Notes (Apple)

Notes is a digital note-taking application developed by Apple Inc., first introduced in 2007 alongside the original iPhone as a basic tool for capturing text-based ideas.^[1] It serves as a pre-installed app on iOS, iPadOS, macOS (starting with OS X Mountain Lion in 2012), visionOS, and watchOS (starting with watchOS 11 in 2024) devices, with web access available through iCloud.com for cross-platform use on non-Apple hardware.^[2][3] Designed for seamless integration within the Apple ecosystem, Notes allows users to create, edit, and organize content including formatted text, checklists, tables, attachments like photos and videos, scanned documents, handwritten sketches, and audio recordings, all synchronized in real-time via iCloud.^[2] Initially limited to plain text entry, the app has expanded significantly over time to support rich media and advanced functionalities, such as document scanning with automatic text recognition, mathematical equation solving, and collaborative sharing through iCloud links.^[4][2] Security features include the ability to lock individual notes with a password or device passcode; locked notes are end-to-end encrypted and can be stored either locally in the "On My [Device]" folder or synced securely via iCloud.^[5] With the release of iOS 18 and iPadOS 18 in 2024, Notes introduced audio transcription for recorded sessions, collapsible text sections for better organization, and integration with Apple Intelligence tools for proofreading, summarization, and content generation on compatible devices like the iPhone 15 Pro and later models.^[2] These enhancements position Notes as a versatile, all-in-one productivity tool for personal and professional use, emphasizing simplicity, privacy, and interoperability across Apple's platforms.^[2]

Development and History

Introduction

Notes is a free, pre-installed note-taking application developed by Apple Inc. for capturing text, sketches, images, scanned documents, handwritten notes, and other attachments such as checklists and web links.^[6] The app enables users to jot down quick thoughts or organize longer content in a simple, intuitive manner, serving as a core productivity tool within Apple's operating systems.^[7] Initially released as a standalone application with iOS 5 in 2011 and OS X Mountain Lion in 2012—evolving from its prior integration within the Mail app—Notes has become a foundational element of the Apple ecosystem.^[8] Its core purpose centers on straightforward, secure note management, with automatic iCloud synchronization allowing seamless access across iPhone, iPad, Mac, Apple Watch, and the web via iCloud.com.^[9][3][6] Key distinguishing characteristics include a strong emphasis on privacy through end-to-end encryption for locked notes, which protects content using a user-provided passphrase accessible only on authorized devices.^[10] The app also features advanced handwriting recognition via Scribble, converting handwritten input to editable text, alongside deep integration with other Apple services for enhanced usability.^[11] As of 2025, Notes supports Apple Intelligence capabilities, such as audio transcription with searchable results and equation solving, available in iOS 18 and macOS Sequoia on compatible devices.^[7][2][12]

Release Timeline

Prior to 2012, the Notes functionality was embedded as a basic feature within the Mail app on iOS devices, debuting alongside the original iPhone in iOS 1.0 in 2007, and similarly integrated into the Mail application on macOS, where users could create simple text-based notes stored and synced via email accounts.^[13][14] In 2011, with the release of iOS 5 on October 12, Notes emerged as a standalone app on iOS, enabling independent note creation, organization, and iCloud syncing separate from Mail.^[15] This separation extended to macOS the following year with OS X Mountain Lion on July 25, 2012, which introduced a dedicated Notes app mirroring the iOS version, complete with iCloud integration for cross-device synchronization.^[15] Between 2013 and 2014, enhancements focused on sharing capabilities; iOS 7, released on September 18, 2013, incorporated the new AirDrop feature into the Notes share sheet, allowing wireless transfer of notes to nearby Apple devices, while OS X Mavericks on October 22, 2013, extended similar sharing options across the ecosystem.^[16] Early adoption faced limitations, including restricted third-party app integration, which remained minimal until iOS 11 in 2017 introduced better extensibility through URL schemes and iOS 12 in 2018 added Shortcuts support.^[17] In 2015, iOS 9 on September 16 and OS X El Capitan on September 30 brought major synchronization upgrades, including an optional iCloud "upgrade" for Notes that enabled rich text formatting, image attachments, and checklists with seamless, end-to-end syncing across devices, significantly enhancing reliability over prior IMAP-based methods.^[18] From 2024 to 2025, Notes integrated Apple Intelligence features starting with iOS 18 and macOS Sequoia in September 2024, adding AI-assisted writing tools for proofreading and rewriting, audio transcription for recorded memos, and smart summarization, with further expansions in iOS 18.1 on October 28, 2024, and subsequent updates through iOS 18.2 in December 2024. In iOS 19 released in September 2025, additional enhancements included automatic summaries of audio transcriptions, Image Wand to transform sketches into polished images, and deeper integration with Shortcuts for advanced note management, all processed on-device to maintain privacy.^[19][12][20]

Core Functionality

Basic Usage

The Apple Notes app allows users to create new notes by tapping the compose button, typically represented as a pencil icon on a notepad, in the bottom-right corner of the interface on iOS and iPadOS devices, or by selecting File > New Note in the menu bar on macOS.^[2] Users can immediately begin typing text, convert lines into checklists by tapping the checklist icon in the formatting toolbar or typing a dash followed by a space, and add attachments such as photos, videos, PDFs, or scanned documents by tapping the attachment icon (paperclip) and selecting from the device's library or camera. Users can also record audio directly in notes for transcription (iOS 18+), insert mathematical equations for solving (Math Notes, iOS 18+), and use Apple Intelligence for image generation from sketches and writing tools (iOS 18.2+ on compatible devices).^[2][21][22] To organize notes, users can create folders by tapping the folder icon or using the New Folder option in the menu, naming the folder, and optionally nesting subfolders by dragging one folder onto another; this hierarchical structure helps categorize notes across devices.^[23][21] Search functionality enables locating notes by entering keywords in the search bar at the top of the notes list, with the app supporting searches for typed text, handwritten content via on-device recognition, and even text within scanned documents or images.^[2][24] Basic editing features include text formatting options accessible via the formatting toolbar, where users can apply bold, italics, underlines, or numbered/bulleted lists by selecting text and choosing the corresponding icons; tables can be inserted by tapping the table icon to create a grid that supports resizing and cell merging.^[2] Document scanning is integrated directly, allowing users to tap the camera icon within a note, select "Scan Documents," position the device over a physical document, and capture it automatically with options to adjust edges, add signatures, or annotate.^[25] Notes can be shared or exported by opening the note, tapping the share icon (square with upward arrow), and selecting options such as Messages or Mail to send a copy as rich text, PDF, or plain text; on macOS, users can also choose File > Export as > PDF for a standalone file.^[26][27] For security, individual notes can be locked by tapping the more button (three dots), selecting "Lock," and authenticating with Face ID, Touch ID, Optic ID, or a device password; locked notes require the same authentication to view and are protected by end-to-end encryption using AES-GCM with a key derived from the passphrase via PBKDF2 and SHA-256, ensuring that even Apple cannot access the content when stored in iCloud.^[28][5] Users can set a unique Notes password separate from the device passcode for added control, with failed attempts prompting a hint after three tries; resetting the passphrase requires authentication with the iCloud account passphrase and prevents access to previously locked notes, resulting in data loss if the original passphrase is forgotten.^[5] Notes sync across devices via iCloud when enabled in settings.^[29]

User Interface

The Apple Notes app features a clean, minimalist layout designed for intuitive organization and editing, with a sidebar displaying folders and accounts on larger screens like iPad and Mac, a central list view for individual notes, and an editor pane that opens upon selection, complete with a toolbar for quick access to formatting options such as bold, italic, and lists.^[30][31][32] This three-pane structure ensures efficient navigation across devices, allowing users to browse folders in the sidebar, scan note titles and previews in the list, and directly edit content in the pane without excessive tapping or scrolling.^[30][31] Visually, the app adopts a flat design paradigm with ample white space, sans-serif typography, and subtle icons for key elements like paperclip symbols for attachments and padlock icons for locked notes, promoting readability and focus on content over ornamentation.^[32][33] Since iOS 13, it fully supports system-wide dark mode, inverting colors to a dark background with light text for reduced eye strain in low-light conditions, while maintaining contrast for all interface elements.^[34][35] Navigation emphasizes touch-friendly interactions, including swipe gestures to reveal note previews or quick actions like pinning or deleting from the list view, pinch-to-zoom for enlarging sketches and handwriting areas, and long-press contextual menus that surface options such as sharing, duplicating, or moving notes directly on the selected item.^[32][36][37] These gestures align with broader iOS human interface guidelines, enabling fluid transitions between viewing and editing without disrupting workflow.^[32][36] Accessibility is integrated deeply, with full VoiceOver support for screen reading of note content, folders, and toolbar items, allowing users to navigate via gestures and audio feedback.^[38] The app accommodates larger text sizes through dynamic type scaling, adjustable per app or system-wide, ensuring legibility for users with visual impairments.^[35] Additionally, handwriting-to-text conversion via Scribble recognizes and transcribes handwritten input in real-time, supporting multiple languages and integrating seamlessly with VoiceOver for inclusive input methods.^[39][40] The user interface has evolved from a skeuomorphic notepad aesthetic in pre-iOS 7 versions, which mimicked textured paper and shadows for familiarity, to a flat, modern design introduced in iOS 7 that prioritizes simplicity and scalability across devices.^[33][41]

iOS and iPadOS Implementations

iOS 7 to iOS 11

With the release of iOS 7 in 2013, the Notes app underwent a significant visual overhaul as part of Apple's broader shift to a flat design language, eliminating the previous leather-bound notepad aesthetic that mimicked a physical yellow pad with stitched edges and replacing it with a clean, minimalist white interface devoid of textures and shadows.^[42] This redesign aligned the app with the system's new emphasis on simplicity and readability, updating all built-in apps including Notes to feature translucent elements and vibrant icons.^[43] Additionally, iOS 7 introduced AirDrop, Apple's wireless file-sharing protocol, which integrated seamlessly into Notes for quick sharing of notes between nearby Apple devices without requiring an internet connection or third-party apps.^[44] Building on this foundation, iOS 9 in 2015 expanded Notes beyond text-only entries by adding support for inline sketching and handwriting directly within notes, allowing users to draw freehand using their finger on iPhone or Apple Pencil on compatible iPads for more expressive input.^[45] This feature included a toolbar for selecting colors, pens, and erasers, enabling quick annotations or diagrams, and introduced a "fresh canvas" option for rapid sketching without navigating menus.^[45] Concurrently, iCloud syncing was enhanced to handle attachments more robustly, permitting photos, videos, and other media added to notes to sync across devices while offering user control over whether such items also save to the Photos app, thus improving multimedia integration without cluttering the photo library.^[45] iOS 10, launched in 2016, marked a pivotal advancement in social functionality with the introduction of real-time collaboration, enabling users to share individual notes or folders via iCloud and invite others to edit them simultaneously from their own devices.^[46] Participants could add text, checklists, or attachments in real time, with changes appearing instantly for all collaborators, fostering teamwork similar to shared documents in productivity suites, though limited to iCloud accounts and requiring all parties to be on iOS 10 or later.^[47] This feature was accessible via a share button in the app, supporting invitations through Messages, Mail, or AirDrop, and included options to manage permissions like view-only access. In iOS 11 of 2017, Notes further evolved into a versatile tool for document management and organization, incorporating a built-in document scanner that used the device's camera to capture and process physical papers into searchable PDFs with automatic edge detection, perspective correction, and filters for enhanced clarity.^[48] Users could scan multiple pages into a single note and markup the results with annotations, turning the app into an on-the-go digitization solution. The update also added native support for tables, allowing creation of structured grids for data like lists or schedules directly in notes, with options to resize columns, add rows, and format cells for better organization.^[48] Finally, note pinning was introduced to prioritize frequently accessed items, enabling users to swipe right on a note in the list view and tap a pin icon to lock it at the top of the folder for quick retrieval, with support for multiple pinned notes across folders.^[49]

iOS 13 to iOS 16

With the release of iOS 13 in 2019, the Notes app introduced a gallery view that displays notes as visual thumbnails, allowing users to browse content more intuitively by previewing images and attachments within each note. This feature enhances organization by enabling quick visual scanning of notes, particularly those rich in media, without needing to open them individually.^[50][51] Additionally, search capabilities were improved with optical character recognition (OCR) support for scanned documents and handwritten text in images, making it possible to find specific terms within attachments that were previously unsearchable. For instance, users could now search for text in receipts or notes scanned via the device's camera, building on the document scanning introduced in earlier versions.^[52][53] iOS 15, launched in 2021, further advanced collaboration and organization in Notes through smart tags and @mentions. Smart tags allow users to add hashtags like #work or #project directly in notes, which can then populate dynamic smart folders that automatically collect and filter relevant notes across folders. This system supports multiple tags per note and nested searches, streamlining retrieval without manual sorting. @Mentions notify collaborators in shared notes, highlighting updates and enabling targeted communication, while the new Activity view provides a chronological summary of edits, additions, and participant actions since the last access. These tools promote productivity in team environments by fostering real-time awareness and efficient content management.^[54][55][56] In iOS 16 from 2022, Quick Notes emerged as a productivity booster, accessible directly from the Control Center on iPhone or via hot corners on iPad, allowing users to capture thoughts, links, or screenshots instantly without leaving the current app. This feature creates a new note that links back to the originating screen, supporting additions like images, tags, and mentions for seamless integration into the main Notes library. Complementing this, the app gained the ability to detect and lock notes containing sensitive information, such as personal identifiers or financial details, using device passcode or biometrics to protect privacy. Locked notes remain searchable but require authentication to view, ensuring security without sacrificing accessibility.^[57][58][59]

iOS 17 to iOS 18

With the release of iOS 17 in September 2023, the Notes app received enhancements that improved its handling of visual content and organizational tools. A key update was the deeper integration of Live Text, allowing users to more seamlessly copy and extract text directly from images and scanned documents embedded within notes. This feature leverages the device's camera or attached photos to recognize and insert editable text, making it easier to incorporate information from physical sources without manual retyping.^[60] Additionally, checklist management saw refinements, including easier conversion of bulleted lists to interactive checklists and improved drag-and-drop reorganization for multi-level tasks, enhancing productivity for to-do lists and project tracking.^[61] iOS 18, released in September 2024, introduced transformative capabilities to Notes, particularly through audio and AI-driven functionalities. Users can now record audio directly in the app via a new paperclip icon, with real-time transcription that makes recordings searchable and convertible to text; this is available on iPhone 12 and later models, initially supporting English.^[62] The Math Notes feature enables the app to solve mathematical equations entered via handwriting or typing, supporting variables, functions, and unit conversions—ideal for students and professionals, with full Apple Pencil compatibility on iPad.^[62] Apple Intelligence further elevates the app by providing tools to summarize note content or audio transcripts, rewrite text in styles like professional or concise, and generate images from descriptive prompts or rough sketches using Image Playground, all processed on-device for efficiency on compatible hardware such as iPhone 15 Pro models or M-series chips.^[63] In September 2025, iOS 19 introduced further enhancements to Notes, including the ability to import and export notes in Markdown format via the Share menu, supporting individual or batch operations while preserving structure like headings, lists, and links for interoperability with third-party tools. Enhanced privacy controls for Apple Intelligence features were also added, offering user-configurable reports on AI processing activity and options to limit data sharing, with on-device computation prioritized for sensitive tasks like summarization in compliance with Apple's privacy standards.^[64][65]

macOS Implementations

OS X El Capitan to macOS High Sierra

In OS X El Capitan, released in 2015, the Notes app received a significant redesign to enhance its utility on the desktop, introducing the Markup tool for direct annotations on attached images and PDFs. This tool allowed users to draw, highlight, and add text overlays using mouse input, facilitating quick edits without leaving the app.^[66] Additionally, full iCloud synchronization was implemented, enabling seamless integration with iOS devices, including the syncing of handwritten sketches created on iPhone or iPad directly into Mac notes for viewing and further markup.^[66] With macOS Sierra in 2016, Notes expanded its collaborative capabilities, mirroring features from iOS 10 by allowing users to share individual notes or entire folders via iCloud links for real-time editing by multiple participants. This enabled desktop workflows where teams could contribute text, attachments, or revisions simultaneously, with changes syncing instantly across devices. Inline drawings were also supported, permitting users to insert freehand sketches directly into notes using the trackpad or mouse, adapting mobile sketching tools to a larger canvas for more precise control.^[67] macOS High Sierra, launched in 2017, further adapted Notes for desktop use by introducing built-in tables, which users could create and edit via keyboard shortcuts and mouse selections to organize data in rows and columns without external apps. Document scanning integration was enhanced for mouse and keyboard input, allowing users to import scans from attached printers or Continuity Camera (from iOS devices) and then crop, rotate, or annotate them precisely within the note interface.^[68][69]

macOS Catalina to macOS Ventura

In macOS Catalina, released in October 2019, the Notes app received updates emphasizing improved search capabilities and cross-app integrations to enhance productivity. A new Gallery View allowed users to browse notes as visual thumbnails, making it easier to locate content at a glance, similar to features in iOS 13. Search functionality was upgraded to recognize handwritten text in scanned documents and identify objects within images, enabling more accurate retrieval of information. Additionally, users could create reminders from selected text in a note by clicking the Share button and choosing Reminders, integrating note-taking with task management without switching apps.^[70][71][72] macOS Big Sur, launched in November 2020, brought a comprehensive redesign to the Notes app as part of the system's broader visual overhaul, adopting a modern, translucent interface inspired by iOS. The sidebar was enhanced with rounded corners, better spacing, and improved folder organization, providing a more intuitive navigation experience for managing multiple notebooks and shared folders. These changes made the app feel more consistent with other macOS applications, prioritizing focus on content while maintaining familiarity for long-time users. The redesign also supported darker mode refinements, reducing eye strain during extended use.^[73][74] With macOS Monterey in October 2021, Notes introduced tags for flexible organization, allowing users to label notes with custom hashtags like #work or #ideas, which appear as smart folders in the sidebar for easy filtering and searching across all notes. Mentions enabled real-time notifications in shared notes by typing @ followed by a collaborator's name, improving team workflows by highlighting updates. SharePlay integration extended collaborative editing, letting users co-edit notes in real time during FaceTime calls, with synchronized changes visible to all participants. These features built on existing shared folders, fostering seamless group productivity.^[75][76][77] macOS Ventura, released in October 2022, advanced PDF handling in Notes by enabling direct text selection and copying from attached PDFs, allowing users to extract specific content without exporting files. Annotations were streamlined through the built-in Markup tool, where users could highlight, underline, or add comments to PDF text inline, with changes saved automatically to the note. This update emphasized practical document workflows, making Notes a more robust tool for reviewing and marking up shared PDFs while maintaining searchability for the added annotations.^[78][69]

macOS Sequoia

In macOS Sequoia (version 15), released in 2024, the Notes app introduces Math Notes, a feature that enables users to handwrite or type mathematical equations directly within a note, with the app automatically solving them and displaying results in real-time. This integrates seamlessly with the Calculator app, allowing users to open Math Notes from Calculator via the menu bar (View > Math Notes) or shortcut (Command-Option-M) for advanced computations involving variables and expressions.^[79][80] Additionally, Notes gains enhanced audio handling capabilities, permitting users to record audio directly inside a note—such as during meetings—and generate live transcriptions that appear alongside related text, checklists, or attachments. These transcriptions support playback synced to the text, facilitating quick review and annotation. Notes also introduces collapsible sections to organize long notes by hiding or revealing text blocks, and text highlighting with five color options to emphasize important content.^[81] Apple Intelligence, Apple's suite of on-device AI features integrated into macOS Sequoia, extends to Notes with Writing Tools that allow users to proofread, rewrite, or summarize note content for clarity and conciseness. For instance, users can select text in a note and apply options like "Rewrite" to rephrase professionally or "Proofread" to correct grammar and style. Audio recordings benefit from AI-generated summaries of transcripts, condensing key points without manual effort. While Image Playground enables generative image creation system-wide, it can be invoked within Notes to insert custom visuals based on text prompts, enhancing multimedia note-taking. These Apple Intelligence features are available starting with macOS Sequoia 15.1 on compatible devices.^[19][82]

Cross-Platform and Advanced Features

Synchronization and Collaboration

Apple Notes utilizes iCloud to provide seamless synchronization across all signed-in Apple devices, ensuring real-time updates for notes, folders, and attachments whenever an internet connection is available.^[29] This process requires users to enable Notes syncing in iCloud settings on each device, using the same Apple ID, which mandates two-factor authentication for account security to prevent unauthorized access.^[83] Offline access is supported, allowing users to view and edit notes without connectivity, with automatic synchronization occurring upon reconnection to restore consistency across devices.^[29] Collaboration in Apple Notes enables multiple users to edit shared notes or folders in real time through iCloud, fostering joint workflows for up to 100 participants.^[84] Users invite collaborators by tapping the Share button in a note, selecting "Collaborate," and sending an invitation via email, Messages, or a shareable link, provided all parties are signed into iCloud on compatible Apple devices.^[26] Real-time edits are visible instantly, with an activity view accessible by swiping right on the note or up on the activity card to display who made changes and when, offering basic change tracking without full version history.^[26] These features, introduced around iOS 11 and macOS High Sierra, require notes to be stored in iCloud folders and may necessitate additional iCloud storage for larger shared content.^[84] While powerful within the Apple ecosystem, Notes synchronization and collaboration have notable limitations, primarily restricting native access to Apple hardware like iPhone, iPad, and Mac, with web-based viewing and editing available only through iCloud.com on non-Apple devices.^[3] Locked notes, which use end-to-end encryption via a user-set password, cannot be directly shared for collaboration, though unlocked shared notes benefit from iCloud's CloudKit encryption and can maintain end-to-end protection if all participants enable Advanced Data Protection.^[10] As of 2025, iCloud handles simultaneous edits through real-time syncing, displaying resolved changes in the activity feed.^[75]

Integration with Other Apple Services

The Notes app integrates seamlessly with Apple's Continuity features, enabling Handoff to allow users to start editing a note on one device, such as an iPhone, and continue on another, like a Mac or iPad, provided the devices are signed into the same Apple ID and in close proximity.^[85] This functionality supports real-time transitions for tasks like adding text or attachments without losing progress.^[86] Additionally, Quick Notes can be initiated from the Apple Watch using dictation, where users speak to create brief entries that sync across devices via iCloud.^[87] Siri provides voice-activated commands for creating, searching, and managing notes, such as dictating content or querying specific note titles, enhancing hands-free usability.^[88] The Shortcuts app further extends this by allowing automations, like automatically tagging notes based on content or exporting them to other formats upon triggers such as location changes.^[89] On iPad, the Apple Pencil enables handwriting recognition through Scribble, converting handwritten input directly into typed text within notes for efficient editing.^[11] In iOS 18 and later, Math Notes integrates with the Calculator app, permitting users to write or type mathematical expressions in Notes that are solved in real-time, with results updating dynamically as variables change.^[90] Notes connects with other Apple apps for enhanced workflow; for instance, notes can be attached or embedded in Reminders to serve as task details, stored in the Files app for organization alongside documents, or shared directly via Mail as formatted messages.^[2] Audio recordings in Notes link to Voice Memos functionality, allowing transcription of meetings or lectures with Apple Intelligence generating summaries from the audio.^[91]