Share a page and manage access
For anyone who needs to control who can see, comment on or edit a page, and for owners who want to hand a page to someone else.
Who can see a page by default
A new page is visible to Everyone in org: anyone in your workspace can open it, and everyone can view and edit it until you add specific grants. Narrow that from the Share dialog whenever a page should stay with a team or a few people.
The Share dialog
Click Share in the page header, in the reading view or in the editor. (On a page that has never been saved the button is greyed out: Save the page first to share it.) The dialog, Share this page, has two parts.
Visibility chooses who can open the page:
| Option | Who can see it |
|---|---|
| Private | Only you and the people you add below. |
| Team | Members of the teams you add below. |
| Specific people | Only the people you add below. |
| Everyone in org | Anyone in your organization. |
People & teams with access lists each person or team with a permission. Click Add, type in Find people or teams… and pick from Teams or People. A new entry starts at View; change it with the dropdown on its row and remove it with the ×. When the list is empty it says No specific grants yet and reminds you what the visibility setting means.
Click Save access to apply your changes (Access updated), or Cancel. Copy link copies a link to the page that pastes as the page's title.
For a page in a public knowledge base the dialog ends with a readout saying whether the page is visible on the help center. See the Help Center guides.
What each permission allows
| Level | Can |
|---|---|
| View | Open and read the page, follow its links, comment on it and request changes. Cannot tick checklist boxes or edit anything. |
| Comment | Everything above. (Commenting is open to anyone who can view the page, so this level reads the same as View today.) |
| Edit | Everything above, plus edit the page, publish and archive it, pin it for everyone, move it, manage its owners and change who has access. |
Owners and workspace admins can always edit a page.
Owners
Owners are the people responsible for a page. A new page starts with no owners (No owners yet.), so add at least one. Owners can edit the page even when its visibility is narrow, and they are the ones a view-only reader should ask for access. The page's creator, once listed, carries a crown and cannot be removed.
- Open the page and click People in the Details rail on the right.
- In the Owners panel, click Add, type in Find a teammate… and pick a person.
- To remove an owner, hover their row and click the ×. The confirmation, Remove owner?, warns that They'll lose edit access unless granted elsewhere.
The panel also lists Contributors: everyone who has saved a version, with their number of edits and when they last did. Owners among them carry a crown.
What a reader with view-only access sees
- The Edit button is greyed out, with the tooltip You have view-only access to this page.
- Opening the editor's address directly shows You have view-only access to this page. Ask a page owner for edit access, or go back to the article.
- They can still select text and leave a comment or a change request, and read the version history.
- Someone with no access at all sees This page could not be found.
The visibility chip and rail row
When a page is not visible to everyone, its header shows a small chip naming the setting, and the Visibility row in the Details rail reads Organization, Team or Private. A page shared with specific people shows as Private there.