How to Use Bookmarks

🎯 Who this article is for: All users who want quick access to information they reference regularly.

💼 Package availability: Bookmarks are available to all packages.

1. Why bookmarks matter

As your organization's knowledge grows, even with powerful search, you'll have a handful of resources you return to constantly—your team's project Channel, the latest product roadmap Page, or that one policy document you reference weekly.

Bookmarks give you one-click access to the Pages, Channels, and posts you need most often. Instead of searching or clicking through navigation each time, you can jump directly to what matters and keep your workflow moving.

2. How bookmarks work with Search

Bookmarks and Search serve different purposes:

• Use Search when: You're looking for information but don't know exactly where it lives, or when you need to discover something new.
• Use Bookmarks when: You already know what you need and want instant access to it.

Together, they help you find what you need quickly: Search helps you discover, bookmarks help you return.

3. When to use bookmarks

Bookmarks work best for information you access regularly and know you'll need again:

• Pages you reference frequently: Your team's brand guidelines that everyone references before customer communication. The employee handbook that managers check when questions come up. Competitive battlecards that Sales, CS, and Product teams all use.
• Channels you check daily: Your team's project Channel, company announcements, or department updates you monitor throughout the day.
• Posts you need to act on: A change request you're tracking, launch plans you're reviewing, or updates you need to follow up on.
• Files you open repeatedly: Templates, process documents, pricing sheets, or reference materials you use in day-to-day work.

💡 Tip: Bookmark active, current information you use regularly. For one-off references, Search is often faster than maintaining old bookmarks.

4. How to bookmark content

Bookmark a Page

1. Open the Page you want to bookmark.
2. Click the bookmark icon in the top right corner (next to the edit button).
3. Click Add.

➡️ What happens next: The Page appears in your bookmarks list for instant access.

Bookmark a Channel

1. Open the Channel you want to bookmark.
2. Click the bookmark icon on the right side of the Channel header.
3. Click Add.

➡️ What happens next: The Channel appears in your bookmarks list. You can jump directly to it anytime without browsing through your Channel list.

Bookmark a post in a Channel

You can bookmark both posts and articles in Channels (referred to as "posts" throughout this article).

1. Open the Channel containing the post.
2. Find the post you want to bookmark.
3. Click the bookmark icon on the top-right of the post.
4. Click Add.

➡️ What happens next: The post appears in your bookmarks list. This is especially useful for tracking action items, decisions, or updates you need to reference later.

Bookmark a file

You can bookmark files attached to Pages or Channels:

From a Files widget on a Page (Pages 2.0):

1. Find the file in the Files widget.
2. Click the three dots next to the file.
3. Select Add bookmark.
4. Click Add.

From a Google Drive widget on a Page (Legacy Pages):

1. Find the file in the Google Drive widget.
2. Click the bookmark icon next to the file name.
3. Click Add.

➡️ What happens next: The file appears in your bookmarks list with a direct link to open it.

5. Where to find your bookmarks

Your bookmarks are always accessible in the top-right corner of the main navigation, next to the Search bar and app launcher (rocket icon).

Click the bookmark icon to open your bookmarks list. From there, you can:

• Create new bookmarks manually by adding a URL.
• Search your bookmarks using the search bar or filter.
• Organize your bookmarks alphabetically, date created, or create a custom order.
• Click any bookmark to jump directly to that content.
• Remove bookmarks you no longer need by clicking the pencil icon next to a bookmark and selecting Remove.

💡 Tip: Give your bookmarks clear, specific names so you can find them quickly, especially as your list grows.

6. Managing bookmarks over time

As your work changes, keep your bookmarks relevant:

• Review bookmarks periodically: Every few months, scan your list and remove outdated or unused bookmarks. If you haven't opened something in months, you probably don't need it bookmarked anymore.
• Use descriptive names: Instead of "Product update," use "Q4 Product Roadmap" or "2025 Feature Launch Plan" so you know exactly what each bookmark contains.

💡 Tip: If you're bookmarking something for short-term tracking (like a project that will wrap up soon), consider removing the bookmark once the work is complete to keep your list focused.

When content is archived, deleted, or moved

If a Page, Channel, or post you've bookmarked is archived, deleted, or moved, the bookmark will remain in your list, but the content may no longer be accessible.

What you'll see depends on what happened to the content:

• Archived Channels or Pages: You'll see a message stating "This channel is archived" or "This page is archived".
• Archived Legacy Pages: Admins and editors can still view the archived Page through their bookmark, but other users will see an archived message.
• Deleted posts: You'll see an error message.
• Pages 2.0 moved to a new Page Group: You'll see an error message because the URL has changed.

💡 Tip: If you encounter broken bookmarks, remove them from your list to keep your bookmarks accurate and useful.

7. Frequently asked questions

Can other people see my bookmarks?

No. Bookmarks are personal. Each user creates and manages their own list.

Is there a limit to how many bookmarks I can create?

No. However, if your list becomes too long, bookmarks lose their value. Focus on content you access on a regular basis.

What's the difference between bookmarks and following a Channel?

Following a Channel means you'll see its posts in your feed. Bookmarking a Channel gives you instant access to the Channel itself without navigating. You can do both.

Can I organize my bookmarks into folders?

Not currently. Use clear, descriptive names and the search/filter feature to find bookmarks quickly.

What happens if I bookmark content I no longer have permission to access?

The bookmark will remain in your list, but you won't be able to open it. You can remove the bookmark manually.