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Streamline Your Workflow

Group related notes and create sub-collections for a more detailed system. Organise by priority or project phase so you always focus on the most important tasks.

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1

Open Zoho Notebook on your Mac. In the left sidebar, click the notebook where you want to create a collection.

2

Click the (+) icon at the top pane and select Collection from the menu.

3

Right-click the collection, choose Rename, enter the desired name, and press Return to save.

1

Click on the collection you want to nest another collection inside.

2

Click the (+) icon at the top pane and select Collection from the menu.

3

Enter a name for the sub-collection and press Return. It now appears nested under the parent collection.

4

Repeat the same steps inside any sub-collection to add further levels of nesting (up to Level 5).

1

Click on the note card or collection you want to move. Hold Command and click to select multiple items.

2

Drag and drop the selected item(s) into the destination collection. Alternatively, right-click and choose Move, then select the destination from the list.

1

Locate the collection you want to rename.

2

Right-click the collection and choose Rename.

3

Edit the name and press Return to save the change.

1

Navigate to the collection in your notebook.

2

Right-click the collection and choose Share > Add Members.

3

Type the email address of the person you want to share with and press Return. You can add multiple recipients.

4

Choose a permission level: View, Edit, or Share.

5

Click Share. The recipient receives an email notification with access to the collection and all its sub-collections.

ℹ️  Recipients must have a Zoho account to collaborate on shared collections.

1

Right-click the collection you want to delete.

2

Select Trash from the context menu.

3

A confirmation dialog appears. Click Delete to proceed. The collection and all its contents — including any sub-collections and note cards  are moved to Trash.

ℹ️  Deleted collections can be recovered from Trash before they are permanently removed. Go to Trash in the sidebar, find the collection, and click Recover.

1

Open Zoho Notebook on your iPhone or iPad and tap the notebook where you want to create a collection.

2

Tap the (+) icon at the bottom-right corner and select Collection.

3

An Untitled collection will appear. Long-press it and tap Set Title to enter a name, then tap Done to save.

4

Long-press a notecard, select Move, choose the notebook, and tap the collection name to move the notecard into it.

1

Tap the collection you want to nest another collection inside.

2

Tap the (+) icon at the bottom-right corner and select Collection.

3

Enter a name for the new sub-collection and tap Done. It now appears nested inside the parent collection.

4

Open any sub-collection and repeat the same steps to add further levels (up to Level 5).

ℹ️  You can create up to 5 levels of nested sub-collections. For free users, only 1 level is allowed.

1

Long-press the notecard or collection you want to move until the action menu appears.

2

Tap Move from the menu. A list of available notebooks and collections is displayed.

3

Tap the destination collection. The item is relocated immediately.

1

Long-press the collection you want to rename.

2

Tap Rename from the action menu.

3

Clear the existing name, type the new one, and tap Done to save.

1

Navigate to the collection you want to share inside the notebook.

2

Tap the More Options (⋯) button at the top-right of the collection view.

3

Tap Share Collection from the action menu.

4

Type the email address of the recipient. Add multiple recipients if needed, and choose a permission level — View, Edit, or Share. You can also use the Collection Link to share access.

5

Tap Share. The recipient gets an email notification with access to the collection and all its sub-collections.

1

Long-press the collection you want to delete until the action menu appears.

2

Tap Delete from the menu.

3

Tap Trash again to confirm. The collection, its notecards, and all nested sub-collections are moved to Trash.

ℹ️  To restore a deleted collection on iOS, go to Settings > Trash, find the collection, and tap Restore.

1

Open the Zoho Notebook app and navigate to the notebook where you want to organise your notecards.

2

Long-press a notecard and then tap additional notecards to select multiple cards.

3

Tap the More Options (⋮) icon in the top-right corner.

4

Choose the Collection option and create a new collection. The selected notecards will be grouped under it.

1

Open the Zoho Notebook app and navigate to the required notebook.

2

Tap the (+) icon on the top bar and select Collection.

3

Once created, add new notecards inside the collection, or move existing notecards using the Move to option available in each notecard.

What gets shared?

Points to Remember

• All note cards inside the shared collection
  
  
• All nested sub-collections within it

• Any updates to the collection reflect for all shared users in real time.
  
  
• Access permissions (View / Edit / Share) depend on your sharing settings
  
  
• Recipients need a Zoho account to collaborate

ℹ️  Ensure you are signed in to the same Zoho account on all your devices and that you have an active internet connection for sync to work. Changes made offline are synced as soon as you reconnect. You can also fetch the collections using the Search feature across all platforms. 

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Use Clear, Descriptive Names

Name each collection so it is immediately obvious what is stored inside. For example, 'Work > Q2 Projects > Client A' is much easier to scan than generic labels like 'Folder 1'.

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Group First, Refine Later

Start by moving related notes into a top-level collection. Once the collection grows, create sub-collections inside it to break things down further. There is no need to plan the perfect structure upfront.

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Share at the Right Level

Share a parent collection to give access to everything inside it. Share only a specific sub-collection when you want to limit access to a portion of your notebook.

Q: Can I create collections inside other collections?

A: Yes! You can nest collections within collections up to 5 levels deep. Free plan users are limited to 1 level.

Q: Will deleting a collection delete the notecards inside it?

A: Yes. Deleting a collection removes all notecards and sub-collections within it. They are moved to Trash and can be recovered before permanent deletion.

Q: Can I move notecards between collections?

A: Absolutely. Use the Move to option (drag-and-drop on Mac, or the Move option on iOS and Android) to relocate notecards between collections at any time.

Q: Can I organise notebooks using collections?

A: Collections are designed for organising notecards within a notebook. Nested Collections for Notebooks is on our roadmap and will be supported in a future update.

Q: Does organising notecards into collections affect their content?

A: Not at all. Collections only change how notecards are grouped. The content of each notecard remains completely unchanged.

Q: Does sharing a collection share everything inside it?

A: Yes. When you share a collection, all notecards and nested sub-collections within it become accessible to the recipient based on the permission level you choose.