Sharing & permissions

Brian Park
Oct 17 '17 Β· 12 min read Β· 1418 views
Notion is built to be super collaborative, so there's a number of ways to share the content you create with other people. Our permission levels ensure that they access this content exactly the way you want them to 🀝

Ways to share

There are several different ways you can share the pages and databases you build in Notion with folks inside and outside your workspace. Below is an overview of all the ways to share.
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Note: Before we get into it, be advised that when you share a page, all of its sub-pages will be shared the exact same way!

Share menu

First, here's a quick tour of the Share menu, which can be clicked at the top right of your page. On mobile, click the share icon between β€’β€’β€’ and the clock icon for the same options.
  • Each row in this menu represents a different person or group of people you can share the page with. In the menu above:
    • Public Access means the entire web can access the page.
    • Workspace Access means everyone in the workspace can access the page.
    • Community is an example group of members that can access the page. More here β†’
    • Georgia O'Keeffe is an example guest on the page from outside the workspace.
  • The toggle switches to the right turn access on and off for each person or group.
  • The dropdown menus to the left of the toggles let you set their level of access.
  • Copy Page Link copies the page's unique URL to your clipboard so you can share it with whoever you want. Still, only people with access to the page can see it.
  • Invite a Person lets you add people both inside or outside your workspace to a page using their email address.
    • External folks will be added as guests.
    • You can assign both guests and other workspace members a level of access using the dropdown in the invite window:

Share with your team

You can collaborate with other people in Notion by adding them as members to your workspace. These can be your teammates at work, friends, or anyone you want to work with on pages. There are a few ways to share Notion pages with other members so you can work together:
  • Any page in the Workspace section of your sidebar is shared with all workspace members.
  • You can drag a page from Shared or Private in your sidebar into Workspace to share it.
  • In the Share menu, you can switch on Workspace Access to give all members in your workspace access to the page at a certain level selected from the dropdown:

Share with individual teammates

Sometimes you'll want to share a page with only select other members of your workspace β€” like a meeting doc you share with your manager, or notes for a small project team.
  • Click Share at the top right of a private page you want to share with these members.
  • Click the Invite a Person button and add the members you want by typing in their email addresses. You can set their access levels from the dropdown in the invite window.
  • Pages that you share with only a few members but not your entire workspace will show up in the Shared section of your sidebar. Drag them into Workspace to share them team-wide.

Share with groups

To make it easier to share with commonly-used groups (i.e. your company's engineering team or community team), you can create your own member groups and assign them permission to access pages as units. Full guide on groups and group permissions here β†’
Here are quick instructions for group sharing:
  • Go to Settings & Members and you'll see a list of all your members and guests. Click the Groups heading at the top of that list.
  • Click Create a Group, give it a name, and add the members you want.
  • To share a page with a particular group, go to Share at the top right of that page. You'll see the group name (in this case, Community). Switch on access for that group and set an access level using the dropdown:
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Tip: Workspace Access sets the minimum access level for everyone in your workspace. You should disable it or set it at Can Read in order to give groups higher access levels.

Share outside your team

You can invite people from outside your workspace to join pages as guests. Let's say you want to share a Notion page with an external contractor you've hired. Or perhaps you're the contractor and you want to share a page with a client. This is an ideal solution.
Quick instructions for sharing with guests:
  • Click Share at the top right of the Notion page you want to share externally.
  • Click the Invite a Person button and add the people you want using their email addresses. Set their access levels using the dropdown menu.
  • Whoever you invite this way will receive an email with a link to the page you've invited them to view or edit.
  • If you want to see all the guests in your workspace and the pages they have permission to access, go to Settings & Members and scroll to the bottom of the Members tab.
  • In this same window, you can remove guests from your workspace, change their access levels, or convert them to full members. More on this here β†’

Share on the web

To make a Notion page viewable as a site on the web or to share it with people who don't use Notion, you can turn on Public Access. Anyone with the link to the page will be able to see it.
Quick instructions for making pages public:
  • Click on Share at the top right of the page you want to publish to the web.
  • Switch on Public Access.
  • Click Copy Link to copy the page's unique URL to share.
  • By default, the access level will be Can Read. You can choose Can Comment if you want people signed into Notion to be able to comment.
  • You'll see a couple other options too:
    • Allow Search Engines: Switch this on so that your page can appear in search results on Google and other search engines. This is off by default.
    • Allow Duplicate as Template: Switch this off so that other Notion users can't duplicate your page to their own workspace to edit. This is on by default.
  • Only people with the page's unique URL will be able to see it.

Stop sharing

If you have full access to a page, you can disable sharing with anyone at any time.
  • The fastest way is to move the page from Workspace or Shared in your sidebar to the Private section. Make sure this is what you really want to do, though, because everyone else will lose access.
  • Click on Share at the top right of the page, and switch off access for your workspace, individuals, groups, or the public. You can also select Disable from the dropdown next to any of these.
  • For guests, click Share and then select Remove from the dropdown next to their names. You can also go to Settings & Members, scroll down to find the guests you want, click on the dropdown to the right of their names and click the Remove button.

Permission levels

This is where Notion's sharing options get nuanced and granular. For every person or group you share with, you can assign a different level of access. For example, this is helpful if:
  • You want only a few people to edit a page, while everyone else reads it.
  • You want some pages to only be visible to a specific team.
  • You only want to collect comments on a piece of writing.
Below are all the access levels you can choose from and what they mean πŸ”“
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Note: One more reminder that when you share a page, all the sub-pages it contains will be shared with the same people in the same way.

How to edit permissions

Whenever you invite someone to a page, or click on Share, you'll see right-hand dropdown menus next to people or groups that let you select their level of access: Full Access, Can Edit (available only on paid plans), Can Comment, and Can Read.
  • Here's what that looks like in the Invite menu when you click Invite a Person: (Type their email, select their access level, then click Invite.)
  • And here's what that dropdown looks like next to groups and guests in your Share menu:

Full access

People with full access to a page can edit any of the content it contains and share the page with anyone they want using all the mechanisms in this guide.

Can edit

This access level is only available on paid plans. Select this level of access for people or groups who should be able to edit the content on the page but not share the page.

Can comment

Select this level of access for people and groups who should only have the ability to comment on a page's content, not actually edit it. They also can't share the page with others.

Can read

People with Can Read access can simply read the content on the page, but not comment on it or edit it. They also can't share the page with others.

Disable access

To revoke a person or group's access to a page (and it's sub-pages), choose Disable from the list of access options in the dropdown menu to their right in the Share menu. They won't be able to view the page anymore, and it will disappear from their sidebar.
  • Remove a guest by choosing Remove from the dropdown to the right of their name in the Share menu.

Workspace access

The Workspace Access toggle is located in your Share menu. Switching this on gives all members in your workspace that level of access to the page. It can only be over-ridden by a higher level of access granted to individuals, guests or groups.
  • If you want to make a page in your workspace only visible to some people, then you'll need to disable Workspace Access for the page, or invite them to an otherwise private page.
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Note: People who do not have any access to a page will not see it in their workspace. It might appear in your sidebar, but not in theirs.

Sharing settings

As an admin in a workspace, you can prevent content from being shared by turning on certain security settings.
  • Go to Settings & Members at the top of your left sidebar.
  • Click Settings in the sidebar of the window that pops up.
  • Scroll down to the Security section, where you'll see four toggle switches.
    • Prevent members from sharing pages publicly: Switch this on to disable the Public Access option for everyone in your workspace. No content can be put on the web.
    • Disable guests: Switch this on to prevent members in your workspace from inviting people outside of your team to Notion pages.
    • Disable moving pages to other workspaces: Switch this on to prevent members from moving pages between workspaces.
    • Disable export: Switch this on to prevent members in your workspace from exporting individual pages as downloadable files that can be shared outside Notion.
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Note: These options aren't visible to non-admin members of your workspace. They aren't available on the mobile apps either.

See who's sharing a page

You can tell who else has access to a page because their avatars/profile photos can be see in the bar at the very top of the page.
  • An avatar appears faded out if that person is not currently looking at the page.
  • An avatar appears unfaded if the person is currently on the page.
  • Hovering over an avatar will show you the person's name, email, and when they were last on the page.
  • When people are collaborating on the same page at the same time, you'll see their avatars move next to the blocks they are looking at or editing.
  • Click β€’β€’β€’ at the top right of any page and look at the bottom of the menu that pops up. You'll see who last edited the page and when.

FAQs

  • I tried adding a guest to my workspace but they were turned into a member automatically. How can I prevent that?
    You may have the Allowed Email Domains setting turned on. When enabled, this feature allows people with that email domain to join your workspace as a member automatically. You can disable this setting in the Settings tab of Settings & Members in the left sidebar.
  • I want to share a page with a client, but they don't use Notion.
    There's a couple different ways to share pages with a client or other external collaborator:
    • You can enable Public Access in the Share menu, and share the URL with them. As long as you keep the Allow Search Engines setting disabled (always disabled by default), only people with that exact URL will be able to access the page. They'll be able to view the page, even if they don't have a Notion account. However, they won't be able to make any edits, leave comments, or sort/filter a database.
    • If you want you client to be able to make edits on your page, you can add them as a Guest by using the Invite a Person button in the Share menu. However, they'll need to create a Notion account first before they can make any edits.
  • My Export button is missing, it doesn't appear in any menus.
    You may have the Disable Export setting enabled in the Settings tab of Settings & Members in your left sidebar. You'll need to be an admin in your workspace, and on desktop to change this.
  • Can I limit access to different parts of a database? Can you make it so that some people can see certain database views or properties, but not others?
    Unfortunately, database permissions don't get quite that granular yet πŸ˜“It’s a legit use case though, and definitely something we want to support in the future. Stay tuned!

Related guides

Something we didn't cover? Message us in the app by clicking ? at the bottom right on desktop (or in your sidebar on mobile). Or email us at team@makenotion.com ✌️
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