7 Underused Apple Notes Features Worth Knowing

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Apple Notes is the app most people open without thinking about it. A grocery list here, a random thought there. It looks simple because it is designed to stay out of the way. But over the past few years, Apple has added some tools that turn Notes into something closer to a scanner, organiser and collaboration app rolled into one.

If you have been using it only as a digital notepad, you are leaving a lot of capability unused.

Here are seven Apple Notes features worth knowing, especially if you use the app daily but only scratch the surface.

1. Scan documents directly into a note

Apple Notes can scan physical documents and save them as clean, searchable PDFs.

Open any note, tap the camera icon, and choose Scan Documents. The app automatically detects edges, straightens pages and adjusts contrast. Receipts, letters and forms can all be stored inside a note without using a separate scanning app.

Scanned documents can also be marked up, signed or shared as PDFs.

2. Copy text from paper using Live Text

Notes can pull text from photos or scanned documents and turn it into editable text.

After scanning a document or inserting an image, tap and hold on the text. If Live Text is supported on your device, you can copy, paste, translate or search the extracted text directly inside the note.

This works particularly well for printed documents, handwritten notes with clear writing, and screenshots.

3. Use Quick Notes to save things in context

Quick Notes lets you create notes from almost anywhere on your device.

On iPhone or iPad, swipe down from the bottom-right corner and tap Quick Note. On Mac, use the assigned keyboard shortcut or hot corner.

What makes Quick Notes useful is context. If you create a note while viewing a website, message or app, Notes remembers where it came from and surfaces it again when you revisit that content.

4. Collaborate on lists in real time

Notes supports shared lists and live collaboration.

You can create a checklist for groceries, travel packing or tasks, then invite others to edit it. Changes sync instantly across devices, and items tick off in real time.

For small groups, this often works just as well as dedicated to-do apps, without installing anything extra.

5. Lock sensitive notes with Face ID or a password

Apple Notes allows individual notes to be locked.

Tap the three-dot menu and choose Lock, then authenticate using Face ID, Touch ID or a password. Locked notes stay encrypted and hidden until unlocked again.

This is useful for storing personal information, recovery codes, documents or private writing inside Notes.

6. Let Smart Folders organise notes automatically

Smart Folders group notes based on rules instead of manual sorting.

You can create folders that automatically collect notes with specific tags, attachments, checklists or mentions. For example, all notes with PDFs, or all notes tagged with “work”.

As your notes grow, Smart Folders reduce the need to constantly reorganise everything by hand.

7. Export notes as PDFs

Notes can export content as a PDF, though the option is easy to overlook.

Open a note, tap the share button, and choose Save as PDF or Print, then export. This preserves formatting and makes notes easier to share with people who are not using Apple devices.

It is especially useful for meeting notes, drafts or scanned documents.

None of these features are hidden behind subscriptions or add-ons. They are already sitting inside an app that ships with every iPhone, iPad and Mac, largely unchanged in appearance.

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