2023 Author: Gordon Kinson | [email protected]. Last modified: 2023-06-04 23:58
With the release of iOS 13, iPadOS, and macOS Catalina, the Notes app has several useful and new features. Users got a gallery mode for better viewing notes, more powerful search when attaching images, and a better way to use checklists.
In addition to all this, the "Notes" application also expanded the possibilities of sharing. Now you can optionally use entire folders for collaboration and restrict access to items only for viewing them. This is useful for showing other users your notes without the possibility of their making changes.
How to create a shared Notes folder on iPhone and iPad
To create a folder of notes, open the main page of the application and click the New folder button. Select iCloud from the pop-up context menu.
Enter a name for the folder and click Save.
Swipe from right to left on the created folder and click the blue " Add People " button.
The same can be done by opening the folder, clicking the " Advanced " button in the upper right corner and choosing " Add people " from the menu that appears.
Choose how you want to send the invitation (you can also get a link to the folder by clicking " Copy Link ").
Set the sharing options. To do this, click on " Sharing Options " and select " Can Make Changes " or " View Only ".
After the user receives the invitation and confirms it, the corresponding icon and inscription will appear on the folder.
After completing these steps, the invited user will be able to view or edit (if they have such rights) the notes in the folder.
How to create a shared note on iPhone and iPad
Open the note you would like to share and tap the Add People icon in the top right corner and select Add People from the menu that appears.
Choose how you want to send the invitation (you can also get a link to the folder by clicking " Copy Link ").
Set the sharing options. To do this, click on " Sharing Options " and select " Can Make Changes " or " View Only ".
After the user receives the invitation and confirms it, the corresponding icon appears on the note.
After completing these steps, the invited user will be able to view or edit (if they have such rights) the shared note.
To get more control over the changes made in the general note, configure a few more additional options.
Open shared notes and tap the Add People icon in the upper right corner. If you want to highlight all changes and / or hide alerts, just activate the corresponding radio buttons. These options will be applied in case your members have permission to make changes. The settings will highlight the changes made in the text and send you notifications about the corrections made.
Change the access settings for a folder or note
After you share a note or folder in the Notes app on iOS, you can still edit or stop accessing it.
To change permissions in general for all users who have been granted access to a folder or note, open the folder or note and tap the Add People icon in the upper right corner.
Select " Terminate access " if you want to stop sharing a folder or a note or go to the " Sharing Options " and select the right access.
In addition, you can change the access right for selected users only. To do this, after going to the " Add people " screen, you will see a list of users to whom you have granted access to the folder or note, and the rights granted to them ("View only" or "Can make changes"). Click on the name you want to change access rights if necessary, or to stop accessing the folder (note) altogether.
How to share a folder or note for viewing only or editable on Mac
Open the Notes app on your Mac and use one of the following methods to share a note or folder.
Click the More button next to the folder in the sidebar and select Add People. This method is only suitable for sharing folders.
Click File → Add People To… and select a note or folder from the pop-up menu.
Click the button on the Notes toolbar to Add People To This Note or Folder, and select the note or folder.
In the window that appears, select the method for sending the invitation, and also configure access rights: " Only invited users can make changes " or " Only invited users can view ".
Click " Share " and continue the process according to your choice.
After completing these steps, the invited user will be able to view or edit (if they have such rights) the notes in the folder.
Change the access settings for a folder or note
After you share a note or folder in the Notes application, you can subsequently make changes to the list of people you invite.
Open a shared folder or note and click the button on the Notes toolbar to " Add people to this note or folder." You may notice that the button has a check mark and not a plus sign, as when creating a note or folder exchange.
A small window will open showing the people you've shared with and the access you're using. You can make several changes as needed.
- Access rights. Change the mode here from "view only" to "allow changes" or vice versa.
- Copy link. Click to copy the link to the note for future sharing.
- Close sharing. Tap to stop sharing a note or folder, then confirm by tapping Continue.
- Add users. Click here to add people to a note or shared directory. If you choose this option, an exchange window will appear. Be sure to set up " Permissions " before clicking the " Share " button.
Whether you're using the Notes app to collaborate in the office or share with your home, it's nice to see improvement with shared folders and view-only options.
Tell us what you think of these updates for Notes. Are these the features you've been waiting for?
See also:
- 10 iPhone and iPad Notes features you might not know about.
- How to select and delete messages in iMessage using a gesture.
- How to change screenshots folder on Mac (macOS).
