Share a notebook

Choose who can read or write the notes in a notebook - in an organization, or one of your own.

In short

Share a notebook to let people read or write its notes. An organization's notebook is shared with people, teams or roles; one of your own is shared with one person at a time, by email. Anyone not shared with cannot see the notebook exists.

Before you start

• Who: only people who manage a notebook share it. In an organization your role is the ceiling: Write team notes can edit what is open to you, Read team notes only reads.
• Plan: every plan.
• First: for a notebook of an organization, work in that organization. A personal notebook is shared by email address with one person at a time.

Share an organization's notebook

1. Choose "Share notebook" from the notebook's … in the rail, the title row's menu, or the Visible to line in its header.
2. Under "Who can open it", choose Private, Team, Team and below, Everyone or Read-only for others, and the team it is filed under.
3. Add a person, a team or a role at View or Edit - or Manage for a person - with "Access until" if it should end. Changes apply at once.

Share a notebook of your own

1. Choose "Share notebook" on a notebook in your Personal Workspace.
2. Type the email address the person confirmed on their account and choose "View" or "Edit".
3. Press "Share".

A new organization notebook starts with your team

• When you make a notebook of the organization, Team is set to the team you are working in, or to your only team. Pick another team or No team before you press Create.
• The line under it says who the notebook starts open to: the team, as its settings say, or only you when it has no team.
• Later, Share on the notebook is the one place to change the team and who can view, edit or manage it.

Good to know

• In an organization your role is the ceiling: Write team notes can edit what is open to you, Read team notes only reads, whatever a share says.
• A new organization notebook starts private, or open to its team when filed under one.
• Managing a personal notebook stays yours. The person sees who shared it, and "Leave this notebook" takes it out of their lists. A personal notebook is never shared with a team or a role.
• A note in your own notebook stays private even when anchored to a record other people can see: counts and lists include only notes the reader can open.
• Your inbox tells you when someone shares a notebook with you, and when someone else edits a note you can open. Several edits to one note gather into one line.

If something goes wrong

• "You cannot give someone more than you hold on this notebook yourself."
• "That person is not a member of this notebook's organization."
• "A service account can edit a notebook at most. Managing a notebook is for people."

Related

• /help/notes/notebooks
• /help/organizations/sharing
• /help/notes/anchors