Apple continues to improve the Notes app with several long-awaited features. Now you can lock notes, pin notes to the top, use tags to categorize notes, and even collaborate with people.
But how do you work with others on the same note or several notes? In this guide, we’ll show you how you can share notes on your iPhone and collaborate with others.
Share individual notes on iPhone
There are several ways to share individual notes on your iPhone. Sharing a single note is a good idea when working with a few people on a small project or just brainstorming ideas.
Step 1: Launch the Notes app on your iPhone and tap on the folder containing the note you want to share.
2nd step: Swipe from right to left on the note you want to share.
Step 3: Tap 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 apps.
Step 5: You can also use 3D Touch (on supported iPhones) to open the context menu and share the note.
Step 6: If the note is already open, tap the three-dot menu in the upper right corner, then tap the Share Note option.
Share Notes Folder on iPhone
If you’re managing a big project that 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.
The 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 from having to share new notes again.
Step 1: Open the Notes app. Swipe from right to left on a Notes folder and tap the Share icon.
2nd step: You’ll again be presented with all the usual note sharing features, so choose which one you want to use.
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Step 3: You can also use the 3D Touch function (on supported iPhones) to bring up the context menu and share the folder.
Step 4: When you’re in a folder, tap the three-dot menu in the top-right corner to reveal the sharing option.
Track changes in shared notes
Apple Notes comes with a built-in feature that lets you track changes made by other participants.
Step 1: Launch the Notes app. Open a shared note and tap the Shared Note icon.
2nd step: Tap the Show Highlights option.
Step 3: Now you can see changes made by other users with their name and timestamp.
Manage shared note permissions
Sometimes you don’t want others to edit the notes you’ve shared. Fortunately, Apple Notes lets you manage permissions to grant read-only access to attendees.
Step 1: When sharing a note or folder, tap the Sharing options menu.
2nd step: You can grant view only permission by selecting the View Only option.
Step 3: You can also turn off the toggle next to “Anyone can add people” if you don’t want your attendees to add other people to the note.
Step 4: To manage permissions on an already shared note, tap the Shared Note icon at the top.
Step 5: Tap on the “Manage Shared Note” option.
Step 6: Now tap on Sharing Options to be able to manage permissions.
Remove people from shared notes
If someone has left your team or an unwanted person has been added to a note or shared folder, you can easily remove them.
Step 1: Tap the Shared Note icon and select “Manage Shared Note”.
2nd step: On the Contacts screen, tap the name of the person you want to remove.
Step 3: On the next screen, tap Remove access to remove this person from the sharing list.
6. Stop sharing notes
Once your work is done and you no longer need other people’s input, you can stop sharing notes.
Step 1: Tap the shared note icon and select “Manage Shared Note”.
2nd step: On the Contacts screen, tap Stop Sharing.
Step 3: Finally, confirm by tapping the Stop Sharing button in the confirmation box.
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Share notes on iPhone and collaborate easily
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 edits are synced instantly, allowing you to collaborate in real time. If you’re working with others on a project, use the Apple Notes sharing feature and let us know how it goes.
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