View dictionary words and snippets in the Flow desktop app

Available on: Mac, Windows

The Dictionary and Snippets pages in Flow let you find personal and shared entries, check where they came from, and manage individual entries 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.

Organizations with more than one active team use Shared with department instead; sharing buttons and messages also use department wording.

Search matches both words/triggers and their corrections/expansions. Cmd+F on Mac, Ctrl+F on Windows, or / focuses search.

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.

Shared icons and source badges

Dictionary shared icons appear only on All; snippet shared icons appear on both All and the shared tab. People icons mean “Shared with team” or “Shared with department”; a building means “Shared with whole organization.”

The ✨ tooltip “Flow learned this word automatically ✨” marks entries learned from corrections, app context, meeting summaries, or transcripts. File imports show “Imported from file”; iOS contact imports show a phone icon with “Imported from contacts.” Manual and default entries have no source badge.

Team access and refresh

Team sharing requires organization membership and either:

An organization subscription that is active, trialing, or past due.
An organization with no subscription yet, plus your own active or past-due personal subscription or active personal trial.

Any qualifying member—not just admins—can view, edit, and delete shared entries.

Without qualifying access, the shared tab remains visible, but Add new and Import are disabled there. Import appears only when bulk import is enabled for your account.

Without organization membership, the shared tab shows Invite your team if you're eligible to create a team; otherwise, it shows Join your team. Both open Team settings instead of displaying entries.

Shared words sync only while you're signed in with qualifying team access. Without that access, shared words aren't used in dictation.

Click refresh to sync. Hover over it for the last-sync time, or “Sync dictionary” / “Sync Snippets” before the first sync.

Sort entries

“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.

Newest first and Oldest first use modification dates, not creation dates. Alphabetical (A-Z) sorts by trigger, then replacement text to break ties.

Hover over personal or shared dictionary rows for Star / Unstar. Starred first puts starred words first, most-recently-modified first within each group. Snippets have no star action.

Choosing Starred first in Dictionary also applies that ordering to Snippets, but leaves no option selected in its Sort by menu.

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.
Use Cmd-click (Mac) or Ctrl-click (Windows) to toggle rows, or Shift-click to select a range.
Choose a bulk action below.

One selected row replaces search/sort/refresh with Bulk actions; two or more also hide selected rows' individual actions. Clicking the only selected row deselects it.

Shift+Up/Down extends selection. Esc clears selection, then the row cursor; clicking outside the table and bulk toolbar also clears selection.

Share entries

Bulk sharing targets your home team or department and ignores already-shared rows. Share {n} with team counts selected personal entries only; it's hidden when none are selected or team sharing is unavailable.

Note: Sharing moves entries: Flow adds the shared entry before removing the personal one. After success, only the shared entry remains.

Click Share with team on a personal row, or Share {n} with team for your selection.

Sharing reports progress and success or errors, including a failure to remove the personal entry after adding the shared one. Bulk sharing skips triggers already in the team list and reports counts, including partial failures.

Delete entries

Single-entry confirmations name the personal, team, department, or organization list. Bulk confirmations show the selected count, fixed when opened. Cancel keeps the entries.

Warning: Deletion permanently removes the selected entries.

Click a row's Delete action or Delete {n} in Bulk actions.
Check the entry and list, or selected count, in the confirmation.
Confirm with Yes, delete it for one entry or Delete for a selection.

Bulk results report successful and failed counts.

Cmd+Backspace (Mac) or Ctrl+Backspace (Windows) opens confirmation for selected entries. Plain Delete/Backspace does not delete entries.

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: Dictionary triggers containing only whitespace, punctuation, or symbols leave Save disabled. Snippets require non-empty triggers and expansions, but whitespace- or punctuation-only triggers can save.
Duplicates: A trigger can exist once personally and once in the team list. Adding, sharing, or renaming to an existing trigger in the same list is blocked with an “already exists” message.
Exceptions: 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 or spacing 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/tab, exact message, and steps tried.