TLDR;
This video explains how to effectively use tags in Apple Notes as an alternative to folders for organizing information. The author highlights the advantages of using tags to find related information across different folders and shares practical examples of tag application. Additionally, the video discusses how to create tags, common mistakes to avoid, and tips for maintaining a simple and effective tagging system.
- Tags provide a way to classify information without creating a second folder structure.
- Thoughtful naming and periodic review of tags enhance their usefulness.
Why Use Tags in Apple Notes? [0:00]
The video begins by introducing the concept of tags in Apple Notes and addresses the initial confusion about their necessity alongside folders. The author explains that while folders provide a hierarchical method for organizing notes, tags allow for classification based on attributes that can cross different categories. For example, tags can identify document types or the status of tasks, offering an additional perspective on organized information rather than being a separate system.
Folders vs. Tags: The Difference [0:44]
This section contrasts the concepts of folders and tags, emphasizing that folders create a structure based on subjects, while tags classify information based on various applicable characteristics. Tags help retrieve similar notes across different folders, allowing for a more dynamic approach to organization. The author suggests starting with simple tags to explore their effectiveness without complicating the existing system.
How to Create Tags [2:19]
The author explains how to create tags in Apple Notes by typing a hashtag followed by the tag term. Tags can be added throughout notes, but placing them at the bottom is common. The video details the use of permissible characters for tags and demonstrates how to view and manage tags in the Tags section of Apple Notes. Deleting a tag removes it from all associated notes, and tags cannot be used in locked notes.
Practical Example: Tracking Progress [3:37]
Using a travel planning example, the author illustrates how tags can track the status of expenses related to business trips. Tags such as "booked" and "awaiting payment" help distinguish between different stages of expense management. The author also shows how to utilize the tag section to filter notes by tags, enhancing the ability to manage statuses effectively.
Organizing Favorite Recipes [5:27]
In this chapter, the author demonstrates how to organize favorite recipes using tags, regardless of their category (appetizers, meals, desserts). By tagging a dish as a favorite, users can quickly access all preferred recipes in one view. The author provides specific examples of adding favorite tags to various dishes and highlights the ease of searching for tags in Apple Notes.
Creating a Smart Folder [7:03]
The video transitions to the creation of Smart Folders in Apple Notes, which aggregate notes based on tags. The author guides viewers through naming a Smart Folder and selecting tags, showing how it can display all notes with a specific tag. Important points about Smart Folders are mentioned: they exist only at the top level of the folder structure, and they display notes rather than moving or copying them.
How Not to Use Tags [8:35]
The author warns against common mistakes in tag usage, particularly creating a hierarchy of tags that mimics the folder structure, which adds unnecessary complexity. Effective tagging should focus on useful status indicators rather than detailed descriptive tags. Additionally, the author advises against over-tagging and recommends only tagging notes when it enhances information retrieval across folders.
Two Tips for Keeping Tags Simple [10:07]
To maintain an efficient tagging system, the author provides two key tips: first, use consistent and well-defined tag names to avoid confusion and redundancy. Second, periodically review and consolidate tags that are no longer useful. The goal is to support the retrieval of notes and ensure that tags remain meaningful, avoiding an overwhelming tagging system that complicates information retrieval.
