12 Craft Tips to Create Beautiful Documents Faster

In 2026, after six months of daily use, I’ve discovered that most Craft users barely scratch the surface of what this beautiful document app can do. The basics are intuitive — create a doc, type some text, maybe add an image. But the real productivity gains come from the features hiding in plain sight.

These 12 Craft tips and tricks have cut my document creation time nearly in half. Whether you’re drafting meeting notes, building a personal wiki, or creating client-facing proposals, these techniques will help you work faster without sacrificing the polished output that makes Craft special.

1. Master the Slash Command Menu

The slash command is Craft’s fastest path to any action. Press / anywhere in a document to instantly access:

• Block types (headings, lists, toggles, code blocks)
• Media embeds (images, videos, files)
• AI assistant commands
• Page links and mentions

Pro tip: Type /ai followed by your request to jump straight to the AI assistant. For example, /ai summarize this section triggers an instant summary without navigating menus.

I use slash commands for 90% of my formatting. Once you internalize the most common ones (/h2, /todo, /toggle), you’ll wonder how you ever used toolbars.

2. Use the AI Assistant for First Drafts

Craft’s built-in AI assistant isn’t just a gimmick — it’s genuinely useful for getting past the blank page. The key is knowing when to use it:

Best uses for Craft AI:

• Generating first-draft outlines from a topic
• Summarizing long documents or meeting notes
• Brainstorming ideas when you’re stuck
• Rewriting paragraphs for clarity or tone

How to use it efficiently:

1. Select text you want to transform, or place your cursor where you want new content
2. Press Cmd/Ctrl + J to open the AI panel
3. Type your instruction (be specific!)
4. Review and edit the output — AI gives you a starting point, not finished work

The free tier includes 15 AI credits monthly; Plus gives you 50. On-device models (DeepSeek R1, Llama 3.2) process locally for privacy, while cloud models (GPT-4o) offer more power when you need it.

3. Create Templates for Recurring Documents

If you’re recreating the same document structure repeatedly, you’re wasting time. Craft’s template system lets you save any document as a reusable starting point.

To create a template:

1. Build your ideal document structure (headings, placeholders, formatting)
2. Click the three-dot menu in the top right
3. Select “Save as Template”
4. Name it descriptively (“Weekly Team Meeting Notes”)

Templates worth creating:

• Meeting notes with attendees, agenda, and action items sections
• Project briefs with goals, timeline, and stakeholder sections
• Blog post outlines with intro, body, conclusion structure
• Daily journal entries with prompts

I have templates for everything from client proposals to personal weekly reviews. The setup investment pays off within days.

4. Use Keyboard Shortcuts Like a Power User

Craft’s keyboard shortcuts are thoughtfully designed. Memorizing these ten will dramatically speed up your workflow:

The game-changer: Cmd/Ctrl + O opens quick search, letting you jump to any document instantly. Stop scrolling through folders — search is faster.

5. Organize with Spaces and Folders

Craft’s organizational hierarchy is simple but powerful: Spaces contain Folders, which contain Documents, which can contain Subpages.

Best practices for organization:

• Create separate Spaces for distinct areas (Work, Personal, Side Projects)
• Use Folders within Spaces for categories (Meeting Notes, Project X, Research)
• Keep your Inbox Space for quick capture, then file later
• Use subpages to keep related content together without cluttering the sidebar

My setup:

• Work Space: Client folders, internal docs, meeting notes
• Personal Space: Journal, reading notes, project ideas
• Reference Space: Templates, how-to guides, saved resources

The 2025 Summer Update added Tags for even more flexible organization — use them to cross-reference documents across Spaces.

6. Share Documents with the Right Permissions

Craft makes sharing straightforward, but choosing the right permission level matters:

• View only: Recipients can read but not edit or comment
• Can comment: Recipients can add comments but not change content
• Can edit: Full collaboration with real-time editing

Sharing options:

• Secret link: Anyone with the link can access (use View only for safety)
• Invite by email: More control, requires recipient sign-in
• Password protection: Available on Plus tier for sensitive documents

Pro tip: For client-facing documents, use “View only” with a secret link. Add password protection for anything confidential. Craft’s public web publishing makes documents look great without requiring recipients to have accounts.

7. Export Documents in the Right Format

Craft’s export options cover most needs, but knowing which format to use saves headaches:

Direct app transfers: Craft can send documents directly to Day One, Bear, Drafts, Ulysses, Things, and iA Writer. Use this instead of export when moving between Apple ecosystem apps.

Pro tip: Before exporting to PDF, preview how it will look. Craft’s PDF output is publication-quality, but wide images or tables might need adjusting.

8. Use Toggle Blocks for Long Documents

Toggle blocks (also called collapsible blocks) are essential for keeping long documents scannable. They’re perfect for:

• FAQ sections where readers only need specific answers
• Meeting notes with detailed discussion points
• Documentation with expandable code examples
• Project updates with optional detail sections

To create a toggle:

1. Type /toggle and press Enter
2. Add your header text (what shows when collapsed)
3. Nest content inside the toggle block
4. Click the arrow to collapse/expand

I use toggles in every document over 500 words. They let readers scan the structure without scrolling through details they don’t need.

9. Embed Media Without Leaving Craft

Craft handles media embedding better than most note apps. You can add:

• Images: Drag and drop, paste from clipboard, or upload
• Videos: Embed YouTube, Vimeo, and Loom links
• Files: Attach PDFs, spreadsheets, or any document type
• Links: Smart previews show page titles and thumbnails
• Code blocks: Syntax highlighting for 100+ languages

Pro tips for media:

• Paste a URL on its own line for automatic preview cards
• Use /code and select a language for proper syntax highlighting
• Drag images to reposition them after inserting
• Add captions to images by clicking below them

The 25MB upload limit on free accounts can be restrictive — Plus removes this limit entirely.

10. Collaborate in Real-Time Without Conflicts

Craft’s real-time collaboration rivals Google Docs for small teams. Multiple people can edit simultaneously without the dreaded “conflicting edits” message.

Collaboration tips:

• Use comments (Cmd/Ctrl + Shift + M) for feedback that shouldn’t change the text
• Watch for collaborator cursors to avoid editing the same block
• Use the @ mention to notify specific people about sections needing attention
• Check version history if something gets accidentally deleted

Limitation to know: You can only share individual documents, not entire folders. For teams needing folder-level permissions, this is a genuine friction point that Craft hasn’t solved yet.

11. Use Deep Links for Personal Wikis

Deep links let you connect documents into a personal knowledge base. Any document or block can be linked from anywhere else in Craft.

Creating internal links:

1. Type [[ and start typing the document name
2. Select from the suggestions
3. The link stays updated even if you rename the document

Building a wiki:

• Create an index document with links to all major topics
• Use backlinks to connect related concepts
• Add a “Related” section at the bottom of each document
• Use tags to group documents across different Spaces

I maintain a personal wiki for technical knowledge, book notes, and project documentation. Deep linking means I never lose track of where information lives.

12. Sync and Access Anywhere with Offline Mode

Craft syncs via iCloud, which means your documents are available across all Apple devices instantly. But the real power is offline access:

• Documents sync in the background automatically
• Offline edits merge when you reconnect
• Pin important documents for guaranteed offline access
• Use widgets for quick capture from your home screen

Pro tip: Enable Lock Screen widgets (iPhone/iPad) to start new documents without opening the app. The 2025 update added App Icon Quick Actions too — long-press the Craft icon for shortcuts.

For Windows and web users, sync works but requires an internet connection for full functionality. The Apple-native experience remains superior.

Putting It All Together

These 12 tips transform Craft from a pretty note app into a legitimate productivity system. Start with the basics — slash commands, keyboard shortcuts, and templates — then gradually incorporate the advanced features as they become relevant to your workflow.

The combination of beautiful design, fast performance, and thoughtful features makes Craft worth mastering. At Rating: 4.8/5, users consistently praise the same qualities: speed, polish, and an interface that makes writing enjoyable.

My recommendation: If you’re in the Apple ecosystem and create documents regularly, invest the time to learn these techniques. The Plus tier at $10/month unlocks unlimited documents, 50 AI credits, and removes all storage limits. Students get full access free with a verified school email.

Ready to level up your document workflow? These Craft tips and tricks are just the beginning — the app rewards exploration with new efficiencies hiding around every corner.

For more information about craft tips and tricks, see the resources below.

External Resources

For official Craft documentation and updates:

• Craft Blog — Product updates, on-device AI announcements, and workflow tips
• Craft Support — Feature tutorials and keyboard shortcut references

Related Resources

Looking to compare Craft with alternatives or explore other productivity tools?

• Craft Review — Our full review with pricing, features, and verdict
• Best Note-Taking Apps 2025 — How Craft compares to Notion, Obsidian, and others
• Notion — The all-in-one workspace alternative with database features