Can Notion help my small team write and share docs?
3 apps · 11 factors
Scored for the goal: Write and share docs with a small team
Quick answer
From the sourced cells below · nobody pays for a position
Free to use
Obsidian
Free on the official website
Compare
One judgement per cell. Click a row to read every app’s answer; click a cell to open that answer’s sources.
 100%fit |  100%fit | 100%4 unknown | |
|---|---|---|---|
| Features | |||
| Shared team documentsYes★ | ✓ | ✓ | ✓ |
| Simultaneous editingYes★ | ✓ | ✓ | · |
| Document permissionsYes★ | ✓ | ! | · |
| Document commentsYes★ | ✓ | ! | · |
| Browser editingYes★ | ✓ | ✓ | · |
| Account-free readingYes★ | ✓ | ✓ | ✓ |
| Note Editing | ! | · | · |
| Version History | View highlighted changes and… | Preview and restore saved… | View earlier versions, compare… |
| Note Export | PDFHTMLMarkdown+1 | PDFDOCXPNG+4 | PDFMarkdown |
| Purchase | |||
| Current price | $13/yr +6 | $96/yr +5 | $25 once +6 |
| Product | |||
| What it does | Build Custom Agents | Unleash your creativity and… | The free and flexible… |
Head to head
Two apps side by side, full answers, nothing truncated. Swap either side.
Yes — members and invited guests can edit shared pages with Can edit or Full access; page-level view/comment/edit permissions control access. Edits, comments and suggestions appear live to teammates; no limit on simultaneous page/database collaborators. Free supports collaboration with 10 external guests; workspaces with 2+ owners have a 1,000-block creation limit. Paid plans provide unlimited blocks and external guests. Guests need Notion accounts; workspace/teamspace policies may restrict
Yes — invited Editors change shared documents, with updates visible to collaborators. Editors must sign in. Paid plans allow unlimited document collaborators; Free is documented ambiguously as 50/day with a maximum of 10 per 24 hours. Individual document sharing needs no Team plan; folder sharing is unsupported. Shared Spaces require Family, Team, or Business: Family up to 6 accounts/5 shared spaces; Team up to 10 accounts/25 shared spaces; larger groups by quotation.
Yes — unlimited people can edit the same page, database or block simultaneously; avatars show activity and edits/comments/suggestions appear live. Blocks remain editable while others work; the most recent change appears. Available on Free with editing permission: 10 external guests and a 1,000-block creation limit for workspaces with 2+ owners. Paid plans allow unlimited blocks and external guests.
Yes — multiple people edit the same document simultaneously; changes appear instantly. Editors need Craft accounts. No Team plan is required for document collaboration. Paid plans list unlimited collaborators; Free lists 50/day but also a maximum of 10 per 24 hours. A separate simultaneous-editor cap is not stated.
Yes — invite individuals by name/email and assign Can view, Can comment, Can edit, or Full access. Can edit permits content changes without sharing; Full access also permits sharing. Available on Free (10 external guests) and paid plans (unlimited guests); guests need accounts and may be restricted by administrators. Subpages inherit permissions unless changed, and broader grants override narrower individual access. Automated database page-level rules require Business or Enterprise.
Yes — email invitations assign each person Viewer or Editor access. Viewers read/comment but cannot edit; Editors change content and structure and must sign in. Viewing needs no login. Free supports sharing; paid plans allow unlimited collaborators; no Team plan required. Free limits conflict: 50 people/day versus maximum 10/24 hours. Permissions cover individual documents, not folders; Viewers retain commenting access. Sharing is unavailable in External Locations.
Yes — attach threaded comments to selected text or individual content blocks; reply and resolve threads. Requires a Notion account and Can comment or higher access; Can view cannot comment. Available on Free (10 external guests) and all paid plans (unlimited guests), subject to workspace guest restrictions. Multiple blocks cannot be commented on together, but text selected across blocks can.
Yes — inline comments attach to individual blocks; Viewers and Editors can comment, including guests without an account. Available on Free; no Team plan required. Paid plans allow unlimited collaborators. Free limits conflict: 50 people/day versus maximum 10/24 hours. Comments require internet and are unavailable in External Locations. Comments cannot be disabled on collaboratively shared documents; published pages have a separate comments setting.
Yes — invited collaborators can log into Notion in a browser and edit shared pages with Can edit or Full access, without installing the app. Requires internet access and a Notion account. Supports Chrome’s last eight major Extended Stable releases and Firefox/Safari/Edge’s last two major releases; Internet Explorer is unsupported. Available on Free (10 external guests) and paid plans (unlimited guests), subject to administrator restrictions. Free workspaces with 2+ members have a block limit; at
Yes — invite by email or an Edit invitation link; collaborators sign into Craft and edit together in the web app without installing an app. Free supports limited collaboration; paid plans allow unlimited collaborators, with no Team plan required. Free limits are ambiguously documented as 50 people/day and a maximum of 10 per 24 hours. Mobile-browser viewing/comments are confirmed; mobile editing and browser/version restrictions are unverified.
Yes — Anyone on the web with link lets recipients read without a Notion account; commenting/editing requires login. Public links can expire, and Enterprise owners can disable public links and publishing. Free includes unlimited published Sites/pages, one notion.site domain and search indexing. Paid plans include five notion.site domains, customization and optional paid connections for up to 25 custom domains. No reader-count cap is stated.
Yes — shared viewing links work without login; Publish creates a browser-accessible web page. Publishing with a personalized craft.me domain is available on all plans, including Free. Custom domains require Plus or higher; analytics require a paid plan. Password, email-domain, expiry, and indexing controls are documented. Free content is capped at 1,500 blocks; no numerical publishing or reader cap is stated.
Formatting: bold, italic, strikethrough, inline code, Markdown shortcuts, text/background colors, Default/Serif/Mono fonts, small text, full width, columns, page icons and cover art. Content: text, subpages, to-do lists, headings 1–3, tables, bulleted/numbered/toggle lists, quotes, dividers, page links, callouts, table/board/gallery/list/calendar database views, images, video, audio, files, code, web bookmarks, equations, buttons, breadcrumbs, table of contents, person/page mentions, dates, remi
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View highlighted changes and authors, preview earlier versions, restore a whole page or copy selected old blocks; versions can be named/bookmarked and shared. Retention: Free 7 days, Plus 30 days, Business 90 days, Enterprise unlimited. Requires Can edit access. Snapshots are recorded every 10 minutes during editing and two minutes after the last edit; no numeric version-count cap stated. Highlights do not capture every change. Restoring a database restores its pages/properties but requires se
Preview and restore saved versions through Info → View Backups. Snapshots occur every 60 minutes during continued editing; brief editing sessions may produce no backup. Retention: Free 7 days; Plus/Family 30 days; Team/Business 180 days. Older backups are automatically deleted. No separate version-count limit is stated.
PDF, HTML, Markdown and CSV; individual pages/databases, nested subpages or entire workspaces. CSV is for databases; their subpages use Markdown. Bulk PDF subpage/workspace export requires Business or Enterprise. ZIP bundles include assets; HTML can include comments. Limits: Form views cannot export; PDF omits custom emojis and falls back to HTML on failure; Markdown callouts become HTML. Inaccessible pages and restricted teamspace content are excluded; Enterprise owners can disable export. Full
Mac: PDF, Word (DOCX), PNG/JPEG images, Markdown, TextBundle, and Email. Export individual documents, selected documents in bulk, entire folders with subpages, or complete spaces. Bulk formats: PDF, Markdown, TextBundle. Daily Notes: Markdown, all notes or a date range. PDF watermark is optional and off by default on Mac; sidebar table of contents is excluded. Guides state no tier restriction or numerical export cap.
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Website: Free USD $0 (AI trial only); Plus $12/member/month or $120/member/year; Business $24/member/month or $240/member/year; Enterprise custom quote. Business/Enterprise credits: $10/1,000 monthly, resetting monthly, or $13/1,000 annual, paid upfront and expiring at subscription renewal; account-team on-demand credits have unpublished pricing. Sites custom-domain add-on on paid plans: $10/domain/month or $96/domain/year, up to 25 domains. No one-time/lifetime license listed. Mac App Store (US
Website: Free (1,500 blocks, 1 GB); documented standard USD rates: Plus $10/month or $96/year; Family $18/month or $180/year for up to 6 accounts; Team $60/month or $600/year for up to 10 accounts; larger teams by quotation. Pricing-page search advertises Plus $6.40/month and Family $12/month, but promotional billing totals remain unverified. Education free with annual eligibility verification. Mac App Store (US): Free; Plus USD $9.99/month or $95.99/year; Family $17.99/month or $179.99/year;
Build Custom Agents, search across all your apps, and automate busywork. The AI workspace where teams get more done, faster.
Unleash your creativity and take control of your ideas with Craft, a powerful app that transforms how you write, organize, and get things done. Create stunning documents, manage tasks, build dynamic collections, and structure your ideas your way.
Cost over time
Plays from month 1 to year 10 when you scroll here. Each bar is split by year; a one-time purchase stays one block.
Releases
Each dot is a release. The hatched bar runs from the last release to today; its color says whether that gap is normal for the app.
Score
A reference score weighted by the priorities set for this research. Nobody pays for placement.
Reference score
Priority-weighted · 67% evidence · 1 must-have · 5 important
| App | Score | Payment | Price | Evidence |
|---|---|---|---|---|
| 20pts | Free · One-time | Free · $12 | 10 / 11 |
| 20pts | Free · Subscription | Free · $10/mo | 8 / 11 |
| 8pts | Free · One-time | Free · $5/mo | 6 / 11 |
Sources
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How this report was made
Every cell links to the page it came from. Nobody pays to change a score.
- Report ID
- TMA-0NY4QFM
- Sources
- 48
- Verified cells
- 27/33 (82%)
- Last checked
- Oct 18, 2026
- Reading saved
- ≈ 3 h
Scoring
Must-have factors weigh 5 and important ones 3; only these are scored, or the first five factors if none are marked. An app earns a factor's weight only when a cited source confirms it, and unknown cells count for no one. A pick is named only when the lead is larger than everything still unresolved could swing. Reading time assumes about 4 minutes per source. Full methodology
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