Share Lists over iCloud

Share a list with other 2Do users through iCloud. A household can keep a grocery list, or a team can work through a project together. You each use your own Apple Account. People you invite can access that list, without gaining access to your other lists.

The person who shares the list is its owner. The owner chooses who may make changes and who may view only. Android, iPhone, iPad, and Mac can participate when their versions of 2Do support iCloud list sharing.

Before You Start

• Each person needs a version of 2Do with iCloud list sharing and an Apple Account set up for iCloud.
• On Android, open Settings, find the Sharing section, and tap iCloud Shared Lists. Tap Sign In to iCloud if needed, then complete Apple's browser sign-in with your own account.
• On iPhone, iPad, and Mac, 2Do uses the account signed in to iCloud in the device's system settings. See the iPhone and iPad or Mac guide for those devices' requirements and steps.
• Sharing works during Android's full-featured trial. After the trial ends, creating, joining, managing, and syncing shared lists requires 2Do Pro.

For account creation and browser requirements, see Before You Start with iCloud.

Your other lists keep their sync service

You do not need to choose iCloud as your ordinary sync method. Sharing can work alongside Dropbox, Todoist, CalDAV, Toodledo, or None. Signing in from iCloud Shared Lists leaves that choice alone. If you also use personal iCloud sync, it uses the same Apple Account sign-in.

Shared lists are used in 2Do. They do not appear as shared Apple Reminders lists or provide a task view in your browser.

Share an Existing List

1. Open the lists panel and touch and hold the list name.
2. Choose Share via iCloud….
3. Read the confirmation and tap Share. The list moves into Shared Lists and uses iCloud sharing.
4. On its sharing screen, tap Add People….
5. Enter the email address or phone number of the person's Apple Account. Include the country code, beginning with +, for a phone number.
6. Select Can make changes or View only, then tap Invite.
7. Tap Send Invitation Link… and send the link through your chosen messaging or email app.

Add each person before sending the link. Android does not send an invitation email automatically when you tap Invite.

You can also open a list's Edit screen and use Share via iCloud… under Sharing. Unlock a password-protected list before using its sharing commands.

Only regular editable lists can start sharing. The Inbox, Smart Lists, Focus Lists, and lists already received from someone else cannot be converted this way.

This list leaves your ordinary sync service

After conversion, this list's changes use iCloud sharing. They no longer sync through Dropbox, Todoist, CalDAV, or Toodledo. Other lists keep their selected method. Check that the devices you need support sharing before converting a list they use.

Create a New Shared List

1. Open Settings > Sharing > iCloud Shared Lists.
2. Tap New Shared List….
3. Enter a list name, choose its color, and leave Share via iCloud on.
4. Tap the Save checkmark, then confirm Share.
5. Use Add People… and Send Invitation Link… to invite the people who need access.

You can also turn on Share via iCloud when creating a regular list from the lists panel. Saving the list does not invite anyone by itself. Open Manage Sharing… when you are ready to add people.

Accept an Invitation

1. Copy the invitation link the owner sent you.
2. In 2Do, open Settings > Sharing > iCloud Shared Lists and sign in with the Apple Account the owner invited, if needed.
3. Tap Join Shared List….
4. Paste the link into Invitation link, then tap Continue.
5. Check the list name, owner, and your permission in the preview. Tap Join List to accept.

2Do opens the downloaded list. Accepting a list you already joined offers Open List and reuses the existing copy.

If Android offers 2Do when you open or share the invitation from another app, that route also opens the preview. Opening a link never accepts it without Join List.

Open 2Do on your other supported devices signed in to the same iCloud account to receive your shared lists there. Each person should keep their own account; you do not need to share an Apple Account password to collaborate.

Work on the List Together

With editing permission, adding, changing, completing, or deleting a task changes the shared work for everyone. Shared content includes:

• Task titles, task notes, attachments, priority, stars, completion, and task actions.
• Start and due dates, times, durations, repeats, and task reminders.
• Projects, checklists, and subtasks.
• Sections, their names, descriptions, order, and task assignments.
• Tags and locations assigned to tasks, manual task order, and project sorting.

Task details can show Added by and Last edited by. These identify the first and most recent editor; they are not a full edit history.

You can read downloaded tasks offline. With editing permission, you can also make changes to send when online again. Open 2Do and request a sync when connected. Background updates depend on Android and the connection, so allow time for other devices to receive changes.

When people edit the same detail before syncing, one change may replace another. Keep discussion in your messaging app and avoid using simultaneous edits to one task note as a conversation.

Keep Your Own View

These choices stay personal to your copy and do not change another person's view:

Your choice	What stays personal
List name and color	How the list appears to you after its initial name is received.
List group and position	Where you keep your copy in the lists panel.
List sort and view	Your list's sort field, direction, and visibility choices. Dragging tasks into a manual order changes shared content.
Focus Lists	Inclusion in All, Today, and Done, and your task order inside Focus Lists.
Expanded projects	Which projects you have opened on this device.
List notes	Notes about the list itself. Notes inside a task are shared.
Alerts and protection	Local alert exclusions, snoozes, and password protection. Editing the reminder on a task changes it for everyone.

Your existing tag's paused state stays personal when a shared task uses that tag. Tags and locations may also sync through your own ordinary sync account.

A local password does not hide shared content

Password protection controls access on your device. Invited members can still read shared tasks, task notes, and attachments, including with View only access. Keep private material in an unshared list or in your personal list notes.

Dates and Times

Task dates and reminders are shared edits. Completing a repeating task is also shared; it does not keep a separate completion for each person.

A floating time such as 9:00 AM uses each device's local clock. People in different time zones can therefore see the same clock time without referring to the same moment. See Dates and Durations before using a shared task as a time-sensitive deadline.

Manage People and Permissions

Touch and hold an owned list's name and choose Manage Sharing…, or open iCloud Shared Lists and tap it under Shared by Me.

• Tap Add People… to invite another Apple Account, then use Send Invitation Link… to deliver the link.
• Tap a person's row to choose Can make changes or View only.
• Choose Remove Access… from their row and confirm to remove that person.

The owner cannot be removed or given view-only access through the participant menu. Only the owner manages people or replaces the shared contents.

View only lets a person read the list and personalize their local view. It does not let them complete, delete, reorder, or edit shared tasks. Permission changes take effect when their device receives the update; pending edits cannot keep uploading after the app has learned that access was reduced.

Invitations are private to people you add. Sending the link to someone else does not grant them access. iCloud limits the number of people a list can include; 2Do reports when the service will not add more.

Removing a person stops their future access. It does not erase information they already read or copied.

Leave a List or Stop Sharing

If someone else owns the list, choose Leave List… from its touch-and-hold menu and confirm Leave. This leaves the share and removes the list and tasks from this device. It does not delete the owner's list or end sharing for other people.

If the owner removes your access or stops sharing, your last downloaded copy remains No longer shared. It is readable but cannot be edited and receives no updates. Choose Remove List… to delete that local copy. If the owner invites your account again, accepting can restore the retained list.

For a list you own, choose Stop Sharing…, then:

• Keep List keeps an editable regular list on this device. It can use your normal sync service again.
• Delete List removes the list and ends sharing.
• Cancel leaves it shared.

If a copy shows iCloud account unavailable, its original account is not available on this device. Remove List… deletes only this device's copy; it does not stop sharing in the original account.

Sharing and Your Sync Service

Shared lists use iCloud sharing independently of the method selected under Settings > Sync setup. Both owned and received shared lists are excluded from ordinary Dropbox, Todoist, CalDAV, and Toodledo sync. You cannot turn off a shared list's syncing while leaving it shared.

Replacing your ordinary sync account's local data preserves shared lists and their personal settings. A database reset or removal of app data is different: it can discard local settings and changes waiting to sync. Do not use either as a routine refresh for a shared list.

Replace Contents affects everyone

The owner has Replace Contents… on the list's sharing screen. It replaces the shared contents with this device's copy while keeping the list's membership. Use it only when you deliberately want that copy to replace the shared work for everyone. It is not a command to receive the latest tasks.

If Something Does Not Update

The invitation did not arrive

On Android, adding someone and sending the link are separate steps. Open Manage Sharing…, check that the person is listed, and tap Send Invitation Link…. Send it through a message or email. The recipient must sign in to 2Do with the invited Apple Account and join the list.

The invitation is for another account

Check which email address or phone number the owner added and which Apple Account you used in the browser. A link does not transfer an invitation to a different account. Ask the owner to add the account you intend to use.

A shared list does not update

Open 2Do on both devices, check the connection, and request a sync. Check the list's access status. A received Read-only or No longer shared copy cannot send task edits.

If 2Do needs authentication, open iCloud Shared Lists and use Sign In Again with the same Apple Account. Changing accounts does not transfer the previous account's sharing memberships.

If iCloud storage is full, make space before trying again. If a shared list needs a newer app version, update 2Do. Check the receiving device before assuming that a task or attachment visible locally has reached everyone.

The list looks different

Compare the personal list sort, Focus filters, and visibility settings. These can hide or reorder tasks without changing the shared work. For time differences, see Dates and Times.