# ✨How to Organize Apple Notes: Tags, Folders & Smart Folders Explained  ## Introduction to Apple Notes [(00:00:00)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=0s) - [[Apple Inc. | Apple]] Notes is a powerful tool for storing and sharing documents and information, allowing users to access the information they need across various devices [(00:00:10)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=10s). - However, frequent use of Apple Notes can lead to clutter and disorganization, making it difficult to find specific information [(00:00:17)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=17s). - The video aims to provide a solution to this problem by explaining how to organize Apple Notes effectively [(00:00:23)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=23s). - The video is part of a series of conversations about Apple Notes, with the current lesson focusing on organization techniques [(00:00:38)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=38s). - The video will cover methods to avoid having to constantly search through notes and deal with clutter [(00:00:45)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=45s). - The video is presented by [[Dylan Stewart]], also known as the Mac Whisperer [(00:00:26)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=26s). - The video will include a "MacSur Power Tip" that is expected to be particularly useful [(00:00:49)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=49s). ## Basic Sorting Tools [(00:01:00)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=60s) - The default sorting method for notes within a folder is by "date edited", which can be confirmed by clicking the three dots in the upper right-hand corner and opening the "sort by" section [(00:01:00)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=60s). - The "date edited" sorting method means that notes are rearranged to the top of the notes page whenever any changes are made, even if the note was created a long time ago [(00:01:21)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=81s). - This method is useful for keeping track of regularly worked-on notes, but it's not the only sorting option available [(00:01:37)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=97s). - Another sorting option is by "title", which can be selected from the "sort by" section, but this method is not very effective, especially when dealing with a large number of notes [(00:01:43)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=103s). - Sorting by title requires frequent scrolling to find a specific note, unless it's located near the top of the list [(00:02:00)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=120s). - The "date created" sorting option organizes notes by when they were first created, which can be helpful but has its own limitations, such as edited notes staying in their original creation date position [(00:02:15)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=135s). - A recommended tip is to leave the sorting method set to "date edited" most of the time, so that edited or changed documents are easily accessible at the top of the notes page [(00:02:42)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=162s). ## Mastering Pinning Notes [(00:02:54)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=174s) - Pinning notes is a feature that allows users to bring any note to the top of their list, regardless of when it was created or edited, and keep it there perpetually [(00:03:07)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=187s). - To pin a note, users can swipe from the left side of the note to the right and click on the pin, or do a quick swipe from left to right for automatic pinning, or press and hold on the note and choose "Pin Note" from the bottom [(00:03:18)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=198s). - When a note is pinned, it will rise to the top in a pin section and stay there forever, but users should be cautious not to add too many pinned notes, as it can make it hard to find important notes [(00:03:35)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=215s). - Pinned notes will be displayed at the top of the specific folder they are in, as well as in the "All" folder [(00:03:57)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=237s). - Pinning notes is not the only sorting tool, but it is a useful feature to master for finding important notes that are constantly being hunted for, searched for, or edited [(00:04:08)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=248s). - Users should identify their most important notes and pin them to make it easy to find them [(00:04:10)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=250s). ## ️ Organizing with Folders [(00:04:19)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=259s) - Folders are a simple way to sort notes, making it easier to find them without having to constantly search [(00:04:21)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=261s). - To create a new folder, click on the folder icon in the lower left corner, then give the folder a basic title [(00:04:34)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=274s). - Each folder has a specific purpose: the "All" folder shows all notes, the "Notes" folder shows unsorted notes, and the created folder holds specific notes [(00:04:45)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=285s). - Moving a note into a folder can be done by pressing and holding on a note, swiping from the right side, or selecting multiple notes at once [(00:05:13)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=313s). - As notes are moved into folders, they leave the "Notes" folder but can still be found in the "All" folder [(00:05:42)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=342s). - It's essential to keep folders simple by using basic categories like "Work" or "Personal" and avoiding too many subfolders [(00:05:56)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=356s). - Folders should only be created if there are multiple notes to put into them, and single notes should be placed in a more general category [(00:06:11)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=371s). - Folders can be viewed by clicking on them, showing subfolders and notes inside the parent folder [(00:06:31)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=391s). - Regularly organizing notes by moving unsorted notes into folders helps maintain a clutter-free and easily searchable note system [(00:06:48)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=408s). ## ️ Using Tags for Better Organization [(00:07:21)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=441s) - The Tags section can be found at the bottom of the folder list in [[Apple Inc. | Apple]] Notes, and if it's not visible, it can be opened by clicking the yellow arrow to the right side [(00:07:27)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=447s). - Tags help organize notes that are scattered across multiple folders, and it's recommended to create a handful of tags that can help find specific notes [(00:07:46)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=466s). - For example, tagging all recipes with a hashtag like "recipes" allows them to be easily found in one list when clicking on the "recipes" tag [(00:08:20)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=500s). - Additional tags can be added to a note, and tags can be combined to narrow down search results, such as finding notes with both the "recipe" and "liked" tags [(00:08:39)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=519s). - Creating a tag is easy and can be done by adding a hashtag to a note, and Apple suggests related tags based on the note's content [(00:09:13)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=553s). - Tags can be created by typing in the tag field and clicking the return button, and they will appear in the tag list [(00:09:32)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=572s). - Multiple notes can be tagged simultaneously by selecting them, clicking the tags button, and choosing an existing tag [(00:09:59)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=599s). - It's essential to keep tags simple and intentional to avoid clutter and disorganization, and having too many tags can be counterproductive [(00:10:12)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=612s). - Tags can be used to connect notes that are related to a specific person or topic, such as tagging all notes related to "Julie" with a "Julie" tag [(00:10:33)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=633s). - Additional tags can be added to a note to further categorize it, and tags can be used to sort and organize notes across multiple folders [(00:10:45)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=645s). ## Creating and Using Smart Folders [(00:11:07)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=667s) - A smart folder is different from a regular folder in that it automatically finds notes based on set rules, without moving them from their existing location, whereas regular folders require manual movement of notes into them [(00:11:09)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=669s). - Smart folders do not remove notes from the unsorted notes folder, which can be useful for keeping things organized [(00:11:58)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=718s). - Smart folders can be useful for specific purposes, such as finding notes with specific tags, creation dates, or mentions [(00:12:07)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=727s). - To create a smart folder, click on the new folder button, select "Make into a smart folder," and set up rules to find the desired notes [(00:12:09)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=729s). - Smart folders can be set up to find notes with specific tags, creation dates, or mentions, and can be customized to include or exclude certain types of notes [(00:12:17)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=737s). - Smart folders can be used to clean out old notes by finding notes that were created or edited a long time ago [(00:12:55)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=775s). - Smart folders can also be used to find notes that are shared, mentioned, or have specific tools such as checklists or quicknotes [(00:13:10)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=790s). - Once the criteria for a smart folder are set up, click the "Done" button to create it [(00:13:51)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=831s). - It's recommended not to overuse smart folders, and instead use them for specific projects or intentions, such as finding uncompleted checklists or mentions [(00:14:07)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=847s). - Regular folders are still important for staying organized, and smart folders should be used in conjunction with them, rather than replacing them [(00:14:39)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=879s). ## Consolidating Notes and Folders [(00:14:48)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=888s) - Consolidation involves combining multiple notes that cover the same topic into a single note, making it easier to organize and access the information [(00:14:49)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=889s). - To consolidate notes, select all the content in a note, cut it, and then paste it into the main note, repeating the process for all relevant notes [(00:15:29)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=929s). - Consolidating notes also involves removing redundant titles and allowing the Notes app to automatically delete the original notes [(00:15:36)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=936s). - After consolidating notes, review the folders section to identify and consolidate folders that serve the same purpose, eliminating unnecessary folders [(00:16:13)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=973s). - To consolidate folders, select all the notes in a folder and move them to the main folder, then remove the unnecessary folder [(00:16:31)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=991s). - The goal of consolidation is to maintain a clear, organized system with minimal folders, notes, and scattered documents, making it easier to access and manage information [(00:16:56)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1016s). ## Searching in Notes [(00:17:08)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1028s) - To search for a specific note, click inside the search field at the top of the Notes program, and it will find all the notes that fit the search and display the folder they're in [(00:17:09)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1029s). - When searching for something within a note itself, go to the three dots in the upper right-hand corner, select "Find in Note", and type in the search term to locate specific information within that note [(00:17:36)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1056s). - As you continue to type in the search term, the "Find in Note" feature will locate the information and display how many places it's found in the note [(00:17:50)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1070s). - Using the arrows on the right side, you can scroll through the different selections where the search term was found, making it easy to find something within a note [(00:18:04)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1084s). ## Power Tip: Make It Stand Out [(00:19:00)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1140s) - To make specific notes stand out, adding an emoji to the title can be helpful, which can be done by clicking the emoji button in the lower left corner and selecting a preferred emoji [(00:19:37)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1177s). - Adding an emoji is especially useful for notes that need to be found quickly, but it's not recommended to add emojis to every note [(00:19:58)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1198s). - Another way to make a note stand out is by adding a photograph, even if it's not related to the note, which can be done by clicking the attachment button and selecting a photo [(00:20:09)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1209s). - Adding an emoji and a photo can make a note more visible and easier to find, especially in a long list of notes [(00:20:30)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1230s). - The "make it stand out" tip also applies to folders, especially when there are many folders, and can be done by pressing and holding on a folder, renaming it, and adding an emoji to the far left side [(00:20:52)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1252s). - Adding an emoji to a folder can make it easier to find amongst other folders [(00:21:09)](https://www.youtube.com/watch?v=O4eB1aTy9Uc&t=1269s).