Note: Shared Notes is an extended functionality of Notes made for team users.

You can find a collection of all your shared Notes in two locations:

  • Your Mailbutler companion app (available only for Apple Mail users)
  • Your Mailbutler Dashboard

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.

Please select the software you are using for your emails.

If you want to Manage Team Notes in your Dashboard, click here.

Sharing Notes in Apple Mail

1. Open Apple Mail.

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. Click on the Sidebar button to reveal it, and to create a new Note.

Screenshot of Note button in Apple Mail

4. Note down what you would like to remember in your Note then click anywhere to save it.

5. If you made a mistake, remove the Note by clicking on the bin icon.

6. Locate the sharing button on the left-hand side of the box.

7. You can now select the team you want to share the Note with.

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

Share and manage Notes from your Apple Mail Companion App

Apple Mail users can share existing Notes or manage them from the macOS menu bar companion app.

Locate your Mailbutler menu bar app and click on Notes.

  • On the left-hand side you will find the sharing icon, to pick the team you want to share the Note with.
  • In the bottom right corner of the sharing icon you can see a picture of the team member who shared the Note with the team.
  • Quickly access the corresponding email of your shared Notes with the envelope icon.
  • Delete a shared Note you created by clicking on the bin icon.
  • In your Companion App you will also see Notes that members of your team  shared with the team. You will see the Note and a picture of the person who shared the Note.

Sharing Notes 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. Click on the Sidebar button to reveal it, and to create a new Note.

4. Enter the details of your Note, then click outside the box to save it.

5. If you made a mistake, remove the Note by clicking on the bin icon.

6. Locate the sharing button on the left-hand side of the box and select the team you want to share the Note with.

7. You can manage your team or add another one by clicking on Manage Teams at the bottom of the window.

 

Sharing Notes in Outlook

1. Open Outlook.

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. Click on the Sidebar button to reveal it, and to create a new Note.

4. Enter the details of your Note, then click outside the box to save it.

5. If you made a mistake, remove the Note by clicking on the bin icon.

6. Locate the sharing button on the left-hand side of the box and select the team you want to share the Note with.

7. You can manage your team or add another one by clicking on Manage Teams at the bottom of the window.

 

Sharing Notes 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.

Find Notes to share with a Team

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.

Choose a Team to share a Note with in the Notes tab

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 Team Notes in your Dashboard

You can manage your Team Notes from your Dashboard.

  1. Login to your Mailbutler Dashboard and go to Notes.
  2. 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.