WordPress Notes: How to Use Them for Team Collaboration

A new page is almost ready. The marketing team wants a different headline, the manager thinks the second section is too long and someone spotted a wrong phone number in the page footer. The feedback arrives through three emails, two chat messages and one phone call. Half of it gets lost before anyone opens the editor.

Since WordPress 6.9, there is a simpler way to handle WordPress collaboration. Notes let your team leave feedback directly on the content it refers to, inside the editor.

This guide covers what WordPress Notes are, how to use them, who can see them and how to make them part of your everyday workflow.

What are WordPress Notes?

WordPress Notes are comments that your team leaves inside the block editor, attached to specific parts of a post or page. If you have used comments in Google Docs, the idea will feel familiar.

According to the official WordPress documentation, Notes were introduced in WordPress 6.9 and expanded in WordPress 7.1. In 6.9, every note is attached to a whole block. Notes on selected text and some other features need 7.1. If your site runs an older version, you will not see Notes at all. Our guide on how to safely update to the latest WordPress version explains how to check your version and update without risk. If your site has a lot of plugins or custom code, test the update on a staging site first.

Notes are not visible to your website visitors. The documentation is clear on this: “Notes are only visible in the editor to users who can edit the post.”

How to add WordPress Notes

There are two ways to add a note.

Add a note to a whole block

This works in WordPress 6.9 and newer.

1. Open a post or page in the block editor
2. Select the block you want to comment on
3. Open the three-dot menu in the block toolbar and choose Add Note
4. Type your message and submit it

The block now shows an indicator that a note is attached. If a block already has a note, choosing Add Note again starts a separate thread, so different topics on the same block do not get mixed up.

Add a note to selected text (inline comments)

If you have been looking for WordPress inline comments, this is the closest built-in option. It requires WordPress 7.1.

1. In a text block, such as a paragraph, select the exact words you want to comment on
2. Click the comment icon in the text toolbar
3. Type your note in the sidebar and submit it

The selected text stays highlighted, which helps when the feedback is about a single sentence or word inside a longer block.

Mentioning someone in a note

To make sure the right person sees your note, mention them:

1. Start a note or a reply
2. Type @ and start typing the person’s name
3. Pick them from the list with the arrow keys and Enter, or with your mouse

The mentioned user gets an email notification.

Replying, resolving and editing notes

Each note works as a conversation thread:

• Reply: open the note and add your answer. Replies stay in the same thread.
• Resolve: when the change is done, select the check option. Resolved notes disappear from the active view but stay available for reference.
• Reopen: open the Notes view in the top toolbar, find the resolved note, write a reply and choose “Reopen and reply”.
• Edit or delete: use the three-dot menu inside the note.

To see every note on a page in one place, including resolved ones, use the Notes button in the top toolbar of the editor.

Who can see WordPress Notes?

Access to notes follows the same rules as editing the post:

In practice, this means a client with an Editor account can review any page, while a guest writer with a Contributor account sees only notes on their own drafts.

This also means every old Editor or Administrator account can still read your team’s notes. If you are not sure who still has access, a quick WordPress user access audit will tell you.

WordPress Notes email notifications

By default, WordPress sends an email when:

• Another user leaves a new note on a post you authored
• Someone mentions you in a note

If your team leaves a lot of notes, the emails can add up quickly. You can change this under Settings → Discussion, in the “Email me whenever” section, with the option “Anyone posts a note”.

If notification emails do not arrive at all, the cause is usually the same as with forms, so run the same checks as for a contact form that is not sending emails.

Where WordPress Notes do not work (yet)

A few limitations are worth knowing before you plan your workflow around Notes:

• Not in the Site Editor. Notes are available in the post and page editor, but not in templates or template parts.
• Custom post types need support. If you use custom post types (for example, projects or products), Notes appear only if the theme or plugin enables them.
• Page builders. Notes are part of the block editor. If your pages are built with a separate page builder, you will most likely not see them in that builder’s interface.
• Duplicated or split blocks. WordPress developer notes mention that a note can end up linked to more than one block when a block is duplicated or split, so it helps to check notes after copying sections.
• Deleted blocks. If you delete a block that has a note, the note is kept as an “orphaned note” and still shows up in the Notes view.
• No personal overview. There is currently no view that lists all notes assigned to you across the site.

How to use WordPress Notes well

Notes are simple, but a few habits make them much more useful:

• One note per issue. “Fix the headline and shorten section two” is harder to resolve than two separate notes.
• Be specific. “Replace 2024 with 2026” is faster to act on than “check the dates”.
• Resolve when done. An editor full of open notes is as confusing as an inbox full of unread emails.
• Mention the right person so they get notified instead of finding the note by chance.
• Keep sensitive data out. Notes are stored in your site’s database and visible to anyone who can edit the post. Passwords and private client details belong somewhere else, which is basic WordPress security hygiene.

WordPress collaboration: Notes vs email and chat

Notes will not replace every conversation, but for feedback about specific content, they remove a lot of back-and-forth. And since they are built into WordPress, teams that used a separate editorial comments plugin may be able to work with one less plugin.

WordPress Notes FAQ

What are WordPress Notes?

WordPress Notes are comments that users leave inside the block editor, attached to a block or to selected text. They help teams discuss changes without leaving WordPress.

Can website visitors see WordPress Notes?

No. Notes are visible only in the editor, and only to users who can edit the post.

Which WordPress version has Notes?

Notes were introduced in WordPress 6.9, released in December 2025. WordPress 7.1 added more advanced features, including notes on selected text.

How do I turn off email notifications for notes?

Go to Settings → Discussion and uncheck “Anyone posts a note” in the “Email me whenever” section.

Do Notes work with custom post types?

Only if the theme or plugin that registers the post type enables them. If you do not see Notes on a custom post type, a developer can add support.

Need help setting up Notes for your team?

Notes work best on an up-to-date site where user roles match how your team actually works. If your site is still on an older WordPress version, uses custom post types without Notes support, or gives everyone the same admin account, 24WP can help with the update and maintenance, the user roles and the setup.