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Saving and managing documents

Last updated on 24 Jul 2023
11 min read

Saving documents

Choose File > Save (S) to open the save dialog, give your document a name, and (optionally) set it as a Library or template.

In the save dialog, you also choose to save to a specific project or collection. Click the + next to the project list to create a new Project, or use New Collection to create a new collection within a project.

When you’re done, click Save.

You can also use S to add a star or a version description to a Workspace document.

If you close a document while it’s saving to your Workspace, we’ll ask you whether you want to wait for the save to complete or whether you want to close and cancel the save. If you select Close and Cancel, the update will not upload to your Workspace.

You can also save a document to your Workspace by clicking on the Collaborate button in the toolbar Collaboration, choosing a Workspace and a project (if you’ve created one) to save to, then clicking Save.

You can drag one or more local documents onto the Workspace window to save them to your Workspace. When you do this, you’ll be able to choose a Workspace and project to save it to.

If you prefer to always save documents locally by default, you can use the Open & Save To preference in Settings (,) to bring up the local save dialog with S instead.

From the regular save dialog, choose Save to Your Mac to save your document locally. You can also bring up the local save dialog via File > Save to Your Mac.

You can set Sketch to save documents locally by default using the Open & Save To preference in Settings (,).

Saving documents

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Moving local documents to your Workspace

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Creating a local copy

In the Mac app Depending on your Auto Save settings, you can either choose File > Duplicate (Auto Save enabled) or File > Save As (Auto Save disabled) to save a new copy of your current document. In the save sheet, you can choose to save it locally (on your Mac) or to a Workspace.

Tip: If you have Auto Save enabled, you’ll only see Duplicate in the File menu, but you can hold down to show Save As instead.

In the web app From your Workspace or project view, hover over your document’s thumbnail, choose and then Download Document. From the document or Artboard view, click on in the top nav bar and choose Download Document.

Downloading documents

You can download any document in your Workspace by clicking Download Document at the bottom of the sidebar in the document view, or by hovering over a document’s thumbnail, clicking Three dots and selecting Download document.

Note: Clicking Download Document will download the update you’re currently viewing, even if that’s an older update.

Moving drafts into projects

Moving and renaming documents

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In the web app You can move documents from My Drafts to a shared Workspace by hovering over the document’s thumbnail, clicking the more options icon Three dots that appears and choosing Move to Project. From there, select the project you want to move your document to and click Move to confirm.

Note: You cannot undo the process of moving a document from My Drafts to a shared Workspace.

Creating preview thumbnails

You can set any Artboard within a document as a preview thumbnail. The thumbnail will appear in the web app, Mac app, iOS app and in Finder. To use a specific Artboard as the preview thumbnail for a document, Control-click on its name on the Canvas or in the Layer List and enable Set As Thumbnail from the context menu. Selecting the option again will remove it from the Artboard.

When no Artboard is set as the thumbnail, Sketch will use the first Artboard of the first page in your document. This Artboard should be at least 250x250, otherwise it won’t show.

Using document versions

When you save changes you’ve made to a Workspace document, it’ll appear as a new version under the Version tab in the right sidebar of the in the web app. You can click on any version in the sidebar to view it. When you’re viewing an older version, you can click the See Latest Version button in the top-right to go straight to the latest update.

You can also see versions of specific Artboards Artboard (if they’ve changed) when viewing an Artboard.

Viewing Versions in the web app (July 2022).

Adding descriptions to versions

You can add a description to any version in the web app to highlight key milestones or important changes in your document’s history. For example, you could make note of what’s changed to your design or list the latest components you’ve added to a Library.

Open a document and select the Version tab in the sidebar. Hover over any version in the right sidebar, then click on Three dots and choose Add Description.

How to add descriptions to versions in the web app (July 2022).

You’ll also have the option to add a description whenever you star a version. Simply type in a quick summary in the text box within the modal.

To edit or delete a version description, follow the same steps. Hover over the version in question, click on Three dots and choose Edit Description. Here, you can edit the description or erase it. Click Save Description to save your edits. To delete an existing description, delete all the text and click Delete Description.

Note: if you unstar a version, we’ll still show any description you added to it. But don’t worry — if you want to remove it, you can do it manually using the process above.

Head to File > Save with Description S in any open document. Enter a description in the dialog that appears and, if you want to, add a star. When you’re done, click Save.

Deleting versions

Open your document and hover over the version you want to delete in the Version tab of the sidebar, click on Three dots and choose Delete. You will need to confirm that you want to delete that update by clicking Delete Version in the confirmation window that appears.

Note: If there is only one version in the document’s history, you won’t be able to delete it.

How to delete a version of a document in the web app (July 2022).

Duplicating documents

Occasionally you might want to create a duplicate of a Workspace document so that you can separate it from the original document and all its versions. For example:

  1. Someone has shared a public document with you from another Workspace that you want to copy to your own to work with.
  2. You want to duplicate a document that already exists elsewhere in your Workspace so that you can the develop the documents in different directions.

In both of these cases, you can use the Duplicate to My Drafts option, you’ll find this:

  • In the Mac app’s Workspace window, you’ll find this option by right/Control-clicking on a document’s thumbnail.
  • In the web app on a document’s context menu when you view the grid of document thumbnails in a Workspace.
  • When you’re viewing a specific document in the web app, you’ll find the option under the Three dots menu in the Nav Bar.

If you duplicate a public document and you are a member of multiple Workspaces, you can choose which Workspace’s My Drafts folder to store the duplicate in. In this case, you’ll see a dialog to choose which Workspace you want to use duplicate the document to. The duplicate file is named as a Copy of the original.

Renaming documents

Choose File > Rename, enter its new name in the title bar, then press enter on your keyboard to save.

You can also double-click on any document thumbnail in the Workspace window (or Control-click on the thumbnail and choose Rename) to rename it.

  • From your Workspace or project view: hover over your document’s thumbnail, choose Three dots, then Rename.
  • From the document or Artboard view: click on the document title in the right-hand sidebar and type in a new name.

Searching for documents

You can search for a document in your Workspace using the search bar in the top-right side of the Workspace window in the Mac app or the search bar in the web app. You can search a document by its name or the author of the latest update of the document and choose whether you want to search within a specific project or all the documents in your Workspace.

Deleting documents

Deleting documents and projects

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When you delete a document in your Workspace you’ll send it to the Trash . We’ll automatically delete any documents that have been in the Trash for 90 days, but up until that point you can easily restore them

In the Mac app Control-click on a document’s thumbnail in the Workspace window and choose Delete Document, or click once on the thumbnail to select it and press the backspace key on your keyboard.

In the web app From your Workspace or project view, hover over your document’s thumbnail, click and choose Delete Document. You can also drag and drop a document’s thumbnail to the Trash item in the sidebar . If you’re viewing a single Artboard or in the document’s overview, you can click on ** in the top nav bar and choose **Delete Document.

Restoring documents

To restore a file in the Trash , click on the document’s preview and choose Restore. You can also hover over the document’s preview in the Trash, click Three dots and select Restore document.

Permanently deleting documents

If you want to permanently delete a document, hover over its thumbnail in the Trash, click Three dots and select Delete Permanently. When you delete a document permanently, it will also remove all its activity and history for your whole team.

To empty the Trash, hover over the Trash icon in the sidebar, click Three dots and select Empty Trash. Be careful — anyone in your Workspace can empty the Trash and this is a permanent action, so please be sure before you do so!

Note: At this time, you can only access and empty the Trash from your web browser. We’ll be bringing this functionality to the Mac app in a future update.

Managing documents in My Drafts

In My Drafts, you can store your documents and Libraries that aren’t ready for the rest of the people in your Workspace to see — whether it’s a personal project, or an idea you’ve only just started working on.

You can still share individual My Drafts documents with specific people, which makes it ideal for sharing an idea with a smaller group of people.

In the Mac app, you’ll see the My Drafts folder in the sidebar of the Workspace window. You can also access the folder from the sidebar in the web app. In both cases, it will appear right below the Libraries folder.

You can save a new draft document to My Drafts just as you would save any other document to a Workspace. First, select File > Save or press S in the Mac app. In the menu that appears, select Workspace, then choose the Workspace in which you want to save your document, and select My Drafts from the drop-down menu.

Alternatively, you can drag and drop documents from your desktop into the My Drafts folder in the Workspace window of the Mac app.

By default, anything you save in My Drafts is private and only you can see it, but you can share documents in My Drafts with other Workspace members and Guests through that document’s individual share settings.

How to share or delete draft documents

To share a document in My Drafts, you can invite people in that document’s individual share settings, or move it to another location in your shared Workspace. People that you invite to your My Drafts documents will see your document in their Shared with Me tab.

If you move a document out of My Drafts, everyone in your Workspace will be able to view your document and Editors will be able to open it in the Mac app.

You can delete a draft in the same way that you delete any other document. When you delete a draft it will remain in your Workspace’s Trash for 90 days. However, only you will be able to see drafts you moved into your Workspace’s Trash — they will not appear for anyone else.