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How to add notes from an email account to an iphone

Find out how to create checklists on your iPhone, iPad or iPod touch.

Before you begin

  • Make sure that your iPhone, iPad or iPod touch has the latest version of iOS or iPadOS.
  • To use the latest features of Notes, make sure that you set up Notes with iCloud or have your notes saved on your device. To set up Notes with iCloud, go to Settings > Notes > Default Account, then select iCloud. To set up Notes on your device only, go to Settings > Notes, then select “On My [device]” Account. Many features won’t work with other email providers.

How to add notes from an email account to an iphone

How to create a checklist

  1. Open the Notes app.
  2. Tap the Compose button to create a new note.
  3. Enter a title and tap return.
  4. Tap the Checklist button to start the list. Each time you tap return, a new item will be added to the list.
  5. Tap the empty circle to mark an item as complete.

To create a list in an existing note, place the cursor where you want to start. Then tap the Checklist button and create your list.

How to organise your checklists

When you create a checklist, it’s easy to organise it. Here are a few things you can do:

  • Reorder items with drag and drop. Just drag the item in the list to the place you want.
  • Swipe to indent items. Swipe the list item right to indent it and left to reverse the indent.
  • Move ticked items to the bottom automatically. Go to Settings > Notes, tap Sort Ticked Items, then tap Manually or Automatically.
  • Tick items when you’ve completed them or untick all items to start again.

How to share a checklist

  1. Opens the Notes app.
  2. Go to the note with the list, then tap the More button .
  3. Tap Share Note , and choose how you want to share.

How to add notes from an email account to an iphone

The iOS Notes app has come a long way from its bare-bones inception and is now filled with features, allowing you to share notes with contacts, sync across devices, add password protection and create checklists. The ability to format text within your Notes was another helpful addition that comes in handy when tidying up, if not for your own sake then to at least make them intelligible for those you share with. Here’s how to add titles and headers, make bulleted lists and use bold and italics:

Titles and Headings

    Open up Notes and start a note synched with your iCloud (titles, headings and formatted lists only work with Notes in the iCloud folder).

How to add notes from an email account to an iphone

How to add notes from an email account to an iphone

How to add notes from an email account to an iphone

How to add notes from an email account to an iphone

    To format a list, select the appropriate text and tap the “Aa” format button. Choose from Bulleted List, Dashed List, or Numbered List.

How to add notes from an email account to an iphone

Bold, Italics and Underline

    These formats will work regardless of what folder your note is in. As in the previous examples, select the text you wish to format. When you release, a menu bar shows up. Use the arrows on either end to find “BIU.”

How to add notes from an email account to an iphone

How to add notes from an email account to an iphone

If you often find yourself starting your notes with a title, you can have them automatically start with a title as well.

If you’re missing notes, they might have been accidentally deleted, or you might need to change your settings.

How to add notes from an email account to an iphone

Check your account settings

If you store your notes with a third-party account or email service, like Gmail or Yahoo, check your settings:

  1. Go to Settings > Mail, then tap Accounts.
  2. Tap the email account that you want to check.
  3. Make sure that Notes is on.

If you use Notes with more than one email account, just repeat the steps for each account. If your account is missing, learn how to add it again.

How to add notes from an email account to an iphone

Check your Recently Deleted folder

If you store your notes on iCloud, check your Recently Deleted folder:

  1. Open Notes, then tap Back until you see your Folders list.
  2. Tap Recently Deleted and search for your note.

If you find your note in Recently Deleted or in another folder, you can move it:

  1. In the Notes list, tap Edit.
  2. Select the note that you want to move.
  3. Tap Move, then select the folder you want to move it to.

If you use notes with another service, like Gmail or Yahoo, check the Trash folder of that account in the Mail app. If you delete a note from the Notes app, your third-party account will usually keep it in the Trash folder. To recover a note from the Trash folder, you need to copy and paste the note to a new note in the Notes app.

How to add notes from an email account to an iphone

Use Search to find your notes

  1. Open Notes, then tap Back until you see your list of notes.
  2. Tap the Search bar and type a word, phrase, or the title from the note that you’re looking for.
  3. Make sure All Accounts is selected. Search will check all of your notes in each folder across your accounts, like an email account.

If you don’t see the Search bar, you might need to scroll to find it. If you still can’t find a note, you might have the note locked. Search will only see the title of locked notes, so you might need to check all of your locked notes to find the specific note that you’re looking for.

Manually search for your notes

If Search doesn’t show results, you might need to check a different folder and scroll down the list:

  1. Open Notes, then tap Back until you see your Folders list.
  2. If you have more than one folder, tap a different folder to see if your note is in there.

If you still can’t find your note, it’s possible that you’re not using the correct word, phrase or title from the note.

In my mail app it allows me to create new folders in the notes section so that I can keep multiple ‘notepads’ I guess you might call them. It’s as simples as creating a new folder and then right away this syncs with my iPhone and iPad and these new ‘accounts’ show up in the notes app. It’s really useful for keeping a set of business notes and personal notes etc etc

BUT , I can’t for the life of me figure out how you go about creating one of the new accounts/note folders using the iPhone or iPad ? I can’t believe there isn’t a simple + button somewhere to do this. I’ve noticed you can also add folders in the icloud web page, so surely they haven’t simply left this feature out of the iOS devices entirely have they ?

Please say I’m missing something obvious.

iPhone 4S, iOS 5.1.1

Posted on Jun 6, 2012 10:24 AM

All replies

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I’m having the exact same frustration. It seems crazy that notes only allows you to create new accounts from the desktop version , Only lets you see the accounts on the iPad and doesn’t let you see the account on the iPhone at all.

I’m going to start looking for a good third-party application. Evernote? Any other suggestions out there?

Aug 11, 2012 6:39 AM

If you turn Notes off on icloud, create a note (I did one called “Placeholder – Don’t delete”), and then turn back on Notes in icloud, the iphone automatically creates a 2nd Account in Notes labeled “On My iPhone”. You can then create notes that only stay on your iPhone or create notes that get put on the cloud. This option appears only while there is a note still created under this folder though (i.e. if you delete all the notes from the “On My iPhone” folder the folder will self-delete) hence the naming of my aforementioned note.

To create a note just for your iphone after icloud is turned back on, hit back on the accounts button (upper left) and select the appropriate folder before creating the note. If not, any note that is created will be created under the default account chosen under Settings.

With the Notes app you can invite people to collaborate on your iCloud notes and folders. Then you can partner on projects, plan a trip, make a grocery list, and more.

About sharing notes

You can add someone to any iCloud note or an entire folder of notes on your device. Then they can make edits and see the latest changes you’ve made. If you’re the owner of a note, you can remove others from your notes and folders whenever you want.

As long as your device is connected to the Internet, iCloud keeps your notes and folders up to date everywhere, which means an iCloud note you have on your iPhone will also show up on your iPad. So when you check off an item on your to-do list, edit a sketch, or add an attachment, everyone sharing the note or folder will see the most recent version.

You can’t share password-protected notes. If you want to share a password-protected note, tap the note, tap the More button , then tap Remove and share the note.

Before you begin

  1. Update your iPhone, iPad, or iPod touch to the latest version of iOS or iPadOS. on all of your devices.
  2. Make sure that you’re signed in to iCloud with the same Apple ID on all your devices.
  3. Upgrade your notes so that you can use the latest features. Everyone that you share with needs to update their device and notes too. If you have drawings in any of your notes, make sure they’ve been updated so you can use the latest features.

How to add notes from an email account to an iphone

Add someone to a note

  1. Open the iCloud note that you want to share.
  2. Tap the More button , then tap Share Note .
  3. Choose how you’d like to send your invitation. Then select the person you want to share with.
  4. Depending on how you share, you may need to tap Send.

To add more people to a shared note, open the iCloud note, tap the Add People button , then tap Add People and follow steps 3-4. If you’re already sharing a note, you’ll see the Add People button at the top of the note or the people icon in the notes list.

How to add notes from an email account to an iphone

Add people to a folder

  1. Go to your Folders list.
  2. Swipe left over the folder that you want to share, then tap the Add People button .
  3. Choose how you’d like to share the invitation, then select the person you want to share with.
  4. Depending on how you share, you may need to tap Send.

You need iOS 13 or later, or iPadOS to share a folder or accept an invitation to collaborate on a shared folder. You can’t share a folder that has a locked note, or a note that’s shared by someone else.

How to add notes from an email account to an iphone

Manage how you share

As the creator of a shared note, you control access to who makes changes. From the shared note, tap the Add People button to see who you’re sharing with. Then tap Share Options and select the option that you want, like "Can make changes" or "View only."

If you see "Invited" below a person’s name, then they haven’t accepted your invitation yet. Anyone on a shared note can add attachments, create checklists, sketch a drawing, and edit text. When someone is set as "View only" they can’t make any changes to the shared note.

When a shared note is updated, everyone on the note will receive a notification that an update was made. To hide these notifications, from the note, tap the Add People button and turn on Hide Alerts.

To turn on Highlight All Changes, go to the note, tap the Add People button , then turn on the setting. This will highlight all changes you or collaborators make to the note.

You need iOS 13 or later, or iPadOS to use some of the latest Notes features, like View only and Highlight All Changes.

Remove people from shared notes

To remove one person from a shared note:

  1. Open the note and tap the Add People button .
  2. Tap the person’s name.
  3. Tap Remove Access.

To remove everyone from a shared note:

  1. Open the note and tap the Add People button .
  2. Tap Stop Sharing.
  3. Tap Stop Sharing again to confirm.

When you stop sharing a note with other people, the note automatically deletes from their device.

Delete a shared note

If you create and share a note, you can delete it whenever you want. To delete a shared note, tap the More button , then tap Trash button . If you’re in the Notes list, you can also swipe left over the note, then tap the Trash button and tap Delete Shared Note.

When you delete a note, it moves to your Recently Deleted folder on all your devices and stays in the Recently Deleted folder for 30 days. The note is completely removed from the device of the people you share it with.

If you accidentally delete a note that someone else shared with you, you can accept the Notes file again from the original invitation. When you accept the note, it contains all the changes to that note up to that point in time. If the creator stopped sharing the note, you can’t accept it. If you don’t have the original invitation, ask the creator to share it again or check your Recently Deleted folder.

How to add notes from an email account to an iphone

iPhone Notes is one of the most popular apps among users as the app offers multiple benefits like jotting down notes, a list of tasks, names of places & people, expenses you made in a day, week, or month etc.

So it is quite obvious you would like to access these things, i.e. Notes, even if you don’t have your iPhone, iPad or your iCloud account at close hand. What you need is a cyber café or internet connection anywhere to open your Gmail account from any Mac or Windows PC.

But how can a Gmail account help you access your iPhone Notes? Well, this information is all about this solution. To begin with, you need to have a Gmail account synced with your iPhone or iPad. If not, you can sync one or multiple Gmail accounts on your iPhone/iPad.

Once you sync up your Gmail account/s with iPhone/iPad, it is quite easy to sync Notes app on your Gmail.

How to Sync iPhone Notes with Gmail Account

Step #1. Launch Settings app on iPhone → Scroll down and tap on Mail, Contacts, Calendars.

How to add notes from an email account to an iphone

Step #2. Tap on Gmail account you want to sync Notes with.

How to add notes from an email account to an iphone

Step #3. Toggle Notes ON.

How to add notes from an email account to an iphone

Normally Mail, Contacts, and Calendars options are toggled ON by default on your iPhone; the option of Notes needs to be toggled ON manually.

Now you can check the effect on your Gmail account; you can see Notes as a label in the left side under the COMPOSE option. Note that you cannot edit Notes from your Gmail account as this option only allows access to your Notes from Gmail account.

Also check the Notes app on your iPhone; you can see GMAIL on the Folders screen in Notes app. Create your Notes and access the same from anywhere on the earth. You can also send the Notes to your Gmail contacts from your account.

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How to add notes from an email account to an iphone

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Nov 25, 2013 – Filed as: Productivity 13

If you have notes in the “On My Phone” or “On My Mac” accounts but want to move them to an email account instead, this article provides instructions for moving the notes. It’s surprisingly tricky.

How to add notes from an email account to an iphone

Easy Way (Straightforward but tedious)

Mail every note to yourself and copy the contents into the Notes program (if using OS X 10.8 – 10.9) or into Mail (if using OS X 10.7 or earlier).

Caution: This method loses the dates of the original notes which will mess up their ordering.

Hard Way (Perfect migration but lots of steps)

First you will need OS X 10.7 (Lion), either already running on a computer you own or installed on a virtual machine, such as created by Parallels or VMware. OS X 10.8 (Mountain Lion) and OS X 10.9 (Mavericks) removed the notes syncing feature that these instructions depend on.

Sync the iPhone with iTunes. Be sure that in the Info tab of iTunes that the Sync notes option is checked. If the option isn’t there then you might be running OS X 10.8+ where this option was removed.

How to add notes from an email account to an iphone

Open Mail and configure it with the email account that you want the notes to be synced with. Make sure that in the Mail preferences that the Show notes in Inbox option is checked.

How to add notes from an email account to an iphone

You should see a Notes folder in the left sidebar of the main mail window. It should also have a triangle that expands to show “On My Mac” and your email account. If there is no triangle then you may need to quit and relaunch Mail for it to pick up the synced notes from iTunes.

How to add notes from an email account to an iphone

Move all the notes inside the “On My Mac” to your email account.

Verify that your iPhone sees the notes added to your email account.

Tell iTunes to sync with the phone again so that the notes moved from “On My Mac” no longer appear on the iPhone under the “On My Mac” account.

How to add notes from an email account to an iphone

This last step didn’t work as expected for me, as no notes disappeared from the “On My Mac” account on my iPhone. I tried using iTunes’s special option to forcefully replace all notes on the iPhone with the Mac’s notes on the next sync. That didn’t work either.

How to add notes from an email account to an iphone

In the end to remove the old notes from the “On My Mac” account on the iPhone, I manually deleted each note on the iPhone itself. Not ideal but it didn’t take too long.

Apple iPhone and iPad are pre-loaded with a bunch of pretty cool apps, and Notes is one of them. It packs many amazing note-taking features that deserve to be available on other platforms. However, thanks to the Apple ecosystem, the notes aren’t available on non-Apple devices easily. To view them on other devices, you will have to take the help of iCloud.

How to add notes from an email account to an iphone

That is, you need to open iCloud on other devices and view the notes there. But some people don’t prefer to use multiple apps or websites when the job can be done by a single app or service. So why not sync notes from iPhone/iPad to a thing that one uses regularly — Gmail. Is that even possible?

Yes, that’s possible and can be done easily. The overall method involves adding Gmail account to iPhone, enabling sync for Notes in Gmail, followed by adding notes, and finally viewing them in Gmail.

Don’t get confused. We have covered the steps in detail here. Let’s jump in.

1. Add Gmail Account

The first thing that you need to do is add your Gmail account to iPhone/iPad. If you have already added it, skip to the next section.

Here are the steps:

Step 1: Open Settings on your iOS device. Go to Passwords & Accounts.

How to add notes from an email account to an iphone

Step 2: Tap on Add Account and then on Google.

How to add notes from an email account to an iphone

How to add notes from an email account to an iphone

Step 3: Enter your Google account details and follow the on-screen instructions.

Once set up, you will find Gmail label under Passwords & Accounts settings.

How to add notes from an email account to an iphone

2. Enable Notes Under Gmail

Now to sync data from the Notes app to Gmail, you need to enable the Gmail sync.

To do so, go to Settings > Passwords & Accounts. Tap on Gmail. Turn on the toggle present next to Notes.

How to add notes from an email account to an iphone

How to add notes from an email account to an iphone

3. Add Notes to Sync with Gmail

When you enable Notes under Gmail, that doesn’t mean all your existing notes will sync to Gmail automatically. The Notes app creates a new section titled Gmail. That means, only the notes created under that section will be available on Gmail.

So, open the Notes app and tap on Notes under the newly created Gmail section. Then tap on the add icon and start typing your notes.

How to add notes from an email account to an iphone

How to add notes from an email account to an iphone

Keep in mind that you cannot create new folders under the Gmail section as you would do under iCloud. All the notes will go in the default Notes folder only.

I recently logged into my hotmail account, which is my AppleID account, after a long time and had to reset my password to access it. The Notes on my iPhone were linked to this hotmail account but now all but the very old ones have disappeared. I have checked in my mail app and everywhere else I can think of but have not found the most recent ones. I have also made sure the account password and details have been updated in the settings. My inbox and all is working fine and I even have a new folder by the name of 'Notes_0' which has my notes. But only very old ones are in it and the recent ones are nowhere to be found. Please assist.

Posted on Dec 12, 2018 11:20 PM

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User level: Community Specialist

Thanks for visiting Apple Support Communities!

I understand that you are missing notes in the Notes app after updating the password for your email address. The following guide should be helpful in locating missing notes:

Dec 15, 2018 8:32 AM

I’ve tried searching in the Notes app itself but nothing comes up. However, when I search the note using the iPhone’s own search, it displays the missing note. But it’s not much help since when I tap to open it, it just opens the note app and not the required note.

Dec 16, 2018 2:44 AM

I have not heard back from you since my last reply.

Please help me as I have some important notes I really need to get back.

Jan 6, 2019 10:17 PM

Hotmail is a Outlook mail (windows) do you have it on your Mac?

Also you would not use your Apple ID to log in to it.

Jan 6, 2019 10:21 PM

No I don't have a Mac.

Jan 6, 2019 10:36 PM

Sorry, my mistake,

so you have an iPhone with Outlook and Hotmail and you use the Apple ID to log in, and now the Notes from Outlook is not working.

Did I get it right ?

Jan 6, 2019 10:57 PM

Read chris_g1’s answer again

Jan 6, 2019 11:06 PM

Well sort of. My apple ID is linked to my hotmail account and I still use that very account. Only difference is that (as mentioned in my original post) I logged onto it after a long time, had it migrated to the new Outlook, and now the notes have disappeared from everywhere.

Jan 6, 2019 11:08 PM

I tried all the approaches in chris_g1's reply and none of the solutions mentioned helped.

Jan 6, 2019 11:11 PM

Lets forget the using the Apple ID for a moment it is not relevant.

I also have the Outlook mail (linked to my Apple Mail), which was called Hotmail and before that was called MSN.

In my Outlook mail there is no Notes to link to, but there is a OneNote app on Microsoft server..

If you go there maybe Microsoft has transferred your Notes history to it.

Jan 6, 2019 11:44 PM

Nope. No luck there either. It's empty.

Jan 6, 2019 11:54 PM

Sorry, so Microsoft did not save your notes then.

For what ever is it worth I can only show you my settings on my Mac (do not have Phone)

In Mac-mail I open the Accounts and have it set up as shown, and it shows up in my Mac Notes. (the MSN is your Hotmail)

Do not know how to do that on iPhone.

Jan 7, 2019 12:09 AM

My appleID is my microsoft outlook.com address with no problems and I dont see how resetting or changing the password will affect Notes. If you *changed* your appleID email address then your notes could disappear. Losing some Notes after resetting an email password makes no logical sense to me and I cant offer an explanation.

Jan 7, 2019 1:32 AM

I think that's exactly happened here. Since my apple ID was (and still is) my 'hotmail' account, something got messed up when i was migrated to the outlook infrastructure. Now either apple couldn't handle the shift or Microsoft lost my data somewhere. My data is stuck somewhere in limbo where no side can access it.

Funny thing though, a few notes whose contents I have been able to remember do show up on my iPhone's search bar (not the Notes app's search bar). But when I tap to open them, it just opens the main page of the notes app.

Naturally, this frustrates me further.

Jan 7, 2019 1:44 AM

I’ve had the exact same issue. When I type in my iPhone’s search bar, my old notes information pops up, but when I click on it it leads me to the main page of the notes app as well. I’ve been using my hotmail account as my notes default account for years and to have them disappear is extremely inconvenient and frustrating.

However, on the microsoft help page, somebody suggested that instead of using “exchange” or “outlook” to set up your email in iphone, you should use “other” to set the email up. They got back their hotmail notes. I got the hotmail notes folder to finally pop up along with the rest of my other email accounts’ notes folders, but all contents have disappeared. Hope this is somehow helpful. When I try to access my hotmail email on my computer, I also have a new folder that says ‘Notes_0’, but all my notes still can’t be found when I click on it. Apple support, please help.

EDIT:

I just checked my hotmail notes again and all my old notes have reappeared!! Just follow my instructions of using ‘other’ to re-set up your email in your iPhone(: It may take awhile for all your notes to come back (a couple of minutes) so keep checking!! hope this helped(:

You can Add Multiple Email Accounts to iPhone and access all your Email Accounts from within the iPhone Mail App, without any need to login to separate Email Accounts.

How to add notes from an email account to an iphone

Add Multiple Email Accounts to iPhone

All that is required to Access all your Email Messages from Gmail, Outlook, iCloud and other providers is to simply add your Email Accounts to the Mail App on iPhone.

Once the Email Accounts are added to iPhone, all Messages received in these Email Accounts will become available within the Mail App.

The Mail App automatically separates Email Messages received from different Email Accounts and groups them in separate Folders, named after the Service provider (Gmail, Outlook and others).

How to add notes from an email account to an iphone

With this understanding, let us go ahead and take a look at the Use Multiple Email Accounts on iPhone, Set your Default Email Address and switch between different Email Accounts.

1. Add Email Accounts to iPhone

The Mail App supports iCloud, Gmail, Outlook and almost all other known Email service providers, which makes it easy to Add them to iPhone.

1. Go to Settings > Mail > Accounts > Add Account > select your Email Service provider .

How to add notes from an email account to an iphone

2. On the next two screens, enter your Email Address and Password to Sign-in.

3. On the next screen, move the toggle next to Mail to ON position and tap on Save .

How to add notes from an email account to an iphone

Note: If you want to, you can also Enable Contacts, Calendars & Notes.

4. Repeat the above steps to for other Email Accounts (if any).

Note: You will have to go through additional steps, if 2-factor authentication has been enabled for your Email Accounts.

2. Set Default Email Address on iPhone

If you have 2 or more Email Accounts, you can designate a Default Email Account for sending Emails from iPhone.

1. Go to Settings > Mail > scroll down and tap on Default Account .

How to add notes from an email account to an iphone

Note: The “Default Account” option appears only when there are two or more Email Accounts on iPhone.

2. On the next screen, select the Email Account that you want to set as your Default Account for sending Messages from iPhone.

How to add notes from an email account to an iphone

After this, the Default Email Address will always appear as the From Address, while sending Emails from your device.

3. Switch Between Different Email Accounts on iPhone

The Mail App makes it really easy to Switch between your personal, work and other Email Accounts.

1. Open the Mail App on your iPhone and tap on the Compose button, located at bottom-right corner of your screen.

2. On New Message screen, tap on From: Email Address Field.

How to add notes from an email account to an iphone

3. Tap on the From Field one more time and you see all your Email Accounts at the bottom of the screen.

How to add notes from an email account to an iphone

4. Simply, select the Email Account from which you want to send the Email from (See above image).

The selected Email Address will show up in the “From” Field and this ensures that your Email Message is going from the right Email Address.