Workflowy lets you upload images and files anywhere you want and then quickly manipulate them using all the usual keyboard shortcuts and features. A pro subscription gives you unlimited space for all your images and files. Files in the usual image formats will be displayed and can be quickly resized. All other files will display the files’s name and a download button.
Files in the following formats will be displayed as bullet items:
- .jpg / .jpeg
All other files will show the file’s name as a bullet with a download button below that. Clicking the download button will start the download process for that file.
Suggestions for files & images
- The ability to upload files lets you create rich documents and share important assets with collaborators and team members. Some examples are:
- Adding screenshots to your notes to create documentation
- Adding photos to journal entries
- Add images of slides to lecture notes for school
- Take photos of physical documents and add them into your workflowy
- Upload and share assets with a team like pdfs, audio files, and videos
- Keep track of different versions of a file and nest variants under those
Uploading a file
There are several ways to upload a file.
1. The Item Menu ⋯
Create a new blank bullet, then from the bullet menu choose ‘Upload file’. This will bring up your operating system’s file browser where you can choose a single file or multiple files then upload them.
If you do this on a bullet that already has content - then the file or image you upload will be nested under that bullet.
2. Dragging and dropping
On the web and desktop version of Workflowy you can simply drag and drop files and images directly into Workflowy. Once you release them, they’ll start to upload.
3. Pasting a screenshot
Take a screenshot with the keyboard shortcut for your operating system.
- Windows - Windows key + PrtScn
- Mac - CMD + Shift + Control + 4
Then paste directly into Workflowy
Files and images have several different actions you can perform on them.
1. Resize an image
On the web and desktop versions of Workflowy, if you place your cursor over an image, you’ll see a vertical bar on the right side of the image that you can drag left or right to resize the image.
2. Show image full screen
If you hover on an image, then click or tap on the icon with the two arrows in an x, the image will display in full screen mode. This mode focuses on the image and gives the image a solid background.
To exit full screen mode, simply click or tap on the ‘x’ icon in the top right corner.
3. View original image
If you hover on an image, then click or tap on the icon with the square and the arrow coming out of it, the image will open a new browser window (in the desktop version as well) with the image in its full resolution.
4. Download file
On the web and desktop versions of Workflowy, if you click or tap on the icon with the arrow pointing down to the drive you’ll download the image.
5. Adding a title to an image
If you click or tap on an image, you can then start writing and the text will display above the image as a title.
6. Adding a caption to an image
To add a caption, you can use the bullet menu ‘...’ of the image to ‘Add note’. That note will display below the image. You can also use your keyboard to place your cursor on an image and hit the keyboard shortcut to make a note (Shift + Enter on Windows, Shift + Return on Mac)
7. Deleting a file
Move your cursor to the file's bullet and hit the delete keyboard shortcut
- Windows - Ctrl + Shift + Backspace
- Mac - CMD + Shift + Delete
You can also move your cursor over an image and expand the dropdown then click on the trash can icon, then confirm that you want to delete the item in the modal that pops up.
8. Modify file name
After you upload a file, the original filename will be displayed as the on the bullet. You can edit this text to anything you like - this will not change the filename.
- Unlimited uploads with 5GB file size limit for Pro subscribers
- 100MB global upload limit for non-Pro users