Some people use “Notes”, which is a standard feature of the iPhone, for work because it can be easily used from a smartphone.
However, many of you may have experienced that “memos got mixed up with personal memos” or “important memos were buried and it was difficult to find them. This is because they were not utilizing the “folder function” to organize their notes.
In this issue, we will focus on how to use the folder function to organize your iPhone “Notes” app for below people.
- “I want to organize my notes into folders by category.”
- “Important notes are buried and it takes a long time to find them.”
- “I want to know which memo app is easier to use and more cost-effective than Notes on the iPhone”.
If you have some troubles like above, this article will help you learn how to use the folder function of iPhone “Notes” and how to keep your notes from being buried.
Contents
- 1 How to use the folder function to organize notes in a hierarchy
- 2 How to use the search function to find your notes
- 3 3 points to keep in mind when using iPhone “Note” for work notes
- 4 The best solution that solve the problem of buried notes
- 5 The cause and remedy for the disappearance of folders/notes from iPhone “Notes”.
- 6 Summary of how to use the iPhone “Notes” folder function
How to use the folder function to organize notes in a hierarchy
In iPhone “Notes” app, you can create “folders” to organize your notes and keep them separated by task. Below are the basic operations for using folders.
Usage 1｜Creating and deleting folders
＜Creating Folders＞
First, display the screen where you can see a list of folders, and tap the [Add Folder] symbol in the lower left corner of the screen.
Next, enter a folder name. In this case, we want to create a folder for business-related notes, so enter “Tasks” and tap [Done].
The “Task” folder will be created in the folder list.
＜Deleting a folder＞
First, swipe left on the folder you wish to delete.
Next, tap [Trash box icon] on the right to delete the folder.
Deleted notes will be stored in the “Recently deleted items” folder.
Usage 2｜Moving notes to a folder
First, select the folder that contains the memo you want to move, tap […] in the upper right corner of the screen, and then tap [Select Memo].
Next, check the note you wish to move, and tap [Move] in the lower left corner.
Finally, select any folder you wish to move the note to and the note will be moved.
Usage 3｜Sorting folders
You can change the order of the folders you have created. In this example, we will rearrange the order of the “Minutes of sales meeting”.
First, display the folder list screen and tap [Edit] in the upper right corner of the screen.
![Image of selecting the [edit] of folder](https://www.stock-app.info/en/media/wp-content/uploads/2023/10/Photo-2023-10-25-19-34-34.jpg)
Next, tap and hold the [≡] symbol to the right of each folder and slide it to reorder them in the desired order.
Minutes of sales meeting folder will be at the order you want to set, completing the folder reordering. However, the folders “All on my iPhone” and “Notes” cannot be reordered.
Usage 4｜Sharing folders
You can share a folder with multiple users so that they can view and edit notes.
First, display the folder list screen and tap [Edit] in the upper right corner of the screen.
![Image of tapping the [edit] button](https://www.stock-app.info/en/media/wp-content/uploads/2023/10/Photo-2023-10-25-19-35-31.jpg)
Next, tap the […] symbol to the right of each folder and select “Share Folder”.
Finally, share it by any means, such as email or chat apps.
Usage 5｜Change the folder name
To rename a folder, first press and hold on the corresponding folder.
Then, tap [Rename] and enter the new name as shown above to complete the process.
Usage 6｜Pin a note in a folder
To pin a memo in a folder name, first press and hold on the corresponding memo.
![Image of tapping the [pin note]](https://www.stock-app.info/en/media/wp-content/uploads/2023/10/Photo-2023-10-25-19-39-02.png)
Then, tap [Pin Note] and enter a new name, as shown in the figure above. Once completed, the note will be pinned at the top of the folder as shown below.
How to use the search function to find your notes
In order to make the most of your work notes, you need to manage them in a way that you can easily look back at them later. So, below we will show you how to use the search function to find your notes.
Usage 1｜Keyword search
You can search for keywords in a note to find the memo you are looking for.
In this case, we will search for memos that contain the keyword “Tasks”. First, display the folder list screen and enter “Tasks” in the search window at the top.
With these simple operations, you can search and find notes that contain any keyword.
Usage 2｜Search suggestions
Display the screen where you can see a list of folders, and tap the search window.
The following 7 options will be displayed as search candidates.
| Shared Notes | Extract notes shared with other members. |
|---|---|
| Locked Notes | Extracts notes that are password-protected. |
| Notes with checklist | Extracts notes that contain a checklist. |
| Notes with Tags | Extracts notes with tags. |
| Notes with Drawings | Extracts notes using the handwriting function. |
| Notes with Scanned Documents | Extracts notes with attached documents scanned directly with the camera. |
| Notes with attachments | Extracts notes with attached files such as Word and Excel. |
You can easily find a note by simply tapping the options categorized by the format of the memo you created and whether or not the file is attached.
Usage 3｜Tag function
You can find the note you are looking for by searching for tags attached to the note.
First, open the memo you want to tag and enter [#]. The string after “#” will be the keyword for the tag.
In this example, we will create two tags, “#today”.
Return to the folder screen and tap the tag you want to search.
Only the notes containing the selected tag will be listed. You can also narrow down the list of notes that contain multiple tags by selecting other tags in the screen shown above.
3 points to keep in mind when using iPhone “Note” for work notes
The folder and search functions have been introduced so far, but be sure to check the following 3 points to keep in mind when using iPhone “Memo” for business use.
(1) Many memos get buried
Since there is only one iPhone “Notes” hierarchy, it is difficult to categorize them in detail.
There are 2 hierarchies to be exact, but the largest folder is the “iCloud” or “iPhone” folder, so you cannot change it at will. This is not a problem if you are just taking notes in your private life, but if you are using it for work, you may find it inconvenient in many situations.
For example, work memos contain a large amount of information, so if you do not categorize them properly, you will not be able to find the memo you want to check later.
The conclusion is the best that the hierarchies is 2 levels, since too various folders make you to take long times to search notes you want and be less effectiveness.
(2) Limited memo search
iPhone “Notes” does not allow you to specify detailed search criteria to quickly find a note.
For example, if you search for a memo with a keyword in the title, not only the title but also “notes with the keyword in the text” will be displayed. In other words, the more notes you have, the more inconvenient it becomes because you cannot separate the title search from the full-text search.
In addition, search results from tag searches are also displayed, making it even more difficult to find the note you need. As described above, there are limitations in the search function to narrow down the necessary memos.
(3) Difficult to access from a Windows PC
While “Notes” is easily accessible on an iPhone, Mac, or iPad, accessing it from Windows is a hassle.
You must open iCloud.com in the web browser version and sign in using your Apple ID. The advantage of the Notes app is that it can be opened quickly and written down easily, so it is not worth the hassle.
For example, if you have an iPhone for your personal phone but Windows for your company PC, you can sync your notes, but the hassle of signing in each time can be stressful. Therefore, a “memo app for all devices” is needed to replace iPhone “Notes”.
The best solution that solve the problem of buried notes
The following is a solution to the problem of buried note.
The reason why notes are buried in the iPhone’s Notes app is because there is only one hierarchy that can be freely changed. As the amount of information increases, it becomes difficult to know what notes are in each folder.
In addition, although the search function of the note is equipped, it is inconvenient when you look for the memo with the keyword in only the title because basically the whole text becomes a search range.
Therefore, in order not to bury Notes, use a note app with two levels of folders and an advanced search function. In conclusion, you should choose Stock, which allows you to quickly reach the note you need with intuitive operation.
With Stock, you can jot down notes in “Note” and categorize the contents of your notes in 2 levels of “Folders. In addition, you can separate full-text search, title search, and tag search, so you can quickly find the note you need.
Stock| An app that makes it easy to organize and find notes
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
The cause and remedy for the disappearance of folders/notes from iPhone “Notes”.
When using the Notes app on the iPhone, folders and notes may disappear and you may not be able to verify important information. Below are 3 ways to restore a missing note or folder.
Finding a Note
You may have deleted a note due to an operational error or other reason. Select [Recently Deleted] from the folder list of memos to check the folder.
Note that notes in [Recently Deleted Items] will be saved for 30 days, after which they will be completely deleted.
Also, if the amount of notes you have saved is large, the risk of missing something increases as you have to search for it more and more. Therefore, one way to find them efficiently is to use the search function of “Note” to search deleted notes.
However, since only the “title” of a locked memo is caught in the search, select [locked memo] from the search suggestions and search for them one by one.
Set up iCloud
If iCloud is turned on, you can view and use notes saved on iCloud from “Notes”.
From the [Settings] app on your iPhone, tap the frame with the name and icon.
Next, tap [iCloud].
Finally, turn Notes on (green).
When you check the Notes app on your iPhone, you will see the notes and folders that were saved in iCloud. Synchronization may take some time, so give it time if they do not appear.
Setting up various accounts
“Notes” on the iPhone can sync notes with email accounts such as Gmail and carrier mail. If the memo sync setting is turned off, some memos may not be displayed, so follow the steps below to turn it on.
First, launch the [Settings] app on your iPhone and tap [Contacts].
Next, tap “Accounts” and select the email account with which you synced the memo.
Finally, turn on (green) the Notes.
Once syncing is complete, the iPhone’s Notes app will reflect the information of the email account and you will be able to check the notes you created.
Summary of how to use the iPhone “Notes” folder function
We have introduced the folder function and the search function of iPhone “Notes”.
While the folder and search functions of “Notes” are convenient, they are not business-oriented. For example, the folders are not very hierarchical, so memos get buried, and it is difficult to search for notes because you cannot specify detailed search criteria.
In addition, logging in from an Android smartphone or Windows PC is time-consuming, which can hinder internal use of the system.
On the other hand, Stock, introduced here, is an app with 2 levels of folders and advanced search functions to help you manage your notes without burying them, even if you are not digitally savvy; it is compatible not only with Apple products, but also with Android and Windows.
Free registration takes only 1 minute. so using Stock and improve the situation where many notes you need for work are buried.
