Share a Notetaker folder with other people
Last updated: October 11, 2026
Available on: Mac, Windows
Share a Notetaker folder so teammates can read the notes you keep in it — and file their own notes into it. You add people from the folder dialog, and the folder appears in their own folder picker.
What sharing a folder does
Members can read the notes the folder holds and add notes of their own. Everyone you add is a Contributor — there is no view-only role — and contributors cannot rename the folder, change its description, or add or remove people.
One dialog handles all of this: in the Folders tab, open the ⋯ menu on the folder's row and choose Edit if you own the folder, or View if you are a member.
Note: Folders belong to the account you're signed into. Signing in with a different account clears the previous account's folders.
Share a folder
Open the ⋯ menu on the folder's row in the Folders tab and choose Edit.
Search the Share folder with field. Suggestions are grouped under People, Departments and Company, and typing filters all three at once; you can also type an email address. Anyone already shared with, and your own address, aren't suggested.
Pick a person, a department or the whole company to add it to the field as a chip. Each department and the company shows how many people it covers. You can add up to 50 people at a time.
Click Add to send the chips plus any valid address you typed in one go. Choosing the whole company asks you to confirm first, showing how many people that covers.
People who were added appear in the member list below the owner row, labelled Contributor; departments and the company appear as their own rows. An address that couldn't be added stays in the field with its reason: there's no Wispr Flow account for it, that account can't be added to this folder, or the person is already a member. Text that isn't a valid email address is ignored. If your organization allows only a note's owner to share it, the picker offers people only, with a caption explaining why; if departments can't be loaded, the picker offers a retry.
Note: You can also share while creating a folder. There's no Add button there — your picks wait in the field and are added when you click Create. If one of them can't be added, the dialog stays open in edit mode; the folder is created once, never twice.
Creating a shared folder from a note
When you open the Create Folder dialog from a note — from the note's folder picker, a Create folder chip, or the share modal — the Sharing field also offers that meeting's participants as chips, plus Add all participants. They're added when you click Create, and the note is filed into the new folder. Participant chips aren't offered if an admin has restricted note sharing to the note's owner. A folder created with nobody in it stays a personal folder and won't appear in the share modal's folder picker.
When an admin has turned sharing off
An administrator can turn note sharing off for the folder owner's account. The folder and its people stay in place, but sharing pauses until the policy changes. This applies offline too.
If you own the folder: the Sharing section reads Sharing is turned off by your admin. People stay in this folder, but they can't see your notes here right now, and you can't add anyone. The search and people, department and company picker are hidden. Existing members stay listed and you can still remove them; departments you staged but hadn't saved are dropped when you save.
If you're a member: the section reads Sharing is turned off by the folder owner's admin. You can't file notes here or see the owner's notes right now.
In the folder picker: the folder is a locked row you can't click, with the reason Sharing is turned off by the folder owner's admin on hover. A note already in that folder can still be unticked to take it out.
Adding notes to a shared folder
Owners and contributors can both file notes into a shared folder. In a note's folder picker, folders sit under Personal folders and Shared folders headings, and each shared folder shows how many people it's shared with. Filing a note into a shared folder shares it: the note appears in the Shared with me tab for the folder's owner and every member, even if you never created a share link for it.
Each note keeps its own sharing rules: a note follows its owner's organization sharing policy, and a note listed in the folder can always be opened by the folder's people.
Edits reach everyone: title, body or speaker-label changes show in members' Shared with me list at their next sync, and the owner and every member are notified when anyone updates the folder.
Who filed what: the folder owner sees who added each note; contributors see that for their own notes.
Leaving or being removed: the notes you added are removed from the folder along with your access, and folder-shared notes drop out of your Shared tab at the next sync. Notes shared with you directly stay.
Note: Adding and removing notes is limited to a reasonable number of changes in a short period. If you hit the limit, wait a moment and try again.
Remove a note from the folder
Right-click a note in the open folder and choose Remove from folder. The row leaves the folder immediately and you stay in the folder view; if the removal doesn't go through, the note comes back and an error message appears. Owners can remove any note in the folder; contributors can remove only the notes they added — right-clicking someone else's note shows no menu.
Remove someone, leave, or delete
Owners: remove access or delete the folder
In the folder dialog, remove a person from the member list. A confirmation appears in place — Remove {name}? with Their notes leave this folder. — with Cancel selected by default; press Escape to cancel it without closing the folder dialog. Confirming ends their access and takes the notes they added out of the folder.
Remove a department row or the company row the same way. That confirmation notes that notes already filed in the folder stay in it.
To delete the folder, choose Delete from the ⋯ menu on its row or in the open folder's header, or use the delete icon in the corner of the dialog, then confirm. The confirmation asks Delete the folder “{name}”? and explains that only the folder is deleted — your notes stay in your library. If the folder is shared, including when it's shared only with a department or the whole company, it also warns that members, and you, lose access to notes that were only visible through that folder.
Contributors: leave a folder
Choose Leave folder from the ⋯ menu on the folder's row or in the open folder's header — or open View and use the leave icon in the corner of the dialog — and confirm. The confirmation names the folder in quotes. You lose access to the folder's notes, and the notes you added are removed from it.
What contributors see
In the folder picker: shared folders sit under the Shared folders heading with a folder-with-people icon and a shared with you label.
Inside the folder: the notes it holds, grouped by day, with the owner's name in the header. Opening one shows it in the shared-note reader. An empty folder invites you to file notes into it.
In the dialog: the folder name, description and people list as read-only text, with (you) next to your own row.
FAQs
Why is a folder listed as shared when nobody is in its people list?
It's shared with a department or with your whole company, so it counts as shared even with no individual members — it carries the shared folder-with-people icon and shows the shared-folder warning when you delete it. A grant from a department that no longer exists still counts.
How is this different from sharing a single note?
A shared folder gives ongoing access to everything kept in it. For one-off sharing of a single meeting, see Sharing meeting notes from Notetaker.
What happens to someone's access if I remove them?
The folder and its notes stop appearing in their folder picker and drop out of their Shared with me tab at the next sync, and any notes they added are removed from the folder. The same applies if they leave on their own.