy.
## How to Hide Gridlines
Select any cell in the worksheet, then click **Menu > View > Hide gridlines** in the top navigation bar.
## How to Show Gridlines
Select any cell in the worksheet, then click **Menu > View > Show gridlines** in the top navigation bar.
***
# Highlight Selection
Source: https://help.dingtalk.io/docs/sheets/view/highlight-selection
Highlight the active row and column in Sheets to prevent misalignment when viewing large reports.
Highlight the active row and column to clearly show the position relationship between them, preventing misalignment when viewing large reports.
## Highlight Selection
Select any cell in the Spreadsheet, then click **View > Highlight active row and column**. When you click any data in the Worksheet to view it, the row and column where the data is located will be highlighted in the **selected color** to avoid misalignment.
## How to Cancel Highlight Selection
Click **Menu > View > Cancel highlight active row and column** at the top.
***
# Jump to Preview on Mobile
Source: https://help.dingtalk.io/docs/sheets/view/mobile-jump-preview
Spreadsheet on mobile supports double-tap preview for faster content viewing.
## Value
Spreadsheet on mobile supports double-tap preview for faster content viewing.
## Use Cases
Previously, double-tapping a cell on mobile would always enter edit mode. Spreadsheet has now been upgraded so that for cells containing images, links, or attachments, **double-tapping opens a preview directly**, making content easier to view.
## Instructions
1. Double-tap an image, link, or attachment in the Spreadsheet on your mobile device.
2. The image opens at full size, the link opens its URL, or the attachment opens in preview.
***
# View Charts on Mobile
Source: https://help.dingtalk.io/docs/sheets/view/mobile-view-chart
Browse all charts with full-size viewing and smooth swiping on mobile in DingTalk Sheets.
## Value
View charts on mobile with the Chart view. Browsing spreadsheets feels like flipping through an album, delivering an immersive and smooth experience.
## Use Cases
The mobile Kanban experience has been fully upgraded. Break free from the limits of mobile screens, switch Chart view modes freely, and tap to view a full-size chart so you never miss any data.
## Instructions
1. Select a chart. A menu tip will indicate that you can view the full-size chart. Tap to view it directly.
2. Tap the bottom bar — View — Chart view to open the chart list, which displays all charts in the current Worksheet. Select any chart to view it, and swipe to switch between charts.
***
# Pin Records to the Top
Source: https://help.dingtalk.io/docs/sheets/view/pin-top-row
DingTalk Sheets Pin to Top on desktop: select any row and use the Freeze toolbar menu to keep it fixed at the top while scrolling — ideal for pinning header rows or key summary rows. Unpin with a single click.
Spreadsheet on desktop lets you keep specific records fixed at the top while scrolling, making it easy to pin all your headers in place.
## Instructions
* Pin records to the top: On desktop, select a record >> click the toolbar >> Freeze >> Pin selected record to the top.
* Unpin records: On desktop, select the pinned record >> click the toolbar >> Freeze >> Unpin.
***
# How to View Spreadsheet Details
Source: https://help.dingtalk.io/docs/sheets/view/view-sheet-info
View readers, editors, and data content of a spreadsheet at a glance.
## Value
View readers, editors, and data content of a spreadsheet at a glance.
## Use Case
Ding Sanduo is a product manager at an internet company. She uses DingTalk Spreadsheet to track the launch progress of new product features and collaborates with colleagues from the R\&D and design departments to fill in information. With View spreadsheet details, she can clearly see how colleagues collaborate on the spreadsheet, including the dates and times of recent reads and edits.
## Steps
On the top navigation bar, click Spreadsheet > Document info > View spreadsheet details.
***
Last updated on April 24, 2022
# Zoom View
Source: https://help.dingtalk.io/docs/sheets/view/zoom-view
Adjust zoom to review spreadsheet formatting and preview how large content fits on a printed page.
When editing spreadsheets in your daily work, especially for formal files, the zoom view feature lets you review all formatting and layout consistently. Zoom view also helps when printing large content or content spanning multiple pages on a single page.
## How to Use Zoom View
Select any cell in the spreadsheet, click **Menu —> View —> Zoom**, and choose the desired ratio. Alternatively, click the **+** or **-** ratio buttons in the bottom-right corner of the spreadsheet for a more efficient experience.
***
# DingTalk Whiteboard
Source: https://help.dingtalk.io/docs/whiteboard/index
Collaborate in real-time on a borderless whiteboard with 50+ team members using pens, shapes, notes, and multimedia tools
## 1. Getting Started with DingTalk Whiteboard
DingTalk Whiteboard is an online collaborative whiteboard that supports real-time editing by multiple users. Built on a borderless, freely zoomable canvas, every collaborator can co-create using **pens, text, shapes, images, and more**. It **breaks down barriers of time and space and sparks the collision of ideas**, while streamlining the entire process from ideation to content management—building an **"inspiration space"** for your team.
### Rich Elements for Unlimited Creativity
The built-in "Material Library" of DingTalk Whiteboard provides a wide range of templates that let you reuse industry best practices with one click, boosting your team's creation and collaboration efficiency. In addition, a variety of elements—pens, text, shapes, images, notes, audio and video, and more—bring every creative idea vividly to life on the whiteboard.
### Spark Inspiration, Collaborate Without Boundaries
DingTalk Whiteboard supports real-time online collaboration for more than 50 users. Every collaborator can think, create, or leave comments and suggestions, greatly improving team collaboration efficiency and willingness to express ideas.
### Adapted for iPad, Paperless Office
The moment inspiration strikes, pick up your iPad and capture it. Combined with a stylus, you can express creative ideas with both text and images. Multi-device data syncing removes limitations from idea collisions—record your thoughts anytime, anywhere.
### How Does It Differ from the "Old Whiteboard"?
| | **Before: Old Whiteboard** | **After: New Whiteboard** |
| ---------------------------- | ---------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Borderless canvas** | The canvas background resembled a blackboard, supported only 3 pages, and had limited drawing and presentation capabilities. | Breaks away from the traditional "blackboard" canvas with an **infinite canvas** that supports **multiple subjects** for a cleaner, fresher visual experience. |
| **Flexible editing** | Supported only 3 basic editing tools: pens, shapes, and text—offering limited creative options. | Adds more editing capabilities, supporting **pens, text, shapes, images, notes**, and other tools for more flexible creation. |
| **Rich elements** | Limited shapes and line materials, with few color options, making expression less vivid. | Provides a **richer variety of lines, shapes, and colors**, plus **beautiful templates** that can be reused with one click, letting you express ideas more fully and vividly. |
| **Multi-user collaboration** | Allowed creation only on the same canvas, with no interaction or communication. | Supports synchronous online collaboration for **more than 50 users**, with instant **comments and interaction** for easier exchange of ideas. |
### How to Start Creating
**Desktop entry point**: Open DingTalk, click the left navigation to enter "DingTalk Docs", click "Create", and select "Whiteboard" to create one.
**iPad**: Open DingTalk, tap "More" on the left, then "Docs". Tap the "+" in the lower-right corner and select "Whiteboard".
## 2. Basic Operations on DingTalk Whiteboard
### Creation Features
Select an element to edit: change color, resize, move, modify attributes, and more.
Drag to move and zoom the canvas.
Insert a pen and use the eraser to doodle freely on the canvas. Drag to adjust the line size.
✅ Take notes and annotations
✅ Highlight key points during discussions
✅ Draw fun content
Insert a Text Box to enter text, and freely configure its border, background, Font Size, color, and more.
Insert a wide range of shapes. The shape library supports basic shapes, math symbols, callouts, buttons, and other rich types, making it easy to efficiently draw flowcharts, business architecture diagrams, milestones, and other common charts.
Insert connector lines to create associations between basic shapes. Switch between different arrow styles, and precisely adjust the connector paths.
Insert images and flexibly resize them, fill with color, apply border styles, and more.
Insert emoji icons to highlight important information and make canvas content more lively and fun.
Insert frames. A frame can be thought of as a "camera shot" or "scene"—box-select canvas elements to form "a frame". In presentation mode, each frame corresponds to one slide.
### Collaboration Features
* **Real-time collaborative editing**
Supports real-time online collaboration for more than 50 users. Every collaborator can think, create, comment, and interact here, using pens, text, icons, and other tools to mark content and express ideas.
* **Interactive comments and discussion**
Whether for remote collaboration or online discussions, sharing a single DingTalk Whiteboard breaks through spatial limitations—bringing the meeting room whiteboard online so members can fully exchange ideas and quickly advance proposals, making collaboration more efficient.
### Manage Permissions
As with other DingTalk Docs, click "…" in the upper-right corner of the whiteboard and select "Manage permissions" to set user permissions. Five permission types are supported: **Can manage, Can edit, Can view/download, View only, and Remove access**.
### Export and Download
Click \[...] in the upper-right corner of the whiteboard, select \[Download to local], then \[Download as image] to export the whiteboard content as an image.
### Presentation Features
* Click \[Present] in the upper-right corner. All "frames" on the canvas will be played in the order they were inserted.
* To adjust the order, click the arrow next to the **Present** button to **view the presentation path**, then drag with the mouse to modify it.
## 3. Use Cases
### Corporate Training
With DingTalk Whiteboard, you can launch a corporate training or online team-building session anytime, anywhere. The borderless canvas with unlimited pages, fun content elements, and interactive features can energize members and boost engagement—even through a computer screen. Real-time collaboration and interaction add fun to training.
### Brainstorming
The online whiteboard makes it easy to organize productive brainstorming sessions, inspiring team members to generate more ideas. With real-time collaboration by multiple users, ideas collide and interactive comments let members share suggestions instantly, keeping the brainstorm well organized.
### Meetings and Proposal Discussions
The new whiteboard makes online meetings more engaging. Post comments in real time to share opinions on proposal details, and add emojis to give whiteboard content personality and warmth. When presenting a proposal, use one-click presentation to instantly turn the whiteboard into a slide deck—vividly showcasing content, focusing attendees' attention, and bringing proposals to fruition more efficiently.
### Employee Relocation Desk Map
What if employees can't read the desk map or find their seats when the company moves? DingTalk Whiteboard makes it easy. With real-time collaboration, a variety of line styles, background colors, sticky notes, and more, team members can co-create a floor plan with desk numbers online—fun and lively.
### Time Capsule
DingTalk Whiteboard supports inserting images—you can add member greetings and team photos to capture unforgettable moments. In presentation mode, you can also customize the presentation path and logic frame by frame, instantly turning a static whiteboard into a dynamic video that brings personal and team creativity to life.
***
# What Features Are Available on the DingTalk Drive Home Page?
Source: https://help.dingtalk.io/drive/dingtalk-drive-home-page-features
Search files, create or upload content, review recent activity, and browse My Files, Team Files, Chat Files, and Shared sections from the DingTalk Drive home page — your central hub for stored files.
The DingTalk Drive home page lets you quickly search for files, create or upload files and folders, review all files viewed or edited in DingTalk during the past month, and view all files stored in Enterprise Drive, including My Docs, Team Files, Chat Files, and shared files. The sections below introduce each area.
## Search Files
Under an enterprise organization, use the **Search Files** field to enter the name of the file or folder you want to find.
## Create or Upload
The DingTalk Drive home page supports creating or uploading files and folders, making it easier for enterprises and users to manage files on their own.
## Recent
**Recent** in DingTalk Drive helps you quickly find files. It displays all files viewed or edited in DingTalk during the past month. Historical files are grouped into three categories: **Recently viewed**, **Recently edited**, and **Recently downloaded**, which greatly improves the efficiency of tracing and accessing target files.
## Files: My Files and Team Files
**Files** is where work files are stored in Enterprise Drive. It supports viewing work files saved in different folders. Files that you have edited or viewed in DingTalk Docs are also stored in **Files** by default.
DingTalk Drive provides two initial folders: **My Files** and **Team Files**. The initial capacity is 100 GB.
**Sort files:** Sort files by name, update time, creation time, or file size.
**Switch view style:** Switch between **thumbnail view** and **list view**.
## Team Files
Files that an enterprise or organization edits, views, or uploads in daily work are saved in **Team Files**.
## Chat Files
Files from My Chat Files, regular groups, and enterprise groups can be saved in **Chat Files**.
## Shared
In **Shared**, you can view records for files **shared with me** and files **shared by me**.
# Employee User Guide Overview
Source: https://help.dingtalk.io/drive/employee-user-guide
Get started with DingTalk Drive as an employee — use Private Drive's 2 GB personal space across desktop and mobile, with real-time sync and encryption for safer file storage and access.
DingTalk Drive provides each user with 2 GB of private storage space in **Private Drive**. Files are synchronized in real time across desktop and mobile, and data is protected with encryption for safer use.
Because DingTalk Drive is deeply integrated with DingTalk, you can save files to DingTalk Drive in one click.
## Desktop
Click **Add to** in the lower-right corner of the target file, choose the save directory, and then select the corresponding folder.
## Mobile
Tap the target file, select **Add to**, choose the corresponding folder, and then tap **Confirm**.
# How to Access DingTalk Drive
Source: https://help.dingtalk.io/drive/how-to-access-dingtalk-drive
Two ways to open DingTalk Drive on desktop — click the DingTalk Drive icon in the left-side menu, or use the alternative entry point — so you can quickly reach your files from anywhere in DingTalk.
## Method 1
On DingTalk desktop, click the **DingTalk Drive** icon in the left-side menu to access DingTalk Drive.
## Method 2
On the DingTalk home page, open **Docs** from the left-side menu. In **My Docs** and **Team Files**, you can view team or personal files from DingTalk Drive.
# What Is DingTalk Drive?
Source: https://help.dingtalk.io/drive/what-is-dingtalk-drive
An Alibaba Cloud-based enterprise drive uniting file storage, management, and collaboration — save files in one click, set granular permissions, edit online anywhere, and collaborate effortlessly.
DingTalk Drive is an enterprise drive based on Alibaba Cloud. It provides an intelligent and secure enterprise data management solution. DingTalk Drive combines **file storage, file management, and multi-person collaboration** in one file management platform.
You can **store, edit, and share** work and study materials from any device, anytime and anywhere, making document collaboration more efficient.
The initial capacity of Enterprise Drive is 100 GB.
DingTalk Drive mainly consists of **Enterprise Drive**, which includes three folders:
1. My Files
2. Team Files
3. Chat Files, including My Chat Files and Internal Group Files
## Save to DingTalk Drive in One Click and Access Files Anytime
Files can be saved to DingTalk Drive in one click, so enterprise work assets can be managed in one place. The process is simple, and files can be viewed, edited, and organized at any time.
## More Granular Permission Management
Fine-grained file permissions let you grant access precisely by file and by person, helping protect enterprise data assets.
## Edit Online Anytime, Anywhere
Open documents directly from DingTalk Drive on any device. Edits are saved automatically in real time, so you can create freely wherever you are.
## Effortless File Collaboration
There is no need to send files back and forth. Multiple people can collaborate online, content syncs in real time, and everyone sees the latest version.
# Using Cell Coloring
Source: https://help.dingtalk.io/aitable/basic-operations/cell-coloring
AI Table grid view supports flexible cell coloring. Apply background colors to cells or entire rows that match a condition, or color a specific column (field) end-to-end — a quick way to surface key data.
AI Table grid view supports flexible **cell coloring**. Apply background colors to **cells** or **entire rows** that match a condition, or fill a **specific column (field)** end-to-end — a quick way to surface key data.
**Notes**:
* Coloring is **grid view only** — other views don't support it.
* Anyone with **view read access** can configure colors.
In any AI Table grid view, click **Color** in the toolbar.
## Configure Coloring Rules
Four modes:
1. Cell: color cells that match a condition.
2. Entire row: color rows that match a condition.
3. Row marker: mark the left side of matching rows with a color.
4. Entire column: color the whole column (no condition).
### Cell
Cells that match the condition get colored.
Below: cells where **User rating** equals **5 stars** are filled yellow.
### Entire Row
Rows that match the condition get colored.
Below: rows where **User rating** equals **5 stars** are filled yellow.
### Row Marker
Mark the left side of matching rows with a color.
Below: rows where **User rating** equals **5 stars** get a red row marker.
### Entire Column
A specific column gets colored.
Below: the whole **User rating** column is filled light green.
### Quick Column Color
Right-click a field/column header — or click the dropdown to the right of the title — and pick **Color column**.
## Multiple Rules — Priority Order
When multiple rules exist, all of them apply. Priority follows **rule order** — rules higher in the list win. Drag to reorder.
When a position is hit by multiple rules, colors blend.
## FAQ
#### Q: **What's the Max Number of Coloring Rules in One Grid View?**
A: Cell, entire-row, and entire-column rules all count. Max 20 rules combined.
#### Q: **Who Can Use Coloring?**
A: Anyone with **read access** to the view can configure coloring. Read-only users can configure locally but can't save or sync to others. Edit-access users can sync their config to everyone.
#### Q: **How Do Multiple Rules Behave?**
A: All rules apply. Priority follows rule order — rules higher in the list win.
# Adjust Column Width
Source: https://help.dingtalk.io/aitable/basic-operations/column-width
Hover over the divider in the column header to adjust column width.
Hover over the divider in the column header to adjust column width.
## How to Adjust
* Drag: resize directly.
* Right-click: open the resize menu.
* Double-click: auto-fit this column.
* ⌘ + double-click: auto-fit all columns.
The right-click menu has:
* Auto-fit column width
* Match left column
* Match right column
* Auto-fit all column widths
* Distribute columns evenly
* Sync column width
Note: **Sync column width** propagates the current width across every grid view that shows this column — keeps the column consistent everywhere and saves you from resizing in each view.
## Bulk Resize
Hold `cmd/ctrl` and click column headers to multi-select. Drag any boundary in the selection to resize all selected columns.
Hold `shift` and click column headers to select a range. Drag any boundary to resize all of them.
# Custom Record Detail & Entry Pages
Source: https://help.dingtalk.io/aitable/basic-operations/custom-record-detail-form
The record detail page is the core surface for viewing and editing a single row. AI Table gives you a visual builder so you can organize the page like building blocks.
## Overview
The record detail page is the core surface for viewing and editing a single row. AI Table gives you a visual builder so you can organize the page like building blocks.
1. **Custom layout** — drag components to plan information hierarchy and arrangement, building a data display tailored to your business.
2. **Reuse styles across an AI Table app** — a detail-page design built in a table syncs to list components in the AI Table app the first time they're opened, so you don't have to reconfigure for each. Consistent across surfaces.
## Workflow
> The flow: plan the page skeleton, then drop fields into the skeleton, then fine-tune. After customizing, field arrangement and grouping auto-apply to the new-record entry page too.
### Open the Custom Panel
1. **Open the detail page**: in a table, hover over a cell in the leftmost field and click the **Expand record** icon that appears.
2. **Enter custom mode**: click **Customize** at the top-right of the detail page to open the customization panel.
### Page Settings
Once in custom mode, the right side defaults to page settings. Click **Done** at the top-right to save. From the dropdown, **Reset to default layout** restores the pre-customization defaults.
1. **Page title and title size**: pick a field as the detail-page title, and adjust title font size.
2. **Banner image**: pick an image-type field as the banner. After picking, set fill mode (Fill / Fit / Stretch) and layout (top-bottom / left-right). With left-right layout, set image size (Small / Medium / Large).
3. **Action buttons**: pin button-type fields from the table to the top of the detail page for quick action.
* Use the master toggle to add buttons.
* Click **+ New button** to create a new button field.
* Click an existing button to fire its action.
4. **Follow view's hidden fields**: when on, the detail page auto-hides fields based on the current view's hidden-field config — different views can show different info.
### Tab Groups
Tab groups categorize large amounts of info — switch tabs to jump between content areas.
1. **Add a tab group**: click **+ Add group** > **Tab group**.
2. **Configure the tab group**: select it; the right panel shows:
* **Tab title and visibility**: name it; toggle title visibility.
* **Tabs**: each tab group can hold multiple tabs. Click **Add tab** to add one — up to 20.
* Edit tab names freely, drag to reorder, or remove unneeded tabs.
* **Appearance**: tweak title color, background color, and border style of the tab area.
3. **Add content to a tab**: expand a tab and click **+ Add component** to drop fields or layout components in. Everything reorders by drag, including dragging in from outside the tab.
4. **Move a tab group**: drag it to the target position.
### Configure Fields
Detail-page fields can sit inside regular groups or tab groups, and you can create new fields in place.
> Fields can't exist standalone — they need a component. Drop a field directly onto the detail page or tab and AI Table auto-creates a group to hold it.
1. **Add an existing field**: select a regular group or tab group, click **+ Add component**, and pick an existing field from the table.
2. **Create a new field**: **+ Add component** > **+ Add field** creates a new one. After config, the field appears in the table too.
3. **Remove a field**: select it, click **︙** > **Delete**.
4. **Change field config and style**: select it, edit in the right **Field** panel.
5. **Move a field**: select and drag.
When done, click **Done** at the top-right. The custom layout takes effect immediately.
### Custom Detail Pages in an AI Table App
When you first open a record from a list component in an AI Table app, the system pulls the detail-page style from the source table and applies it to the current component (first-time auto-sync only — after that, each is maintained independently).
1. **Reuse one design**: build the design in the source table, then open each list component in the corresponding apps once to trigger sync. Good when you want consistency across apps.
2. **Independent designs**: customize per list component directly in the app — each can have a totally different layout. App-side edits don't write back to the source table.
> Customizing a list component's detail page in an app requires **Manage** access on the AI Table app.
### Custom Entry Page
The entry page is the new-record form opened by **Add record**. You can customize its style and layout to match how data actually gets entered.
#### Open the Entry-Page Customization Panel
1. Open the entry page: in a grid view, click **Add record** — the new-record entry page opens.
2. Enter custom mode: click **Customize** at the top-right of the entry page.
#### Configure
Customizing the entry page is similar to the detail page. You can:
1. Reorder fields and groups: high-frequency fields on top, low-frequency or optional ones below — less burden on whoever's filling.
2. Use groups and tabs to organize structure: when there are many fields, group or tab them to keep the entry flow clear.
Entry-page layout is independent from detail-page layout — editing one doesn't affect the other.
## FAQ
#### Q: Does Customizing the Detail Page Affect Other Pages?
A: Partially. Field arrangement and grouping in the detail page auto-sync to the new-record entry page. In an AI Table app, list components first pull the source-table design when opened, but they're independent after that.
#### Q: If I Switch a Preset Style, Do My Configured Fields Get Lost?
A: No. The style only changes layout structure — field data and configuration are kept. After switching, you can keep tweaking.
#### Q: Who Can Customize the Detail Page?
A: Depends on permission mode. With Advanced Permissions off, anyone with **Edit** or **Manage** access can. With Advanced Permissions on, only users with **Manage** can. Customizing in an AI Table app requires the app's **Manage** access.
# Rename Records
Source: https://help.dingtalk.io/aitable/basic-operations/custom-record-name
Rename the default 'record' label in a data table to match your context — call rows 'tasks', 'SKUs', 'customers', or any term that fits your workflow, and all UI labels update automatically.
Each row in a table is called a **record** by default. Rename it to fit your use case — a task tracker can call records **tasks**, a product catalog can call them **SKUs**, a CRM can call them **customers**, and so on.
## How
1. In the left sidebar, click the icon to the right of the table and pick **Rename**.
2. In the dialog, enter the record name you want.
## What Changes
Take a CRM table — rename records to **Customer**:
**Add record** becomes **Add customer**.
The bottom stats **4 records** become **4 customers**.
# Export AI Table
Source: https://help.dingtalk.io/aitable/basic-operations/export
AI Table supports exporting to Excel for local storage.
AI Table supports exporting to an **Excel file** for local storage.
## Export to Excel
Click the icon in the top-right and pick **Export as Excel (.xlsx)** or **Export attachments as zip**.
## FAQ
#### Q: **Who Can Export an AI Table?**
A: Export permissions follow table permissions. **Manage**, **Edit**, **View / Download** roles can all export. With Advanced Permissions on, exporting still works but the export only contains data visible under your Advanced Permissions scope.
# Filters and filter groups
Source: https://help.dingtalk.io/aitable/basic-operations/filters-and-filter-groups
Use filters in a view to show only records that match specific conditions.
Use **filters** in a view to show only records that match specific conditions.
## Filters
### Add a Filter
1. Click **Filter** in the view's top toolbar.
2. Click **Add filter**.
### Remove a Filter
Click the icon to the right of a filter to remove it.
### Multi-Condition Filtering
You can add multiple filters and choose **AND** / **OR** logic between them.
## Filter Groups
After you understand basic filters, you may encounter scenarios that require multiple result sets or more flexible rule combinations. That's where **filter groups** come in.
### Why Filter Groups?
A standard filter can express one or more simple rules, such as Status = Done or Status = In progress. This works for many cases, but when conditions involve multiple departments, statuses, owners, or rule combinations, flat filters may not be enough. **Filter groups** let you organize conditions into logical subgroups and connect those groups with **AND** / **OR**, helping AI Table return the intended records more accurately.
## How to Use Filter Groups
#### Entry
1. Click **Filter** in the view's top toolbar.
2. Click **Add filter group**.
### Creating a Filter Group
Two ways:
1. **Method 1**: from the current set of filters, click **+ Add filter group** to create a new group. AI Table adds a new layer below your current filters — you can keep nesting more granular structure on top of the existing rules.
2. **Method 2**: inside an existing group, keep adding new groups. Click the **+** in the group, then **+ Add filter group**. This creates another layer inside the group — the second nesting level. **Max nesting is 2 levels.**
### Notes
1. **Max 2 levels of nesting**: once at level 2, **Add filter group** is grayed out — you can't go deeper.
2. **2 levels is enough for most complex needs**: combining different group levels with **AND** / **OR** gives you flexible composite filters.
3. **Each group can have multiple filters but only one logic operator**: each group is either **AND** or **OR** — no mixing within a group.
# FAQ
#### Q: **Who Can Add, Edit, or Remove Filters?**
A: **Basic permissions**: Owner / Admin / Editor can. **Advanced permissions**: only Owner and Admin can. Once a view is locked, no one can edit.
#### Q: **If I Set Filters in the Current View, Do Other Views Show the Same Results?**
A: No — filters apply only to the **current view**, saved independently.
#### Q: **Will Filters Reset on Refresh or Reopen?**
A: Public views: unsaved filters are temporary; saved filters persist. Private views: changes are saved automatically.
# Grouping
Source: https://help.dingtalk.io/aitable/basic-operations/grouping
In a grid view you can group records by a field — up to 3 levels of nesting.
In a grid view you can group records by a field — up to **3 levels** of nesting.
## Add a Group Rule
1. Click **Group** in the view's top toolbar.
2. Click **Add group rule**.
A group rule has two parts: pick the **field** to group by, then the **sort order** within each group.
## Remove a Group
Click the remove icon next to the grouping rule.
## Expand / Collapse a Group
Click the arrow next to a group name to **expand / collapse** the group.
You can also use **Collapse all** or **Expand all** from the group config panel in the toolbar.
# FAQ
#### Q: **If I Set Grouping in the Current View, Do Other Views Inherit It?**
A: No. Grouping settings apply only to the **current view** and are saved independently.
#### Q: **Will Grouping Reset on Refresh or Reopen?**
A: In public views, unsaved changes are temporary, while saved changes persist. In private views, changes are saved automatically.
#### Q: **Can I Set Multiple Group Rules?**
A: Yes. You can add up to three grouping levels.
#### Q: **Can I Drag Groups to a Custom Order?**
A: No. Manual group ordering is not supported. You can sort groups by option order, alphabetical order (A–Z or Z–A), numeric order (0–9 or 9–0), or date order (earliest to latest or latest to earliest).
# View Revision History
Source: https://help.dingtalk.io/aitable/basic-operations/history
Revision history shows every edit on the table — who changed what, and when.
Revision history shows every edit on the table — who changed what, and when.
## View Whole-Table History
In the AI Table, click the save-state label at the top-right.
## Restore from History
Right now, AI Table only supports manual copy-paste to restore.
1. Pick the version you want from the right panel.
2. Select the rows to restore, right-click and pick **Copy** — or use `cmd/ctrl + c`.
3. Back in the editor, paste with `cmd/ctrl + v`.
## View the History of a Single Record
**Method 1**:
1. Right-click any cell in the row.
2. Pick **View record history**.
**Method 2**:
1. Click **View** in the first cell to open the record detail.
2. In the top-right of the detail, click the icon and pick **Field / column history**.
## FAQ
#### Q: **Who Can View Whole-Table History and Restore Versions?**
A: With Advanced Permissions off — Editors and above. With Advanced Permissions on — only file admins.
#### Q: **Who Can View Single-Record History?**
A: With Advanced Permissions off — anyone with **Edit** or above. With Advanced Permissions on — users with **Full access** on the table see all fields' history; users with **Edit** see history only for fields they have access to. Other roles can't view it.
#### Q: **Why Doesn't My Edit Show in Single-Record History?**
A: Either the field type doesn't track history, or the action didn't change cell content.
#### Q: **Can I Roll Back Just One Table or View?**
A: Not yet.
#### Q: **Can I See Share Activity in History?**
A: Not yet.
# Adjust Row Height
Source: https://help.dingtalk.io/aitable/basic-operations/row-height
Row height settings let you fit more info per row in the grid view.
Use **Row height** in the grid view to fit more info per row.
**Note**: row height is **grid view only** — other view types don't support it.
## Set Row Height
In a grid view, click **Row height** in the toolbar and pick a height.
Four options, increasing height: **Standard**, **Medium**, **Tall**, **Extra tall**.
# FAQ
#### Q: **Does AI Table Support Text Wrapping?**
A: Not currently.
#### Q: **Can I Set the Height of a Single Row?**
A: No. You can only pick **Standard / Medium / Tall / Extra tall**, and the choice applies to every row.
#### Q: **Can I Drag to Set Custom Row Height?**
A: No. The four presets are the only options — no drag-to-resize, no other heights.
# Sorting
Source: https://help.dingtalk.io/aitable/basic-operations/sorting
Sort rules order your data the way you want.
Sort rules order your data the way you want.
## Add a Sort Rule
1. Click **Sort** in the view's top toolbar.
2. Click **Add sort rule**.
A sort rule has two parts: the **field** to sort by, and the **direction**.
## Sort Directions
* **A → Z** / **Z → A**: for text fields, sort alphabetically forward or reverse.
* **Option order** / **Reverse option order**: for single / multi-select, sort by the field's option order, forward or reverse.
* **0 → 9** / **9 → 0**: for number fields, sort ascending or descending.
* **Earliest → Latest** / **Latest → Earliest**: for date fields, sort by date.
## Multi-Rule Sorting
Add multiple sort rules. Data sorts layer by layer in the order rules appear.
## Remove a Sort Rule
Click the icon to the right of the rule.
# FAQ
#### Q: **Who Can Add, Edit, or Remove Sort Rules?**
With Advanced Permissions off: the AI Table owner and anyone with **Manage** or **Edit** access can add, edit, or remove.
With Advanced Permissions on: the owner and **Manage** users can; **Edit** users can sort only on fields they have access to.
Note: when a view is locked, no one can change sort.
#### Q: **Will Sort in One View Sync to Other Views?**
A: No — sort applies only to the current view.
#### Q: **How Do I Reorder Columns in a Kanban View?**
A: Sort only changes card order within each column. To reorder columns themselves left-to-right, drag the column header.
# Dashboard Widgets
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components
Index of all widgets available in AI Table dashboards — charts, metric cards, countdown, word cloud, grid view, and more for flexible data visualization and analysis.
AI Table dashboards currently support these widgets:
[Column chart](/aitable/dashboards/dashboard-components/column-chart)
[Line chart](/aitable/dashboards/dashboard-components/line-chart)
[Pie chart](/aitable/dashboards/dashboard-components/pie-chart)
[Bar chart](/aitable/dashboards/dashboard-components/bar-chart)
[Scatter chart](/aitable/dashboards/dashboard-components/scatter-chart)
[Area chart](/aitable/dashboards/dashboard-components/area-chart)
[Stat number](/aitable/dashboards/dashboard-components/stat-number)
[Word cloud](/aitable/dashboards/dashboard-components/word-cloud)
[Combo chart](/aitable/dashboards/dashboard-components/combo-chart)
[Funnel chart](/aitable/dashboards/dashboard-components/funnel-chart)
[Radar chart](/aitable/dashboards/dashboard-components/radar-chart)
[NPS chart](/aitable/dashboards/dashboard-components/nps-chart)
[Metric card](/aitable/dashboards/dashboard-components/metric-card)
[Progress chart](/aitable/dashboards/dashboard-components/progress-chart)
[Grid view](/aitable/views/grid-view)
[Text](/aitable/dashboards/dashboard-components/text)
[Ranking](/aitable/dashboards/dashboard-components/ranking)
[Countdown](/aitable/dashboards/dashboard-components/countdown)
[Combo layout](/aitable/dashboards/dashboard-components/combo-layout)
# Area Chart
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components/area-chart
Area charts use filled colors and stacking to show value changes and composition over time — choose basic, stacked, or 100% stacked type to compare category contributions in sales trends or resource allocation.
An area chart visualizes value changes and composition over time and across dimensions — filled colors and stacking. Great for sales trends or resource allocation. Quickly identify shifts and compare contributions across categories.
## Add an Area Chart
In the upper-left, click **Add chart**. Pick **Area chart**.
## Configure the Area Chart
Configure type/data and custom style:
**Data**: pick source — table and data range. **All data** enables filters.
**Chart**: switch type — basic, stacked, or 100% stacked area chart; pick a color theme.
**X-axis**: pick the field, sort basis (by X value, Y value, or record order), and sort order (ascending/descending).
**Y-axis**: aggregation (count of records or aggregated field value), Y content, and group aggregation. With "count of records", only set group aggregation (none, or by field). With "aggregated field value": no grouping → multiple Y fields with their own aggregations (count, sum, average, max, etc.) — remove/move up/move down. Grouping → one Y field with one aggregation. Note: with grouping, X can't sort by Y value.
**Note**: sum, max, min, and average only apply to numeric fields.
**Custom style**: background color, legend position, value display, gridlines, axis labels, overlap settings, line type, axis visibility, axis baseline visibility, axis-label visibility, X-label angle — all configurable.
## Manage the Area Chart
Hover over the chart — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
# Bar Chart
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components/bar-chart
Horizontal bar charts rank and compare category values at a glance — configure grouping, multiple Y-axis fields, and sorting to analyze sales, project progress, or customer satisfaction rankings.
A bar chart compares numeric values and ranks across categories — horizontal bar length shows size and order. Great for category sales, project progress, or customer satisfaction rankings — quickly identify leaders/laggards and analyze category differences.
## Add a Bar Chart
In the upper-left, click **Add chart**. Pick **Bar chart**.
## Configure the Bar Chart
Configure type/data and custom style:
**Data**: pick source — table and data range. **All data** enables filters.
**Chart**: switch chart type, pick a color theme.
**Y-axis**: pick the Y field, sort basis (by Y value, X value, or record order), and order.
Sort basis details:
Y value: sort by the Y field's value — numeric, alphabetical, single/multi-select option order, etc.
X value: sort by X numeric value.
Record order: sort by record order in the source view.
**X-axis**: aggregation (count of records or aggregated field value), Y content, and group aggregation.
With "count of records": only set group aggregation (none or by field).
With "aggregated field value": no grouping → multiple Y fields, each with its own aggregation (count, sum, average, max, etc.). Remove/move up/down per Y. Grouping → one Y field with one aggregation. Note: with grouping, X can't sort by Y value.
**Note**: sum, max, min, average only apply to numeric fields.
**Custom style**: background color, legend position, value display, gridlines, axis labels, overlap settings, axis visibility, axis baselines, axis-tick labels — all configurable.
## Manage the Bar Chart
Hover over the chart — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
# Column Chart
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components/column-chart
Column charts use bar height to compare numeric values across categories — configure grouping, multiple Y-axis fields, and sorting to identify top/bottom performers in sales rankings, resource allocation, or category analysis.
A column chart compares numeric values across categories — bar height shows size and difference. Great for sales rankings, resource allocation, or category comparison. Quickly identify max/min values and data distribution.
## Add a Column Chart
In the upper-left, click **Add chart**. Pick **Column chart**.
## Configure the Column Chart
Configure type/data and custom style:
**Data**: pick source — table and data range. **All data** enables filters.
**Chart**: switch chart type, pick a color theme.
**X-axis**: pick the X field, sort basis (by X value, Y value, or record order), and order (ascending/descending).
Sort basis details:
X value: sort by the X field's value — numeric, alphabetical, single/multi-select option order, etc.
Y value: sort by Y numeric value.
Record order: sort by record order in the source view.
**Y-axis**: aggregation (count of records or aggregated field value), Y content, and group aggregation.
With "count of records": only set group aggregation (none or by field).
With "aggregated field value": no grouping → multiple Y fields, each with its own aggregation (count, sum, average, max, etc.). Remove/move up/down per Y. Grouping → one Y field with one aggregation. Note: with grouping, X can't sort by Y value.
**Note**: sum, max, min, average only apply to numeric fields.
**Custom style**: background color, legend position, value display, gridlines, axis labels, overlap settings, axis visibility, axis baselines, axis-tick labels, X-label angle — all configurable.
## Manage the Column Chart
Hover over the chart — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
# Combo Chart
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components/combo-chart
AI Table dashboard combo chart: mix column, line, and scatter types in a single view. Each Y-axis field gets its own chart type and left/right axis position — analyze distribution and trend correlations across multiple dimensions at once.
A combo chart combines column, line, and scatter chart types in a single view. Pick one field as X-axis (e.g. "Date"), then plot different Y-axis fields with different chart types. For example, in sales data: column for daily volume, line for growth rate trend.
Combo charts let you analyze data across multiple dimensions — surface trend changes and reveal hidden correlations, deepening analytical depth and efficiency.
## Add a Combo Chart
In the upper-left, click **Add chart**. Pick **Combo chart**.
## Configure the Combo Chart
Configure type/data and custom style:
**Data**: pick source — table and data range. **All data** enables filters.
**Chart**: pick a color theme.
**X-axis**: pick the field, sort basis (by X value, Y value, or record order), and order (ascending/descending).
**Y-axis**: count of records, or aggregated field value. With "count of records": Y auto-counts records per X value. With "aggregated field value": multiple Y fields, each with its own aggregation (count, sum, average, max, etc.), Y position (left or right), and chart type (line, column, or scatter). Remove/move up/down per Y field.
**Note**: sum, max, min, average only apply to numeric fields.
**Custom style**: background color, legend, axes — all configurable.
## Manage the Combo Chart
Hover over the chart — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
## FAQ
#### **Q: How Do I Set Different Chart Types per Series in a Combo Chart?**
A: In the combo chart config → Type & data → Y-axis. For each Y field, pick column, line, or scatter.
# Funnel Chart
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components/funnel-chart
Funnel charts show stage-by-stage data and conversion rates for your processes — choose standard or conversion funnel, enable cumulative layer totals, and drill into any stage's detail data.
A funnel chart visualizes the **data and conversion at each stage** of a process. In marketing, sales management, and user behavior analysis, it surfaces stage-to-stage conversion rate clearly — making bottlenecks easy to find.
## Add a Funnel Chart
In the upper-left, click **Add chart**. Pick **Funnel chart**.
## Configure the Funnel Chart
Configure type/data and custom style:
**Data**: pick source — table and data range. **All data** enables filters.
**Chart**: pick a color theme.
**Funnel type**: regular funnel or conversion funnel. Regular funnel doesn't compute conversion or overall conversion.
**Conversion rate**: ratio of one stage to the prior stage. Example: in the chart above, the bottom stage is 3 and the top stage is 10 — the end-to-end conversion is 3/10 ≈ 30.00%.
Toggle **roll up current and lower stages**. When on, each stage aggregates its own data plus all lower stages. When off, each stage shows only its own data.
**Funnel stages**: the stages shown in the chart. In an AI Table dashboard, funnel stages are generated from the selected field's values — each stage shows that value and its data.
**Custom style**: background color.
## View Funnel Chart Data
Anyone with read access can browse the funnel data. Hover over a stage — the count/value and conversion rate appear.
Click a stage — open **Data details** to see the records behind it.
## Manage the Funnel Chart
Hover over the chart — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
# Line Chart
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components/line-chart
Plot time-series data to track trends and metrics with configurable Y-axis fields, group aggregation, and custom styling.
A line chart visualizes value changes over time or continuous data — points and connecting lines show trend direction and fluctuations. Great for sales trends, performance metrics, or user growth — quickly spot peaks, troughs, and long-term direction.
## Add a Line Chart
In the upper-left, click **Add chart**. Pick **Line chart**.
## Configure the Line Chart
Configure type/data and custom style:
**Data**: pick source — table and data range. **All data** enables filters.
**Chart**: switch chart type, pick a color theme.
**X-axis**: pick the X field, sort basis (by X value, Y value, or record order), and order.
Sort basis details:
X value: sort by the X field's value — numeric, alphabetical, single/multi-select option order, etc.
Y value: sort by Y numeric value.
Record order: sort by record order in the source view.
**Y-axis**: aggregation (count of records or aggregated field value), Y content, and group aggregation.
With "count of records": only set group aggregation (none or by field).
With "aggregated field value": no grouping → multiple Y fields, each with its own aggregation (count, sum, average, max, etc.). Remove/move up/down per Y. Grouping → one Y field with one aggregation. Note: with grouping, X can't sort by Y value.
**Note**: sum, max, min, average only apply to numeric fields.
**Custom style**: background color, legend position, value display, gridlines, axis labels, overlap settings, line type, axis visibility, axis baselines, axis-tick labels, X-label angle — all configurable.
## Manage the Line Chart
Hover over the chart — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
# Pie Chart
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components/pie-chart
AI Table dashboard pie chart: sector angle and area show each category's share. Configure color theme, sector grouping and sort, inner/outer radius, and legend position. Ideal for budget allocation, market share, or user composition.
A pie chart shows part-to-whole relationships — sector angles and areas reveal each category's share. Great for budget allocation, market share, or user composition. Quickly identify main components and compare each category's relative weight in the whole.
## Add a Pie Chart
In the upper-left, click **Add chart**. Pick **Pie chart**.
## Configure the Pie Chart
**Data**: pick source — table and data range. **All data** enables filters.
**Chart**: switch chart type and pick a color theme.
**Sector grouping**: set the sector field and sort basis.
Sector field value: sort by the field's value — number size, alphabetical, single/multi-select option order, etc.
Sector value: sort by the sector's numeric value.
**Sector value**: count of records, or aggregated field value.
**Custom style**: background color, legend position, value display, inner/outer radius — to match your needs.
## Manage the Pie Chart
Hover over the chart — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
# Radar Chart
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components/radar-chart
Show how multiple metrics perform across dimensions — see relative relationships at a glance and surface strengths and weaknesses.
A radar chart shows how multiple metrics perform across dimensions — visualize relative relationships clearly to identify strengths and gaps.
**Common scenarios:**
1. **Employee competency review**: show communication, technical skills, teamwork, and innovation in a radar chart — managers see strengths and improvement areas at a glance.
2. **Product performance analysis**: lay out product metrics (battery life, speed, stability, etc.) on a radar chart — compare strengths/weaknesses across products.
3. **Market competitiveness**: compare market share, brand awareness, customer satisfaction, R\&D investment, etc. — back strategic decisions with data.
## Add a Radar Chart
In the upper-left, click **Add chart**. Pick **Radar chart**.
## Configure the Radar Chart
Configure type/data and custom style:
**Data**: pick source — table and data range. **All data** enables filters. Picking a specific view inherits the view's filter config.
**Chart**: switch chart type, pick a color theme.
**Category axis**: pick the category field, sort basis (by category value or record order), and order.
Sort basis details:
Category value: sort by the category field type — numeric, alphabetical, single/multi-select option order, etc.
Record order: sort by record order in the source view.
**Value axis (series)**: aggregation (count of records or aggregated field value), value content, and group aggregation.
With "count of records": only set group aggregation (none or by field).
With "aggregated field value": no grouping → multiple value fields, each with its own aggregation (count, sum, average, max, etc.). Remove/move up/down per value. Grouping → one value field with one aggregation.
**Note**: sum, max, min, average only apply to numeric fields.
**Custom style**: background color, radar shape (polygon/circle), color fill on/off, legend position, value display, overlap settings, axis visibility, axis baselines, axis-tick labels — all configurable.
## Manage the Radar Chart
Hover over the chart — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
# Scatter Chart
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components/scatter-chart
Plot two numeric variables in a scatter chart to reveal correlations, clusters, and outliers — configure axes, grouping, and custom styles for behavior analysis, product comparisons, or anomaly detection.
A scatter chart visualizes the relationship between two numeric variables — point position and density show correlation and clustering. Great for analyzing user behavior, product parameter correlations, or outliers — quickly identify variable correlation, distribution patterns, and outliers.
## Add a Scatter Chart
In the upper-left, click **Add chart**. Pick **Scatter chart**.
## Configure the Scatter Chart
Configure type/data and custom style:
**Data**: pick source — table and data range. **All data** enables filters.
**Chart**: switch chart type, pick a color theme.
**X-axis**: pick the X field, sort basis (by X value, Y value, or record order), and order.
Sort basis details:
X value: sort by the X field's value — numeric, alphabetical, single/multi-select option order, etc.
Y value: sort by Y numeric value.
Record order: sort by record order in the source view.
**Y-axis**: aggregation (count of records or aggregated field value), Y content, and group aggregation.
With "count of records": only set group aggregation (none or by field).
With "aggregated field value": no grouping → multiple Y fields, each with its own aggregation (count, sum, average, max, etc.). Remove/move up/down per Y. Grouping → one Y field with one aggregation. Note: with grouping, X can't sort by Y value.
**Note**: sum, max, min, average only apply to numeric fields.
**Custom style**: background color, legend position, value display, gridlines, axis labels, overlap settings, axis visibility, axis baselines, axis-tick labels, X-label angle — all configurable.
## Manage the Scatter Chart
Hover over the chart — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
# Stat Number
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components/stat-number
AI Table dashboard stat number: display a field's count, sum, average, max, or min as a single bold number. Customize number format (number, percentage, currency), color, abbreviation, and decimal places — the fastest way to surface a key metric.
A stat number widget surfaces a field's core stat (count, sum, average) as one bold, oversized number. It condenses complex underlying data into the most direct insight — the most efficient way to display **key metrics** on a dashboard, ensuring core info is at-a-glance.
## Add a Stat Number
In the upper-left of the dashboard, click **Add chart**. Pick **Stat number**.
## Configure the Stat Number
The config panel covers data and aggregation.
**Data**: pick source — table and data range. **All data** enables filters.
**Aggregation**: switch to "stat from field value" — pick a field and how to aggregate. Depending on field type: count, distinct count, sum, average, max, min. Sum/average/max/min only apply to numeric fields.
**Custom style**: configure background color, number color, value description, and number format. Formats: number, percentage, RMB, USD — with decimal places and large-number abbreviation.
## Manage the Stat Number
Hover over the widget — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
# Word Cloud
Source: https://help.dingtalk.io/aitable/dashboards/dashboard-components/word-cloud
AI Table dashboard word cloud: auto-counts word frequency from text fields and visualizes it with font size and color intensity. Configure the keyword field, hidden words, and auto-tokenization to surface key terms from large-scale text data.
A word cloud auto-counts word frequency from intelligent analysis and visualizes via font size and color intensity. Especially good for trending word analysis, user feedback patterns, etc. — surface key terms from large-scale text data.
## Add a Word Cloud
In the dashboard top toolbar, click **Add chart**. In the chart type menu, pick **Word cloud**.
## Configure the Word Cloud
Set data and custom style:
**Data**: pick the source — table and data range. Selecting **All data** enables filters.
**Keyword field**: pick the keyword field, words to hide, and whether to auto-tokenize.
**Custom style**: change chart colors.
## Manage the Word Cloud
Hover over the chart — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
# Use AI Table Dashboards
Source: https://help.dingtalk.io/aitable/dashboards/dashboards-overview
A dashboard is a data canvas — aggregate AI Table data across dimensions and visualize with column, bar, line, and other charts to support business decisions.
A dashboard is a **data canvas** — aggregate AI Table data across dimensions and visualize with column, bar, line, and other charts to support business decisions.
> ⚠️ Note: with advanced permissions off, anyone with edit permission can create and edit dashboards; with advanced permissions on, only the AI Table owner and users with manage permission can create and edit dashboards.
**Common scenarios:**
* **Operations data overview**: visualize ops data on dashboards — monitor change trends at a glance.
* **Real-time project tracking**: view key project metrics on mobile in real time — decide faster.
| Chart type | Subtype | Description |
| ------------- | ------------------- | ------------------------------------------------------------ |
| Column chart | Basic column | Compare values across categories |
| | Stacked column | Show subcategory counts within each category |
| | 100% stacked column | Show subcategory counts as percentages within each category |
| Line chart | Basic line | Reflect data change over time |
| | Stacked line | Show overall change and how each part contributes |
| Pie chart | Pie | Show part-to-whole proportion |
| | Rose | Show multi-dimensional data via slice size and width |
| Bar chart | Basic bar | Compare values across categories or stages |
| | Stacked bar | Show subcategory counts within each category |
| | 100% stacked bar | Show subcategory counts as percentages within each category |
| Scatter chart | Scatter | Collect and analyze discrete data — show correlation |
| Area chart | Basic area | Reflect data change over time |
| | Stacked area | Show overall change and how each part contributes |
| | 100% stacked area | Highlight changes in part-to-whole proportions |
| Combo chart | Combo | Use two chart types together |
| Other | Stat number | Highlight key metrics |
| | Funnel | Compare and analyze conversion rates per stage |
| | Ranking | Show rankings — useful for comparison and ordering |
| | Radar | Show data distribution across multiple dimensions |
| | NPS | Measure customer loyalty and satisfaction |
| | Countdown | Dynamically show time-to-event |
| | Metric card | Show key metrics with YoY/MoM and trend data |
| | Word cloud | Show word frequency and importance — for text/topic analysis |
| View | Grid view | Embed a grid view in the dashboard |
| Text | Text | Use text to explain context, analysis, or conclusions |
## Create a Dashboard
Create a new dashboard:
1. Click **Apps** at the top — open the AI Table app.
2. In the lower-left, click **+ New app**.
3. In the menu, pick **Dashboard**.
Add a chart:
In the upper-left, click **Add chart** — pick a chart type from the menu.
For a brand-new dashboard, you can also pick **AI generate** to build it.
## Configure a Dashboard
This page focuses on configuring column, line, scatter, area, bar, and pie charts. For other charts, see their dedicated pages.
### Configure Type and Data
#### Column / Line / Scatter / Area / Bar (XY-Axis Charts)
**Data**: pick source — table and data range. **All data** enables filters.
**Chart**: switch chart type, pick a color theme.
**X-axis**: pick the X field, sort basis (X value, Y value, or record order), and order.
**Y-axis**: aggregation (count of records or aggregated field value), Y content, and group aggregation.
With "count of records": only set group aggregation (none or by field).
With "aggregated field value": no grouping → multiple Y fields, each with its own aggregation (count, sum, average, max, etc.). Remove/move up/down per Y. Grouping → one Y field with one aggregation. Note: with grouping, X can't sort by Y value.
**Sorting details**:
You can sort in three places:
* **X-axis content**
* Reorder X items by:
* **X value**: based on the X field's own value — numeric, alphabetical, single/multi-select option order.
* **Y value**: based on Y numeric value.
* **Record order**: drag freely to set order.
* Sort order: ascending or descending.
* **Multi-Y sorting**: with multiple Y fields, drag to reorder them.
* **Group aggregation items**: with a grouping field set, drag to reorder grouped items.
**Notes:**
1. Sum, max, min, average only apply to numeric fields.
2. The bar chart's X/Y are swapped vs. column chart — Y configuration on a bar chart matches X configuration on a column chart.
3. With group aggregation, X-axis can't sort by Y value.
4. With X sort basis = record order (custom), no order setting is available.
#### Pie Chart
**Data**: pick the pie chart's source — table and data range. **All data** enables filters.
**Chart**: switch chart type, pick a color theme.
**Sectors**: pick the sector field and sort basis.
Sector field value: sort by the sector field's value — numeric, alphabetical, single/multi-select option order.
Sector value: sort by the sector's numeric value.
**Sector value**: count of records or aggregated field value.
### Custom Style
Customize background, legend, axes, etc. — make it yours.
## Manage a Dashboard
Hover over a chart — find the icon in the upper-right. Click for: configure, rename, copy, add to dashboard center, copy as image, export as image, delete.
Drag the lower-right corner to resize. Drag the top to reposition.
## Permissions
### **Advanced Permissions Off**
Dashboard permissions follow the AI Table file's permissions — owner, manage, and edit users can create, edit, and delete dashboards; read-only users can only view.
### **Advanced Permissions On**
Only the owner and users with manage permission can edit dashboards; other users can only have view or no access.
* **View**: collaborators in this group can only view the dashboard's data and charts.
* **No access**: collaborators in this group can't view the dashboard.
> 🧤 Dashboard permissions are independent of table permissions — table permission settings don't affect dashboard permissions.
## Learn More
Live class: AI Table Dashboard Showcase
[Live class 📒 Topics: ● Dashboard general capabilities ● Common scenarios and chart-style recommendations ● Advanced design patterns ● Dashboard distribution settings https://n.dingtalk.io/dingding/live-room/index.html?roomId=NTcGI9fk8J\&liveUuid=89373b9f-e5f7-4937-b9f5-34c3a9be52d6](https://n.dingtalk.io/dingding/live-room/index.html?roomId=NTcGI9fk8J\&liveUuid=89373b9f-e5f7-4937-b9f5-34c3a9be52d6)
Live class handout:
[Doc — From the DingTalk Tables knowledge base. Supports flexible online creation, knowledge management, and DingTalk integration. https://docs.dingtalk.io/i/nodes/1OQX0akWmBejogd0TkoYQ0mvVGlDd3mE](https://docs.dingtalk.io/i/nodes/1OQX0akWmBejogd0TkoYQ0mvVGlDd3mE)
## FAQ
#### **Q: Who Can Create, Edit, and Delete Dashboards in AI Table?**
A: With advanced permissions off — owner, manage, and edit users can create, edit, and delete dashboards. With advanced permissions on — only owner and manage users can.
#### **Q: Which Fields Can Be Used for Aggregation?**
A: Count of records works on any field type. Max, min, average, and sum work only on number fields and formula fields.
#### **Q: Can I Use AI Table Dashboards on Mobile?**
A: Mobile supports viewing dashboards and widgets but not creating dashboards or adding/editing/deleting widgets.
#### **Q: Can I Create Dashboards Across AI Tables?**
A: Not currently — dashboards can't span multiple AI Tables.
#### **Q: Can AI Table Dashboards Be Downloaded?**
A: AI Table dashboards don't currently support download.
#### **Q: Can I Combine Widgets from Multiple AI Tables into One Dashboard?**
A: No — widgets from different AI Tables can't be merged into the same dashboard.
# Add Fields to a Table
Source: https://help.dingtalk.io/aitable/fields/add-field
Every column in AI Table is a field. Learn how to add, edit, hide, freeze, reorder, describe, and set defaults for fields.
Every column in AI Table is called a **field**. Fields define the type and format of each column, keeping your data structured and consistent.
## A 2-Minute Intro to AI Table Field Types
## Primary Field
The first column of an AI Table is the **primary field** — it can't be deleted or hidden. In the latest AI Table, the primary field defaults to type **Doc**. See [Table as doc](/aitable/fields/field-types/table-as-doc) for details.
## Field List
| Field type | Description |
| ---------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Standard fields** | |
| Text | Plain text |
| Single select / Multi-select | Tag records — one tag per cell (single) or multiple per cell (multi). To reuse the same option set across tables, build a master table of options and reference them via [Sync Select Options Across Tables](/aitable/more/sync-select-options). |
| Number | Numbers in various formats |
| Currency | Multi-currency display |
| Date | Dates and times in various formats |
| Member | Assign people to records, tasks, or projects |
| Image and attachment | Upload images and files of any type |
| Progress | Display progress with a bar |
| URL | A link, with an optional custom label |
| Formula | Advanced computed column |
| **Business fields** | |
| Button | Trigger an automation by click |
| Checkbox | A box to check — track to-dos, mark records "done" |
| Phone | Store phone numbers — call or SMS in one tap on mobile |
| Rating | Visual rating |
| Email | Email addresses |
| Barcode | |
| Workflow | Customizable workflow stages (statuses) |
| Group chat | Internal or external groups |
| Administrative region | Quickly record location info or capture real-time geo |
| ID number | |
| Location | |
| Signature | |
| Rich text | Rich content (images, links, mixed formatting) |
| **Advanced fields** | |
| Lookup | |
| One-way link | Link records from another table — click to view full row info |
| Two-way link | Link from A to B — B mirrors back automatically |
| Linked reference | Surface fields beyond the primary one in linked rows |
| Auto number | Unique auto-incrementing IDs per record |
| Created by | The record's creator (read-only) |
| Created time | The record's creation time (read-only) |
| Last modified by | The most recent editor (read-only) |
| Last modified time | The most recent edit time (read-only) |
## Basics
### Add a Field
#### **Add a Field / Column in Grid View**
1. Click the ➕ icon on the right of the title bar.
2. Type the field name and pick the type.
#### **Add a Field in Other Views**
1. **Kanban view** — click **Card config**; add the field at the bottom of the dialog.
2. **Gallery view** — click **Gallery config**; add the field at the bottom of the dialog.
3. **Calendar / Gantt view** — click **Field management**; add the field at the bottom of the dialog.
#### **Add a Field in Form View**
When adding a question, click the relevant **field type** to insert it; switch to **Edit mode** to edit.
For form details, see [Form basics](/aitable/forms/form-basics).
### Edit a Field
Two ways to edit an existing field:
1. **Double-click** the field title to open the editor.
2. **Right-click** the field title — or hover and click the dropdown — pick **Edit field / column** in the menu.
### Hide / Show Fields
Open [Field management](/aitable/fields/field-management) — click the icon on the right of the field name to **show / hide** it.
Or right-click the field title (or hover and click the dropdown) — pick **Hide field / column**.
### Freeze Fields / Columns
Right-click the field title (or hover and click the dropdown) — pick **Freeze up to this field / column**.
Hover the **freeze line** and drag left / right to adjust the frozen range.
Note: the **primary field** is frozen by default and can't be unfrozen.
### Reorder Fields
**Grid view** supports reordering.
Drag the **field title** left / right to reorder.
**Reorder in other views**
Click **Field management** (or **Card config** / **Gallery config**), hold the field on the left and drag.
Note: the primary field can't be moved.
### Edit a Field's Description
Right-click the field title (or hover and click the dropdown) — pick **Edit field / column description**. Type the description and click **OK**.
### Set a Field Default
1. Double-click the field / column title to open the editor.
2. Type the default in the input or dropdown.
3. Click confirm to save.
A default applies to the **whole table**, not just the current view.
Most regular fields support defaults: title, number, currency, date, single-select, multi-select, rating, progress, member, group chat, URL, address, barcode, checkbox, department, location, phone, email, rich text.
## FAQ
#### **Q: Why Can't I Delete or Hide the First Field?**
A: AI Table's first field is the **primary field** — it can't be deleted, moved, replaced, or hidden, and other fields can't be promoted to primary.
#### **Q: How Do I Show a Hidden Field?**
A: Click **Field management** above the table — click the icon to the right of the field name to show / hide.
#### **Q: How Do I Unfreeze a Field?**
A: Drag the **freeze line** to adjust the frozen range. The primary field can't be unfrozen, and unfreezing a single field is not yet supported.
#### **Q: Can I Center-Align Values in an AI Table Field?**
A: Not yet.
# Field Grouping
Source: https://help.dingtalk.io/aitable/fields/field-grouping
Group fields to improve readability. With grouping, you can batch reorder fields and add descriptions to keep the table's structure clear.
**Group fields** to improve readability. With grouping, you can batch reorder fields and add descriptions to keep the table's structure clear.
## Create a Group
**Method 1**:
1. Click any field name, hold `Cmd / Ctrl`, and click other fields to select.
2. Right-click — pick **Create group** in the context menu.
3. Enter a group title and confirm.
**Method 2**:
1. Click **Field management** in the upper-left of the table.
2. In the field list, click the icon on the right of any field to open the menu.
3. Click **Create group**.
4. Enter a group title and confirm.
## Move Fields in / Out of a Group
**Method 1**:
1. Click the icon on the right of the group title to open the group menu.
2. Click **Edit group**.
3. Add or remove fields.
**Method 2**:
1. Hover the field name — right-click or click the icon.
2. Pick **Move into group** or **Move out of group**.
**Method 3**:
1. Click **Field management** in the upper-left of the table.
2. In the field list, click the **⋯** icon on the right of a field to open the menu.
3. Pick **Move into group** or **Move out of group**.
4. To move a field from one group to another, move it out first, then into the new group.
## Add and View Group Descriptions
**Method 1**:
1. Click any field name, hold `Cmd`, and click other fields to select.
2. Right-click — pick **Create group**.
3. In the group editor, click **+ Group description**.
4. Enter a description and confirm.
5. An icon appears next to the group title.
6. Hover the icon to view the description.
**Method 2**:
1. Hover the group title — right-click or click the icon.
2. Pick **Group description**.
3. Enter the description and confirm.
## Reorder Groups
**Method 1**: hold and drag the group title left / right.
**Method 2**:
1. Click **Field management** in the upper-left of the table.
2. Hold and drag the icon on the left of the group title.
## Hide a Group
**Method 1**:
1. Hover the group title — right-click or click the icon.
2. Pick **Hide group**.
**Method 2**:
1. Click **Field management** in the upper-left of the table.
2. Click the icon on the right of the group name to hide.
## Disband a Group
**Method 1**:
1. Hover the group title — right-click or click the icon.
2. Pick **Disband group**.
**Method 2**:
1. Click **Field management** in the upper-left of the table.
2. Click the icon on the right of the group name to open the menu.
3. Pick **Disband group**.
# FAQ
* **Q: Who can use field grouping in AI Table?**
A: Without advanced permissions, users with **edit** or **manage** access can create or edit groups. With advanced permissions on, only users with **manage** access can.
* **Q: How many groups can a single AI Table table have?**
A: Up to 300.
* **Q: Does grouping in one grid view apply to other views?**
A: Yes — grouping applies to all grid views of the table.
# Field Management
Source: https://help.dingtalk.io/aitable/fields/field-management
Manage fields centrally from each view's toolbar.
Manage fields centrally from each view's toolbar.
Note: in the gallery view this is called **Gallery settings**; in the kanban view it's **Card settings**.
## Reorder Fields
Drag the handle in front of a field to reorder it in the view.
## Show/Hide Fields
Click the icon next to the field name to **show** or **hide** it in the current view.
## Add a Field
Click + **Add field** at the bottom of the menu — quickly add a field.
## Manage Fields
Click the icon next to a field — the menu offers: move to top, edit, [field grouping](/aitable/fields/field-grouping), delete.
# Field Type List
Source: https://help.dingtalk.io/aitable/fields/field-types
Index of all field types in AI Table: AI fields (AI Minutes summary, extraction, generated date), standard fields (text, number, date, currency, member, etc.), link fields, and special fields — browse by category.
AI Table supports the following field types:
## Special Fields
[Table as doc](/aitable/fields/field-types/table-as-doc)
## AI Fields
[AI field](/aitable/fields/field-types/ai-field)
[AI Minutes summary](/aitable/fields/field-types/ai-meeting-summary)
[AI Minutes extraction](/aitable/fields/field-types/ai-meeting-extract)
[AI generated date](/aitable/fields/field-types/ai-generated-date)
## Standard Fields
[Text](/aitable/fields/field-types/text)
[Single select and multi-select](/aitable/fields/field-types/select)
[Date](/aitable/fields/field-types/date)
[Number](/aitable/fields/field-types/number)
[Currency](/aitable/fields/field-types/currency)
[Member](/aitable/fields/field-types/member)
[Image and attachment](/aitable/fields/field-types/image-attachment)
[Progress](/aitable/fields/field-types/progress)
[URL](/aitable/fields/field-types/link)
[Formula field](/aitable/formulas/formula-fields)
[Button](/aitable/application-mode/button)
[Workflow](/aitable/fields/field-types/workflow)
[Checkbox](/aitable/fields/field-types/checkbox)
[Rating](/aitable/fields/field-types/rating)
[Phone](/aitable/fields/field-types/phone)
[Group chat](/aitable/fields/field-types/group)
[Email](/aitable/fields/field-types/email)
[Administrative region](/aitable/fields/field-types/administrative-region)
[Barcode](/aitable/fields/field-types/barcode)
[ID number](/aitable/fields/field-types/id-number)
[Signature](/aitable/fields/field-types/signature)
[Location](/aitable/fields/field-types/geo-location)
[Rich text](/aitable/fields/field-types/rich-text)
[Lookup](/aitable/fields/field-types/lookup)
[Linked reference](/aitable/fields/field-types/linked-reference)
[One-way link](/aitable/fields/field-types/one-way-link)
[Two-way link](/aitable/fields/field-types/two-way-link)
[Created by](/aitable/fields/field-types/created-by)
[Last modified by](/aitable/fields/field-types/updated-by)
[Created time](/aitable/fields/field-types/created-time)
[Last modified time](/aitable/fields/field-types/updated-time)
[Auto number](/aitable/fields/field-types/auto-id)
# Administrative Region
Source: https://help.dingtalk.io/aitable/fields/field-types/administrative-region
Use the AI Table Address field to pick a location in province / city / district (— street) format.
# 1 Overview
Use the AI Table **Address** field to manually pick a location in **province / city / district (— street)** format.
# 2 Basics
**Add an address in grid view**
1. Click + in the upper-right of the title bar.
2. Click **Field type**.
3. Pick **Address**.
**Set address format**
In the format dropdown, pick **Province / city / district** or **Province / city / district — street**.
**Province / city / district** lets respondents pick from the built-in region list only.
**Province / city / district — street** also requires a free-text street.
**Add an address in form view**
1. Pick **Address** from the question list on the left.
2. Pick **format** from the dropdown below the question.
With **Province / city / district**, respondents see this in the form:
With **Province / city / district — street**, respondents see this:
# 3 FAQ
* **Q: Can a single cell hold multiple addresses?**
A: No.
* **Q: Does switching format affect existing entries?**
A: No.
# AI Field
Source: https://help.dingtalk.io/aitable/fields/field-types/ai-field
Set up AI fields in AI Table to generate content automatically using custom prompts that analyze your record data.
## What Is an AI Field
In AI Table, fields that **generate content with AI** are called **AI fields**. They can produce content based on a prompt and references to other fields, and they update dynamically — reading the current record, analyzing docs, images, video, etc. — to complete tasks that usually need external tools.
When configuring an AI field, you can pick a preset from the AI field center.
You can also build one with a custom prompt.
AI field output supports these types:
* Text
* [Number](/aitable/fields/field-types/number)
* [Single select and multi-select](/aitable/fields/field-types/select)
* [Currency](/aitable/fields/field-types/currency)
* Image
* Video
## Add an AI Field
Pick a preset from the AI field center:
1. Click **+ Add field**.
2. Click **More AI fields**.
3. Hover any AI field and click **Use**.
4. Or search in the search box.
5. If nothing fits, [submit a request](https://docs.dingtalk.io/notable/share/form/v01Pd6l24NVoJZ2q7Ma_6HPhPqS_fVR4vpe).
## Customize the AI Field Prompt
When creating an AI field, you can write or edit the prompt manually. Tips:
* Describe the task and its context in detail — the more context, the better.
* State both what to do and what NOT to do — reduces errors.
* Add examples — e.g. "here are positive and negative feedback examples".
* Break complex instructions into steps for cleaner output.
* Name each field clearly in the prompt; use **Insert field** to insert a field-name variable.
* Include conditional logic — e.g. additional output when a specific field is filled.
To build a custom AI field:
1. Click **+ Add field**.
2. Click **+ Create AI field**.
3. Enter your custom prompt.
## How AI Fields Run
AI fields run per row — they must reference at least one other field in the same row. When a referenced field changes, the AI field re-runs.
When many AI fields run at once, they queue up. **Free** users share a common queue; **Enterprise** and **Ultimate** users use a dedicated fast lane — wait time is much shorter, throughput much higher.
Plan details: [https://table.dingtalk.io/pricing](https://table.dingtalk.io/pricing)
### AI Field Run States
If an AI field references no other fields, it shows **Required field empty** — you must reference at least one non-empty field for the AI field to run.
When an AI field fails, the cell shows an icon — hover to see the error, copy it, or contact support:
To rerun all failed AI fields in bulk, use the field menu:
# FAQ
* **Q: How do I revert an AI field to a regular field?**
A: Double-click the field title, click the icon in the upper-right of the configuration dialog, and pick **Convert to regular field**.
**Note**: after conversion, the field adopts the chosen type's format and keeps only the AI-generated output.
# AI-Generated Date
Source: https://help.dingtalk.io/aitable/fields/field-types/ai-generated-date
Let the table read text and auto-fill dates for you.
Let the table read text and auto-fill dates for you.
Tired of manually copying dates from chats, emails, or meeting notes?
The **AI date field** is your assistant — it reads complex text and turns "next Friday", "in three days", or "the contract signing date" into a standard calendar value automatically.
***
## 1. What Does It Do?
In short — **you give it text, it gives you a date.**
It can not only "see" written-out dates (e.g. `October 1, 2025`), but also "hear" colloquial time references (e.g. `next Wednesday`) and even compute dates for you (e.g. `30 days after the effective date`).
| **If your text says...** | **You used to...** | **Now AI does it for you...** |
| --------------------------------------------------------------- | ------------------------------------------------------------------- | ----------------------------- |
| "Customer says contact again **next Friday**." | Pull up a calendar to figure out next Friday's date and fill it in. | Auto-fills: `2026/02/20` |
| "Contract is **one year** long, signed today (**2025/12/01**)." | Mental math: 25 + 1 = 26... | Auto-fills: `2026/12/01` |
| "Deadline: **Oct 15th**" | Manually convert to `2026-10-15`. | Auto-fills: `2026/10/15` |
## 2. Three Steps to Get Started
### Step 1: Add the Field
* Click `+` on the right of the table to add a field.
* Click **More AI fields**.
* In the AI field center, pick **AI-generated date** and click **Use**.
### Step 2: Tell the AI Where to Read
The AI needs source material.
* In the config, find **Custom AI task instruction**.
* Pick the text column that contains the date info (e.g. "Meeting notes", "Customer notes", or "Task description").
### Step 3: Tell the AI What to Find
You can instruct the AI directly on which date you want.
* **Find a specific date**: enter "Extract the deadline from the text".
* **Compute a future date**: enter "Calculate the next follow-up time".
*(Not sure what to write? See "Scenarios" below.)*
## 3. Scenarios
Assume the current time is **February 12, 2026 (Thursday)**.
### Case 1: Product Weekly
**Tests**: recognize relative time like "next \[weekday]" mixed with specific dates.
* **📄 Meeting notes**:
> "Tom synced progress — the back-end API is slightly delayed, but he promises full integration by **next Tuesday**. The UI designer will deliver assets to the front-end by **Feb 25**, so we can ship by month end."
* **✨ AI date field result**:
* **Result 1 (deadline)**: `2026/02/17` (next Tuesday)
* **Result 2 (delivery date)**: `2026/02/25`
* **💡 Field config tip**:
* *Prompt: "Extract the delivery date from the text."*
***
### Case 2: Sales Follow-Up Notes
**Tests**: handle vague semantics ("month end") and compute next-action time.
* **📄 Sales follow-up**:
> "Just got off the phone with Mr. Li. He's still hesitant on the quote and needs to run it by his team — asked me to call back **in three days**. If all goes well, they want to officially kick off the project by **end of this month**."
* **✨ AI date field result**:
* **Result 1 (next follow-up)**: `2026/02/15` (today + 3 days)
* **Result 2 (expected kickoff)**: `2026/02/28` (last day of February)
* **💡 Field config tip**:
* *Prompt: "Calculate the next contact time."*
***
### Case 3: Admin and Contract Notice
**Tests**: conditional logic (effective date + duration).
* **📄 Contract notice**:
> "New lease confirmed. The landlord requires the term to start on the **1st of next month**, with the first rent payment due **within 7 days of the effective date**."
* **✨ AI date field result (expected)**:
* **Result 1 (contract effective date)**: `2026/03/01`
* **Result 2 (payment deadline)**: `2026/03/08` (March 1 + 7 days)
* **💡 Field config tip**:
* *Prompt: "Extract the contract effective date and calculate the payment deadline."*
## 4. FAQ
* **Q: If a passage contains two dates, which one does the AI pick?**
A: It depends on your prompt.
For the earliest, write "Extract the **earliest** date".
For the latest, write "Extract the **latest** deadline".
Without a hint, the AI usually picks what it thinks is the most central one.
* **Q: Why is the date the AI filled in wrong?**
A: Check whether the source text is ambiguous (e.g. "that holiday"). You can also refine the prompt — for example, add "If no year is specified, default to 2026".
* **Q: Can I use this date for reminders?**
A: Of course! Once the AI fills in the date, the field works like any other date field — use it for **calendar view**, **Gantt chart**, or **automated reminders** (e.g. notify 1 day before the AI date).
***
*Want to try it? Create an **AI-generated date** field now!* ✨
# AI Minutes Extraction
Source: https://help.dingtalk.io/aitable/fields/field-types/ai-meeting-extract
AI Minutes extraction is a more flexible AI field than AI Minutes summary — it lets you write a prompt to pull exactly the info you need from DingTalk AI Minutes.
## Overview
**AI Minutes extraction** is a more flexible AI field than AI Minutes summary — write a prompt to pull exactly the info you need from **DingTalk AI Minutes**.
Unlike generic summaries, you can ask it to "list only the action items", "extract every budget figure mentioned", or "compile the specific customer requests".
### Add a Field
In a grid view, add this field to enable custom extraction:
1. Click + on the right of the header.
2. Under **AI fields** in the dropdown, search for **AI Minutes extraction**.
### Configuration
The core of this field is the **AI prompt** — tell AI what to extract.
* **Pick the Minutes link to extract from**: pick an existing URL field (or create one) holding a **DingTalk AI Minutes** share link.
* **AI prompt**: describe your task in natural language. Examples:
* "Extract every action item mentioned, with owner."
* "List the customer's three main complaints about the product."
* "Extract every city name mentioned in the meeting."
* "Summarize the conclusion on the year-end bonus topic."
> Note: the more specific the prompt, the better AI's output.
### Tips
For better results, include the **extraction target** and **output format** in your prompt.
**Scenario 1 — project tracking**
> **Prompt**: extract every todo from the meeting in the format "task — owner — due date".
**Scenario 2 — sales debrief**
> **Prompt**: list the competitors the customer mentioned and their advantages over our product.
**Scenario 3 — interview**
> **Prompt**: extract the candidate's years of experience, salary expectation, and reason for leaving the last job.
### FAQ
* Q: How is this different from AI Minutes summary?
A: **AI Minutes summary** generates a generic full-text summary you can't customize. **AI Minutes extraction** does exactly what your prompt asks — better for targeted data cleanup.
* Q: Can I reference other fields as part of the prompt?
A: Yes. Click **Reference field** in the upper-right of the prompt input — you can drop another column's content into the prompt. For example, reference a "Focus" column to extract different things per record.
* Q: What if the info I want isn't mentioned in the meeting?
A: AI judges from context. If nothing matches, it typically returns "Not mentioned" or leaves the cell blank — depends on your prompt constraints (e.g. "output `None` if absent").
* Q: Does this only work with DingTalk Minutes links?
A: Yes. Only official DingTalk **AI Minutes** share links — other platforms aren't supported.
# AI Minutes Summary
Source: https://help.dingtalk.io/aitable/fields/field-types/ai-meeting-summary
AI Minutes summary auto-extracts meeting recordings or transcripts from DingTalk AI Minutes and generates an intelligent summary.
## Overview
**AI Minutes summary** auto-extracts meeting recordings or transcripts from **DingTalk AI Minutes** and generates an intelligent summary.
Use it for meeting notes, interview transcripts, etc. — drop in a share link, and AI condenses an hour-long meeting into a few hundred words of takeaways.
### Add a Field
In a grid view, add a new field to enable this:
1. Click + on the right of the header.
2. Under **AI fields** in the dropdown, pick **AI Minutes summary**.
### Configuration
After adding the field, a configuration dialog appears — set the link source.
* **Field name**: the column title, e.g. "Meeting summary" or "Key takeaways".
* **Pick a Minutes link field**: pick an existing URL field in the table (or create one). It will hold the AI Minutes share link.
* **Auto-update**: when on, the summary regenerates whenever the source link changes (or its underlying Minutes content updates).
> Note: the source must be an official **DingTalk AI Minutes** share link — other platforms aren't supported.
### Get the Link
To let AI read the content, get the right share link:
1. Open **DingTalk AI Minutes**.
2. Open the specific minutes record.
3. Tap the share button in the upper-right — pick **Copy link**.
4. Paste into the source field in AI Table — AI runs automatically.
If summarization isn't enough — for example, you need to extract specific items (todos, names, dates) — try [AI Minutes extraction](/aitable/fields/field-types/ai-meeting-extract) instead.
### FAQ
* Q: Why does my pasted link show "Cannot recognize"?
A: Confirm it's a **DingTalk AI Minutes** share link. Doc, drive, or third-party meeting links aren't supported.
* Q: Can AI summarize a very long recording?
A: Yes. AI analyzes the full transcript and pulls key info. For extremely long recordings (over 5 hours), split them in Minutes first.
* Q: I don't have access to that Minutes link — can AI still summarize?
A: No. The user operating the table must have access to the AI Minutes link.
* Q: What does "Allow source field to be empty" mean?
A: When on, if the source cell has no link, the AI field stays blank instead of erroring.
# Auto Number
Source: https://help.dingtalk.io/aitable/fields/field-types/auto-id
Generate unique auto-incrementing IDs for AI Table records with custom formats combining sequence numbers, dates, and text.
Auto number generates a **unique, auto-incrementing ID** for each record. Beyond plain numeric IDs, custom rules can include creation date, fixed text, and so on.
Note: incremented numbers are not necessarily consecutive — when a record is deleted, its number is **not reused** by the next new record.
## Add an Auto Number Field
Click + in the upper-right of the title bar — pick **Auto number** under field types.
## Set Auto Number Type
Pick between **Incrementing number** and **Custom number**.
**Incrementing number**: starts at 1 and counts up — 1, 2, 3…
**Custom number**: define your own rule and format. Rule pieces include **incrementing number** (set digit length — once it overflows the current length, it keeps incrementing), **fixed text** (literal text as part of the ID), and **creation date** (the record's creation date as part of the ID; date format is configurable).
# FAQ
* **Q: Can a table have multiple auto number fields?**
A: Yes.
* **Q: Are there length limits on the number / characters?**
A: Up to 9 digits for incrementing numbers; up to 18 characters for fixed text.
* **Q: How many rule pieces can a custom number have?**
A: Up to 9.
* **Q: Does deleting a record change other numbers?**
A: No. Existing numbers are preserved, and deleted numbers are not reused. For example, if record 12 is deleted, the next new record is still 13.
* **Q: Can I edit a single record's number?**
A: No — it's rule-generated. To adjust, change the rule and regenerate.
* **Q: What happens when the maximum digit length is reached?**
A: The length grows by 1 automatically. Example: a 3-digit number rolls from 999 to 1000.
* **Q: Does sorting change the numbers?**
A: No. Numbers are fixed and unique; sorting doesn't affect them.
# Barcode
Source: https://help.dingtalk.io/aitable/fields/field-types/barcode
Use the Barcode field to scan barcodes or QR codes from DingTalk mobile and capture their content (numbers, text, URLs) into AI Table for downstream use.
# 1 Overview
Use the Barcode field to scan **barcodes** or **QR codes** from **DingTalk mobile** and capture their content (numbers, text, URLs) into AI Table for downstream use.
# 2 Basics
## 2.1 Add a Barcode Field
In a **grid view**, click + in the upper-right of the toolbar — pick **Barcode** under field types. In a **form view**, pick **Barcode** from the question list to collect barcodes via the form.
In a **form view**, pick **Barcode** from the question list — toggle **mobile scan only** as needed.
## 2.2 Enter Barcodes
With **mobile scan only** off, you can **type manually** or **scan from mobile**.
With **mobile scan only** on, only **mobile scanning** works. To use it: open the record detail / form link on mobile, tap **Scan**, and the QR / barcode content fills the cell.
## 2.3 Manage and Edit the Field
Double-click the field title or click the dropdown — copy, paste, freeze, etc.
# 3 FAQ
* **Q: Can a cell hold multiple barcodes?**
A: When entered manually, yes. When scanned from mobile, only one barcode per cell.
* **Q: Can I generate a barcode / QR code from data in the table?**
A: Not yet — use a third-party tool.
* **Q: What input methods are supported?**
A: Two — manual entry and mobile scan.
* **Q: What content types are supported?**
A: Text, URLs, and numbers — @member is not supported.
# Button
Source: https://help.dingtalk.io/aitable/fields/field-types/button
In AI Table, the Button field can act as an automation trigger. Open the table, click the button — the preset action runs.
# 1 Overview
In AI Table, the Button field can act as an **automation trigger**. Open the table, click the button — the preset action runs.
**Common scenarios**:
* **Notifications** — in repair workflows, click the button to submit a repair ticket and notify the assigned technician.
* **Group creation** — in store ops, click the button to create a chat group and write the group ID back to the table.
* **Information flow** — in product intake, click the button to confirm kickoff: update the request table's status to "Kicked off" and add a new record in the project management table.
# 2 Basics
Click ➕ on the right of the title bar to **create a field** — pick **Button** under field types. In the config panel, set the field name, button label, button color, and success toast.
What runs after a click is configured via **automation**. Available automations include common actions (basic ops, control flow, HTTP request), AI capabilities, and business apps. See the automation actions reference.
After configuration, click **Save and enable** in the upper-right. Click **Run history** to inspect past runs.
# 3 Scenarios and Steps
## 3.1 Click the Button to Send a Notification with a Link
Example: a repair workflow.
### 3.1.1 What It Looks Like
**Submitter:**
In the technicians table, assign a repair ticket to a technician with no current task — click **Button** to notify them.
**Technician:**
Once assigned, you receive the notification below. Click **View** to jump to the screen above, then click **In-progress repair** to see the request details.
### 3.1.2 Configuration
Set the button name.
Pick the recipient — set the notification title and body.
## 3.2 Click the Button to Create a Group
Example: per-store group creation.
### 3.2.1 What It Looks Like
Click the create-group button — a new group appears in your chat list.
### 3.2.2 Configuration
Set the button name.
Set the group name, type, members, and target group.
Sync the new group's ID back to the Group field.
## 3.3 Click the Button to Edit Records
Example: project kickoff.
### 3.3.1 What It Looks Like
Click **Confirm kickoff** — the status flips to **Kicked off**, and a new row syncs into the project management table.
### 3.3.2 Configuration
Set the button field.
Pick the destination table and map the synced fields.
Set up the update — point at the record that triggered the button and set what to change.
# 4 Button Automation vs Condition Automation
## 4.1 Core Differences
| Dimension | Button automation | Condition automation |
| ----------- | --------------------------- | -------------------------------------- |
| Trigger | Manual (click) | System (when condition met) |
| Control | User-authorized | Rule-driven |
| Timing | Immediate (manual decision) | Real-time / periodic (no human needed) |
| Flexibility | One-off / batch | Auto |
## 4.2 When to Pick Button Over Condition
| Scenario | Example | Value |
| ---------------------------------------- | ------------------------------------------------------------------ | ----------------------------------------------------- |
| Sensitive ops needing human confirmation | Payment approval | Avoid loss from system mistakes |
| Dynamic business cases | "Urgent escalation" on support tickets, manual stock-issue recheck | Human judgment fills rule gaps |
| High-compliance domains | Medical prescription, e-signature on legal docs | Audit trail with click attribution |
| Resource-sensitive tasks | Bulk group creation, bulk email | Avoid burning resources on high-frequency automations |
## 4.3 When to Pick Condition Over Button
| Scenario | Example | Value |
| -------------------------------------- | -------------------------------------- | -------------------------- |
| High real-time | Stock / FX price alerts | Reacts immediately |
| Repetitive standard ops | Order status sync | Saves review time |
| Standardized flows with no human input | Attendance sync, group welcome message | Fast and saves review time |
# 5 FAQ
* Q: What ops does the Button field support?
A: All automation actions.
* Q: Can the Button field be **copied**?
A: Yes — but only the title, label, and color copy; the automation does not.
* Q: Who can configure or click the Button field?
A: **Configure** — without advanced permissions, owners and users with **manage / edit** access can configure. With advanced permissions on, only owners and **manage** users can; **edit** users can view the config but not modify it.
**Click** — when the button is clickable, anyone who can see the field can click it.
* Q: How do I record who clicked the button?
A: Set up an automation: trigger on **When the button is clicked**, action **Update record**, write the **button clicker** to a member field.
**Note**: this only stores the most recent clicker — for full history, view the record's revision history.
# Checkbox
Source: https://help.dingtalk.io/aitable/fields/field-types/checkbox
A Checkbox field shows a square in each cell — toggle it to mark status quickly.
A **Checkbox** field shows a square in each cell — toggle it to mark status quickly.
## Create a Checkbox Field
1. In the upper-right of the title bar, click + Add field.
2. Click "Field type" to open the field type picker.
3. Pick **Checkbox**.
## Move the Checkbox
1. Click "Field management".
2. Click `...` next to the checkbox field.
3. Pick **Move to top** — the field becomes the first field after the primary field, making it easier to check/uncheck.
## Delete the Checkbox
1. Click **Field management**.
2. Click `...` next to the checkbox field.
3. Pick Delete.
# Created By
Source: https://help.dingtalk.io/aitable/fields/field-types/created-by
Created by is a special member field that stores and displays the creator of the current record.
Created by is a special [member](/aitable/fields/field-types/member) field that stores and displays the creator of the current record.
The Created by field can't be modified.
# Created Time
Source: https://help.dingtalk.io/aitable/fields/field-types/created-time
Created time is a special date field that stores and displays when the current record was created.
Created time is a special [date](/aitable/fields/field-types/date) field that stores and displays when the current record was created.
The Created time field can't be modified.
# Currency
Source: https://help.dingtalk.io/aitable/fields/field-types/currency
Configure currency fields in AI Table with 24 currencies, custom decimal places, thousands separators, and inline arithmetic.
The Currency field auto-prepends a currency symbol — e.g., CNY ¥1.00, USD \$1.00.
## Add a Field
Click + in the upper-right of the AI Table title bar — pick **Currency** under field types.
## Configure Currency Format
Configure currency, decimal places, thousands separator, abbreviation, and default amount.
## Supported Currencies
| | |
| ------------ | ----------------- |
| `CNY - ¥` | Chinese yuan |
| `HKD - HK$` | Hong Kong dollar |
| `USD - $` | US dollar |
| `EUR - €` | Euro |
| `GBP - £` | British pound |
| `MOP - MOP$` | Macanese pataca |
| `VND - đ` | Vietnamese dong |
| `JPY - J¥` | Japanese yen |
| `KRW - ₩` | South Korean won |
| `AED - dh` | UAE dirham |
| `AUD - A$` | Australian dollar |
| `BRL - R$` | Brazilian real |
| `CAD - C$` | Canadian dollar |
| `CHF - SFr` | Swiss franc |
| `INR - ₹` | Indian rupee |
| `IDR - Rp` | Indonesian rupiah |
| `MXN - M$` | Mexican peso |
| `MYR - RM` | Malaysian ringgit |
| `PHP - ₱` | Philippine peso |
| `PLN - zł` | Polish zloty |
| `RUB - ₽` | Russian ruble |
| `SGD - S$` | Singapore dollar |
| `THB - ฿` | Thai baht |
| `TRY - ₺` | Turkish lira |
| `TWD - NT$` | New Taiwan dollar |
## Inline Arithmetic
Number and Currency fields accept simple `+ - * /` expressions when editing — handy for quick calculations.
Example: four colleagues split a ¥392 lunch — type `392 / 4` in the cell.
## FAQ
#### **Q: Can I Type a Currency Code Manually?**
A: No — pick from the supported list.
#### **Q: Can the Currency Field Use Custom Units Like "10K"?**
A: Not directly. Configure currency and decimal places, then use **Abbreviation** to display values like "¥10K".
# Date
Source: https://help.dingtalk.io/aitable/fields/field-types/date
The AI Table Date field stores date and time — with configurable date and time formats.
The AI Table **Date** field stores **date and time** — with configurable **date format** and **time format**.
You can also set **due reminders** to send notifications at a specific time.
## Add a Date Field
1. Click + in the upper-right of the title bar.
2. Click **Field type**.
3. Pick **Date**.
## Set the Date Format
In **Display format**, pick a format.
## Enter a Date
Double-click a cell to open the date picker — pick a date.
## Set Due Reminders
Double-click a date cell — at the bottom of the date picker, find the **Reminder** checkbox. Toggle it on, then set **recipients**, **time**, and **content**. Multiple **times** are supported.
**Recipients**: must be members of the document; you can't create members ad hoc.
**Time**: if the date has no specific time, the default reminder is 9 AM that day. If the date has a time, the reminder fires at the start, 5 min before, 10 min before, 30 min before, or 1 hour before.
## FAQ
#### **Q: Who Can Be Reminded?**
A: Any of your internal or external contacts.
# Email
Source: https://help.dingtalk.io/aitable/fields/field-types/email
Use the AI Table email field to validate email format and keep entries clean.
# Overview
Use the AI Table email field to validate format and keep entries clean.
# Basics
Add a field: in the upper-right of the AI Table title bar, click + and pick Email under field types.
The email format is validated as you type.
# FAQ
* **Q: Can a single cell hold multiple email addresses?**
A: No — entering a new email overwrites the previous one.
# Location
Source: https://help.dingtalk.io/aitable/fields/field-types/geo-location
Use the AI Table location field to record positions quickly — manual entry, search any location, or capture real-time location on mobile.
# 1 Overview
Use the AI Table **location** field to record positions quickly — manual entry, search any location, or capture real-time location on mobile.
**Common scenarios**: capture real-time location on mobile to verify inspections, check-ins, and similar.
# 2 Basics
In a grid view, click ➕ **Add field** in the upper-right of the toolbar — pick **Location** under field types. Input methods: **any location** or **mobile real-time only**.
In a **form view**, pick **Location** from the question list — toggle **mobile real-time only** to collect location via the form.
With **any location**, double-click the cell — type in the search bar, pick a result, and confirm in the lower-right.
With **mobile real-time only**, on mobile, open the record detail or form link and **tap to locate**.
# 3 FAQ
* **Q: Can a single cell hold multiple locations?**
A: No.
* **Q: Does switching input method affect existing entries?**
A: No.
# Group Chat
Source: https://help.dingtalk.io/aitable/fields/field-types/group
AI Table Group chat field: link one or more DingTalk groups to a record. Users join or open groups in one click, create per-record groups from member fields, and automation flows can reference these groups to send messages directly.
# Overview
The **Group chat** field lets you add one or more DingTalk groups to a record — users can join or open them in one click. Automations can also reference these groups to send messages.
You can also create a group on the fly from the record itself, including its member fields — one record, one group — saving the effort of manually rounding people up.
**Common scenarios:**
**Project collaboration**: spin up a project group automatically based on the project's members — let everyone join via a link.
**Customer follow-up**: when tracking many customers, create per-customer groups for efficient communication and progress notes.
# Basics
## Add a Field
1. Click + in the upper-right of the title bar.
2. Click **Field type**.
3. Pick **Group chat**.
## Add a Group
1. Double-click a cell.
2. Pick a group from the list.
Click an existing group in a cell to open it.
# Use Group Chats in Automations
## Step 1 — Create a Group via a Button
Example: create a group for each store.
Add filter conditions in the button:
Configure group name, group type, members, and group field:
Sync the new group ID into the Group chat field:
## Step 2 — Notify the Group When a Record Changes
When a store's "Inspection result" field changes to "Failed", send a notification to the group.
For "Record changed", pick the source table, fields to watch, and conditions to meet:
For "Send to group", set the sender, insert the group built in step 1 as a variable, and set the title and content:
# FAQ
* **Q: After creating the group, does editing the source text rename the group?**
A: No.
* **Q: After creating the group, does editing member fields add or remove group members?**
A: No.
# ID Number
Source: https://help.dingtalk.io/aitable/fields/field-types/id-number
Collect ID numbers and validate format — invalid IDs are flagged and can't be saved.
# 1 Overview
Use this field for **collecting ID numbers** with built-in **validation** — invalid IDs are flagged and can't be saved.
# 2 Basics
## 2.1 Add a Field in Grid View
Click ➕ in the upper-right of the AI Table title bar — pick **ID number** under field types.
## 2.2 Add a Field in Form View
In the question list on the left, pick ID number — use it to collect responses in the form.
## 2.3 Manage and Edit the Field
Double-click the field title or click the dropdown — duplicate, delete, freeze, etc.
# 3 Scenarios
The ID number field is mainly for information collection — using a form view protects respondent privacy. To collect via grid view instead, turn on **advanced permissions**: set role **edit permission** to "records related to the member" and set other records to **no access**.
# Image and Attachment
Source: https://help.dingtalk.io/aitable/fields/field-types/image-attachment
Use the Image and attachment field to store files — site photos, design drawings, PDF contracts, Excel reports — directly in a cell.
## Image and Attachment
The **Image and attachment** field stores files directly in cells — site photos, design drawings, PDF contracts, Excel reports.
It's used for asset management (equipment photos), contract archiving (scanned documents), expense approval (invoice uploads), etc. — with online preview and batch management.
### Add a Field
In a grid view, quickly create a column for files:
1. Click + on the right of the header.
2. Under **Standard fields** in the dropdown, pick **Image and attachment**.
3. Enter a field name (e.g. "Asset photo" or "Related files") and save.
### Upload and Manage Files
After creating the field, upload files in multiple ways:
#### 1. Upload
Click the empty area in a cell to open the upload panel.
* **Local upload**: pick files from your computer or mobile gallery.
* **Drag and drop**: drag files from your desktop straight into the cell (multiple files supported).
#### 2. Preview and Download
* **Online preview**: click a file name or thumbnail in the cell to preview images, play videos, or view documents in a large window — no download needed.
* **Standalone preview**: click **Preview** on the right of the cell to open in a separate plugin.
### Download Attachments
Open the menu in the upper-right — **Export as** → **Export as Excel** — pick an attachment export option in the dialog.
### Advanced — Use as View Cover
In **kanban** or **gallery** views, images in attachment fields can be set as the card cover for visual impact.
1. Switch to **kanban** or **gallery** view.
2. Click **Settings** in the upper-right.
3. Under **Cover**, pick the corresponding Image and attachment field.
4. Once set, the card uses the field's first image as the cover.
# FAQ
* **Q: How many attachments can a table hold?**
* Unlimited.
* **Q: How many attachments per cell?**
* Up to 100.
* **Q: What file types are supported?**
* No restriction.
* **Q: What's the size limit per file?**
* 3 GB.
* **Q: Why does uploading sometimes fail?**
* Attachments use the org's storage. Possible reasons:
* The org of the table's owner is out of storage — uploads to that owner's tables will fail.
* Network issues during upload.
# URL
Source: https://help.dingtalk.io/aitable/fields/field-types/link
Use the URL field to quickly enter a link with display text — click to open the page.
# 1 Overview
Use the URL field to quickly enter a link with display text — click to open the page.
# 2 Basics
## 2.1 Add a URL Field
1. Click + in the upper-right of the title bar.
2. Click "Field type".
3. Pick **URL**.
## 2.2 Edit the URL
1. Double-click the cell.
2. In the top text box, enter the **display text**.
3. In the bottom text box, enter the **URL** to open.
4. Click Save.
# 3 FAQ
* **Q: Can a single cell hold multiple URLs?**
A: No — each cell holds one URL.
# Linked Reference
Source: https://help.dingtalk.io/aitable/fields/field-types/linked-reference
Sync: use one-way or two-way link to connect tables A and B. The link field shows the primary field — to surface other fields from A inside B, use linked reference.
# Overview
**Sync**: with [one-way link](/aitable/fields/field-types/one-way-link) or [two-way link](/aitable/fields/field-types/two-way-link), you connect tables A and B. The link field shows only the **primary field** — to surface **other fields** from A inside B, use **linked reference**.
**Aggregation**: while pulling values from A into B, the linked reference field can also aggregate them — original values, deduplicated, sum, etc.
# Basics
## Add a Field
Click ➕ in the upper-right of the AI Table title bar — pick **Linked reference** under field types.
## Configure Linked Reference
**Pick a link field**: only **one-way / two-way link fields** in the current table — linked reference depends on a link field.
**Pick a field to reference**: only fields from the linked source table. Example: if the link field points to table A, the reference can only pick fields in A.
**Aggregation**:
| Aggregation | Description |
| ----------------------- | ------------------------------------------ |
| Original | Reference the column data directly |
| Deduplicated | Remove duplicates from original |
| Sum | Add up the original values |
| Average | Average of the original values |
| Max | Largest of the original values |
| Min | Smallest of the original values |
| Count non-empty numbers | Count of non-empty numeric values |
| Count non-empty values | Count of non-empty values, numeric or text |
| Count distinct | Count after deduplication |
| Row count | Count of source records |
| Concatenate as text | Join displayed values with comma separator |
## Manage and Edit the Field
Double-click the field title or click the dropdown — copy, paste, freeze, etc.
# Lookup
Source: https://help.dingtalk.io/aitable/fields/field-types/lookup
Lookup is similar to Excel's FILTER function — no formulas, no manual table relations, just filter conditions to find and reference data, with built-in aggregation.
**Lookup** is similar to Excel's `FILTER` function — no formulas, no manual table relations. Just set filter conditions to find and reference data, with built-in aggregation.
## Add a Field
Click + on the right — pick **Lookup** under field types.
## Configuration
### Field to Reference
Pick **the field to reference** — cross-table referencing is supported. Pick the **table** and the **field** within it.
### Filter Conditions
Add multiple **filter conditions**. The operators (equals, not equals, contains, doesn't contain, is empty, is not empty) sit between a field from the **referenced table** (left) and a field from the **current table** or a literal string / option (right; when the left field is single-select).
You can require all conditions to match, or any of them.
### Aggregation
Pick an aggregation to compute over the matching records, then a **number format**.
| **Aggregation** | **Description** | **Example use** |
| ----------------------- | ------------------------------------------ | ------------------------------------------------------------------------ |
| Original | Reference column data directly | With a filter, return the original value of records matching a condition |
| Deduplicated | Remove duplicates | Strip duplicate records |
| Sum | Add up the original values | With a filter, see the sum of records matching a condition |
| Average | Average of original values | With a filter, see the average of records matching a condition |
| Max | Largest of original values | With a filter, see the max of records matching a condition |
| Min | Smallest of original values | With a filter, see the min of records matching a condition |
| Count non-empty numbers | Count of non-empty numeric values | Count non-empty numeric records |
| Count non-empty values | Count of non-empty values, numeric or text | Count non-empty records |
| Count distinct | Count after deduplication | With a filter, count distinct categories matching a condition |
| Row count | Count of source records | With a filter, count records matching a condition |
| Concatenate as text | Join displayed values with comma separator | Reference a multi-select and join its options into text |
Number formats: decimal places, percentage, thousands, currency, date, etc.
**Why "with a filter"?**
If you don't need a filter — just min / max / sum / count over a column — use the column's stat bar at the top instead.
# Common Scenarios
## Look up a Product Code by Name
Use the inventory table as the source, reference the product code, match on product name to find the corresponding code.
## Calculate Sales per Store
Use the order detail table as the source, reference pre-sale revenue, filter by category, and sum the revenue per category.
## FAQ
* **Q: Can a lookup field reference multiple fields?**
A: No — one field per lookup. Add multiple lookup fields to reference different fields across different tables.
* **Q: What filter conditions are supported?**
A: Currently equals / not equals / contains / is empty / is not empty / earlier than / later than (date fields only).
* **Q: How many filter conditions can I add?**
A: Up to 5.
* **Q: Can I use lookup in AI Tables embedded in docs and sheets?**
A: Yes. You can add multiple tables in a doc or sheet and look up across them.
* **Q: Which fields can be referenced or used as filters?**
A: Every AI Table field type can be referenced — the lookup keeps the source's format. If the referenced field is a one-way or two-way link, linked records are deduplicated by default. Every field type can also serve as a filter.
* **Q: Can I look up hidden fields?**
A: Yes — hidden fields appear in the dropdown of the lookup configuration; pick one to use as source or filter.
* **Q: Are lookup results live?**
A: Yes. When the source data changes, the lookup updates automatically — no manual refresh.
* **Q: Can I look up across AI Tables?**
A: Not yet. Lookup works within the same AI Table (or doc / sheet file).
* **Q: Why can't I edit a lookup field's value?**
A: Lookup values are auto-generated from the source — edit them in the source table.
# Member
Source: https://help.dingtalk.io/aitable/fields/field-types/member
Use the AI Table Member field to record people — project leads, points of contact, owners, etc.
Use the AI Table **Member** field to record people — project leads, points of contact, owners, etc.
Note: only org members and DingTalk contacts can be picked — DingTalk users not yet added as contacts can't be selected.
## Add a Member Field
Click + in the upper-right of the title bar — pick **Member**.
## Member Field Options
**Show nickname**: members show as **name** + nickname.
**Show external tag**: if a member is outside the org, an **External** tag appears after the name.
**Allow multiple members**: whether a cell can hold multiple members.
**Extra info**: sync member info — department, manager, employee ID, title, member type, email — into the table (available only when multiple members is off).
## Default Member
Set a default member to fill in when a record is created.
## Grant Access and Notify on Add
When adding a member, check **Grant access and notify** — they immediately get view permission and receive an @ mention.
## Convert Name / Email / Phone to Member
Double-click the title of a field with email / phone / employee ID / name — pick **Edit field**, change the type to **Member**. In the dialog, choose whether to **save the converted member info to a new field** (off by default) and confirm.
## Quick Notify
Hover a member's name in a cell — click @ **Notify them** to send an @ mention.
## FAQ
#### **Q: Why Can't I Add Multiple Members to a Cell?**
A: **Allow multiple members** may be off. Toggle it on in field configuration to add multiple members per cell.
#### **Q: Are There Limits When Converting to Member?**
A: Up to **3,000** members per phone-to-member conversion at a time.
#### **Q: Why Does Converting Name / Email / Phone to Member Fail?**
A: Possible reasons:
1. **Search restriction**: if the org admin has disabled search by email or phone, conversion fails.
2. **Multiple members in one cell**: if a cell contains multiple names or member-related values, the system can't convert.
3. **Duplicate names**: if a former employee shares a name with a current one, conversion fails.
4. **Mismatched input**: the name typed may differ from the org admin's record (typos, extra spaces, formatting). Double-check and retry.
5. **Former employees**: when pasting a former employee's name into a Member field:
* Conversion succeeds if the current user has prior message history with them.
* Otherwise, it fails.
#### **Q: After Converting Name / Email / Phone to Member, Does the Person Get a Notification?**
A: No.
#### **Q: If the Member Doesn't Have Read Access to the AI Table, Do They Still Get Notified?**
A: No. If they don't have read access, they won't receive any notification.
# Number
Source: https://help.dingtalk.io/aitable/fields/field-types/number
Use the AI Table Number field to store any numeric value — quantity, sales volume, attendance days, etc.
Use the AI Table **Number** field to store any numeric value — quantity, sales volume, attendance days, etc.
## Add a Number Field
1. Click + in the upper-right of the title bar.
2. Pick **Number**.
## Set Number Format
* Toggle the thousands separator.
* **Display format**: integer, decimal, or percentage.
* Pick the thousands and decimal separator styles.
* **Abbreviation**: shorten very large numbers.
* Toggle **disallow negative numbers** — when on, negatives can't be entered.
## Display Currency
To display currency such as ¥1240.88, use the [Currency](/aitable/fields/field-types/currency) field type instead.
## Set a Default Value
You can set a default number for new records.
## Inline Arithmetic
Number and Currency fields accept simple `+ - * /` expressions when editing — handy for quick calculations.
Example: four colleagues split a ¥392 lunch — type `392 / 4` in the cell.
## FAQ
#### **Q: Can I Set a Value Range for the Number Field?**
A: Not yet.
# One-Way Link
Source: https://help.dingtalk.io/aitable/fields/field-types/one-way-link
Use the One-way link field to link records from another table — click to view full record details without switching context.
# Overview
Use the One-way link field to link records from another table — click to view a record's full row without switching context.
**Note**: a one-way or two-way link cell only displays the **primary field** of the linked record. To surface other fields, use [Linked reference](/aitable/fields/field-types/linked-reference).
# Basics
## Add a One-Way Link
Click ➕ in the upper-right of the title bar — pick **One-way link** under field types.
## Configure the One-Way Link
### Pick the Table to Link
Pick a table from the dropdown — cross-AI Table linking isn't supported yet.
### Toggles
**Allow multiple records**: lets a cell link to multiple records.
**Filter records by view**: the records on offer match the fields shown in the chosen view — adjust the view's visible fields to update the link list automatically.
## Add and View Linked Records
Click a cell and check the records to link — confirm to display the **primary field** of each in the cell. **Click a primary field** to view the full record. Use the dropdown to view all records, or use the toggle in the upper-right to **show only selected**.
## Quickly Create and Link a New Record
If you have **add-record permission** on the linked table, you can add a new record there directly while linking.
Open the cell dropdown — click **➕** in the lower-left to add a new record in the linked table.
In the blank record card, fill in details and click **Close card** in the upper-right — the new record syncs to both the linked table and the current list.
Check it and confirm in the lower-right.
## Remove a Linked Record
**Method 1**: click the cell once — click **×** on the right of the record to remove.
**Method 2**: double-click the cell, uncheck records in the dialog, and confirm.
**Note**: removing the link does not affect the source record.
## Jump to the Linked Table
When adding linked records, the linked table's name shows above the search bar — click to jump. The destination is the view chosen in **Filter records by view**.
# FAQ
* **Q: Can a cell link multiple records?**
A: Yes — toggle on **Allow multiple records** in the field configuration.
# Phone
Source: https://help.dingtalk.io/aitable/fields/field-types/phone
Use the AI Table Phone field to record phone numbers — and tap on mobile to call or message in one click.
# Overview
Use the AI Table **Phone** field to record phone numbers — and on **mobile**, tap to call or message in one click.
# Basics
## Add a Phone Field
**Grid view — add a phone field:**
1. Click + in the upper-right of the title bar.
2. Click "Field type".
3. Pick **Phone**.
To collect phone numbers in a form, open the form view in **edit mode** — pick Phone from the question list.
## Enter a Phone Number
Click a cell to type — the **phone format** is validated automatically.
## Call from Mobile
On mobile, open AI Table, enter **record detail** — tap the icon next to the phone field to call or message.
# FAQ
* **Q: How do I dial the phone number in a field?**
A: On mobile, open AI Table — tap the icon next to the phone field to call or message.
# Progress
Source: https://help.dingtalk.io/aitable/fields/field-types/progress
Use the Progress field to enter a number and display progress as a bar.
## Overview
Use the Progress field to enter a number and display progress as a bar.
## Basics
### Add a Field
Click + in the upper-right of the AI Table title bar — pick **Progress** under field types.
### Configure the Field
You can configure:
1. **Number format**: percentage (default) or number.
2. **Decimal places**: integer (default), 1, 2, or 3.
3. **Color**: single, gradient, or multi-segment.
Toggle **Custom progress range** to set custom start and target values:
## Enter Progress
Two ways to enter progress:
1. Double-click a cell and type a number — it becomes a progress bar. With percentage format, omit the `%`. To show 10%, type `10`.
2. Hover the bar and drag the slider, or click anywhere on the bar to set progress.
## Convert from Other Fields
**Via copy**: select a cell, press **Cmd + C / Ctrl + C** or right-click **Copy**, and paste into a progress cell — it converts automatically. Note: with percentage format, values > 1 show as more than 100% — pasting `10` shows `1000%`.
**Via field type edit**: double-click the column title, or click the dropdown — pick **Progress** under field types.
# FAQ
* **Q: Can I convert other fields directly to a progress field?**
A: Yes. Numeric long-text, number fields, single-select fields with numeric content, or formula fields that return numbers can all convert directly.
* **Q: Can I customize the progress range?**
A: Yes — set custom start and target values in the field menu. Note: the range doesn't restrict the values you can type into the cell.
# Rating
Source: https://help.dingtalk.io/aitable/fields/field-types/rating
Use the rating field to display values as stars, hearts, or thumbs-up icons — make scoring intuitive.
# 1 Overview
Use the rating field to display values as stars, hearts, or thumbs-up icons — make scoring intuitive.
# 2 Basics
## 2.1 Add a Field
In a grid view, click + in the upper-right of the AI Table title bar — pick Rating under field types.
In a **form view**, click "Add question" on the left — set icon, score, and two-level labels in the form editor.
## 2.2 Configure the Field
**Icon**: pick stars, hearts, numbers, etc.
**Score**: customize the value range.
**Two-level labels**: e.g., satisfaction, likelihood, agreement, etc.
# Rich Text
Source: https://help.dingtalk.io/aitable/fields/field-types/rich-text
Store mixed content — images, links, and formatted text — in a single cell.
The AI Table **Rich text** field stores mixed content: images, links, and formatted text. Use it when a plain text field cannot represent the content you need.
## Add a Rich Text Field
1. Click **+** in the upper-right of the title bar.
2. Pick **Rich text**.
## When to Use
* Long-form notes with headings, bold, and lists.
* Cells that need inline images alongside text.
* Reference links to external resources.
For records that combine free-form sections, tables, and large attachments, consider [Table as doc](/aitable/fields/field-types/table-as-doc) instead.
# Single Select and Multi-Select
Source: https://help.dingtalk.io/aitable/fields/field-types/select
AI Table single select and multi-select fields: single select assigns one exclusive category per record; multi-select attaches multiple tags. Customize option colors, bulk-edit, drag to reorder, and sync options across tables.
Use the AI Table **Single select** and **Multi-select** fields to categorize or tag records. **Single select** allows one option per cell; **Multi-select** allows multiple.
**Single select** is for exclusive categories; **Multi-select** is for tagging.
For example, a **Priority** field with options P1, P2, P3 — each task gets exactly one priority — use **Single select**.
A **Review category** field with options Feature, Price, Quality, Service — each review can carry multiple tags — use **Multi-select**.
## Add a Single/Multi-Select Field
1. Click + in the upper-right of the title bar.
2. Pick **Single select** or **Multi-select**.
## Configure Single/Multi-Select
### Add Options
Click **Add option** for one at a time, or **Bulk edit** to add or edit many at once.
### Reorder Options
Drag to reorder, or rearrange the lines in **Bulk edit**.
### Delete an Option
Click the icon on the right of an option to delete it.
### Option Color
Click the color icon on the left of an option to change it.
## Sync Options from Another Table
See [Sync Select Options Across Tables](/aitable/more/sync-select-options).
# Signature
Source: https://help.dingtalk.io/aitable/fields/field-types/signature
Signature is a utility for drawing signature images. It is not an electronic signature under any electronic signature law and has no legal effect — for record-keeping only.
# 1 Overview
Signature is a utility for drawing signature images. It is not an electronic signature under any electronic signature law and **has no legal effect** — for record-keeping only.
# 2 Basics
In the upper-right of the title bar, click ➕ Add field — under field types, pick **Signature**.
**Double-click a cell** to open the signature pad. Click **Clear** in the upper-right to redo, or **Confirm** in the lower-right to save.
# Table as Doc
Source: https://help.dingtalk.io/aitable/fields/field-types/table-as-doc
AI Table lets you set the primary field (the first column) to type Doc — every record becomes a document, turning your table into a doc-friendly database.
AI Table lets you set the primary field (the first column) to type **Doc** — every record becomes a document, turning your table into a doc-friendly database.
# What Can the Doc Type Be Used For?
### **Influencer Management**
If you run operations at a livestream commerce company and use AI Table to manage influencers, the table used to hold only structured info — handle, follower count, niche. Now, open the row and create a full illustrated profile for each influencer right in the same record.
### **Project Management**
Click any task to view / edit the full details — write the spec right inside your project tracking table.
### **Product Management**
Click any product record to view / edit the full description.
### Knowledge Base
Every AI Table is now a knowledge base out of the box.
# Basics
### Upgrade an Existing Table to "Table as Doc"
Double-click the first field name to open the editor — pick **Doc** as the type to enable **table as doc**.
New tables ship with this turned on by default. A doc icon appears next to the text in the first column.
The icon distinguishes "no doc yet" from "doc created".
## Edit a Doc
Click the **View** button on the first field of any row to expand the record. Click the blank area below in the right detail pane to start writing — once you type, the record's doc is created.
Type "/" to summon doc tools; the doc toolbar also appears at the top — the editing experience matches DingTalk Docs.
### Edit in Doc Mode
Click the icon in the upper-right and pick **Open as doc** — switch to full doc editing mode.
Doc mode unlocks all DingTalk Docs features. Edits and comments sync between the two views.
## Change How Records Expand
Click the icon to the right of the view name to open view settings — switch the record-view style.
AI Table supports three ways to expand a record:
1. View in right side panel
2. View in modal
3. View as full page
## Share
Click **Share** in the upper-right — pick **Send to chat** or **Copy record link**.
## Permissions
Advanced permissions for "table as doc" split into three parts:
1. **Title** — default **view** permission; you can also enable **add** and **edit**.
2. **Fields** — display follows field permissions; only **manage** permission can add fields.
| View | Add | Edit | Behavior |
| ---- | --- | ---- | ------------------------------------------ |
| ❌ | ❌ | ❌ | Field hidden |
| ✅ | ✅ | ❌ | Field shown; clicking shows "can't edit" |
| ✅ | ✅ | ✅ | Field shown; double-click to edit normally |
3. **Doc** — body inherits the title's permissions by default. Role-group member info syncs to doc permissions; doc permissions can be edited inside the doc. The effective permission is the higher of advanced and doc permissions.
Note: users with **add** but no **edit** can edit on first creation, then view-only afterwards.
| **Advanced permission** | **Doc body permission** | **Behavior** |
| ----------------------- | ----------------------- | ----------------------------------------------- |
| None | Can't view | Can't open doc — prompted to request access |
| | Can view | Can view doc body |
| | Can edit | Can edit doc body |
| View / Edit | Can't view | Title and accessible fields shown, no body |
| | Can view | Title, accessible fields, body shown |
| | Can edit | Title, accessible fields, body shown (editable) |
### Doc View
| **Title perm** | **Field-content perm** | **Body perm** | **Behavior** |
| -------------- | ---------------------- | ------------- | ------------------------------------------------------------------------ |
| ❌ | ❌ | ❌ | Can't open doc — prompted to request access |
| ❌ | ❌ | ✅ | Body shown (title viewable, not editable) |
| ❌ | ✅ | ❌ | Doesn't exist |
| ✅ | ❌ | ❌ | Title shown; rest shows "advanced permissions enabled" |
| ❌ | ✅ | ✅ | Doesn't exist |
| ✅ | ❌ | ✅ | Title and body shown; rest shows "advanced permissions enabled" |
| ✅ | ✅ | ❌ | Title and field content shown; rest shows "advanced permissions enabled" |
| ✅ | ✅ | ✅ | Title, field content, and body shown |
### Share-Card View
| **Title perm** | **Field-content perm** | **Body perm** | **Behavior** |
| -------------- | ---------------------- | ------------- | -------------------------------------------------------------------------------------------------------------------------------------------------- |
| ❌ | ❌ | ❌ | Hidden — prompted that advanced permissions are on |
| ❌ | ❌ | ✅ | Title and body shown |
| ❌ | ✅ | ❌ | — |
| ✅ | ❌ | ❌ | Title and body shown |
| ❌ | ✅ | ✅ | — |
| ✅ | ❌ | ✅ | Title and body shown |
| ✅ | ✅ | ❌ | Title and field content shown (only when advanced permissions are off; with them on and using the union-take-higher rule, this case doesn't exist) |
| ✅ | ✅ | ✅ | Title, field content, and body shown |
# Text
Source: https://help.dingtalk.io/aitable/fields/field-types/text
The AI Table Text field stores plain text.
The AI Table **Text** field stores plain text.
## Add a Text Field
1. Click + in the upper-right of the title bar.
2. Pick **Text**.
## Line Break
While typing, press `Shift` + `Enter` to insert a line break.
## Show More Text
Select a text cell — click the **expand** icon on the right to preview (or edit) long text.
In a grid view, adjust **row height** and **column width** to show more text.
**Row height**: click **Row height** on the toolbar — pick short / medium / tall / extra tall.
**Column width**: drag the divider on the right of the column header.
To resize multiple columns at once, hold `Shift`, click multiple column headers — then drag any selected column's divider; all selected columns share the new width.
## FAQ
* **Q: Can I paste images into a text field?**
A: No. For mixed text + images, use [Table as doc](/aitable/fields/field-types/table-as-doc) instead.
* **Q: Can I paste links into a text field?**
A: Yes.
# Two-Way Link
Source: https://help.dingtalk.io/aitable/fields/field-types/two-way-link
AI Table two-way link field: link records between two tables and the relationship mirrors automatically. Allow multiple records per cell, filter candidates by view, view full row details from either side, and jump between tables in one click.
# 1 Overview
Use the **Two-way link** field to link one or more records between table A and table B — the relationship is **mirrored automatically** to A from B. You can view the full row from either side, **jump** between tables, and jump back in one click.
**Note**: a one-way or two-way link cell only displays the **primary field** of the linked record. To surface other fields, use [Linked reference](/aitable/fields/field-types/linked-reference).
# 2 Basics
## 2.1 Add a Two-Way Link Field
Click ➕ in the upper-right of the title bar — pick **Two-way link** under field types.
## 2.2 Configure the Two-Way Link
Pick a table to link to. Cross-**table** linking inside the same AI Table is supported; cross-**AI Table** linking is not.
**Allow multiple records**: lets one cell link to multiple records.
**Filter records by view**: the records on offer match the fields in the chosen view — adjust the view's visible fields to update the link list automatically.
## 2.3 Add or Remove Linked Records
Double-click a cell to **check** to add or **uncheck** to remove records — or click X in the cell to remove. Use the **search bar** above the list to filter, or check the **select-all** box to pick everything.
## 2.4 Quickly Create and Link a New Record
If you have **add-record permission** on the linked table, you can add a new record there directly while linking.
Open the cell dropdown — click **➕** in the lower-left to add a new record in the linked table.
Fill in the blank record card and click **Close card** in the upper-right — the new record syncs to both tables and the current list.
Check it and confirm in the lower-right.
## 2.5 Delete a Two-Way Link Field
Right-click the column header and pick **Delete field**. Removing a two-way link from one table also removes the corresponding mirror from the linked table.
## 2.6 Jump to the Linked Table
When adding linked records, the linked table's name appears above the search bar — click to jump. The destination is the view chosen in **Filter records by view**.
## 2.7 Convert Between Two-Way and One-Way
Double-click the link field title and switch **field type** to **One-way link** — the linked table will no longer auto-link back.
**Two-way → one-way**: the other table's mirror field is removed automatically. To keep A's link field but drop B's, change **A**'s field to one-way.
**One-way → two-way**: the linked table gets an automatically-created mirror field, populated with the matching records.
# 3 Common Scenarios
Two-way link a Students table and a Courses table — view a student's enrolled courses in Students, view a course's students in Courses; edit one side, the other syncs.
Scenario: **Students** ↔ **Courses**.
Steps: in the **Students** table, add a **two-way link** field — pick the **Courses** table. Double-click a student's cell, check the courses they take, and confirm. In the dialog, click below the card title to jump to the **Courses** table — the course is already linked to the enrolled student.
# 4 FAQ
* Q: How is two-way link different from one-way?
A: Two-way is an upgrade of one-way.
| | **Link records from another table** | **View linked row in current table** | **Jump to linked table** | **Linked record auto-mirrors back** | **Jump back to source** |
| ----------- | ----------------------------------- | ------------------------------------ | ------------------------ | ----------------------------------- | ----------------------- |
| **Two-way** | Yes | Yes | Yes | Yes | Yes |
| **One-way** | Yes | Yes | Yes | No | No |
* Q: If A and B are two-way linked and I delete a record in A, does B's mirror disappear?
A: Yes. Two-way data is connected — deleting a record in either table removes it from the linked field on the other side.
* Q: Can I link records across AI Tables?
A: Within one AI Table, you can link across tables. You can't link records from another AI Table — see Cross-AI-Table data sync.
* Q: How do I delete the link on one side only?
A: To keep A's link field but drop B's, double-click A's two-way link header and switch field type to **One-way link**. B's mirror is removed automatically; A's data is preserved.
# Last Modified By
Source: https://help.dingtalk.io/aitable/fields/field-types/updated-by
Last modified by is a special member field that stores and displays the user who last edited the current record.
Last modified by is a special [member](/aitable/fields/field-types/member) field that stores and displays the user who last edited the current record.
The Last modified by field can't be modified.
# Last Modified Time
Source: https://help.dingtalk.io/aitable/fields/field-types/updated-time
Last modified time is a special date field that stores and displays when the current record was last edited.
Last modified time is a special [date](/aitable/fields/field-types/date) field that stores and displays when the current record was last edited.
The Last modified time field can't be modified.
# Workflow
Source: https://help.dingtalk.io/aitable/fields/field-types/workflow
Use Workflow fields to define stages, configure stage-specific fields and assignees, and track progress in real time.
# 1 Overview
Use the Workflow field to **define stages** and track progress in real time. You can configure **per-stage fields** and **per-stage assignees** to keep your process organized and efficient.
**Common scenarios:**
* HR / admin approvals — for leave or expense approvals, design stages like "Submit → Department review → Finance review → Archive". Each stage has its own fields (leave type, expense receipts) and approver (manager, finance specialist), making the process transparent and minimizing miscommunication.
* Cross-team project work — at project kickoff, design stages like "Requirements review → Resource allocation → Task assignment → Acceptance". For example, "Requirements review" requires uploading the spec and assigns a PM; "Resource allocation" requires the department head to confirm headcount budget. Field constraints + permissions prevent missed info and shorten cross-team cycles.
# 2 Basics
## 2.1 Add a Workflow Field
Click **➕** in the upper-right of the title bar — pick **Workflow**. The configuration dialog opens.
## 2.2 Configure the Workflow Field
### 2.2.1 Add / Delete Stages
The configuration starts with 4 stages by default — up to 10 are supported.
Right-click a **stage tag** — pick **Add stage to the left / right** to insert one, or **Delete** to remove the current stage.
Click ➕ between two stage tags to insert a new stage there.
### 2.2.2 Reorder Stages
Click and hold a **stage tag** — drag to its new position.
### 2.2.3 Appearance
Click a stage tag — pick a **background color**.
Click the **palette** icon to the right of the stage name to set its color.
### 2.2.4 Permissions
Under **Who can complete this stage**, pick **anyone with edit permission on this field** or **a specific member field**. With **member field**, pick from the table's existing member fields (only one for now — no multi-select).
Note: with advanced permissions off, users with **edit permission** can configure stages; with advanced permissions on, only users with **manage permission** can.
### 2.2.5 Stage-Displayed Fields
Under **Fields displayed in this stage**, click **Add field** to add multiple fields, mark them as **required** as needed, drag the title to **reorder**, or hover and click X to **remove**.
### 2.2.6 Configure End / Abort States
Click **Configure end and abort states** to set what shows when the workflow ends or is aborted, and who has **abort permission** — pick **anyone with edit permission on this field** or **a specific member field**.
## 2.3 Edit the Workflow Field
**Right-click** the field title or **click the dropdown** — copy, delete, hide, etc.
# 3 Scenarios
## 3.1 Track When a Stage Was Completed
Combine the workflow field with automation to record the timestamp when a specific stage completes.
Steps:
1. Add a date field for the stage's completion timestamp (e.g. "Contract signed").
2. Set the automation trigger to "When a record changes" — watch the workflow field, fire when it equals the "Contract signed" stage.
3. Set the action to "Update record" — pick the date field and write today (the trigger time).
4. Run the automation.
## 3.2 Auto-Display Project Progress Percentage
Use the **IFS** formula to display a percentage based on the current stage.
Reference formula: `IFS([Workflow]="Stage 1","25%",[Workflow]="Stage 2","50%",[Workflow]="Stage 3","75%",[Workflow]="Stage 4","100%")`
Once the formula is entered, the percentage updates automatically based on the workflow stage.
# 4 FAQ
* Q: How many stages can a workflow field have?
A: Up to 10.
* Q: Who can configure stages?
A: Without advanced permissions, anyone with edit access can. With advanced permissions on, only those with manage access can.
# Form Basics
Source: https://help.dingtalk.io/aitable/forms/form-basics
AI Table forms work like online questionnaires — share a link or QR code and every submission flows straight into your data table, ready for filtering, grouping, and dashboard analysis.
## What Is a Form?
You've probably filled out signup forms, registration forms, surveys. In AI Table, a **form** is exactly that — an online questionnaire that captures structured info and data efficiently. Design the input flow once, share a **link** or **QR code**, and respondents fill it in and submit.
Every submission flows back into AI Table, where it plugs straight into filters, groups, dashboards — for collection, cleanup, and analysis in one place.
## **Examples**
* **Event signup**: collect attendee info — name, contact, time slot. Auto-rolled-up data, plus filters to find matches fast.
* **Feedback collection**: run a customer-satisfaction survey. Use AI Table's group and stats features to segment and quantify.
* **Inventory management**: retail and manufacturing — record receiving and shipping. Combine with filters and dashboards to generate inventory status reports.
* **Store inspections**: store managers log inspection state — shelving, hygiene, out-of-stock. Group by store and dashboard the result so regional managers get a quick read.
* **Employee leave**: internal leave applications — type, dates, duration. HR reviews and totals everything from the table.
* **Student information**: schools collect signups, parent contacts, after-school course choices. Teachers group and filter for class-level views, with charts on top.
These show how forms simplify collection and speed up downstream cleanup and analysis — useful anywhere you need to enter and process information at any frequency.
## Create a Form
### Start from a New Form
1. Click **Forms** in the AI Table top nav to open the forms section.
2. Click **New form**.
3. In the **Table** dropdown, choose **+ Use a new table**.
4. Fill in the **Table name** and **Form name**.
5. Click **Create form**.
## Editing a Form
The editor has three areas:
**❶ Toolbar**
Switch to **Fill out**, view stats, pick a theme, change settings, publish, share.
**❷ Question picker**
* Available questions: existing fields / columns in the table.
* New questions: question types you can add (each maps to a field type in the table).
**❸ Form canvas**
Reorder, duplicate, hide, set defaults, mark required.
### Form Title and Description
Click the form title or description to edit.
The description is a blurb that explains what the form is for or what to watch out for. You can change text alignment to highlight key info.
### Configure Questions (Fields)
A table's fields / columns and the form's questions are linked. **Each form question maps to one field / column in the table.** Edit or delete a question and the field / column updates accordingly; same the other way.
#### Add a Question
Add via **Available questions** or **New questions**.
**Available questions**: fields that already exist in the table but aren't yet on the form — listed at the top-left of the canvas. Click the **+** next to a field, or drag it onto the canvas, to add it as a question. Use **Add all** or **Hide all** for bulk operations.
**New questions**: every question type the form supports, listed on the left. Each maps 1:1 to a field type. Click to append at the bottom, or drag to drop at a specific position.
#### Question Description
Below each question, you can add a line of help text — explain what to fill in or what to watch for. It helps respondents answer accurately.
Note: question description shows only on the form, for respondents. Field description in the table is for table readers — different audiences, different purposes.
#### Change Question (Field) Type
Click a question — the field type shows at the top-left of the question card (e.g. Single select). Click the field type and the configuration popup opens. See **Working with fields** for details.
#### Reorder Questions
Drag the question card to reorder.
Note: reordering on the form does not change field order in the table.
#### Hide / Delete / Duplicate (Questions / Fields)
Click a question — at the top-right, hide or duplicate it; in the **⋯** menu, delete it.
* **Hide**: form-only — the question disappears from the form (back to **Available questions**), but the field stays in the table.
* **Delete**: removes the field from the table — the data goes with it.
* **Duplicate**: copies the question, plus copies the field and its values in the table.
Note: the primary field (column 1 of the table) can't be deleted, but it can be hidden.
#### Mark Required
Click a question — toggle **Required** at the top-right of the card.
#### Set a Default Value
Sometimes you want a question pre-filled when a user opens the form. For example: in an expense form, default **Need invoice?** to **No**.
Click a question — set the default at the top-right of the card.
#### Option Display Style
For questions with options, pick a display style:
* **Inline**: every option laid out flat — respondents see them all at a glance. Best when there are only a handful and you want speed.
* **Dropdown**: options collapsed into a menu — click to choose. Best when there are many options and you want to keep the page compact.
Path: click the question, find **Option display** in the right panel, pick **Inline** or **Dropdown**.
#### Conditional Visibility
Sometimes a question should only show under certain conditions. For example: in a leave-request form, when an employee picks **Sick leave**, then show **Hospital** and **Sick leave certificate upload**.
Path: click the question, in the **⋯** menu pick **Conditional visibility**, and add the conditions.
## Form Settings
Click **Settings** in the top toolbar to change form-level options.
**Data source**: read-only — only shown when editing a form on the form-collection page.
***
**Share form**: turn publishing on or off. Off = collection stops; even people with the link can't fill it in.
***
**Anonymous**: when on, respondent identity is not collected.
**Who can fill out**: Anyone in the org / Anyone / Only specified people. Add **Required respondents** — people, groups, or departments. With required respondents set, you can use **Remind** (DING / work notification / chat).
**No-login fill**: when on, anyone with the link can fill out the form (e.g. directly in WeChat). Submitter identity isn't collected.
***
**Limit per user**: limit each user to one submission, or one per day.
**Cap total submissions**: set a max — once hit, the form stops accepting submissions.
**Effective time**: respondents can only submit between the start and end times you set.
**Recurring reminder**: respondents get periodic reminders. For daily reports / weekly reports / sales updates / other recurring use cases.
***
**Allow respondents to edit submissions**: when on, respondents can edit their previous submission and re-submit; the new version overwrites.
**After submit**: redirect to an end page (with a custom message), or to a specified URL.
***
**Set defaults via share link**: see [Pre-fill form defaults](/aitable/forms/form-prefill).
## Form Style
Click **Theme** in the top toolbar to change the cover image, layout, and theme.
## Publish and Share
Once configured, you must publish before anyone can fill it in.
Click **Publish & share** in the top toolbar to publish. Then send the link or QR code to respondents.
### Set the Audience
In the popup: choose who can fill out (anyone in the org / anyone / only specified people), add required respondents, etc. With required respondents set, you can use **Remind** (DING / work notification / chat).
## View Stats
Click **Stats** in the top toolbar to see fill-out stats.
You'll see total submissions, expected, completed, outstanding.
Click **Export as** to download the data as Excel, or download attachments in bulk.
Click **Remind** to nudge people who still owe a submission.
## More
### Add to a Workbench
Click the **⋯** icon at the far right of the toolbar and choose **Add to workbench** to surface the form under a workbench category.
### Add to a Group's Quick Bar
Click the **⋯** icon and choose **Add to group quick bar**, pick the group and a plugin name. The form appears in the group chat for fast access.
Note: you must publish first before adding to a group quick bar.
## FAQ
#### Q: What's the Relationship Between a Form and a Table?
A: A form is the entry point for collection. Each question maps to a field / column in the table. Submissions auto-flow into the table.
#### Q: Who Can Edit a Form?
A: With Advanced Permissions off — anyone with **Edit** or above. With Advanced Permissions on — only users with **Manage** on the form's table, plus Owner / Admin.
#### Q: **Do Respondents Have to Log into DingTalk to Fill Out the Form?**
A: No, not always. Turn on **No-login fill** in form settings — anyone can open the link in WeChat etc. and submit. The form collector can't see submitter identity in this case — they show up as **Anonymous**.
#### Q: Can I Edit a Form After Publishing?
A: Yes. Edits to questions / options sync to table fields. Be careful with deletes — they erase data.
#### Q: How Do I Pause / Stop Collection?
A: Toggle the share switch off — collection stops; people opening the link see "collection ended." Toggle back on to resume; the link doesn't change.
#### Q: How Do I See Who Submitted?
A: Add a **Created by** field to the response table. Add **Created at** for submission time too. These don't show on the form to respondents. With no-login fill or anonymous on, they show as **Anonymous**.
#### Q: Is the Data Secure?
A: All form-collected data is stored securely in AI Table. Only users with the right permissions can view or manage it.
#### Q: Is There a Cap on Submissions?
A: Yes — if the form admin set **Cap total submissions**, once hit the form stops accepting. And since submissions sync to the table, the table's row cap also applies.
#### Q: **Can People Outside the Org Fill Out the Form?**
A: Yes. On the share page, set the audience to **Anyone**. You can invite external users. If you've added member / group / department questions, the audience can't be set to **Anyone** — that's a data-safety guard.
#### Q: **For Per-Period Limits, What Timezone Does the Period Use?**
A: The doc's timezone.
# Pre-Fill Form Defaults
Source: https://help.dingtalk.io/aitable/forms/form-prefill
Pre-fill form fields via URL parameters to auto-populate store info, source channels, and more — reducing errors and enabling submission tracking across text, number, single-select, and multi-select fields.
Pre-filling default values in a form lets you do things like:
**Pre-fill defaults**: when a store submits a form task, auto-fill the store's info so they don't fat-finger it.
**Tag the submission channel**: when a user signs up, auto-fill a **Source channel** column.
> 📌 Use the link generator to bulk-create pre-fill links: [https://store.dingtalk.io/materials/659](https://store.dingtalk.io/materials/659 "https://store.dingtalk.io/materials/659")
## Basics
Format:
**Single question**: `