How to share links with your team (and make sure everyone uses the same ones)
"Where was the link to...?" is one of the most repeated questions on any team. Here are your options to put an end to it, and which one is the easiest.
The returns form, the orders dashboard, the price sheet, the guide for the new tool. Support, sales and ops teams use dozens of links every day, and someone almost always ends up asking in chat where one of them was. Worse, sometimes everyone uses a different version because they saved an old bookmark.
We explain the most common ways to share links with your team, with the pros and cons of each, and how to do it with NexoPad, which puts your team's links one click away in everyone's browser.
1. Sending links by chat or email
This is what almost everyone does: someone asks, someone else pastes the link, done. It's fast and needs nothing.
The problem shows up a week later. The link is buried under hundreds of messages, new hires don't have it, and if the address changes, nobody tells everyone. It works for a one-off, not as the place to keep your team's links.
2. A doc or wiki page with links
One step better: a shared doc or wiki page listing the important links, sorted by topic. Everyone knows where to look, and new hires have it from day one.
It works as long as someone keeps it up to date. If nobody owns it, it fills up with broken links. It's also one more tab: to open a link, you first have to find the doc, open it and look for the right line.
3. What about Chrome bookmarks?
Chrome has no bookmarks shared between coworkers. Chrome sync works with your Google account: your bookmarks show up on your devices, not on your team's. Everyone saves their own, and that's how different versions of the same link end up side by side.
If your company uses Google Workspace, the admin can add managed bookmarks for everyone. It's a good option for a few fixed links, but it depends on the admin: the rest of the team can't add or change anything.
4. Pinned messages in Slack or Teams
Many teams pin a message with the usual links in their channel. It's handy for people in that channel, and you don't need any new tool.
But it has the same limits as the doc: someone has to maintain it, only channel members see it, and to open a link you have to go to the chat, find the message and click.
5. A team vault with NexoPad
Create the link
Open the NexoPad popup, click + and choose to add a link. Type the name and the address as usual.
Choose the Team Vault
The vault selector has two options: Personal Vault (Private), just for you, or Team Vault (Shared), for your team. Pick the team one.
Decide who sees it
A second selector appears: Visible to: Whole company or Only: plus a department, for example Only: Support. That way the support dashboard link is seen by support, and the intranet link by everyone.
Save
Click save and the link shows up in NexoPad for everyone who can see it. If you're an editor, it stays pending until an admin approves it (more on that below).
What your team sees
Team links show up for each person in their popup, in the side panel and in the Ctrl+K search, which works on any page. One click and they open. If someone changes the address, everyone uses the new one without having to tell anybody.
If you save a group of links (several addresses together), they all open at once as a Chrome tab group, with its name and color. We cover this in the guide to Chrome tab groups and in how to save all your open tabs. And if you add tags, you can also open them from the address bar with the keyword sys, as we explain in open your sites with a keyword.
Personal stays personal: what you save in your Personal Vault doesn't mix with the team's. And it's not just for links: notes and snippets are shared the same way.
Who can add and change links
On the Teams plan, everyone has a role. The Owner and Admins manage content, approve changes and invite new members. Editors can propose links and changes for the team, but they stay Pending approval until an Owner or Admin approves them; in the Notebook you'll see them with the ⏳ REVIEW badge. Viewers can only see and use approved content.
That way nobody changes the link the whole company uses by mistake. And if you turn on strict isolation, each person only sees their department's content plus the general content. You'll find the details in roles and permissions and approvals.
Which option should you choose?
| Where does it live? | Does it stay up to date? | Who can change it? | How fast to open? | |
|---|---|---|---|---|
| Chat or email | Lost among messages | No, each link stays as it was sent | Nobody: you have to send a new one | Find the message and click |
| Doc or wiki | In a separate tab | Only if someone owns it | Whoever has edit access | Open the doc and find the line |
| NexoPad team vault | In everyone's popup, side panel and Ctrl+K | Yes, one change reaches everyone | Owner and Admins; Editors with approval | One click from any page |
Frequently asked questions
Can I share Chrome bookmarks with my team?
Not directly. Chrome sync works with your own Google account. If your company uses Google Workspace, the admin can add managed bookmarks for everyone, but others can't change them.
How much does sharing links with NexoPad cost?
The team vault is part of the Teams plan: $12 per user per month, for 3 to 25 users. See pricing.
Can my team see my personal links?
No. What you save in the Personal Vault (Private) is yours only. Only what you save in the Team Vault is shared.
Can I share a link with my department only?
Yes. When you save it to the team vault, choose Only: and your department instead of Whole company.
I'm an editor and my link doesn't show up. Why?
Because it's Pending approval. Once an Owner or Admin approves it, the whole team can see it.
Published on October 20, 20266 min read
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