Mac “Notes” app account management

Apple Notes Account
Updated : Sep 14, 2021

I will explain in detail the account management when using “Notes” app on Mac, using illustrations.

This is useful when you want to synchronize between multiple devices, or don’t want to vice versa.

The following explanation is given in the following environment.

  • macOS Big Sur 11.5.2

 

Notes accounts types

To start using “Notes” app, you need to set up an account.

There are three types of accounts, and the differences between them are summarized in the table.

If you are using iCloud, you have already set up “① iCloud account”.

Account type Sync
between devices
(Mac/iPhone/iPad)
Account
suspension
Restriction
① iCloud account Possible Possible,
but the data
will be deleted
from the device
(Saved on the cloud)
No restriction
② Internet accounts
other than
iCloud
Possible Possible,
but the data
will be deleted
from the device
(Saved on the cloud)
Restriction
(For details,
see below)
③ Local account Impossible Impossible,and
data will be deleted
No restriction

 

The restrictions on “② Internet accounts other than iCloud” are as follows.

Possible Impossible
Attach files and images Heading
Inline display of images Table
List
(Bullets, dashes, numbers)
List
(Check lists)
Markup of attached files and images
Insert images from iPhone or iPad
(Take a photo, scan a document, add a sketch)
Recently deleted items
(Save deleted items for 30 days)

 

In summary, wI recommend using “① iCloud account” if you want to synchronize between devices, and “③ Local account” if you do not want to synchronize.

If for some reason you cannot use “① iCloud account” but want to synchronize, you will need to use “② Internet accounts other than iCloud”.

 

Create a new Notes account

The operation method differs depending on the “Notes accounts types” described above, so proceed to the procedure linked to each.


 

  • ① iCloud account / ② Internet accounts other than iCloud

▶ In the app “Notes”, select “Notes” – “Accounts…” from the menu bar.

Mac Notes "Accounts"

 

▶ When the “Internet Account” screen is displayed, click “iCloud / Microsoft Exchange / Google / yahoo! / AOL. / Add Other Account…” displayed on the right side of the screen, and follow the onscreen instructions to set up your account.

Mac Notes "Accounts"

 

▶ After setting up an account, make sure that the set up account is displayed on the left side of the “Internet Accounts” screen.

Mac Notes "Accounts"

 

▶ Furthermore, on the basic screen of the application “Notes”, check that the folder of the account set on the left side is displayed.

Mac Notes "Accounts"

 

At this time, if you have already set up an account on another Mac / iPhone / iPad and saved some notes, the notes will be downloaded.

This completes the settings.

 


 

  • ③ Local account

▶ In the app “Notes”, select “Notes” – “Preferences…” from the menu bar.

Mac Notes "Preferences..."

 

▶ When the “Preferences” screen appears, check “Enable the On My Mac account”.

Mac "Notes" Enable On My Mac account

 

▶ On the screen of the application “Notes”, confirm that “On My Mac” is displayed on the left side.

Mac "Notes" On My Mac

 

This completes the settings.

 

Suspend the Notes account

As explained earlier in “Notes accounts types“, you cannot suspend with “③ Local account”.

The following is a description of “① iCloud account” or “② Internet accounts other than iCloud”.

 

▶ In the app “Notes”, select “Notes” – “Accounts…” from the menu bar.

Mac Notes "Accounts"

 

▶ When the “Internet Accounts” screen appears, click the account you want to suspend on the left side of the screen.

Mac Notes "Accounts"

 

▶ Uncheck “Notes” in the area displayed on the right side of the screen.

This will remove the note from the paused device, but it will remain stored on other devices and in the cloud.

mac "Notes" Suspend Account

 

Alternatively, you can display and edit with the “Notes” of the following Web screen version of iClouud

This completes the settings.

 

Delete the Notes account

The operation method differs depending on the “Notes accounts types” described above, so proceed to the procedure linked to each.


 

  • ① iCloud account / ② Internet accounts other than iCloud

▶ In the app “Notes”, select “Notes” – “Accounts…” from the menu bar.

Mac Notes "Accounts"

 

▶ When the “Internet Accounts” screen appears, click on the account you want to delete on the left side of the screen.

Mac Notes "Accounts"

 

▶Click the button at the bottom left of the screen.

This will remove the notes from the device where you deleted the account, but it will still be stored on other devices and in the cloud.

mac "Notes" Suspend Account

 

Alternatively, you can display and edit with the “Notes” of the following Web screen version of iClouud

This completes the settings.

 


 

  • ③ Local account

In order to delete the local account, you need to leave no notes saved.

If you have any notes saved, you will not be able to delete your local account.

Therefore, delete unnecessary notes in advance, or move them to another Internet account such as iCloud by dragging and dropping.

 

▶ In the app “Notes”, select “Notes” – “Preferences…” from the menu bar.

Mac Notes "Preferences..."

 

▶ When the “Preferences” screen appears, uncheck “Enable the On My Mac account”.

Mac "Notes" Enable On My Mac account

 

This completes the settings.

 

FAQ

Question Answer
How do I create an account
that doesn’t sync?
Create the Llocal account”
introduced on this page.

If there is any material above, I will update it from time to time.

 

Reference infromation

Add or remove accounts in Notes on Mac
In Notes on your Mac, sync notes from all your internet accounts (iCloud, Yahoo, and others) to your Mac.

 

This is the end of the article on this page.

 

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