Apple keeps improving the Notes app with several long-awaited features. You can now lock Notes, pin notes at the top, use tags to categorize notes, and even collaborate with people.
But how do you work with others on a same note or several notes? In this guide, we will show you how you can share Notes on your iPhone and collaborate with others.
Share Individual Notes on iPhone
There are a few ways you can use to share individual notes on your iPhone. Sharing a single note is good idea when you are working a few folks on a small project or just brainstorming through ideas.
Step 1: Launch the Notes app on your iPhone and tap on the folder which houses the note you want to share.
Step 2: Swipe right to left on the note you want to share.
Step 3: Tap on the Share icon.
Step 4: Here, you can select how you want to share your Notes. You can share your Notes using Messages, Mail, and other chat applications.
Step 5: You can also use 3D Touch (on supported iPhones) to open the contextual menu and share the note.
Step 6: If the note is already open, tap on the three-dot menu in the top-right corner and then on the Share note option.
Share Notes Folder on iPhone
If you are managing a big project which requires you to share multiple notes, instead of sharing them individually, you can keep all the notes in the same folder and share the folder.
Best thing about creating a shared Notes folder is that every new note you create there is automatically shared with other participants. This saves you the hassle to share new notes again.
Step 1: Open the Notes app. Swipe right to left on a Notes folder and tap on the Share icon.
Step 2: You will again be presented with all the usual Notes sharing features, so choose the one you want to use.
Step 3: You can also use the 3D Touch (on supported iPhones) feature to bring up the contextual menu and share the folder.
Step 4: When you are inside a folder, tap the three-dot menu in the upper-right corner to bring up the share option.
Track Changes in Shared Notes
Apple Notes comes with a built-in feature that allows you to track changes made by other participants.
Step 1: Launch the Notes app. Open a shared note and tap on the Shared note icon.
Step 2: Tap on the Show Highlights option.
Step 3: Now, you can see the changes made by other users with their name and time-stamp.
Manage Shared Notes Permissions
Sometimes you don’t want others to make changes in the notes you have shared. Thankfully, Apple Notes lets you manage permissions to grant view-only access to participants.
Step 1: When sharing a note or a folder, tap on the Share Options menu.
Step 2: You can grant view-only permission by selecting the View only option.
Step 3: You can also disable the toggle next to ‘Anyone can add people’ if you don’t want your participants to add other people to the note.
Step 4: To manage permissions on an already shared note, tap on the Shared note icon at the top.
Step 5: Tap on the ‘Manage Shared Note’ option.
Step 6: Now tap on Share Options to can manage permissions.
Remove People From Shared Notes
If someone has left your team or unwanted person has been added to a shared note or folder, you can easily remove them.
Step 1: Tap on the Shared note icon and select ‘Manage Shared Note’.
Step 2: On the People screen, tap on the name of the person you want to remove.
Step 3: From the following screen, tap on Remove Access to remove that person from the sharing list.
6. Stop Sharing Notes
After your work is done, and you don’t need input from others, you can stop sharing notes.
Step 1: Tap on the Shared note icon and select ‘Manage Shared Note.’
Step 2: On the People screen, tap on Stop Sharing.
Step 3: Finally, confirm by tapping the Stop Sharing button on the confirmation box.
Share Notes on iPhone and Collaborate With Ease
Apple has made it easy to collaborate with others on documents without using a third-party app. The best part about sharing Notes on iPhone is that all the changes are synced instantly, allowing you to collaborate in real-time. If you are working with other people on a project, use the Apple Notes sharing feature and let us know how it goes.
Last updated on 21 March, 2022
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