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This One App Transformed My Focus, Motivation & Organization — You Need to Try It!

Discover the powerful tool that keeps me productive every single day — and why it can do the same for you.

Author

Ark
August 14, 2025

How Apple Notes Transformed My Productivity: A Personal Journey

For years, I struggled to capture and organize my ideas, meeting notes, and important tasks. I’d have brilliant ideas that slipped away because I didn’t jot them down, or I’d waste time digging through scattered files, emails, and sticky notes to find what I needed. My attempts to create a system—whether it was carrying a notepad with a cute pen, saving email drafts, or even sticking Post-it notes into a notebook—always fell short. They were tedious, clunky, and added more friction to my life. Then I discovered Apple Notes, an app I’d ignored for years, assuming it was just another subpar, built-in tool. Spoiler alert: I was wrong. Apple Notes has become the cornerstone of my productivity, seamlessly syncing across my devices and offering a powerful, intuitive way to manage my life. Here’s how I use Apple Notes, along with other Apple apps, to stay organized and productive—and how you can, too.

Why I Chose Apple Notes

Before fully committing to Apple Notes, I needed to ensure it was the right tool for me. I’d been burned by other apps that promised simplicity but ended up being cumbersome. My main concerns were:

  1. Understanding Notes vs. Reminders: I needed clarity on what each app was best for.

  2. Organization and Search: The app had to make finding and organizing information effortless.

  3. Text Formatting and Features: It needed to offer enough flexibility to handle my diverse needs without overwhelming me with complexity.

Notes vs. Reminders: What’s the Difference?

At first glance, Apple Notes and Reminders might seem similar, but they serve distinct purposes, like a word processor versus a spreadsheet. Reminders is perfect for actionable, time-bound tasks—think to-dos, scheduled meetings, or project backlogs. Notes, on the other hand, is a versatile powerhouse. It’s a word processor, PDF editor, sketch pad, voice recorder, transcriber, checklist, and even a password-protected secret keeper. Unlike Reminders, Notes isn’t about scheduling or task management—it’s about capturing and organizing information in a flexible, intuitive way. For example, I use Notes for meeting notes, system design ideas, YouTube scripts, and process diagrams, while Reminders handles my actionable tasks. (Stay tuned for my next article on how I use Reminders to keep my life on track!)

A Clean, Powerful Interface

What sets Apple Notes apart is its simplicity. Despite its robust feature set, the interface is clean and intuitive, with just enough tools to get the job done without drowning you in menus or toolbars. As a software developer, I appreciate the effort that went into designing something so powerful yet so user-friendly. Notes syncs instantly across all my Apple devices—Mac, iPad, iPhone—meaning my information is always up to date, no manual syncing required. This alone eliminates the frustration of searching through drives or folders for misplaced files.

How I Use Apple Notes

I use Apple Notes for anything that isn’t directly actionable or time-bound. This includes:

  • Meeting Notes: Notes from work meetings, calls, or brainstorming sessions.

  • Creative Projects: YouTube scripts, episode titles, and descriptions.

  • System Design: Ideas, flowcharts, and process diagrams for software projects.

  • Personal Organization: Agendas, decision logs, and miscellaneous thoughts.

Here’s a closer look at how I leverage Notes’ features to streamline my workflow.

Organizing and Navigating Notes

Apple Notes makes organization a breeze. I structure my notes into four main folder categories: Business, Life, Money, and Work. Within these, I create subfolders—usually no more than two layers deep to avoid excessive clicking. Creating folders is simple: click the bottom of the sidebar or go to File > New Folder on a Mac. To make a subfolder, I create a new folder and drag it under the parent folder, which automatically becomes collapsible for a tidy sidebar.

The sidebar displays all my notes, giving me a comforting sense of control. Everything I need is right there, accessible across all my devices. Searching is fast and intuitive, with hashtags for quick filtering and the ability to link notes together for easy cross-referencing. I can also lock sensitive notes with a password for added security.

Favorite Features That Simplify My Life

Apple Notes is packed with features that make my workflow smoother. Here are my top four:

  1. Drag and Drop Everything
    My absolute favorite feature is the ability to drag and drop emails, files, calendar invites, and more directly into Notes. As a software developer, I manage projects with decision logs, and I often need to preserve emails or documents with context. Instead of flagging emails or sorting them into folders, I drag them into a note, rename the subject for clarity, and add any necessary narrative. This is a game-changer for keeping project-related information organized. For example, I’ll use split-screen mode on my iPad to drag an email into a note, rename it, and link related files or drawings.

  2. Apple Pencil Integration
    On my iPad, Apple Pencil is a lifesaver. I write faster than I type, so being able to jot down notes, sketch flowcharts, or draw diagrams alongside typed text is incredibly helpful. Notes even lets me straighten handwritten text or convert it to typed text with a tap. For example, I can circle handwritten text, select Straighten from the menu, or copy it as typed text, and Notes transcribes it automatically.

  3. Scanning and Transcribing Handwritten Notes
    Notes can scan handwritten documents and transcribe them into typed text. While I don’t use this daily, it’s a lifesaver when I need to digitize a quick sketch or note from a meeting. This feature integrates seamlessly with the Apple ecosystem, making it easy to keep everything in one place.

  4. Collapsible Headings
    Notes lets me collapse titles, headings, and subheadings to create a focused, clutter-free workspace. A title collapses everything until the next title, a heading collapses until the next heading, and so on. This dynamic layering helps me organize long notes and focus on specific sections without distraction.

Text Formatting and PDF Editing

Notes offers the same robust text formatting options found across the Apple ecosystem, making it easy to create polished documents. It’s also a fantastic PDF editor, allowing me to mark up, annotate, and fill out forms directly in the app. I can rearrange pages, add drawings, or highlight key sections, all within the same note.

Why Notes Works for Me

Unlike my earlier attempts with notepads, sticky notes, or email drafts, Apple Notes eliminates friction. It’s not just about capturing information—it’s about doing so in a way that feels natural and effortless. The app’s integration with other Apple tools, like Reminders and Calendar, creates a cohesive ecosystem that no other project management system can match. For example, I use Notes alongside Reminders to manage work projects, logging decisions and linking relevant emails or files while keeping tasks and deadlines in Reminders.

Getting Started with Apple Notes

If you’re ready to simplify your life, Apple Notes is already on your Mac, iPad, or iPhone, ready to use. Here’s how to get started:

  1. Open Notes: Find it in your Applications folder or search for it using Spotlight.

  2. Create Folders: Organize your notes into categories that make sense for you (e.g., Work, Personal, Projects).

  3. Experiment with Features: Try dragging emails, sketching with Apple Pencil, or using hashtags to filter notes.

  4. Sync Across Devices: Ensure iCloud is enabled to sync your notes seamlessly.

In just a few minutes, you can set up a system that keeps your ideas, notes, and projects organized and accessible.

Final Thoughts

Apple Notes has transformed the way I work and live. It’s more than just a note-taking app—it’s a versatile tool that adapts to my needs, from capturing meeting notes to managing creative projects and decision logs. Its seamless integration with the Apple ecosystem, intuitive interface, and powerful features make it indispensable. If you’ve been struggling to stay organized, give Apple Notes a try. You might be surprised at how much simpler life can be.

Stay tuned for my next article, where I’ll dive into how I use Apple Reminders to manage tasks and keep my life on track. If you have questions or need help setting up Notes, feel free to reach out—I’m always happy to connect!