Notes on Mac can do much more than hold a long list of text snippets. It supports folders, nested folders, tags, Smart Folders, pinned notes, checklists, locked notes, Quick Notes, and shared notes.
This guide applies to Notes on recent macOS versions.
Does This Affect You?
Use this when Notes has become cluttered and you need a better way to sort, protect, find, or share notes.
Organize Notes into Folders
- Open Notes.
- Choose File > New Folder, or right-click in the sidebar and create a folder.
- Name the folder and press Return.
- Drag notes into the folder, or use the folder button in the toolbar to move selected notes.
- Drag one folder onto another to make nested folders.
Notes under iCloud sync to your other Apple devices. Notes under On My Mac stay local to that computer.
Use Tags and Pinning
- Open a note and type a tag such as #taxes, #recipe, or #work.
- Press Space or Return after the tag.
- Click the tag in the sidebar to show matching notes across folders.
- Right-click an important note and choose Pin Note to keep it at the top.
- Use search with a tag name to narrow results.
Notes Power Features
Smart Folders
Create a Smart Folder and set rules such as notes containing a certain tag. Matching notes appear there automatically.
Locked Notes
Select a note and use the lock button or File > Lock Note. You can protect it with a notes password or, on supported Macs, your Mac login password and Touch ID.
Checklists
Use the checklist button or Command + Shift + L to add checkboxes. Completed items can move to the bottom if that option is enabled in Notes settings.
Quick Note
Use the configured Hot Corner or Fn/Globe + Q to open a Quick Note while working in another app. Web links can be attached automatically.
Collaborate
Click the collaborator button, invite people by Messages, Mail, or link, and edit a note together with highlighted changes.
Sources
- Apple Support: Organize notes into folders on Mac
- Apple Support: Use tags in Notes on Mac
- Apple Support: Lock notes on Mac