Apple Notes on Mac: Organize Projects and Export Markdown

Reviewed against Apple documentation on October 5, 2026. Menu labels can differ on older macOS versions.

Apple Notes on Mac can hold a project brief, reference links and working notes in one place. A useful setup is a folder for the project and one short index note that links to the documents you use most.

Choose where the notes live

Check the account section in the sidebar before creating a folder. Notes under iCloud can sync through the same Apple Account on your devices. On My Mac is local. Accounts from other providers can have fewer features, so a missing command does not always indicate a fault.

For a shared project, check the actual sharing options offered by the account. Sending a copy is different from collaborating on the original note. Before sharing, remove private information that the recipient does not need.

Build a project index

Create notes named Brief, Research and Decisions. In the index note, add a short sentence describing the project’s purpose, then link to those notes. Keep the index short enough to use as a starting point, rather than duplicating the whole project there.

To add a link, use Edit > Add Link or Command–K. For links to other notes, choose the matching note in the link interface. Linking avoids maintaining the same information in several places.

Give each note a clear job

• Brief: scope, delivery date and what needs approval.
• Research: source links with a sentence explaining why each matters.
• Decisions: the date, the choice and any remaining question.

Use headings and checklists where they help. A checklist is useful for steps you can complete. A paragraph is better for explaining why a choice was made. Notes with distinct jobs remain easier to search than a single long document containing everything.

Export a note as Markdown

Current Apple documentation includes Markdown export. Select a note, open File and look for the export command, then choose Markdown if offered. Depending on the macOS version, the menu may be labeled Export To or Export as. Choose a destination and save the .md file.

Open the exported file in its destination app before relying on it. Check headings, links, lists and attachments. A Markdown export is a useful exchange format; it is not a guarantee that every Notes feature has an equivalent in another editor.

Import existing Markdown

On supported versions, File > Import Markdown lets you select .md files. Imported content goes into an Imported Notes folder. Keep the original files until you have checked the imported notes and any attachments.

If your notes do not appear on another device

First check that both devices use the same Apple Account, the note is in the iCloud section, Notes syncing is enabled and the devices have a connection. Avoid repeatedly switching sync off before understanding where your only copy is stored.

For temporary notes kept on the desktop, see Stickies on Mac. For dated tasks and notifications, use Reminders.

Reference: Apple: import and export notes.

Reference: Apple: add links in Notes.

Reference: Apple: import Markdown.