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Collaborate on default Mac applications: Notes, Calendar, and more

When you have to collaborate with co-workers, you may not be all in the same place. Maybe you’re part of a permanent remote team or maybe you’re working temporarily from different places. And while you can easily use a group communication app, it’s not always the most effective way to collaborate.


Whether it’s a project, a plan, or a piece of paper, you have the built-in apps right on your Mac that provide great sharing options for collaboration.

Collaborate by sharing Notes on a Mac

The Notes app is a great tool for taking notes and creating lists. And because it’s available on all Apple devices, you can sync and use it at any time. If you and your colleagues need to put your head in a project and keep your thoughts organized, you can share both folders and notes on your Mac.

To share a folder in Notes, make sure the folder’s sidebar is open. You can click Show folders button on the toolbar or view > Show folders from the menu bar, if it does not already exist.

Select a folder, and then share it in one of the following ways:

  • Right-click and select More people.
  • click on More (three dots) next to the name and select More people.
  • Care about file select from the menu bar More peopleand select Folder [folder name].
  • Click to More people button on the toolbar and select Folder [folder name].

To share a note only in a folder, select the note, and then share it in one of the following ways:

  • Care about file select from the menu bar More peopleand select Entry [note name].
  • Click to More people button on the toolbar and select Entry [note name].

A small pop-up window will appear with the sharing methods available and the permissions allowed. Them access, you can allow invited people to make changes or just view items.

Mac Notes Add people

Choose a sharing method, add email addresses or phone numbers if needed, and click Ice. Then follow the prompts to share the invitation in a folder or note. Once your recipient accepts the invitation and starts making changes, you’ll see the changes in real time.

Click the button to see each person you’ve shared More people button on the toolbar or file > Show attendees in the menu bar. Here you can also change their permissions, stop sharing with one or all, or add more people.

Mac Notes Show people

By sharing notes and folders, you and your group can easily work with items. Check our tips for organizing your notes

7 Ways to Organize Apple Notes for Smarter Productivity
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if they become a little messy.

Collaborate by sharing reminders on a Mac

The Reminders app on your Mac is great for creating to-do lists, setting priorities and deadlines, and of course receiving reminders. And like Notes, you can sync reminders with your iPhone and iPad.

To share the list in reminders, make sure the sidebar is open. click on view > Show sidebar from the menu bar to reveal it.

Then select the list you want to share and click Ice button next to the name or right-click the list and select More people.

Mac reminders Add people shortcut

You then select the sharing method you want to use. Unlike Notes, anyone you share the list with can make changes. Therefore, there are no permission settings. Select a method, add all the information required for the method, click Iceand follow the instructions.

Mac reminders More people

To view the people you’re sharing the list with, stop sharing, or add new people, click Ice button next to the list name.

Mac reminders Show people

When you and your team are responsible for a list of items or tasks in a job or project, you can each note the notes you make in your notes.

Collaborate by sharing your calendar on a Mac

With the MacOS Calendar app, you can access different calendars for each account you create. So you can use it for iCloud, Gmail, Exchange, and other account types. And by sharing your calendar, you and your group can stay up-to-date on work-related events, meetings, conferences, and more.

To share a calendar, make sure the Calendars sidebar is open. You can click Calendars button on the toolbar or view > Show calendar list to open it from the menu bar.

Select a calendar, and then share it in one of the following ways:

  • Right-click and select Share your calendar.
  • Care about Edit from the menu bar and select Share your calendar.
  • Click to Ice button to the right of the calendar name.

Click the Share enter the area of ​​the small window and enter the ones you want to share the calendar with. In most cases, you will see suggestions from the contacts to choose from.

Once you’ve added the people you want to share your calendar with, you can click the drop-down box for each person’s name. Then select the permission you want to allow: Just a view or View and edit. click on Made when you finish.

Mac Calendar Add people and permissions

When calendar invitations reach and accept recipients, the people you share with will have check marks next to their names.

Now with a shared calendar, everyone in your team can stay up-to-date on what’s needed – either for the company in general or for a specific project. And remember to share these tricks for managing your Mac calendar app

7 Must-Have Tricks for Managing Your Mac Calendar Application
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with your colleagues.

Collaborate by sharing photos or images

The Photos app on your Mac is useful for photos other than your pet and family. If you work for a business where you regularly work with photos and other images, use the Shared Album feature in Photos.

To create a shared album in photos:

  1. Click to a plus sign next to Shared albums in the sidebar.
  2. Give your album a name and optionally a comment, as the description.
  3. You can invite others to the album immediately by clicking a plus sign and selecting them from your contacts.
  4. click on Create and you are ready.

Mac Photos Create a shared album

If you want to create a shared album first and share it later, it’s easy to do. choose shared album and then click People button on the toolbar. Click to a plus sign and select the calling contact.

Mac Photos Shared Album View people

You can move existing photos to a shared album by dragging them there. It is also possible to import photos to an album from a Mac or iCloud Drive. click on file > Import and from the menu bar and follow the instructions to find, select, and import images.

Share other items with your Mac team

You can quickly share everything you find with Safari, save it to voice memos, or access it in Contacts by following these steps:

  • Share the page in Safari: Click Ice button on the toolbar or file > Ice in the menu bar.
  • Share a recording in Voice Memos: Click Ice button on the toolbar or right-click and select Ice.
  • Distribute the card in the Address Book: Select a contact card and click Ice button in the lower right corner of the window or right-click and select Ice.

And remember, you can still send email and Messages to your business Sharing your Mac screen via Messaging

How to share your Mac screen with messages (you don’t need FaceTime!)
Here’s how to share your Mac’s screen with Messaging: no online accounts, software downloads, or unnecessary ads.
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with colleagues.

Collaborate by sharing your Mac

Take advantage of these default apps and their sharing features on a Mac instead of using copy and paste methods in conjunction with notes, reminders, events, or pictures.

If you want collaborate with Pages, Numbers, or Keynote on a Mac

How to collaborate in real time with Pages, Numbers, and Keynote on a Mac
MacOS pages, issues, and Keynote provide great collaboration features when you work from home or in the office.
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, we also have a useful tutorial for sharing these documents.

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