Apple Notes users usually fall into one of two categories.
You either have one folder that contains every single note you have ever created.
Or your sidebar is complete folder chaos, dozens or even hundreds of folders, and finding anything is a nightmare.
In this guide, I will walk you through a simple system for organising Apple Notes using folders, tags, and Smart Folders. This works on both Mac and iPhone and syncs seamlessly with iCloud.
The Two Core Tools in Apple Notes
There are two primary tools you need to understand:
- Folders
- Tags
Everything else builds on top of these.
How Folders Work in Apple Notes
Folders are what you see in the left-hand sidebar.
The easiest way to think about folders is like notebooks.
You might have:
- Work
- Personal
- Studying
- Journaling
Each folder represents a broad category of your life.
Important Rule: A Note Can Only Live in One Folder
A note can only exist in one folder at a time.
That is why your folder structure needs to be:
- Minimal
- Clear
- Mutually exclusive
When you create a note, it should be obvious where it belongs.
If you have too many folders, you will constantly wonder:
“Should this go here… or there?”
That uncertainty makes retrieval harder later.
Recommended Folder Structure
In the video example How to organise Apple Notes, the structure is intentionally simple:
- Work (MinorCo)
- Personal
- House
- Journal
That is it.
Instead of creating dozens of micro-folders, broad categories are used, and tags handle the finer detail.
This keeps the sidebar clean and manageable.
Default Folders Explained
When using Apple Notes with iCloud, you will see:
- All iCloud
- Notes
You cannot rename or delete these.
“Notes” effectively acts as a holding area. You can treat it as a temporary inbox before sorting notes into your proper folders.
Creating and Nesting Folders
Creating a folder is simple:
- Click the plus folder icon
- Name the folder
- Drag it where you want in the sidebar
You can also drag a folder into another folder to create subfolders.
This allows you to create parent folders like:
Personal
→ House
→ Journal
You can collapse parent folders to keep things tidy.
How Notes Are Sorted Within Folders
You can right click a folder and choose how notes are sorted.
Options include:
- Date edited
- Date created
- Title
For example:
- A Journal folder may be best sorted by date created, so entries stay chronological.
- A Recipes folder may be better sorted alphabetically.
- A Work folder may be best sorted by date edited, so active notes rise to the top.
You can also pin notes to keep frequently used items at the top.
How Tags Work in Apple Notes
Tags are the second major organising tool.
You add a tag by typing the hashtag symbol followed by a word:
#health#manual#housebuild
A note can have multiple tags.
This is where tags become powerful.
Tags Cross Folders
Unlike folders, tags are not restricted to one location.
You might have:
- A manual in your House folder
- Another manual in your Personal folder
Both can have the tag #manual.
Clicking that tag in the sidebar shows all related notes, regardless of which folder they live in.
When to Use Tags Instead of Folders
If you only have a few related notes, do not create a new folder.
For example, if you only have three health notes, creating an entire Health folder may be unnecessary.
Instead, apply a #health tag.
Tags help you:
- Reduce folder clutter
- Group related notes across categories
- Add flexible layers of organisation
Just do not go overboard.
Too many tags becomes just as confusing as too many folders.
Smart Folders Explained
Smart Folders are a more advanced feature.
When creating a folder, you can choose to make it a Smart Folder.
A Smart Folder automatically collects notes that meet certain criteria, such as:
- Notes with specific tags
- Notes created within a date range
- Notes with attachments
- Notes with checklists
- Notes with unchecked checklist items
For example, you could create a Smart Folder that shows:
All notes in your Personal folder that contain unchecked checklist items.
As soon as a note no longer meets the criteria, it disappears from the Smart Folder automatically.
This is powerful, but optional.
You can run a very effective Apple Notes system without Smart Folders.
A Simple Apple Notes System That Works
If you want something practical and sustainable:
- Keep folders minimal
- Make folders mutually exclusive
- Use tags to group across folders
- Sort folders intentionally
- Pin active notes
- Only use Smart Folders if you truly need them
That is it.
Organisation is not about complexity.
It is about clarity.
Final Thoughts
Apple Notes is far more powerful than most people realise.
But most people either:
- Dump everything into one folder
- Or create endless folder chaos
A simple structure using folders and tags gives you the best of both worlds.
If you have questions about your setup, leave a comment on the video. I reply to every one.