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

If you use Apple Notes to jot down essential and non-essential notes, they might have accumulated to a level where tracking or managing them is challenging. You can solve this problem using Smart Folders, which automatically group your notes into specific categories. 

If you don’t know how to use Smart Folders, you’re in the right place. This article will guide you on how to use Smart Folders in Apple Notes on your iPhone, iPad, and Mac to organize your notes effectively.

What are Smart Folders in Apple Notes?

Smart Folders appear on your Apple Notes folder as a gear icon. They stand out not only for their appearance but also for their functionality, as they are more than a normal folder. Smart Folders can organize your notes using set conditions. They use tag(#) filters alongside other filters like date created, date edited, shared, and attachments to make this possible. 

For example, say you frequently take food-related notes. You can create a Smart Folder named Food and add tags like #vegetable, #fats, #proteins, and #beverages. The next time you create a new note and use the #fats tag (in the title or body text), it automatically goes to the Food Smart Folder.

Do note that tags in Apple Notes must not have spaces between them. So, you can use a single word or multiple words without spaces. You can use a hyphen (-) or an underscore (_) to join multiple words.

Your password-protected Apple Notes will also be categorized automatically in Smart Folders when you use the appropriate tags.

How to Create Smart Folders in Apple Notes on iPhone and iPad

To create a Smart Folder in Apple Notes on your iPhone or iPad, do the following:

1. Open the Notes app and go to Folders.
2. Select the Folder icon with a plus sign in the bottom left corner to create a new folder.
   
3. Type your folder’s name and select Make into Smart Folder. A page will open where you must choose the criteria for categorizing your notes. All the filters will be listed with their icons and names. 
   
4. At the top, you’ll find Include notes matching filters. Tap the dropdown menu between matching and filter.
5. Select All to categorize your notes based on all filters listed or Any to select a few filters. In this case, let’s assume your primary filter is Tags.
6. Tap Tags (the first filter in the list). Tap the Dropdown menu to the right with the word Off.
   
7. This prompts you to specify your tags. You have four options: Any Tag, Any Selected Tag, All Selected Tag, and No tags. In this case, let’s say you select Any Selected Tag to display notes with the specified tags.
8. Select the Add sign beneath Tags. Type the tag you want to use and click Add. Repeat the process to add more tags, followed by Done when finished. 
   
9. Go to the other filters below the tag filter that you want to use. From the Dropdown menu to the right, set the specific criteria. 
10. Once finished, a Smart Folder with your chosen name will appear in the folders list. 
    

If you create a note that matches this folder’s filters, it automatically gets saved here. 

How to Create Smart Folders in Apple Notes on Mac

Follow these steps to create a Smart Folder on your Mac:

1. Go to your Launchpad and click Apple Notes to open it. 
2. On the left sidebar, scroll down and click New folder.
   
3. Two options appear. Tap Smart Folder. This takes you to another page.
4. Type your folder’s name in the name slot. Also, ensure the box beside Make into Smart Folder is checked. 
   
5. Go to Include notes matching and click the dropdown menu. Select All to categorize your notes based on all filters or Any to select your desired filters. 
6. Tap Tags to display four tag filter options. Select your criteria and type your tags in the field to the right. 
   
7. Click the Add (+) sign to the right once you’re done adding tags.
8. Select the Dropdown menu beside Tags to display other filters. Set up the criteria for each from the dropdown menu and click Ok when you finish.
   
9. Your Smart Folder appears in the sidebar to the left. When you create a note that meets the filter conditions specified for this Smart Folder, it automatically gets saved here. 

You can learn some handy Apple Notes keyboard shortcuts to speed up creating new notes and Smart Folders.

How to Convert a Normal Folder Into a Smart Folder in Apple Notes

Apple’s Notes app has many features, including the ability to convert your normal folders into Smart Folders. However, this is a one-way process, meaning you can’t convert Smart Folders back to normal folders. So, when choosing to convert your normal folders, know it’s a permanent process. 

Also, you can only convert simple folders. It’s impossible to convert folders with subfolders, locked notes, and shared folders. 

Here’s how you convert normal folders to Smart Folders in Apple Notes on iPad and iPhone:

1. Open Apple Notes and go to the folder you want to convert.
2. Tap the Ellipses icon to the right to open more options. 
   
3. Scroll to the bottom and click Convert to Smart Folder.
4. Tap Convert to confirm or Cancel to abort.
   
5. If you choose to convert, all your notes go to the Smart Folder with the tag of the normal folder’s name. 

If you’re using a Mac, do the following: 

1. Open your Apple Notes and go to the folder you want to convert. 
2. Hover over the folder and click the Ellipses icon that appears to the right. 
   
3. Scroll to the bottom of the options and click Convert to Smart Folder. Alternatively, right-click the folder you want to convert and select Convert to Smart Folder.
4. Click Convert on the pop-up message that appears. 
   
5. Your folder gets converted into a Smart Folder, and the notes get a tag of the folder’s name. 

Organize Your Notes Automatically With Smart Folders

The nice thing about Smart Folders in Apple Notes is that it eases the burden of organizing your notes manually. All that’s required of you is to set the criteria for categorizing your notes. Then, all your related notes automatically go to the same Smart Folder. This makes them easy to retrieve, even if you use an iPhone, an iPad, or a Mac. You can even access Apple Notes on a Windows PC to access all your important notes. 

FAQs

How do I rename or edit a Smart Folder?

To rename the Smart Folder and edit filters: Tap Edit Smart Folder and input a new name in the name field. To edit filters, tap Edit Smart Folder and click Manage Smart Folder. Adjust your filters and click Done.

How do I sort my Smart Folders by specific criteria?

Sorting your notes in a specific format: Although you can’t input your sorting criteria, you can find different sorting methods by clicking Sort by. You can group your smart notes by date by clicking Group by date.

How do I view my notes as thumbnails instead of a list?

To view your notes as thumbnails instead of lists, simply do the following: Click the View as Gallery and select Thumbnails.