Note: Shared Notes is an extended functionality of Notes. You can share Notes on the Professional, Professional+ and Business plan.

In order to be able to share Notes, you need to first add the person you would like to share Notes with as a Collaborator. You can find the instructions on how to add Collaborators here.

If you are the owner of the shared Note, you have the permission to make changes, delete or revoke sharing access of your Note anytime.

If you are the recipient of the shared note, you can find the shared note on the New Dashboard.

For more general information about the Notes feature, check out our feature page.
For more general information on the Collaborators feature, please see here.

Please select the software you are using for your emails.

To read about how to manage shared Notes in your Dashboard, click here.

How to share a Note in Apple Mail

1. Open Apple Mail.

2. Go to an email that already has a Note attached (skip to step 5); or create a new one (following steps 3-4).

3. Go to the Mailbutler sidebar and click on the Note icon. 

4. Write your Note. It will be saved automatically.


5. Click anywhere inside the Note to reveal the sharing button. Then click Share with.

6. Select the Collaborator you want to share the Note with.

7. Click Share to share the Note with a Collaborator.


8. You can manage your Collaborators or add another one by clicking on Manage Collaborators at the bottom of the window.

 

How to Share a Note in Gmail

1. Open Gmail.

2. Go to an email that already has a Note attached (skip to step 6); or create a new one (following steps 3-5).

3. Go to the Mailbutler sidebar and click on the Note icon. 

4. Write your Note. It will be saved automatically.

5. To add a Note when composing a new email, click on the Note icon at the bottom of the compose view. Then, write your Note. It will be saved automatically.

6. Click anywhere inside the Note to reveal the sharing button. Then click Share with.

7. Select the Collaborator you want to share the Note with.

8. Click Share to share the Note with a Collaborator.

9. You can manage your Collaborators or add another one by clicking on Manage Collaborators at the bottom of the window.

 

How to Share a Note in Outlook

1. Open Outlook.

2. Go to an email that already has a Note attached (skip to step 5); or create a new one (following steps 3-4).

3. Open the Mailbutler Sidebar and click the Note icon.

4. Write your Note. It will be saved automatically.

5. Click anywhere inside the Note to reveal the sharing button. Then click Share with.

6. Select the Collaborator you want to share the Note with.

7. Click Share to share the Note with a Collaborator.

8. You can manage your Collaborators or add another one by clicking on Manage Collaborators at the bottom of the window.

 

How to share a Note on Mobile

Option 1: Look for Notes of a specific email in the Emails tab.

1. Open your Mailbutler mobile app.

2. Go to Emails and find the email that has the Note you want to share.

3. Click on the Note icon. You will then find all the Notes and Tasks attached to this Email.

4. Find the Note you want to share.

5. Click on Manage Teams and choose a team you want to share that Note with.

Option 2: Look for a specific Note in the Notes tab.

1. Open your Mailbutler mobile app.

2. Go to Notes and find a Note you want to share.

3. Click on Manage Teams and choose a team you want to share that Note with.

Share and manage Notes in the Mobile App

In the Mobile App, a list of all the Notes is provided, which you can easily manage. Filter the list of Notes you want to see by clicking on the filter button on the top right.

  • Choose a team you want to share a specific note with by clicking on the Teams icon.
  • By clicking on the envelope icon, you will see more information and you can also add a Follow-Up Reminder or another Note / Task.
  • If you want to delete the note then all you need to do is swipe the Note to the left.

 

Manage Shared Team Notes in the New Dashboard.

You can manage your Team Notes from your Dashboard.

1. Open Mailbutler and click on the Dashboard button.

2. You will see that a member of the team has shared a Note.

3. Go ahead and click the fourth icon or Notes to manage your notes including the shared notes.

 

3. Search for Notes, sort your Notes or filter your Notes. 


  • To open the email a Note pertains to click on the envelope icon.
  • To delete a note you have created, click on the bin icon.

Syncing Shared Notes with other apps

If you want to have your Shared Notes in your note-taking apps, Mailbutler allows you to share them across other productivity platforms. Shared Notes can be synced with 3rd party apps such as Evernote and OneNote.

Find out more about Mailbutler for Teams and other collaboration features available.

For more general information about the Notes feature, check out our feature page.
For more general information on Team Collaboration, please see here.