In this series, we dig into an app we think you should be using, and explain what it is, why it’s great, and how to get started. This time, we’re covering Notes.
What is Notes?
A suitably named note-taking app by Apple that’s pre-loaded on every Apple device. But far from being a simple app for jotting down the odd thought (although you can use it for that), Notes is increasingly loaded with powerful features.
What makes Notes great?
At a basic level, it’s a solid app you already own that syncs your notes between all your Apple devices. But also, we love that Notes is as powerful as each individual user needs it to be because of its varied capabilities.
How can I get started with Notes?
Use headings: The first line in any new note becomes a large title. Tap the ‘+’ button if visible, then the Format button (‘Aa’) in the toolbar to add more headings and subheadings. Tap any heading later and collapse its section by tapping the arrow to its left. This is great for browsing long notes.
Add more formatting: Use the Format panel’s other options to enhance your notes with highlights, lists, indents, and block quotes. These features don’t make Notes a full page layout tool, but they are helpful to draw attention to and differentiate specific content.
Calculate values: Write simple sums like ‘15 * 85 =’ and Notes will calculate the answer. You can also define variables, such as ‘Hotel = $150’ and ‘Nights = 4’, and then write natural-language sums like ‘Hotel * Nights =’. For more sophisticated notepad math, try Soulver.
Edit preview cards: When you share links to a note from certain apps, including Safari, Maps, and Music, Notes shows them as visual preview cards – handy for spotting links, media shortcuts, and locations at a glance. Want a simpler look? Tap-hold the preview, then choose an option from ‘View As’ for a plain link or smaller card.
Attach almost anything: Tap the Attachments (paperclip) button in the toolbar mentioned earlier to add files, photos, audio recordings, and scans to your notes. In the Notes list view, tap ‘…’ > ‘View Attachments’ to view only your attachments, grouped by type.
Record and summarize audio: From the Attachments menu, choose ‘Record Audio’. Press record to capture audio, and Notes will transcribe it automatically. Use ‘…’ > ‘Copy Transcript’ to paste the transcript into the note. For existing recordings, attach the file, tap it, then tap the transcribe button at the bottom left.
Scan documents and text: Use ‘Scan Documents’ to capture paper documents. Notes will automatically crop each page and combine multiple pages scanned at once into a PDF. For shorter content, use ‘Scan Text’ to import text you point the camera at. It’s best for short paragraphs or labels – don’t expect to scan full pages from books.
Pin and link notes: In list view, swipe right on a note to pin it, or use ‘…’ > ‘Pin’ when inside a note . Too many pinned notes? Create a few pinned and themed note ‘hubs’ instead, with headings for categories and lists of links to other notes. (To link to another note, select some text, tap ‘>’ in the context menu, and then ‘Add Link’.)
Organize with tags: Add hashtags to group multiple notes. They work inline, but placing them directly under the title helps you be consistent. In the Folders view (tap the top-left navigation arrow once or twice), tap any tag to list related notes. Tap the new folder button and create smart folders based on tags to automatically collate notes.
Find recent notes: Lost track of which notes you’ve been working on? Tap ‘…’ and then ‘Recent Notes’ to see the ten most recent notes you’ve accessed.
Link notes to reminders: Add context to reminders by linking them to notes with related information. In Notes, tap the share button, then ‘Copy Link’. In Reminders, create and select your task, tap the info button, and paste the link into the ‘URL’ field. Your reminder will get a Notes icon that loads the linked note with a tap.
Share notes: Tap the share button and then pick a contact. Inside the note, tap the contact icon next to the share button to manage access, adjust permissions, and view activity. Use @ and select a name to mention someone within a shared note. View a list of all shared notes at once from the Folders view.
Visit the Apple Notes user guide or get Notes (free) from the App Store if you’ve accidentally deleted it.