Frequently Asked Questions

Are you a note taking tool?

Team-One offers powerful note taking features that let users take notes from any device and attach just about any kind of document or file.

But with Team-One, note taking is just the starting point for professionals and teams that seek to get organized and become productive. So Team-One lets users turn Notes into Tasks and Discussions, attach files and share with colleagues, team members, customers or even classmates. And all of this is in the context of private and public Workspaces so our users have control visibility and access.

What all of that means is that though Team-One can be used as a note taking tool, we offer a slew of features beyond just note taking that let users and their teams of all sizes become highly organized and productive.

Aren’t there lots of note taking tools?

Yes, there are other note taking tools. And they are limited to note taking only. Team-One was designed as a versatile and powerful Team Productivity Platform with note taking being just the starting point.

Are you a collaboration tool?

Yes. We actively enable and foster collaboration between teams of all sizes. In fact, Team-One’s benefits are best realized when users capture information, share it and collaborate with others to accomplish all types of work. Thousands of organizations across the world currently use Team-One to collaborate and accomplish more every day, in a range of functions and roles, including Sales, Marketing, HR, Product Management, Business Operations, Finance, etc.

How are you different from social networking?

Social networking is for keeping people connected. It’s not about becoming productive and getting work done, which requires powerful ways to capture and share information, create and assign tasks, organize projects by Workspaces, etc., all of which Team-One offers in the form of core features.

Does Team-One require users to change the way they work?


Team-One was expressly designed to mimic how real-world professionals and teams work: by capturing information (in the form of notes and attachments), by collaboratingwith each other and in the process, completing work (with tasks, projects, Workspaces, engagement and completion metrics).

Further, by integrating within the tools that people use everyday, such as email/Gmail or Google Drive/Docs, etc., we make it very easy for professionals and teams to use Team-One as the “glue” between specialist systems and silo-ed corporate tools. So users spend less time worrying about exports and file formats and compatibility between Enterprise applications and more time getting work done.

Couldn’t Evernote do This?


Evernote does one thing really well, which is to let users take notes and clip things from the Web. But we don’t think a note taking app is how professionals and  teams can get work done.

Getting work done in the real world means being able to capture everything, and then search and retrieve what you need, when you need to. From any device, at any time. And being able to add tasks, discussions, projects and files. And being able to share them all with colleagues, customers and vendors quickly and easily – things that Team-One was designed to do, from Day 1. This is why, for businesses and teams of all sizes, Team-One is a very powerful alternative to Evernote’s limited note-taking capabilities.

Are you a SharePoint alternative?


We think that if SharePoint were built from scratch today and reimagined for the modern workforce, it would be called Team-One. By choosing Team-One over SharePoint, you

  • Get an easy to use, intuitive way to capture information (files, notes, images, documents, Google Docs, MS Office files, PDFs and the list goes on).
  • Add context and share things with the people that you work with (colleagues, customers, vendors and even classmates).
  • Tasks with due dates, calendars and statistics on how engaged your team is within a workspace.
  • And, there’s nothing to install and no drawn-out deployments to contend with.

Do you envision Team-One as the “desktop for work”?

Yes and no.

For smaller companies that haven’t yet invested in other social business applications, we become the place they work in, and build around. For some companies we are the CRM system, some companies use us for product management, and yet others, as their knowledge and document management system.

For larger companies we allow you to work seamlessly within other applications but still benefit from Team-One, integrating your notes, tasks, and other information around a project goal. For example, a sales person can be working an opportunity in Salesforce, have his notes entered and synced via Salesforce, be collaborating with his team via email, and have his pre-sales resource using Team-One to get a holistic picture to create a proposal.

Can notes contain other types of files or objects?

Notes are simply containers for any content – written text, files, images, embedded objects from other systems, emails, voice, etc. So once a user creates a note, any of these objects or files can be attached to them.

How do I add members?

You can invite new users to Workspaces from the “Manage Members” tab, under Settings. When you’re there, click on the “Add Members” button to open a pop-up window. Then, type the email addresses of people you would like to invite in the text box or, if select a previously-added/invited user from the drop-down. Newly invited members receive an email notification that they can accept in order to be added to the Workspace.

How do I send email to Team-One?

When using Team-One, you no longer need to mark your emails as important in your Inbox and hunt for them later, or worse, use your Inbox as a To-Do list. You can simply forward your emails to your Team-One account where they are filed under the appropriate Workspaces and/or tags, ready for you to respond to or follow up on.

Follow these steps to forward your emails to Team-One:

  1. Send the email To:
  2. Send the email From: your registered Team-One email address
  3. Include @”YOUR Workspace” and/or #YOURTAG in the subject line, so that the email (along with any attachments) is filed under the appropriate Workspace and/or Tag.
  4. Otherwise, your emails and attachments can be found in your Personal Workspace.

PS: This is one of those features that many of us at Team-One like, and use, a lot!

Can I create a task via email?

Yes, you can! Follow the same steps of forwarding an email to your Team-One account, but add “+task” to the subject line. This will indicate that your email is a task.

  1. Send the email To:
  2. Send the email From: your registered Team-One email address
  3. Add +task to the subject line and, optionally, include @”YOUR Workspace” and/or #YOURTAG in the subject line, so that the email (along with any attachments) is filed under the appropriate Workspace and/or Tag.
  4. Otherwise, your emails and attachments can be found in your Personal Workspace.

Where is my data stored?

All data is stored on our secure hosting infrastructure located in SOC1/SSAE 16/ISAE 3402 compliant data centers. Your Team-One Tablet or SmartPhone app may also store your data on your mobile device in offline mode.

Can my notes, tasks and other data be accessed by others in my team?

If you create notes, tasks, etc., in your “Personal Workspace”, then no one else can access them.

If you create notes, tasks and other work items in a Public Workspace and explicitly invite others in your team to that Workspace, then others can access them.

Finally, if you are invited to a Workspace by that Workspace’s admin, then anything you create there is visible to all members of that Workspace.

How can I update my email address?

At this time, you cannot directly change the email address associated with your account. Please contact us via our Website and we’ll be happy to help.

Can I paste an image in the body of a note?

As of now, you can’t right-click (or two-finger click on a Mac) and copy/paste an image directly into the body of a note. But here’s a little trick that might help, if that image is on a Website. Highlight the image you want to paste into a note or Task, copy it however you copy things today and right mouse click (or two-finger click on a Mac) to paste it into the body of your note.

When you’re working with Google Drive, Dropbox or other files, and want to save and share a file in Team-One, you can easily do this both on our iOS and Android apps.

How can I attach Google Docs, Dropbox, Box and other files to a Note, Task or Discussion?

On iOS:

  1. Navigate to the file you’d like to attach from Dropbox, Google Drive or other apps you use.
  2. Click on the sharing icon.
  3. Select “Open with…”
  4. …and choose Team-One.

This will open a new note with the document attached.

Alternatively, from your mobile device -or your desktop- you can forward emails with attachments to “” (from the email address associated with your Team-One account).

Remember, in that email’s subject line, you can always use “@workspace-name” to create a note in the specified workspace (omit that, and send things to your Personal Workspace), add “+task” to create a task (as opposed to a note) or add “#tag-text” to the note or task you’re creating.

On Android? Here’s what you do:

  1. Create or navigate to the note (or task, etc.) to which you want to attach a file.
  2. Click on the attachment icon (Hint: Look for the paperclip!).
  3. Select the application that contains or has access to the document you want to attach (Dropbox, Google Drive, a file browser, the photo gallery, etc.).
  4. Select the file in an application-specific way.

Web Browser

If you’re using the Web UI (and you’re logged into it, at, you can attach (or even create) Google Docs files directly by clicking on the “Attach” option in a Note/Task/Discussion menu (at the top).

How do I delete a Workspace?

If you no longer have need for a Workspace and want to erase it for good, enter the Settings tab of your Workspace and click “Delete Workspace” at the bottom of the “Workspace Details” tab. Note that the Settings tab is only available to you if you’re a Workspace Admin or the creator of the Workspace.