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Format Magic Help

How-to answers for working with your documents: images, saved documents and sharing, page layout and source formatting.

Questions about what Format Magic does and our plans are answered in the FAQ on the homepage. More ideas on the Tips page.

Images

Feature Overview

Transform your documents with professional images. Our Image feature lets you upload, organize, and seamlessly add your images to your documents.

Features Include:

  • Drag and drop images directly from your local computer into your document in the Revise Output editor (they will also be added to your image library)
  • Auto extracts images from PDF or Word documents and adds them to your image library
  • Auto adds image placeholders to your text, when formatted, the placeholders will be replaced with the actual images

Available to all registered users.

Image Library FAQ
Getting Started
How do I access the Image Library?
You must be logged in to access the Image Library. When editing your document in the "Revise Output" section, look for the Image Library button in the text editor toolbar (it looks like a picture icon). Click it to open your personal image collection.
How do I upload images?
You can drag and drop your images directly from your local computer into your content in the Revise Output editor. (This will also add them to your image library). In the Image Library modal, click the "Upload Image" button. You can upload single images or use bulk upload for up to 10 images at once. Files must be JPEG, PNG, WebP, or SVG format, under 10MB each.
What image formats are supported?
We support JPEG, PNG, WebP, and SVG image formats. Each image must be under 10MB in file size for optimal performance and compatibility.
Using the Image Features
How do I add an image to my document?
You can drag and drop images directly from your local computer into your content in the Revise Output editor. (This will also add them to your image library). Or, in your Image Library, click any image to insert it at your cursor position. You'll be prompted to add an optional caption. Images are automatically centered and optimized for your document.
How do I organize my images?
Use the search bar to find images by title or filename. Sort by newest or oldest, switch between grid and list views, and rename images by clicking the title. Everything is designed for quick organization.
Can I add captions to images?
When inserting an image, you'll be prompted to add an optional caption. The caption will follow the image wherever it is placed in the document. For images you have drag and dropped or that have been extracted from a PDF or Word document, you can add a caption by right clicking the image, selecting "Edit Image" and then clicking the "Show Caption" check box. This will then add a caption area to the bottom of the image which you can replace with your caption.
How do I delete images I no longer need?
Click the red trash icon on any image for individual deletion, or use the checkboxes to select multiple images for bulk deletion. Deletion is permanent and frees up your storage space.
How do I resize an image?
With your image selected, click a corner of the image and drag it to resize. Images automatically maintain their aspect ratio.
How do I align an image on the page?
With your image selected, click on the "alignment" icon to the right of the image library icon in the toolbar: left, center, or right. Images are centered by default.
Storage & Limits
How much storage do I get?
We provide generous storage limits to all paid tiers within our acceptable use policies. Free tier users get 500MB, which is perfect for getting started with image-enhanced documents.
Troubleshooting & Tips
My image won't upload. What's wrong?
Check that your image is under 10MB, in JPEG/PNG/WebP/SVG format, and that you haven't reached your storage limit. Large files can be compressed at iloveimg.com/resize-image if needed.
I can't see the Image Library button
You must be logged in to access the Image Library. The button appears in the text editor toolbar when you're in the "Revise Output" section and have a user account.
My images look blurry in the final PDF
Use high-resolution original images for best results. Our system automatically optimizes images for web viewing and PDF generation while maintaining quality.
Can I use images in shared documents?
Yes! Images are automatically included when you share your documents. Recipients can view your complete document with all images in the shared PDF link.

Saved Documents and Sharing

Feature Overview

We're excited to introduce a powerful set of features for our logged-in users. You can save your documents directly to your Format Magic account, allowing you to manage, edit, and share them anytime. Never lose your work again and keep all your important documents organized in one place. Simply check the "Save document to your account" box before formatting, and you'll find it in the "Your Saved Documents" dashboard.

Saved Documents FAQ
Getting Started
How do I save a document to my account?
After you've pasted your text, look for the "Save document to your account" checkbox located just above the "Format Magic!" button. Make sure this box is checked before you click to format. Your document will then be saved and will appear in the "Your Saved Documents" list.
Using the Document Management Features
How do I load a document?
In the "Your Saved Documents" list, simply click the blue "Load" button next to the document you wish to work on. This will load its formatted content into the editor below, where you can make changes and download or re-create your document.
How do I rename a document?
Click the gray "Rename" button next to the document. The title will become an editable field. Type the new name and click the green "Save" button to confirm, or "Cancel" to discard the change.
How do I share a document?
Click the blue "Share" button. This will generate a public, view-only link to your document. A pop-up will appear with the link for you to copy. Once a document is shared, the button will turn green and read "Shared".

Important: The share link shows the version of your document at the moment you shared it. For Word documents, click "Share" again after saving your edits to publish the latest version. For PDF documents, you must generate a new PDF and check the "Update the shared document with this version" box to make your changes visible via the share link. (See "Troubleshooting" below for more details).
How do I delete a document?
Click the red "Delete" button. You will be asked to confirm this action. Deleting a document is permanent and will remove the document, its content, and any associated shared links from our system. This action cannot be undone.
Troubleshooting & Common Questions
My document didn't save! Where is it?
A document is only saved if you select the "Save document to your account" checkbox before you click the "Format Magic!" button. If you formatted a document without selecting this option, it was processed as a one-time, temporary document and was not saved to your account.
I loaded my document and made edits. Are my changes saved automatically?
No, your changes are not saved automatically. For Word documents, click the "Save" button next to the editor to save your changes. For PDF documents, click the "Create PDF and Save Document File" button. If you navigate away or load another document without doing this, your edits will be lost.
My shared link shows an old version of my document, even after I edited it. Why isn't it updated?
This is a crucial feature to understand. Your shared link always points to the most recently published version of your document. When you simply edit the text in the editor, you are only changing your private, saved version.

For Word documents: save your edits with the "Save" button, then click "Share" again to publish the latest version to your shared link.

For PDF documents, follow these steps:
  1. Load the document and make your edits in the "Revise Output" section.
  2. A checkbox labeled "Update the shared document with this version" will appear right below the editor. You must check this box.
  3. Click the "Create PDF and Save Document File" button.
If you forget to check the "Update..." box, a new version will be created for your own viewing, but your public shared link will not be updated and will continue to show the previous version. This system allows you to create private drafts without affecting a version you've already shared publicly.

Editing and Page Layout

How do I change the page size of my document?
You can change the page size when editing your document in the "Revise Output" section. Look for the page size dropdown in the editor toolbar that shows options like "Letter", "A4", "Legal", "A3", and "6×9" (book size). Simply click the dropdown and select your preferred page size. The page size you choose will be saved with your document. New documents automatically default to Letter size for US users and A4 for international users based on your location.
Can I customize the margins of my document?
Yes! You can customize margins for each page size individually. In the "Revise Output" editor, click the page size dropdown and select "⚙️ Customize Margins..." This opens a dialog where you can set custom top, right, bottom, and left margins (measured in inches). Each page size remembers its own margin settings. You can also reset margins back to optimized defaults at any time. This is perfect for adjusting margins for binding, printing requirements, or personal preferences.
How do I add, edit or remove form lines in my document?
Form lines (the blank lines used for fill-in fields like Name, Date, Signature, etc.) can be easily modified in the output editor. To resize a form line, simply double-click on it to cycle through different sizes (short, medium, long, full width). To add new form lines, click the "Form Line" button in the editor toolbar and select your preferred size. To delete a form line, click on the line to select it, then press the Delete or Backspace key on your keyboard. You can also use the "Clear formatting" button (Tx) in the toolbar to clear formatting from selected content.
My document spills onto an extra page by just a line or two. How can I fix this?
If your formatted document has a few lines overflowing onto the next page, you can tighten things up using the editor toolbar:
  1. Reduce line height - Select all your text (Ctrl+A), then use the Line Height dropdown in the toolbar to lower it slightly (e.g., from 1.5 to 1.4 or 1.3). This is usually enough to pull those stray lines back.
  2. Reduce body text size - If adjusting line height isn't enough, use the Body Size dropdown in the toolbar to reduce the font size by a point or two (e.g., from 12pt to 11pt). This changes only your paragraph and list text while keeping your headings at their original size.
You can combine both approaches. After making changes, click the Create PDF button to check whether everything fits.
Do web links work in the outputted PDF document?
Yes, clickable web links will work in the outputted PDF but you need to ensure that your input format includes 'https://' at the beginning. i.e. https://formatmagic.ai or https://www.formatmagic.ai

Source Formatting

What does the "Indent numbered headings" toggle do?
It is for Word documents with several levels of numbered headings, such as policies, procedures and contracts. With it on, each numbered heading steps in by its level (1, then 1.1, then 1.1.1) and the text under a heading lines up with it, so the structure of the document is easy to follow. Your headings stay real headings, so an automatic table of contents still lists them.

Format Magic switches it on for you when your text looks like this kind of document, and tells you above the text box. You can switch it on or off yourself at any time:
  • Before formatting - use the toggle above the text input.
  • After formatting - use the same switch above the editor to compare the two layouts. Your document updates straight away, without formatting again.
It only changes headings that carry a number. Documents without numbered headings look the same either way. The Formal templates suit this kind of document best.
Why are there symbols like **, ##, or ~~ in my extracted text?
These are formatting markers that tell the AI about your original document's structure. They appear when the Keep source emphasis or Keep source headings toggle is on, and lists and tables from Word documents always show them.

For example:
  • **text** means bold
  • *text* means italic
  • ## text means a heading
  • - text means a bullet point
You don't need to edit or remove them - the AI reads these markers and applies the corresponding formatting in your final document. They will not appear in your formatted output.

If you'd prefer not to see emphasis or heading markers, turn the toggles above the text input off (for PDF documents, before pasting or uploading).

Account

How do I manage my subscription, billing and email preferences?
Everything is on the Manage Subscription page - open it from the menu under your email address in the top right. From there you can:
  • Update your payment details or view invoices - click "Billing & Invoices" (paid plans).
  • See when your characters reset - your renewal date is shown at the top of the page.
  • Change or cancel your plan - use "Change Your Plan". Upgrades take effect immediately. To cancel, choose "Cancel Plan" on the Free plan; you keep full access until the end of your current billing period.
  • Buy bonus characters - on eligible plans, one-off packages that are used after your monthly characters and carry over until used up.
  • Choose which emails you get - tick or untick "Receive emails about new features, updates, and special offers" and click "Save Preferences".
  • Delete your data or your account - in the Danger Zone at the bottom of the page. Deleting your account also cancels any active subscription.

Still stuck? Contact us and we'll get back to you within 24 hours.

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