How to Use Smart Folders in Notes on iPhone, iPad, and Mac

Having trouble organizing or finding the right notes? With Smart Folders in Apple Notes, you can set up folders that automatically include specific notes. It gives you a great way to stay organized and get the notes you need most. So let’s see how you can create and use Smart Folders on iPhone, iPad and Mac.

• What are smart folders in Notes?
• How to Create a Smart Folder in Notes on iPhone and iPad
• How to Create a Smart Folder in Notes on Mac

What are smart folders in Notes?

As mentioned, you can create a smart folder that automatically contains specific notes. To do this, you set up a filter (condition), such as a tag, a date, or a locked note. When a condition is met for a particular note, it appears in the smart folder. This gives you a convenient place to quickly access the notes you need.

Using smart folders in the Notes app

• View all notes for the current day, every day of the week.
• View pinned notes containing specific tags.
• Collect notes that were created or edited in a specific date range.
• Access to notes you share with specific contacts.
• View notes with specific types of attachments, such as photos, videos, or documents.
• Collect notes containing checklists, including checked or unchecked items.

If you’re ready to create your own smart folder, let’s get started!

How to Create a Smart Folder in Notes on iPhone and iPad

1. Launch the Notes app on your iPhone.
2. Select an account and tap the New Folder icon in the bottom left corner.
3. Give the folder a name and select Make to Smart Folder.
4. Next to “Enable note matching”from the drop-down list, select “All”or “Any”depending on whether you want to match all filters or just some of them.
5. In the “Select Filters”section, click “Off”to the right of the filter type you want to use and select a condition. For example, if you select “Attachments”, you can select a type. And if you select “Created”, you can choose the time.
   • As an example, we will choose “General”and “With specific people”. At the top, under the enabled filters, you’ll see the “Select people”option.

1. You can include as many filters as you like. Just remember your previous selection at the top to match any or all of the conditions.
2. Click “Done”in the top right corner when you’re done and again to save the smart folder.

You will then see the smart folder in your list so you can select and view its contents.

Converting a normal folder to a smart folder on iPhone and iPad

Perhaps you have a normal folder in Notes that you want to turn into a smart folder. After converting the folder, you will see that all the notes inside contain a tag with the name of the folder.

Keep in mind that you can’t convert a smart folder to a regular folder, so make sure you want to change the folder type before following these steps.

1. Open a simple folder and click on the three dots at the top.
2. Select Convert to Smart Folder.
3. Confirm by selecting “Convert”at the bottom, or “Cancel”if you change your mind.
4. As mentioned, you will see each note in a smart folder labeled with the folder name.

Edit Smart Folder on iPhone and iPad

If you want to change your Smart Folder, you can easily edit it. This includes folders that you convert to smart folders.

1. Select a folder and tap the three dots at the top.
2. You can then sort or group the notes in the folder, or choose Edit Smart Folder for other changes below.
   • To rename a folder, simply enter a new name.
   • To set up filters, select Manage Smart Folders, make your changes, and click Done to save them.
3. Select “Done”in the upper right again to save and exit edit mode.

Delete Smart Folder on iPhone and iPad

You can delete a smart folder that you no longer use in Notes. Notes in the folder are not deleted, but remain in their original locations. Only the Smart Folder container is deleted.

1. From the main Folders screen, either slide the folder name from right to left and tap the Delete (Trash) icon, or press and hold a folder and select Delete.
2. Confirm by clicking “Delete Smart Folder”at the bottom.

How to Create a Smart Folder in Notes on Mac

Just like on iPhone or iPad, you can easily create a Smart Folder in Notes on Mac, albeit with a few modifications.

1. Launch the Notes app on Mac.
2. Select an account and choose File → New Smart Folder from the menu bar. Alternatively, you can click the New Folder icon in the Notes sidebar and check the Make to Smart Folder checkbox.
3. Give your smart folder a name at the top of the popup. You should see a “Create in Smart Folder”checkbox.
4. Next to Enable note matching, from the drop-down list, select All or Any.
5. In the filter section at the bottom, select a filter type from the first drop-down list. On Mac, you’ll see the same options as on iPhone and iPad.
6. After you select a filter type, you will see that the fields on the right are adjusted according to that type. For example, if you select “Created Date”, you can select “Today”, “Yesterday”, the number of days, or a range of dates. Or, if you select “Folders and Include”, you then select the folder names.
7. To complete the filter settings, click the plus button on the right.
8. Once you’ve set everything up, click OK to save the smart folder.

Convert a Folder to a Smart Folder on Mac

If you have a regular folder that you want to turn into a smart folder, it only takes a couple of clicks.

1. Start with one of the following:
   • Select the three dots to the right of the name and select Convert to Smart Folder.
   • Right-click the folder and select Convert to Smart Folder.
   • Choose File → Convert Folder to Smart Folder from the menu bar.
2. When you see a pop-up message to confirm this action, select “Convert”to continue.
3. You will then see that each note in the folder contains the name of the smart folder as a tag.

Edit Smart Folder on Mac

Once you’ve created a Smart Folder, you can make changes to it just like you would on your iPhone and iPad.

Right-click or select the three dots to the right of the folder name. You can then rename the folder, sort or group its contents.

To edit the filter(s) for a Smart Folder, select Edit Smart Folder. Then make your changes and click OK to save them.

Delete Smart Folder on Mac

If you no longer want to use the Smart Folder you created, you can easily delete it. Be aware that this does not delete the folder’s notes.

1. Perform one of the following actions:
   • Select the three dots to the right of the name and select Delete Folder.
   • Right-click the folder and select Delete Folder.
   • Choose Edit → Delete Folder from the menu bar.
2. Confirm this action in the pop-up window by selecting Delete. Otherwise, select Cancel.

Work smarter with smart folders in Apple Notes!

The advantage of smart folders in Notes, in addition to quickly accessing the notes you need, is that it all happens effortlessly. By taking a few minutes to create a Smart Folder in advance, you can organize your notes without even lifting a finger.

To you! Now that you know how to use Smart Folder in Notes on iPhone, iPad, and Mac, are you going to create one, or have you already created one?