Mac os notes export

Import and export notes on Mac

You can import text files into Notes or export notes as PDF files.

Tip: If you keep notes in internet accounts — for example, iCloud, Google, Yahoo or AOL — you can add those accounts to Notes on your Mac to access all your notes in one place without importing each note one by one. See Add or remove accounts in Notes.

Import text files into Notes

If you use upgraded iCloud notes or notes stored on your Mac, you can import text files into Notes as individual notes. You can import files in TXT, RTF, RTFD, HTML or Evernote XML Export (ENEX) format.

In the Notes app on your Mac, in the sidebar, click a folder in the account (iCloud or On My Mac) you want to import files into.

Choose File > Import to Notes.

Select one or more files, or select a folder to import all the text files in it. If you select a folder, click “Preserve folder structure on import” to keep the imported notes organised the way they were in the folder. (If you don’t see this option, click Options.)

Your new notes (and folders, if you imported any) appear in an Imported Notes folder. You can now move or rename the notes and folders as usual. See About accounts and folders.

Tip: To add non-text files, such as PDFs or image files, into Notes, you can simply attach them to a note. See Attach photos, files and more.

Export a note

You can export notes as PDF files.

In the Notes app on your Mac, click the note you want to export.

Choose File > Export as PDF.

Tip: You can export all your notes from the Stickies app into Notes. They appear in the Imported Notes folder, with a subfolder for each colour of note. See the Stickies User Guide.

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How to Export Notes as PDF on Mac

The Notes app for Mac is a great place to jot down notes, lists, tasks, tidbits of information, URL and links that you don’t want to bookmark, gather collections of pictures and other info, password protected notes, and much more. And thanks to iCloud Notes, you can also automatically have those notes sync to other Macs and to/from iOS devices like your iPhone and iPad too.

But what if you want to save a note as a separate file, or share a note with someone outside of the Apple ecosystem? What if you want to save or export a note as a PDF file so that the notes full contents are preserved just as they were maintained in the Notes app?

Fortunately you can easily export any note from Notes app as a PDF file, which can then be saved, sent, shared, or stored just about anywhere.

How to Save Notes as PDF on Mac

Have a note or several that you want to export from the Notes app and save as PDF files? Here’s how to get the job done on a Mac:

Open the “Notes” app in Mac OS if you have not done so already

Navigate to the note you want to export and save as a PDF and select it so that it’s the active note (alternatively, you can double-click to open the note in a new window)

Pull down the ‘File’ menu and choose “Export as PDF”

It’s that simple, the note will be saved as a PDF file and any styling or content within the note will be preserved in that resulting PDF document.

If desired, you can confirm the note was properly saved as a PDF by locating the exported PDF file within the Finder of Mac OS, and then using Quick Look to glance at it, or opening it within Preview or another PDF reader app on the Mac.

Using the Notes app built-in Export as PDF approach is easier and faster than using Print to PDF, though printing the note as a PDF works just as well and results in largely the same thing.

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Export All Of The Notes On Your Mac Using a Script

In Mac Notes you can only export one note at a time as a PDF file. With the help of a script, you can quickly and easily export all of your notes to html files as a backup or archive. You can also save notes this way to clear out your Notes app.

Check out Export All Of The Notes On Your Mac Using a Script at YouTube for closed captioning and more options.

Note: If you have more than one Notes account, or use “On My Mac” notes in addition to iCloud notes, then this could fail because the .notes property gives an array of objects, not a single object. You can substitute this line for the “var notes =” line to narrow down by account.

Then just change the ‘iCloud’ to ‘On My Mac” to get those notes instead.

Comments: 49 Responses to “Export All Of The Notes On Your Mac Using a Script”

Great tutorial Gary, thank you. Question regarding locked and/or pinned notes. How does this script affect those if at all?

Eric: I don’t think it will work with locked notes, but pinned notes are just regular notes that appear at the top. But try it.

I’ll give it a try and post results. Side question; any particular way to export just the titles of the notes and not the body of them? I’m possibly looking to take an “inventory” of what notes I have. I was able to Cmd+A to select all titles, but the function is not being allowed. Thoughts?

Eric: A note title is just the first line of the note. So use the same script but modify it to only add the first line of each note’s text.

Oooh, just tried it, and got this message when I ran it: Error -10000: AppleEvent handler failed. What have I done wrong?🤔

Caroline: Not sure. Are you using the latest versions? Do you have any special characters in the Note titles? Does it show you which line has the error (run it in Script Editor).

Gary: thank you very much for replying so fast. No luck so far. Latest version of everything. I’ve been through every single one of my notes and removed all punctuation and special characters from the titles. Numerals are ok, aren’t they? Have run it again in ScriptEditor and still getting the same message: Error -10000: AppleEvent handler failed.
Oh well, the notes will be on TimeMachine & Backblaze so not disaster I guess!

Caroline: When you run it in Script Editor, does it show you which line has the error?

Gary: I don’t think so! In ‘Result’, all it shows is ‘Error -10000: AppleEvent handler failed’ and in the bottom of the window it says Error: Error: AppleEvent handler failed.
Should I be looking somewhere else in the window? As you can see, I’m a Script Newbie!

Hi Gary. I’ve just tried running the script and get the same error as Caroline. There is no indication given as to which line is in error.

Just tried again with the Notes application running in the background and now get this …

app = Application(“Notes”)
app.notes.name()
–> Error -10000: AppleEvent handler failed.
Result:

I ran the script twice with the same results. The script exported 140 notes to html files out of 869 notes. After 140, this is the message: “Error -43: File wasn’t found.”

another Eric: Did you read my note above the comments?

Paul: That happens when you have a note that uses a character in the title that can’t be used in a filename.

Hi Gary! I hope my questionis related to the topic!
Can I restore all my Notes from Time Machine backup?
Thanks in advance!

The 1000 error occurs on the assignment stmt (var notes = notesApp.notes). You can correct by using the more explicit assignment stmt Gary lists above (var notes = notesApp.accounts.byName(‘iCloud’).notes).

I’d suggest running with the log window displayed (and clicking the “Replies” tab) as this script takes a while to run (I had > 400 notes). I assume this is the cost of IPC traffic to the Notes app.

Also, you have to be careful on note name to avoid Error 43 File wasn’t found. HTH

Robert: Not really. If you needed to do a full restore then the notes would come along with, assuming you weren’t using iCloud and just On My Mac notes. But you can’t grab individual notes or anything, at least not easily.

Hi Gary. I have just revisited this page; read your comment; and tried again with the suggested change. That works. Thanks.

Hi Gary!
What if I copied “NoteStore.sqlite” file from library and kept it somewhere for safe keeping?
In a disaster,could I just take the copy and replace it in library?

Robert: I’m not sure that just replacing that file would work, especially if these are cloud-stored notes. Exporting with a script like this may be a better option if you are afraid you may accidentally delete one or something. Or, if the information is that critical, then maybe store them in a vault like using 1Password or something.

Hi Gary!
Thank you very much for this great post.
I’m familiar with programing but not with javascript, if I want that the date of creation would be added to the exported note, where and how should I add the line “creationDate”?
Thanks a lot!

I also have notes in Hebrew and it changes the Hebrew characters to ?, is there a way handle it?

Dvir: You can try just appending the line to the notes[i].body() with a + and see how that works. As for getting Hebrew to work, I’m at a loss. I’m not sure how to do that offhand.

Garry, I’m sorry but I got this to work once changing for error “Error -10000: AppleEvent handler failed.” I tried this again and get “Error -43: File wasn’t found.” Yesterday I upgraded the MacBookpro Catalina to next upgrade 10.15.5 (19F96). Any thoughts. I make the selection (410+Note members) and it appears to be processing and cant seem to find a folder to fill tho I provided one and thought I selected it. Dean

Dean: Sounds like a character in the name of a Note isn’t supported. I mention this and there are some comments above that mention it too.

Is it possible to save a note attachment in a specific folder using AppleScript?

Destiny: Not sure off the top of my head. But it is easy to do with just drag and drop.

Hello! I tried running the script and got this error: “Error: Error: Can’t convert types”. What should I try?

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Write and format notes on Mac

You can write notes and change the formatting in a note — for example, change the font size or alignment, or make text bold. If you use upgraded iCloud notes or notes stored on your Mac, you can also apply paragraph styles, add checklists, and specify the paragraph style that’s used when you start typing a new note.

Write a new note

Ask Siri. Say something like: “Create a note.” Learn how to ask Siri.

In the Notes app on your Mac, in the sidebar, click the folder where you want to put the note.

Click the New Note button in the toolbar (or use the Touch Bar).

Type your note. You can use typing suggestions, if available.

The first line of the note becomes the note’s title. You can change how the first line is formatted in Notes preferences.

Your note saves automatically as you work.

Tip: To easily create a copy of a note (that isn’t locked or shared with people), select it, then choose File > Duplicate Note or press Command-D.

Edit a note

Ask Siri. Say something like: “Add ‘milk’ to my note.” Learn how to ask Siri.

In the Notes app on your Mac, click a note in the notes list or double-click a note in gallery view. To find it quickly, search for notes.

In the note text, select the text you want to edit, or click where you want to add text, then make your changes.

Tip: When you type specific data (such as dates, times, locations or phone numbers), you can easily add that information to another app. For example, Control-click a time, then choose Create Event to create a calendar event or Create Reminder to create a reminder. See Detect dates, contacts and more in documents on Mac.

Copy and paste text

In the Notes app on your Mac, click a note in the notes list or double-click a note in gallery view.

To copy and paste text, do any of the following:

Copy all the text in a note: Click anywhere in the note text, choose Edit > Select All (or Command-A), then choose Edit > Copy (or Command-C).

Paste text: Choose Edit > Paste (or Command-V).

While some formatting is retained when you paste, the original font and colour may not be retained.

Paste text using the surrounding style: Choose Edit > Paste and Match Style.

The style information is ignored from the clipboard and the text is pasted with the surrounding styles applied.

Paste text using the original style: Choose Edit > Paste and Retain Style.

The style information stays with the copied text and the text is pasted with the original style applied.

You can also use Universal Clipboard to copy text, images, photos and video on one Apple device, then paste the content on another Apple device.

Add or change a list

You can add bulleted, dashed and numbered lists to notes. If you’re using upgraded iCloud notes or notes stored on your Mac, you can also turn existing lines of text into a list.

In the Notes app on your Mac, click a note in the notes list or double-click a note in gallery view.

To add or change a list, do any of the following:

Add a list: Click at the beginning of a line, then do one of the following:

Type an asterisk followed by a space.

Type a hyphen followed by a space.

Type a number and full stop followed by a space.

Click the Format button , then choose Bulleted List, Dashed List or Numbered List. (You can also use the Touch Bar.)

Add to a list: Click at the end of a list item, then press Return.

End a list (and add a new paragraph): Click at the end of the last line item, then press Return twice.

Increase list level: Click a line in the list, then press Tab to indent.

Tip: If you want to insert a tab character in a list item, click where you want to insert the tab, then press Option-Tab.

Decrease list level: Click a line in the list, then press Shift-Tab.

Add a line break (soft return) to a list item: Press Control-Return at the end of a list item to start a new line without starting a new list item.

Move a list item up (or down) in the list: Press Control-Command-Up Arrow (or Control-Command-Down Arrow).

Add or change a checklist

Note: To add a checklist or turn existing lines into a checklist, you must be using upgraded iCloud notes or notes stored on your Mac.

In the Notes app on your Mac, click a note in the notes list or double-click a note in gallery view.

To add or change a checklist, do any of the following:

Add a checklist: Click at the beginning of a line, then click the Checklist button (or use the Touch Bar).

Convert paragraphs into a checklist: Select the lines you want to turn into a checklist, then click the Checklist button .

Add to a checklist: Click at the end of checklist item, then press Return.

Reorder items in a checklist: Drag a checklist item to a new location.

Tip: You can also move a list item up (or down) in the list — just press Control-Command-Up Arrow (or Control-Command-Down Arrow).

End a checklist (and add a new paragraph): Click at the end of the last checklist item, then press Return twice.

Increase list level: Click a checklist item in the list, then press Tab to indent.

Decrease list level: Click a checklist item in the list, then press Shift-Tab.

Add a line break (soft return) to a checklist: Press Control-Return at the end of a checklist to start a new line without starting a new checklist item.

Tick or untick one item: Click a circle to mark an item as complete.

To automatically move checklist items to the bottom of the list as they are ticked, select “Automatically sort ticked items” in Notes preferences.

Tick or untick all items: Choose Format > More > Tick All or Untick All.

You can also Command-click any checklist item. If any item is unticked, all items are ticked (and vice versa).

Format text

You can apply a style — such as heading or body — to quickly format a paragraph.

Note: To use paragraph styles, you must be using upgraded iCloud notes or notes stored on your Mac.

In the Notes app on your Mac, click a note in the notes list or double-click a note in gallery view.

To format text, do any of the following:

Change the formatting of selected text (such as changing a phrase to bold): Select some text, click the Format button , then choose an option (or use the Touch Bar).

Change text alignment: Click anywhere in the text you want to change, choose Format > Text, then choose an option.

Change text font, colour, size and more: Select the text you want to change, Control-click the selection, choose Font > Show Fonts, then use the Fonts window to make changes.

Apply a paragraph style to a paragraph: Click anywhere in the text you want to format, click the Format button , then choose a style.

Change the default title paragraph style: Choose Notes > Preferences, click the “New notes start with” pop-up menu, then choose an option.

Add links

In the Notes app on your Mac, click a note in the notes list or double-click a note in gallery view, then choose Edit > Substitutions > Smart Links (a tick shows it’s on).

Do one of the following:

Type a URL, and it becomes a link automatically.

Select the text to change to a link, choose Edit > Add Link, then type or paste the URL.

To edit, remove, or open a link, Control-click the link, then choose an option.

You can see suggested spellings for words, add frequently used words or terms to a dictionary, or choose dictionaries for specific languages. See Check spelling and grammar.

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