Collaborate on Notes in iOS 10 - A Quick Guide
Collaborating on Notes within iOS
The iOS Notes application serves as a practical tool for capturing ideas and managing to-do lists. Over time, the app has been enhanced with new functionalities. iOS 10 introduced collaborative features, enabling shared note-taking.
While not as comprehensive as platforms like Google Docs, Notes collaboration offers a streamlined approach to sharing. It’s particularly well-suited for coordinating simple tasks, such as grocery lists, event planning, or travel plans, with family and friends.
Initiating Collaboration
To begin, open an existing note or create a new one within the Notes app. Then, tap the icon depicting people with a plus sign.
This action will bring up the “Add People” screen. At the screen’s base, you’ll find icons representing various sharing applications, mirroring the standard iOS share sheet.
Sharing via iMessage
For this example, we will share the note through the Messages app. Select “Message” from the available options.
The New iMessage screen will appear, with a link to the note already attached. To designate a recipient, tap the plus icon in the upper-right corner or begin typing their name next to the “To” field and choose the appropriate contact. Repeat this process to include multiple collaborators.
You can add a message to accompany the shared note if desired. Finally, tap the blue up arrow to send the iMessage.
Receiving and Viewing Shared Notes
The recipient will receive the note as an attachment within iMessage. Tapping this attachment will open the note directly within their own Notes application.
Any additions made by collaborators will be visible in real-time, briefly highlighted in a pale yellow color.
Important Note: The Notes app does not support simultaneous editing by multiple users. Only one person should edit the note at any given time.
Managing Sharing Permissions
When a note is shared, the people icon at the top will display a check mark instead of a plus sign. Tap this icon to access and manage the sharing settings.
The “People” screen will show all individuals with access to the note. You can completely revoke sharing access by selecting “Stop Sharing”.
Alternatively, to remove access for a specific person, tap their name…
…and then tap “Remove Access” on their individual information screen.
Deleting a shared note will remove access for all collaborators and delete it from their devices as well. A warning message will appear before deletion.
Identifying Shared Notes
Shared notes are visually distinguished in your note list by a person icon.
Currently, shared notes cannot be locked. Attempting to lock a shared note will trigger a dialog box indicating this limitation. Further details on note locking and other features can be found in dedicated Notes app guides.
It’s important to note that the Notes collaboration feature does not provide an edit history or identify who made specific changes. However, for simple list collaboration or information sharing, the feature within iOS 10 offers a convenient solution.