29 Tips to use Notes app on iPhone like a pro!

Thanks to the most recent iOS 16 updates, the Notes app can now perform a lot more functions than just taking notes. When you’re ready, you’ll become the key to the lesser-known highlights. Let me start by demonstrating some fantastic Apple Notes tips and the proper way to use Notes on your iPhone.

1. Create a new note

  1. Launch the Notes app on your iPhone.
  2. Tap the compose button (a square box with a pen) at the bottom right.
  3. Start typing.
  4. Pro Tip: Want to jot something quickly? From the Home Screen, long-press the Notes app icon and choose New Note.
Create a new note in apple notes app

2. Edit a note

  1. Open the Notes app, locate and tap the note you wish to edit.
  2. Tap anywhere in the open note and start editing.
  3. When finished, tap Done.

3. Delete notes on iPhone

No longer need a note? You can delete a note in several ways.

  1. Open the Notes app and enter the desired note.
  2. Tap the More icon (three dots inside a circle) at the top right.
  3. Tap Delete.

    Delete notes on iPhone

Alternatively, from the Notes folder, you may also swipe right to left on a note and tap the red trash can icon (left image below). Or, you may long-press a note and choose Delete.

Tip: To delete multiple notes from the notes folder, tap the More icon. Next, tap Select Notes, choose the entries you wish to get rid of, and finally, tap Delete.

4. Recover deleted notes

Because we are all only human, occasionally you might unintentionally erase a note. Well, don’t worry! You have 30 days (30 in unusual circumstances) to get it back. Find out how to restore your iPhone’s notes.

5. iPhone Quick Notes

Quick Notes is now accessible on platforms more than just iPadOS 15 and MacOS 12. With this intriguing iOS 16 feature, you can rapidly scribble down ideas, save links, create drawings, and take handwritten notes. You can save it to a brand-new or current fast note without leaving the current app or screen. Visit our page to learn how to utilise Quick Notes on your iPhone.

6. Create a Smart folder using filters

On iOS 16, tapping the new folder icon brings up a window where you may give the folder a name. The next option to add a filter to the folder is Make Into Smart Folder. There are several filters available that can be used to group notes into folders. As a result, that folder will include the notes that match your filters. Tap Done to save your selections.

Create a Smart folder using filters

Before this update, the only way to organise smart folders was using tags. Notes can now be filtered by creation and modification dates, shared status, checklists, attachments, pinned notes, and other factors. When a filter is chosen, it will show up above Other Filters in the list of Enabled Filters.

  • Tags: Select any tag or choose any specific tag to organize your notes. 
  • Created on: You may choose a date to find notes. It also offers to set a customized date range. 
  • Edited: Same as Created, you can organize notes based on their modification date. 
  • Shared: Find notes which are shared with everyone or a specified person. 
  • Mentions: Select notes that mention you, anybody else, or certain persons.
  • Checklist: Separate your completed or unticked checklist from your list.
  • Attachments: If you have saved any document, like images, videos, scans, drawings, maps, websites, audio, etc., as notes, select this filter.  
  • Folders: Organize notes from multiple folders. 
  • Quick Notes, Pinned Notes, and Locked: Create a folder including or excluding these notes.

7. Password-protect your notes

With iOS 16, the locking feature has been enhanced to better employ iPhone Notes. Now that your iPhone has a passcode, you may access all of your private notes without having to create and remember a unique password. If you don’t want to type the password each time, you can unlock notes using Face ID or Touch ID. You can also access your encrypted notes by entering your current passcode on all devices. Discover the steps for locking Notes on your iPhone.

8. Group Notes by Date 

If you’re curious, I rearrange the list of notes using the Group by Date option. When you apply a date sorting filter, notes are by default automatically sorted into chronological groups. It’s easy to see the notes from Today, Yesterday, the last 30 days, 2021, etc. Additionally, turning it off will restore its previous appearance.

  1. Tap on the three-dot icon from the top right corner. 
  2. Select Group By Date
  3. Then choose between On or Off.

    Group Notes by date on iPhone

Alternatively, you may modify it from your iPhone Settings. Go to Settings → Notes → switch off Group Notes By Date under the Viewing section.
Group Notes by Date from iPhone settings

9. Modified sharing options 

With iOS 16, sharing notes is now more straightforward. Simply tap the share icon in the top-right corner after opening a note. The Share Note option will also show up if you long-press a note in a folder.

The former option, Send a Copy, has been removed because the new sharing menu now offers it.

A standard share sheet has taken the role of the share menu in iOS 16. However, there are alternative options like Collaborate or Send Copy. You can also change the option from Only invited users can modify to Anyone with the link.Additionally, you can choose permissions for a copy of your note that is only viewed.

  1. Open a note → tap the share icon → select Collaborate
  2. Then tap the side arrow (>) to open the settings. 
  3. Now choose Anyone with the link under a new Who Can Access section.

    Modified sharing options for Notes on iPhone

10. Shared Notes folder

Every note you have shared or are working on collaboratively will appear in the brand-new Shared smart folder in the main folder list. Thus, you may quickly discover shared notes without making a smart folder.

11. Connect with your team from shared notes

You might see a collaborator icon next to the Share button when you open a shared note. It can be tapped to access features like initiating a conversation in the Message app or conducting group FaceTime calls. Additionally, it will display all note activity as well as editing highlights. By selecting Manage Shared Note, you can also manage the sharing parameters.

12. Organize notes using tags

On the iPhone, tags provide a simple and quick way to categorise and arrange notes in folders. The redesigned Notes app makes it simple to use tags. Add the hashtag symbol and the word when writing a note. For instance, #mango. It changes to yellow to indicate that the tag has been created.

Use tags in the iOS 15 Notes app

Then navigate to the folders area, where you may use Apple’s Tag Browser to view all tags by scrolling to the bottom of the page. To view all the notes with this tag, hit one after that. Additionally, you can tap a group of two or more tags to view notes that contain all of the selected tags.

See all tags in Notes app in iOS 15

13. Pin important notes on the iPhone

I have over a thousand notes. Sure, I can search to find the ones I need. But pinning the most frequent ones to the top is more efficient.

Pin important notes to top on iPhone

To pin a note, open the Notes app → swipe left to right on a note → tap the pin icon. Follow the same steps to unpin.

14. Use Siri to create a note

Siri, the inbuilt Apple voice assistant, lets you effortlessly create notes using your voice.

Siri can be called up for this by hitting the Side or Home button or by saying, “Hey Siri.” Next, say something to the effect of “Make a note that my train for Delhi will arrive on platform number 6, and my coach will be placed near the escalator.”

15. Create a note from other apps

Thanks to the addition of the Notes app in the iOS/iPadOS Share Sheet, you can easily create a note straight from other apps, like Photos. Besides you can also create a Quick Note by selecting Add to New Quick Notes.

  1. Open some other app. I am using Amazon.
  2. Tap the Share icon.
  3. Slide the horizontal row of app icons and tap Notes.
  4. Choose if you want to create a new note or save it to an existing one or your preferred folder.
  5. Next, add the text as desired.
  6. Finally, tap Save.

    Create a note from other apps on iPhone

Pro Tip: The whole article link and article name can be saved from Safari using the aforementioned procedures. However, you can also choose text and choose Share. Select Notes after that to add the selected text to an existing note. Instead of using the whole article link, it is practical to save certain portions of an article (such as quotes or figures) to the Notes app.

16. Create a checklist

Have a grocery shopping list or a to-do list for the weekend? The Notes app makes it effortless to create checklists. So, how do you make a checkbox in notes? Let’s find out!

Create a checklist in Apple Notes App

Easiest way: From the Home Screen, long-press the Notes app icon and choose New Checklist. Now, type the first entry. Tap return on the keyboard to add more.

Alternatively, open the Notes app and tap the compose icon. From the top of the keyboard, tap on the checklist icon (circle with a tick) and start typing. When you have finished, tap Done.

17. Format text in the Notes app

We agree that long text without bold, italics, bullet points, etc., is monotonous to read. So here’s how to spice things up and make them easy to read.

  1. Open a note and select a word, sentence, or paragraph.
  2. Tap Format (Aa icon) and choose from Bold, Italic, Underline, Strikethrough, or Indentation.
  3. Want more tools? Tap Aa above the keyboard to use Title, Headings, Subheadings, Body, Mopnospaced, Bullet lists, Indents, etc.

You can also insert tables inside the Notes app.

Tip: If you want all your new notes to start with a Title and then Body, open the Settings app → Notes → New Notes Start With → choose the desired option.

18. Use different fonts in the Notes app

You are not limited to the default font while creating notes. Like Pages, Numbers, Twitter, Instagram, and a handful of other apps, the Notes app can change font style also support third-party fonts. You can learn how to install and use them on your iPhone.

19. Change the paper style in the Notes app

By default, the Notes app has a plain white background. If you wish, you have the option to use lines and grids. This is particularly helpful when using an iPad’s Apple Pencil to handwrite something.

20. Add media (photos and videos) to the Notes app

  1. Start creating a new note or edit an existing one.
  2. Tap the camera icon.
  3. Tap Choose Photo or Video or Take Photo or VideoFor the screenshots below, I have selected the former.
  4. Select one or more files and tap Add.
  5. Finally, tap Done to save the note with the media.Add photos and videos to Notes app

Note: To add maps, open Apple Maps, search for a place, swipe up a bit to reveal the Share button, and tap it. Finally, choose Notes and tap Save. You can do the same via Google Maps by tapping the share icon from the top right.

Add Maps to Apple Notes

21. Scan documents using the Notes app

You can scan any document using the Notes app without installing any third-party scanning app. Learn how to do it.

 Scan documents using Notes app

Alternatively, you can long-press the Notes app icon on the Home Screen and choose Scan Documents. Next, point the camera to a document and capture it. Adjust the corners, and once you are satisfied, tap Keep Scan → Save.

22. See all attachments in one place

  1. Open this app and make sure you are in the Notes folder.
  2. Tap the three-dot icon.
  3. Tap View Attachments.Tap three dots inside a circle icon and Tap View Attachments
  4. Now, tap a photo or video to view it.
  5. Optional: You may tap Show in Note to go instantly to the original note of which this attachment is a part.Tap on a photo or video to view it

23. Draw and sketch inside Notes

  1. Start a new note or edit an existing one.
  2. Tap the sketch icon (pen inside a circle) to see the drawing tools.
  3. Use the pen, pencil, thick brush, eraser, lasso, ruler, and different colors to create your sketch.
  4. Also, you may input text, add your signature, or draw any shape using the addition (+) button.
  5. To scroll while drawing, use two fingers.

    Draw and sketch inside Notes on iPhone

24. Add notes shortcut to Control Center

You may customize your Control Center on your iPhone to add the Notes app and Quick Notes feature. So, you can begin a new note instantly without opening the app.

25. Add notes to lockscreen

Need to quickly scribble something down without unlocking your iPhone? The compose note icon can be added to Control Centre, and you can then decide whether to start a new note or continue adding to the one that was last viewed for a specific period of time. Here are the instructions for doing this.

26. Add the Notes app widget to the iPhone Home Screen

With iOS 16, you can now have the Notes app widgets on your iPhone Home Screen. This makes it instant to get inside one of your notes folders or any specific note or access your more recent Quick Note.

27. Create sub-folders

  1. Open the Notes app and make sure you are on the ‘Folders’ screen.
  2. Tap the new folder icon at the bottom left.
  3. Enter the desired name and tap Done.

    Enter the desired name and tap Done
  4. Swipe right to left or long press on the folder. Then tap Move.
  5. Now you may choose any existing folder or create a New Folder. For a new one, enter the name and tap Save. Therefore, your previous folder has become a subfolder.

    Create sub-folders in Notes on iphone

28. Sync notes to iCloud, Google, etc.

You can sync your notes to iCloud (default), Google, or other services, have them offline on the device, or even have multiple accounts! For this:

  1. Go to Settings → tap Apple ID.
  2. Tap iCloud → under Apps Using iCloud, tap Show All.

    Tap Show All in settings on iPhone
  3. Now you may toggle on Notes.

    Sync notes to iCloud on iPhone

Note: I only use iCloud. But few of my colleagues use both Gmail and iCloud. According to your convenience, you can use whatever you like. You can also change the default notes location (like iCloud, Gmail, locally on the device, etc.).

29. Save a note as a PDF

  1. Open a note and tap the share icon.
    Below the title of your note, you’ll see Collaborate.
  2. Tap on Collaborate and select Send a Copy.
  3. Swipe up further and tap Markup.
    You’ll see the PDF preview of your note.

    Swipe up further and tap Markup on iPhone
  4. Tap Done → select Save File To to save the PDF document in your desired location.

    Save a note as a PDF on iPhone

Ready to use notes on iPhone like a pro!

I think the advice on this page about using Apple Notes to take notes on an iPad or iPhone has benefited you. Please contribute any more advice you may have in the comments section below so that we can add it to the list.

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