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🏷️ Use Tags to Create Document Collections in Outmind

Add tags to your documents to create cross-platform collections, accessible from all your tools.

Written by Nicolas Movio

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

  1. Hover over the desired document

  2. Click the “Add Tag” icon that appears (or right-click > “Add Tag”)

  3. 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):

  1. Click the “+” icon to the right of the section title

  2. Enter a name, color, and optional hierarchy (sub-tags)

🖊️ Edit an Existing Tag

In the Team Tags section (left menu):

  1. Click the three-dot icon next to the tag

  2. Select Edit Tag

  3. Modify the name, color, or hierarchy

  4. 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

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