WORKING WITH NOTES DOCUMENTS

Deleting and restoring documents
You delete documents differently depending on whether an application allows soft deletions or not. In some applications, such as Mail, a Trash view allows you to view documents that have been soft-deleted and to retrieve them. In other applications, soft deletion must be set up explicitly so that you can retrieve documents.

You need Author access to an application to delete documents you've created, and Editor or greater access to delete documents others have created.

To delete when there is a Trash view

Use the following steps to delete and restore documents from the Trash view.

To delete a document

1. Select one or more documents to delete.

2. Click Edit > Delete, or press the Delete key.

3. To remove documents permanently from the Trash view, click Empty Trash.


4. Click Yes when prompted.

To restore a document from the Trash view

Before documents are permanently deleted, you can restore them from the Trash view back to the view from which you deleted them.

1. Click Trash.

2. Do one of the following:

To delete when no Trash view is available

In applications that do not have a Trash view, when you delete a document it cannot be restored. Documents that are deleted using these steps are permanently deleted and you cannot retrieve them

1. Select one or more documents to delete.

2. Click Edit > Delete, or press the Delete key.

3. Documents marked for deletion have an X in the column next to them. To delete these documents permanently, do one of the following:

4. Click Yes when prompted.

To undo marking a document for deletion

Once you delete a document in an application that does not have a Trash view, you cannot retrieve it. However, before you permanently delete the document, you can clear the X next to it, which removes the option to delete the document.

Select the document marked for deletion and click Edit > Delete, or press the Delete key.

To set up soft deletions in applications

You can set up soft deletion in applications that do not include a Trash view. To do so, you set up a view for documents that have been soft-deleted. Deleted documents can be seen in this view for the length of time you specify. After that they are deleted permanently.

1. Open the application in which you want to allow soft deletions.

2. Do one of the following:

3. Select Allow soft deletions.

4. In the Soft delete expires time in hours field, specify the number of hours for deleted documents to be available before they are permanently deleted.

5. When you specify the number hours a check mark and an x appear next to the field. Click the check mark to save and close the property box.

6. With the application still open, click Create > View.

7. Enter a view name that identifies the view, for example "Deleted Documents."

8. Select Shared, contains deleted documents from the View Type field.

9. Choose a location for the view, and then click OK.

Removing documents from an application without deleting them

You can make copies of documents by archiving them. This allows you to remove documents from an application without losing them. The archiving tool allows you to base document deletions on days since last activity, last modification, or expiration.

See Also