Manage shared notes and folders in Notes on Mac
Manage shared notes and folders by removing access, changing viewing permissions, hiding notifications, and more. See Share notes and collaborate in Notes.
Note: All Notes features described in this guide are available when using iCloud notes. Some features aren’t available when using accounts from other providers.
Change sharing settings
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.
If you’re the owner or co-owner: You can do all of the above plus change sharing settings for existing participants.
Go to the Notes app
on your Mac.
Control-click the note or folder you want to manage, then choose Manage Shared Note or Manage Shared Folder.
Tip: To manage shared notes, you can also click
or participant contact images in the toolbar. For shared folders, click
If the shared folder or note is in another shared folder, you may need to click Show Shared Folder to make changes. Do any of the following:
Invite participants to collaborate: Click Add Participants at the top of the window.
Remove access or cancel invitations: To stop sharing with all participants, click Stop Sharing at the bottom of the window, then click Continue.
To stop sharing with one participant, move the pointer over their name. Click
on the right, then choose Remove Participant or Cancel Invitation.
Note: Participants will no longer see the note, but you will still have access to it.
Change who can view and make changes to the note or folder: To change permissions settings for all participants, click the Permissions pop-up menu at the bottom of the window, then choose an option.
To change permissions for one participant, move the pointer over their name in the window. Click
Invite more people to collaborate: Click Add Participants, then follow the steps to Collaborate on a note or folder of notes.
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.
Leave a note or a folder that is shared with you
Go to the Notes app
Control-click the shared note or folder you want to manage, then click Manage Shared Note or Manage Shared Folder.
If the note you Control-clicked is in a shared folder, click Show Shared Folder.
Click Leave Share at the bottom of the window.
Manage notifications
Participants and owners can choose how notifications appear when others make changes to notes. An owner’s choice does not affect viewing preferences of participants, and vice-versa.
Go to the Notes app
Control-click the note or folder you want to manage, then choose Manage Shared Note.
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.
You can also highlight changes a participant made. See View activity in a shared note.