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How to use labels in Notes on Mac



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How to use labels in Notes on Mac


Apple’s native Notes app for Mac tends to get better every year. Tags are one of the newer features. The feature has two main purposes: to categorize notes and to create custom smart folders to better organize your content.

Here’s how to use labels in Notes on the best Macs.

To start using labels in Notes on Mac:

  • Open the Notes app on your Mac.
  • Create a new note or open an existing one.
  • Type the pound sign (#) followed by a word to create a new label. For example, #cruise or #groceries. Tags can be created anywhere in a note. Once you have tags in Notes, you’ll see suggested tags appear. Tags must be one word, but you can use hyphens and underscores, like #cruise-trip or #grocery-list.

    Source: HowHow

  • Click the return key or the space bar to create the label.
  • View tags in the Tag Browser in the Notes app sidebar.

    Source: HowHow

  • As Apple explains, if you add a tag to a shared note, it appears as grayed out text to other participants who don’t have the tag in their tag browser. They can Control-click the label and then choose to add to labels.

    To find which notes contain which tags:

    Table of Contents:

    Rename tags

    You can rename a tag at any time by following these instructions:

  • Open the Notes app on your Mac.
  • Control-click a tag in the sidebar tag browser.
  • Select Change Tag Name.

    Source: HowHow

  • Change the name of the tag.
  • Click Rename to confirm.

    Source: HowHow

  • The modified label is modified everywhere in Notes.

    As Apple explains, if you rename a tag in a shared note, it appears as grayed out text to other participants who don’t have the tag in their tag browser. They can Control-click the label and then choose to add to labels.

    Label Removal

    If you no longer want a label in Notes, you can remove it by following these instructions:

  • Open the Notes app on your Mac.
  • Control-click a tag in the sidebar tag browser.
  • Select Delete tag.

    Source: HowHow

  • Click Delete to confirm. Your tag has been removed from the Tag Browser. However, the text will remain in the notes; it simply will no longer serve as a beacon.

    Source: HowHow

  • Create smart folders

    Another new option in the Notes app on Mac is Smart Folders. Use these folders to organize your notes with one or more labels. Note that smart folders do not contain notes in this case. Instead, they have references to notes in other folders. Smart Folders cannot be locked, subfolded, or shared.

    After opening the Notes app, to create a Smart Folder:

  • Click New Folder in the sidebar.
  • Choose Smart Folder from the dropdown menu.

    Source: HowHow

  • Change the name of the smart folder in the context menu.
  • Add the tags that you want to include for the smart folder. You can create new tags or select from the list of existing tags. Multiple tags are allowed. When you have multiple tags, all tags must be included in a note for it to appear in the smart folder.
  • Click OK.

    Source: HowHow

  • Edit smart folders

    You can adjust Smart Folder rules by opening the Notes app on Mac, then:

  • Right click on a smart folder in the sidebar.
  • Choose Edit Smart Folder from the dropdown menu.

    Source: HowHow

  • Make changes. For example, you can adjust the name or labels included in the smart folder.
  • Click OK.

    Source: HowHow

  • Delete smart folders

    If you don’t want a Smart Folder anymore, you can delete it after opening the Notes app on Mac:

  • Right click on a smart folder in the sidebar.
  • Choose Delete Smart Folder from the dropdown menu.
  • Select Delete to confirm.

    Source: HowHow

  • Convert folders to smart folders

    The folders in the Notes app on Mac can be easily turned into smart folders. Notes are moved to the general Notes folder when a folder is converted and marked with “#Name”. This process cannot be undone.

    After opening the Notes app:

  • Right click on a normal folder in Notes applications.
  • Select Convert to Smart Folder from the dropdown menu.

    Source: iMoe

  • make your life easier

    Although Quick Notes is the main new Notes feature in macOS Monterey, markup has also been added.

    Smart tags and folders in the Notes app on Mac make it easy to organize and find your content. The steps involved are intuitive and don’t take long to set up and complete. Use both tools to improve your workflow.

    June 2022 update: with slight modifications.

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