View dictionary words and snippets in the Flow desktop app
Last updated: October 18, 2026
Available on: Mac, Windows
The Dictionary and Snippets pages let you find personal and shared entries, check where they came from, and manage one entry or a selection.
Find your entries
Open the Flow desktop app.
Select Dictionary for words or Snippets for snippets in the sidebar.
Choose one of the three tabs below.
Tab | Shows |
All | All personal and shared entries visible to you on this page. |
Personal | Entries added for yourself only. |
Shared with team | Entries shared with your team. |
Search matches words and triggers plus their corrections and expansions; Cmd+F (Mac), Ctrl+F (Windows) or / focuses it. If you see "No results found," clear the search to view the tab; an empty tab instead offers Add new word or Add new snippet.
"Sort by" offers Starred first, Newest first, Oldest first and Alphabetical (A-Z) on Dictionary; Snippets omits Starred first. Your choice is saved across both pages and all tabs. Hover over personal or shared dictionary rows for Star / Unstar, which moves those words to the top under Starred first; Snippets have no star action.
Note: If the Dictionary or Snippets page is missing from the sidebar, your admin has turned it off for everyone. Entries you already saved are kept and still apply while you dictate — snippets keep expanding — and they reappear if your organization turns the feature back on.
Shared icons and source badges
People icons mean "Shared with team." Dictionary shared icons appear only on All; snippet shared icons appear on both All and the shared tab.
The ✨ tooltip "Flow learned this word automatically ✨" marks entries learned from corrections, app context, meeting summaries, or transcripts. File imports show "Imported from file." Manual and default entries have no source badge.
Import from a file
Select Import on the Dictionary or Snippets page to add entries from a file, up to 3MB and 1,000 items per import. If your organization has disabled Dictionary or Snippets, importing and adding entries for that feature are blocked.
Team access and refresh
Team sharing requires organization membership and a current subscription — your organization's plan, or your own personal plan or trial if your organization doesn't have a plan yet. Any qualifying member, not just admins, can view, edit, and delete shared entries.
Without qualifying access, the shared tab stays visible but Add new and Import are disabled there, and shared words aren't used in dictation. Without organization membership, the shared tab shows Invite your team if you're eligible to create a team, otherwise Join your team; both open Team settings instead of displaying entries.
Shared words sync only while you're signed in with qualifying team access. Click refresh to sync; hover over it for the last-sync time, or "Sync dictionary" / "Sync Snippets" before the first sync.
Manage entries
Hover over a row for Edit or Delete. Share with team appears only on personal entries when team sharing is available.
Click a row to select it; clicking the only selected row deselects it.
Use Cmd-click (Mac) or Ctrl-click (Windows) to toggle rows, Shift-click for a range, or Shift+Up/Down to extend the selection.
Choose an action from the Bulk actions toolbar.
With two or more rows selected, individual row actions are hidden. Esc or clicking outside the table and bulk toolbar clears the selection.
Share entries
Click Share with team on a personal row, or Share {n} with team for your selection. That button counts selected personal entries only and is hidden when none are selected or team sharing is unavailable. Flow shows a message if sharing doesn't work.
Delete entries
Warning: Deletion permanently removes the selected entries. Cancel keeps them.
Click a row's Delete action or Delete {n} in Bulk actions, or press Cmd+Backspace (Mac) / Ctrl+Backspace (Windows). Plain Delete or Backspace does not delete entries.
Check the confirmation: single deletions name the personal or team list; bulk deletions show the selected count.
Confirm with Yes, delete it for one entry or Delete for a selection. Bulk results report successful and failed counts.
Edit entries and resolve validation messages
Dictionary uses Edit word for plain words and Edit replacement for correction rules: misspelling → correct spelling.
Open a row's Edit action.
Change the word, correction, or snippet fields.
Select Save. Unchanged entries show "No changes made."
Limits: Dictionary words, each correction field, and snippet triggers allow 60 characters; snippet expansions allow 4,000 including formatting — use the expansion character counter. Plain-text input stops at the limit; formatted expansions allow fewer visible characters and, when over the limit, show "This expansion is too long. Please shorten it and try again."
Trigger content: Extra spaces around a word or trigger never affect how it works. Whitespace-only triggers are rejected with an error; dictionary triggers of only punctuation or symbols leave Save disabled. Snippets also require a non-empty expansion.
Capitalization: Dictation matches words and triggers however you say them, whatever capitalization you saved — "koolify," "Koolify" and "KOOLIFY" all apply the same entry, and a capitalized snippet trigger still expands. The correction or expansion is inserted with the exact capitalization you saved.
Duplicates: A trigger can exist once personally and once in the team list, and your personal entry wins even if the capitalization differs. Adding, sharing, or renaming to an existing trigger in the same list is blocked with an "already exists" message. A personal dictionary word without a correction can be added again with one; otherwise an "already has a correction" message appears. Previously deleted triggers can be added again with new values.
Similar snippets: Triggers differing only in punctuation can save, with a warning to use distinct triggers.
Still need help?
Contact support if shared entries remain missing after checking access and refreshing, or an action fails. Include your platform, page and tab, the exact message, and the steps you tried.