A notebook in Notes is a place your notes live in, like a folder. Notebooks are useful for grouping notes by client, by filing, or by anything else that makes sense for your work. This guide shows how to create a notebook, put a sub-notebook inside it, change how it looks, and tidy things up later.
Before you start
- Notes shows notebooks in the sidebar under the heading Notebooks. Next to the heading you will see whose notebooks you are looking at: My Notes, or the name of a company if you are in Company Notes.
- A note can be in one notebook at a time.
Create a notebook
- In the sidebar, find the Notebooks section.
- Select the New notebook button (the plus icon). If you have no notebooks yet, select New notebook in the empty message instead.
- Type a Name. This is required, and the button stays off until you type one.
- If you like, add a Description. It is optional.
- Choose an icon and a colour so the notebook is easy to spot.
- Select Create notebook.
When you create a notebook while looking at Company Notes, it belongs to that company and everybody in the company can open it. A notebook you create under My Notes belongs to you.
Put a notebook inside another one
Open the actions menu on a notebook and choose New sub-notebook. Notebooks can sit inside other notebooks up to eight levels deep. When a notebook has reached the limit, the menu item is switched off and shows Nesting limit. A sub-notebook belongs to the same side as its parent, so you cannot put a company notebook inside a personal one.
Rename it or change its look
From the actions menu choose Rename… to change the name or Colour and icon… to change how it looks. Both open Notebook settings. Select Save changes when you are done.
Move a notebook
Choose Move… from the actions menu. Pick a new place from the list, or Top level to take it out of its parent. You can type in the filter box to find a notebook faster. A notebook cannot be moved inside itself, and places that would make the nesting too deep show Too deep.
Archive a notebook you no longer use
Choose Archive from the actions menu. The notebook disappears from the list and is marked Archived when you show archived notebooks. To see them, select the archive button next to the New notebook button; select it again to hide them. To bring a notebook back, choose Move out of archive.
Delete a notebook
Choose Delete notebook…. Notes tells you what will happen before you confirm. Deleting a notebook removes only the container. The notes inside are kept and move to the notebook above it, or become unfiled if it had no parent. Sub-notebooks move up one level. Anyone the notebook was shared with loses the access it gave them. Select Delete notebook to confirm.
Who can do what
Some menu items are switched off with a short reason. View only means you can read the notebook but not change it. Owner only means only the notebook's owner can move, share, archive or delete it. If a notebook was shared with you, the menu also has Leave this notebook….