Tags allow you to group, categorize, and quickly find documents around the same topic—regardless of their source (Drive, emails, Teams, etc.).
📚 What Are Tags Used For in Outmind?
In Outmind, you can apply tags to all types of content:
Files (PDFs, Word docs, etc.)
Web pages
Emails
Chat messages (Slack, Teams, etc.)
This lets you:
Create thematic collections (e.g., “RFPs”, “Sales References”, “HR”)
Mark useful documents to reuse later
Centralize documents scattered across different platforms
💡 Outmind applies tags as a smart overlay, meaning you can group together a Teams file, an Outlook email, and a Google Drive document under the same tag—without changing anything in the original tools.
🤝 Who Can See Tags?
There are two types of tags in Outmind:
Team Tags (collaborative): visible to your colleagues
Private Tags (personal): visible only to you—even if others have access to the same document
📌 Important:
Tagging a document does not change its access rights.
If you tag a private document (like a personal email), your colleagues will not be able to view it, even if the tag is shared.
Outmind always respects individual access permissions.
➕ Add a Tag to a Document
Hover over the desired document
Click the “Add Tag” icon that appears (or right-click > “Add Tag”)
In the window that opens:
Search for an existing tag
Click on a suggested tag to apply it
🆕 Create a New Tag
You can create a tag from the “Tags” section (bottom left, in the filter menu):
Click the “+” icon to the right of the section title
Enter a name, color, and optional hierarchy (sub-tags)
🖊️ Edit an Existing Tag
In the Team Tags section (left menu):
Click the three-dot icon next to the tag
Select Edit Tag
Modify the name, color, or hierarchy
Click Update Tag to save your changes
🗑️ Delete a Tag
Remove a tag from a document:
Click the “x” to the right of the tag on the document
Delete a tag entirely:
In the Team Tags menu, click the three dots next to the tag
Select Delete
⚠️ This will remove the tag from all documents where it was applied—for both you and your colleagues.
📝 Good to Know
All tags you create can be filtered from the Team Tags menu to quickly access your collections
You can edit or delete only the tags you’ve created, unless you have specific admin rights
Tags can be structured hierarchically to organize your collections by sub-topics