Share notes and notebooks
Invite people to a note or notebook by username and give each of them Can edit or View only access.
Applies to Web · Mac · iPhone app · only the owner can change sharing
Notes in CommonNote are private to you by default. To work with colleagues, share a single note, or share a notebook so they see every note in it. You invite people by their username; email addresses and partial names aren’t searched.
Two access levels
| Access | What they can do |
|---|---|
| Can edit | Edit the text, comment, hand off tasks and finalize records. |
| View only | Read only. They can’t add comments or check off review comments. |
Only the owner can invite people, change their access or remove it. People with Can edit access can’t change sharing.
Share a note
- Open the note and click Share in the note header. You can also right-click the note in the note list and choose Share & permissions.
- Type the person’s exact username in Invite by username (it isn’t case-sensitive).
- Choose Can edit or View only and click Invite.
Invited people appear in the list, where you can use Change permission or Remove access for each person. For them, the note header shows that the note was shared with them and at what access level.
Share a notebook
- Right-click the notebook in the sidebar and choose Share & permissions.
- Enter a username, choose the access level and click Invite.
- When inviting with Can edit, turn on Allow creating notes in this folder if they should be able to create notes in this notebook too. You can change this later per person with Create notes in the list.
Invited people see every note in this notebook and its sub-notebooks. Notes you create in it later are shared automatically.
Share with a team project
To share with everyone on a team, right-click the team under Teams in the sidebar and choose New project (shared notebook). Every team member can edit that notebook, and removing someone from the team removes the team’s share of that notebook. They can still open anything they own there (for example a team project they created) and notes you shared with them directly. See Create and manage a team.
Links and nudges
Right-clicking a note in the note list also offers:
- Copy share link copies the in-app address of the note. Only invited people can open it. To let anyone read it without signing in, see Publish a read-only web link.
- Share via KakaoTalk (copies message) copies an invite message with the note title and link, ready to paste into KakaoTalk. The recipient must already be invited to the note to open it.
- Nudge colleague — send notification sends a nudge notification to everyone on the note.
Good to know
- You can invite approved users from other workspaces to notes and notebooks.
- Remove access removes only the permission given on that note. If you also shared its notebook, or it sits in a team project, they can still open it that way — remove those shares too. What they wrote stays in the note.