Share notes and folders on Mac

1. In the Notes app on your Mac, click the note or folder you want to share with others.

   Note: You can’t share a locked note, a folder with any locked notes, a note that has been shared with you, or a folder that contains a note that has been shared with you.

2. Do one of the following:

   • For a note: Click in the toolbar. You can also swipe left on the note (in the list of notes) using two fingers on the trackpad (use one finger on a Magic Mouse), then click the Share Note button.

   • For a folder: Click the More button next to the folder in the sidebar, then choose Share Folder.

3. Select a method (such as Mail or AirDrop) for sending the invitation.

   

4. If you selected a method that requires it, add recipients by doing one of the following:

   • Type a name, email address, or phone number for each recipient.

   • Click the Add button to select someone from Contacts.

5. From the Permission pop-up menu, choose to allow the people you invite to be able to view the note or folder of notes only, or make changes to the note or folder of notes.

6. Select “Anyone can add more people” to allow participants to add others to the note.

7. Click Share.

   If you’re sharing using Mail or Messages, enter the recipients after you click Share, then click Send.

   

If you’re the owner of a shared note or folder, you can choose how highlights and notifications appear when participants make changes, edit the note, add or delete notes or subfolders, and move notes or subfolders out of the main folder. See Add and remove folders.

You can also invite more people to collaborate, remove a participant, stop sharing the note, or change permissions for all participants or just one.

1. In the Notes app on your Mac, do one of the following:

   • Manage a note: Click the shared note you want to manage, then click in the toolbar. You can also swipe left on the note (in the list of notes) using two fingers on the trackpad (use one finger on a Magic Mouse), then click .

   • Manage a folder: Click the shared folder you want to manage, then click next to it in the sidebar.

   When a person has been invited, but has not accepted, “Invited” appears under the person’s name.

2. Click Manage Shared Note, then do any of the following:

   • Copy the link: Click Copy Link.

     If you’re viewing a note or folder that’s in another shared folder, the link you copy is to the main folder.

     Note: Although the owner or a participant can copy the link to send to others, only people who have been invited to open the note can use the link.

   • Always see change highlights: Select “Highlight all changes.”

     You can set this option only for an individual note—not for a shared folder.

     With this option selected, every change made by a participant appears as a highlight in that participant’s color. If the option isn’t selected, you have to swipe or select to see the highlight. See View highlights for a shared note.

   • Hide change notifications: Select “Hide alerts.”

     You can set this option only for an individual note—not for a shared folder.

     With this option selected, you won’t be notified when other participants make changes to this note.

   • Invite more people to collaborate: Click Add People, then follow the steps to share a note or folder.

     If a shared folder or note is in another shared folder, click Show Shared Folder to make the changes.

   • Remove a participant: Move the pointer over the participant’s name in the window, click the More button , then choose Remove Access.

     If a shared folder is in another shared folder, click Show Shared Folder to make the changes.

     The color of the More button is different for each participant.

   • Stop sharing the note or folder with all participants: Click Stop Sharing, then click Continue.

     If a shared folder or note is in another shared folder, click Show Shared Folder to make the changes.

     The note no longer appears in the participants’ list of notes; however, you still have access to it.

   • Change the permission for participants: From the Permission pop-up menu, choose to allow all participants to be able to view only or make changes to the note or folder of notes. Then choose whether they can add more people.

     If a shared folder or note is in another shared folder, click Show Shared Folder to make the changes.

     To change the permissions for one participant, move the pointer over the participant’s name, click the More button , then choose either Can Make Changes or View Only.

What you can do with shared notes and folders depends on the permissions the owner gave you.

• If you have view-only permission: You can remove yourself from the note, copy the link, and choose how highlights and notifications appear when participants make changes.

• If you have permission to make changes: You can do all of the above plus edit the note, add or delete notes or subfolders, and move notes or subfolders out of the main folder. See Add and remove folders.

1. In the Notes app on your Mac, click the shared note or folder you want to manage, then click in the toolbar. You can also swipe left on the note (in the list of notes) using two fingers on the trackpad (use one finger on a Magic Mouse), then click .

2. Click Manage Shared Note, then do any of the following:

   • Remove yourself as a participant: Move the pointer over your name, click the More button , then choose Remove Me.

     If the note is in a shared folder, click Show Shared Folder, move the pointer over your name, click the More button , then choose Remove Me.

   • Add other participants: If the owner has given you permission, you can add other people to the note. Click Add People, choose how to send the invitation, then click Share.

   • Copy the link: Click Copy Link.

     If you’re viewing a note or folder that’s in another shared folder, the link you copy is to the main folder.

     Note: Although the owner or a participant can copy the link to send to others, only people who have been invited to open the note can use the link.

   • Always see change highlights: Select “Highlight all changes.”

     You can set this option only for an individual note—not for a shared folder.

     With this option selected, every change made by a participant appears as a highlight in that participant’s color. If the option isn’t selected, you have to swipe or select to see the highlight. See View highlights for a shared note.

   • Hide change notifications: Select “Hide alerts.”

     You can set this option only for an individual note—not for a shared folder.

     With this option selected, you won’t be notified when other participants make changes to this note.