Ipad Pro Notes Collaboration HeroSource: Christine Romero-Chan / iMore

Sometimes, the notes you write are important for others, too. If you've created a shopping list that you want to share with your spouse or lecture notes that you want to collaborate on with classmates, you can share and work on those notes in real-time using the Notes app. It's easy to invite others to collaborate with you and get working right away. You just need to share it with their Apple ID.

How to invite people to make changes to notes

Once you've started a note, you can invite others to view and collaborate on it with you.

  1. Open the Notes app.
  2. Select a note to share and edit with others.
  3. Tap the Collaborate icon at the top of the screen. It looks like the silhouette of a head with a plus sign (+) next to it.

    How to invite people to make changes to notes in the Notes app on iPhone and iPad by showing steps: Launch Notes, select a note, tap CollaborateSource: iMore

  4. Choose how you would like to send the invitation: You can use Message, Mail, social media, or productivity apps.
  5. Enter the recipients' names. You can send invites individually or as a group.
  6. Tap the arrow in the text field to send.

    How to invite people to make changes to notes in the Notes app on iPhone and iPad by showing steps: Select share method, type name of recipients, tap send inviteSource: iMore

The recipients will receive a link to the note in iCloud, which they can then use to collaborate on iPhone and iPad running iOS 10 or later or on iCloud with a Mac or PC.

How to work on a note in real-time with others

Once invited, others can begin editing and adding content to your note. Whether it's a checklist, photo, or sketch, everyone can collaborate.

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You can see, in real-time, the phrases being edited. When another person is editing a note, you'll see their words highlighted on the screen. If you come across such activity, try to hold off adding your own information until the other person is finished. This, unfortunately, can cause some complications when multiple people are trying to edit the same thing. Since updates are synced via iCloud, you might start typing something, only to see it disappear a few seconds later.

See what has changed in a note in Notes on iPhone and iPad by showing highlighted changes in real-timeSource: iMore

How to see what has changed in a note, even if you're not working in real-time

You can see changes others have made with the Highlight Changes feature. This makes it easier to see what's been added without having to watch it change in real-time.

  1. Open the Notes app.
  2. Navigate to the Note you are sharing.

    See what has changed in a note even if you aren't working in real-time in Notes on iPhone and iPad by showing steps: Launch Notes, tap collaborative noteSource: iMore

  3. Tap the Collaborate icon. It looks like a silhouette of a head with a checkmark icon next to it.
  4. Tap the Highlight All Changes switch to turn it on.

    See what has changed in a note even if you're not working in real time on Notes on iPhone and iPad by showing steps: Tap Collaborate button, turn Highlight All Changes to ONSource: iMore

The color of the highlight will be based on the person that made the changes.

How to change permissions on a shared note

  1. Launch the Notes app on your iPhone or iPad.
  2. Tap on the collaborative note that you want to edit permissions on.
  3. Tap the Collaborate button. It looks like a silhouette of a head with a checkmark next to it.

    How to change permssions on a shared note in Notes on iPhone and iPad by showing steps: Launch Notes, tap the collaborative note, tap the Collaborate buttonSource: iMore

  4. Tap Share Options.
  5. Select whether you want to let people Make Changes or View Only.

    Change permissions on a shared note in Notes app on iPhone and iPad by showing steps: Tap Share Options, choose your permission preferenceSource: iMore

How to stop receiving notifications about changes to a note

If you don't want to hear a distracting "ding" every time someone makes, even a minor change to a note you're collaborating on, you can quiet your note and your nerves.

  1. Open the Notes app.
  2. Navigate to the Note you are sharing.

    Stop receiving notifications about changes to a notein Notes on iPhone and iPad by showing steps: Launch Notes, tap collaborative noteSource: iMore

  3. Tap the Collaborate icon. It looks like a silhouette of a head with a checkmark icon next to it.
  4. Tap the Hide Alerts switch to turn it on.

    Stop receiving notifications about changes to a note in the Notes app on iPhone and iPad by showing steps: Tap Collaborate button, turn toggle for Hide Alerts to ONSource: iMore

How to stop sharing a note

Once you've finished working on a note with your group and don't need any more editing help, you can stop sharing it with the group. Here's how.

  1. Open the Notes app.
  2. Navigate to the Note you are sharing.
  3. Tap the Collaborate icon. It looks like a silhouette of a head with a checkmark icon next to it.

    How to stop sharing a note in Notes on iPhone and iPad by showing steps: Launch Notes, tap the collaborative note, tap the Collaborate buttonSource: iMore

  4. Tap Stop Sharing to remove all people from having access to the note.
  5. Confirm that you want to stop sharing the note by tapping OK.

    Stop sharing a note in the Notes app on iPhone and iPad by showing steps: Tap Stop Sharing, confirm by tapping OKSource: iMore

How to remove individual access to a note

If someone has left your project team, or you accidentally shared a note with someone that isn't on your team, you can also remove individual collaborators from the group.

  1. Open the Notes app.
  2. Navigate to the Note you are sharing.
  3. Tap the Collaborate icon. It looks like a silhouette of a head with a checkmark icon next to it.

    How to remove an individual's acces to a note in Notes on iPhone and iPad by showing steps: Launch Notes, tap the collaborative note, tap the Collaborate buttonSource: iMore

  4. Swipe to the left and tap Remove
  5. You can also tap a person's name and then tap Remove Access.

    How to remove an individual's access to a note on Notes on iPhone and iPad by showing steps: Swipe left on individual and tap Remove, or tap the individual and then tap Remove AccessSource: iMore

Any questions?

Do you have any questions about how to collaborate on a note in the Notes app? Let me know in the comments, and I'll help you out.

Updated June 2020: Updated for iOS 13.

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