Shared Notes lets you create folders and notes, format content, set sharing and privacy, and move or delete notes across your team.
Organize notes into color-coded folders
Switch between grid and list views for folders
Create and rename notes
Format content with a rich text editor toolbar, including text highlighting
Control sharing and privacy per note
Move notes between folders and delete notes
Navigate to the Team section in the left-hand menu.
Click Shared Notes (the fourth item under Team).
Shared Notes includes a default folder called All Notes, which holds notes that have not been filed into any folder.
Use the Grid / List toggle above the folder list to switch how folders are displayed. Your choice is remembered on your browser.
Grid view: shows each folder as a card with its note count and visibility.
List view: shows folders as rows with columns for name, visibility, note count, and when the folder was last updated (for example "Today", "3d ago", or a date).
Click the New folder button.
Enter a name.
Choose a color from the available color dots (hover a dot to see its name).
Choose a visibility: Public (your team), Share with Specific People, or Private.
The folder is created automatically and appears in your folder list.
Hover a folder and open its options menu (the three-dot icon) to:
Rename the folder
Manage Sharing (folder owners only)
Change the folder's Color
Delete the folder
Click Back to Folders to return to the main folder list at any time.
Click the folder where you want to add a note.
Click Create New Note.
A new note is created automatically.
Click the title area labeled Untitled Note.
Type your desired note title.
A dot indicator shows when the note was last updated, including the date and time.
You can control who has access to each note:
Private: only you can access the note.
Share with Specific People: select users from a drop-down menu, then click Update Sharing to save changes.
Each note displays its current sharing status, such as:
Private
Shared with Specific People
Within a note, you can format and enhance content using the editor toolbar:
B: bold
Italic: italicize
U: underline
S: strikethrough
Bulleted list
Numbered list
Insert link
Insert image
Highlight: apply a colored background to selected text
Select the text you want to highlight.
Click the Highlighter icon in the editor toolbar.
Choose a color from the palette: Yellow, Green, Blue, Pink, Orange, or Purple.
To remove a highlight, select the highlighted text, click the Highlighter icon, and choose the Remove highlight option (the crossed-out circle icon).
Notes can be moved between folders as needed.
Click the red Delete button to permanently delete the note.
When someone shares a note with you or updates a note you are tagged in, MyOps sends an email that shows the note itself, not just the fact that it exists.
The email shows:
Who shared the note, and when
The note's title, folder, and who else it's shared with
The note's content: paragraphs, bullet lists, and headings keep their formatting
Attached files, if any
A long note is cut off with a "note continues" notice, and a note made up only of images points you to open it in MyOps to view them.
If you were already tagged on the note, the update email leads with a "What changed" section: what was added, what was removed, and what was reworded. Below that, it shows the note as it now reads.
If the edit is too large to summarize clearly, the email skips the change list and shows the current note instead.
If you are newly tagged on an updated note, you get the same email as a fresh share: the current note content, with no change list, since you have not seen an earlier version.
Every email includes an Open note button that takes you straight to the note in MyOps.
When someone shares a note with you, tags you, or edits a note you can see, you get an email. The subject line names the person and the note: for example, "Max Smith shared a note with you: Buyer feedback: 4821 Cherry Creek Dr".
The email body shows:
The note's title, folder, and who it's shared with
The note's content, as plain text pulled from the note body (up to 12 blocks; a longer note shows "Note continues" and links you back into MyOps to read the rest)
Any attachments on the note
If the note is edited, the email adds a What changed section listing what was added, removed, or reworded since your last notification. When an edit is too large to summarize, the email skips the change list and shows the note as it now reads instead.
A note made up only of images shows a note pointing you to MyOps to view them, since images aren't included in the email itself.
Private notes never generate an email with note content: notifications for those are limited to what they always were.
When someone tags you on a shared note, or edits a note you are tagged on, MyOps sends an email. That email now shows the note itself, not just a generic alert.
The email shows:
The note's title and folder
Who it is shared with
Any attachments
The note's content, broken into paragraphs, list items, and headings the same way you wrote them
A long note is capped in the email; MyOps shows the first part and tells you the note continues, with a button to open it. A note made up only of images says so and points you to the app to view them.
The email adds a What changed panel above the note content, so you can tell at a glance what happened without rereading the whole note:
Added text appears with a green rail
Changed text shows the old wording struck through above the new wording
Removed text appears struck through and muted
Below that, a The note now reads panel shows the note's full current content.
If an edit is too large to summarize usefully, or if it only rewrote formatting without changing any words, the What changed panel is left out and the email just shows the note as it stands now. Someone newly tagged on a note always sees the note itself, never a change list for edits made before they were tagged.
When someone shares a note with you or edits a note you're tagged on, MyOps sends an email that shows the note itself, not just a link.
The subject line names who acted and the note's title, for example "Max Smith shared a note with you: Buyer feedback".
The note's folder and who it's shared with.
Any attachments on the note, by filename.
The note's text content, broken into paragraphs, headings, and list items.
An Open note button that takes you straight to the note in MyOps.
If a note runs long, the email shows the first part and says "Note continues" so you know to open it in MyOps for the rest. A note made up only of images shows a message pointing you to MyOps to view them.
When a shared note you're already tagged on gets edited, the email adds a What changed section above the note, listing what was added, changed, or removed since your last notification. The current version of the note still follows underneath, labeled "The note now reads".
If an edit is too large to summarize clearly, the email skips the change list and just shows the note as it stands now.
Being tagged on a note for the first time never shows a change list, since there's nothing earlier to compare against.
