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  5. How to Share Apple Notes and Collaborate with Others

AppleNotes

4 min read

How to Share Apple Notes and Collaborate with Others

Written by

QI

Qing

Creator, Quotion

Published on

7/20/2024

Table of contents

PrerequisiteOn iPhone or iPadDisable collaboratingOn MacDisable collaboratingBonus tip - change historyon iPhoneOn MacFinal thoughts

#AppleNotes
Did you know you can share your notes with other iCloud users in Apple Notes? Besides, you can also collaborate with others to work on the same notes, everyone can see each other's changes. Let me show you how.

Prerequisite

You need an iCloud account and have to be logged in to your Apple device or on icloud.com and make sure your iCloud is turned on.

The same goes for the people you want to share with.

On iPhone or iPad

iPad has a very similar interface, so we use iPhone as the example.

  • Open a folder or note
  • Click the share button

The image showcases a smartphone screen displaying 'My shared notes' within a notes app. The interface highlights a note titled 'My first note' and offers options to collaborate and share the document. The overall mood is focused and functional, with a dark mode interface emphasizing the content.

  • Choose Message to send the invitation directly
  • Or choose Invite with Link to copy the invitation link and send it via email or any IM apps

The image shows a smartphone screen with the 'Create Link' interface open. The user is in the process of creating a link to share notes with someone, as indicated by the 'To:' field and the text 'Create a link by adding people who you'd like to collaborate with on 'My shared notes'.' The keyboard is visible, and the user has already entered an email address.

🎉Congratulations. Now, everything you do in the folder will be seen by the invited people.

Disable collaborating

By default, the people you invite can make changes and invite others. If you don't want others to make changes or invite others, you can change the permissions in Manage Shared Folder.

  • Tap the options menu
  • Choose Manage Shared Folder

The image showcases an iPhone screen displaying the 'My shared' folder within the 'Folders' section of a notes app. A menu is open, offering options like 'View as Gallery,' 'Manage Shared Folder,' and 'Add Folder.' The dark mode interface creates a sleek and modern aesthetic, highlighting the app's organizational features.

Tap on an email or Share Options

The image showcases the 'My shared notes' screen on an iPhone, displaying options for managing shared notes. It lists the owner and invited users, along with options to share with more people, adjust share options, and copy the link. The dark mode interface creates a sleek and modern aesthetic, emphasizing the app's functionality.

Choose View only, and it'll disable Can add people as well.

The image showcases a mobile screen displaying 'Participant Details' for the email address qing@quotion.co. The user has granted 'Can make changes' and 'Can add people' permissions. The interface has a dark mode aesthetic with a 'Remove Access' button at the bottom.

On Mac

  • Right click the folder or note you want to share
  • Choose Share Folder

The image showcases a Mac Notes app interface with a folder titled 'My shared notes' highlighted. A context menu is open, offering options like 'Share Folder,' 'Rename Folder,' and 'Delete Folder.' The overall mood is functional and organized, typical of a productivity application.

  • Choose Message to send the invitation directly
  • Or choose Invite with Link to copy the invitation link and send it via email or any IM apps

The image showcases a Mac screen with the 'My notes' app open, highlighting the 'My shared notes' folder. A menu is open, offering options like 'Invite with Link' to collaborate on the notes. The overall mood is clean and functional, typical of a productivity-focused interface.

  • Type in the email you want to share
  • Press Enter to confirm
  • Click Copy link

The image shows a Mac screen with the 'My notes' app open, displaying a 'Create Link' dialog box. The user is prompted to add people to collaborate on the document. The 'Copy Link' button is highlighted, indicating the next step in the process.

Disable collaborating

By default, the people you invite can make changes and invite others. If you don't want others to make changes or invite others, you can change the permissions in Manage Shared Folder.

  • Right click the folder
  • Choose Manage Shared Folder

The image showcases a Mac Notes app interface with a folder titled 'My shared no...' selected. A context menu is open, highlighting the 'Manage Shared Folder' option, suggesting the user is about to manage the sharing settings for this folder. The overall mood is focused and functional, emphasizing the app's organizational capabilities.

Choose can view only, it'll disable Anyone can add more people as well.

The image showcases a Mac screen displaying the 'My notes' section within a note-taking application. A pop-up window reveals the sharing settings for 'My shared notes,' allowing the user to manage permissions and invite others to collaborate. The interface has a clean, modern design, with a focus on user-friendly sharing options.

Bonus tip - change history

You can also see all change histories by Show Folder Activity.

on iPhone

  • Tap the user button
  • Select Show Folder Activity

The image showcases a smartphone screen displaying a 'My Notes' folder within a notes app. A menu is open, offering options like 'message,' 'video,' and 'audio,' along with 'Show Folder Activity' and 'Manage Shared Folder.' The dark mode interface creates a sleek and modern aesthetic, highlighting the app's functionality.

See all activities

The image showcases the 'Activity' log on a mobile app, displayed on a smartphone screen. The dark mode interface lists recent actions, such as edits and note creations, with timestamps and user initials. The overall mood is clean and organized, highlighting the app's user activity in a clear and accessible manner.

On Mac

  • Right click the folder
  • Choose Show Folder Activity

The image showcases the 'Activity' log within a note-taking application, specifically for 'My third note.' The log details edits made by both the user and another person named 'Chitoge,' highlighting collaborative work on shared notes. The overall mood is informative and collaborative, with a clean, modern interface.

Final thoughts

That's all steps to share and collaborate in Apple Notes.
I hope this tutorial helps you use Apple Notes effectively.

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