Harnessing Apple's Trident Productivity Tools for Efficiency
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Apple's productivity tools have gained attention for their surprising efficiency. Initially, I viewed them as overly simplistic, but recent updates have revealed a powerful suite of features that can significantly enhance productivity.
Apple Notes
Linking Notes Together
At first glance, Apple Notes appears basic, yet it is packed with functionalities that make it invaluable for daily tasks. The recent update introduced linked notes, which allow you to connect different notes, creating a personal web of ideas. This makes it easier to track related thoughts without confusion.
For instance, while organizing an event, I can link notes related to the guest list, venue options, and tasks. This means that when I review my venue notes, I can easily access the guest list with a quick tap, streamlining the process of finding relevant information.
Quick Notes
Another feature I appreciate is Quick Notes. With just a swipe or tap, I can quickly jot down thoughts, even while multitasking. It automatically captures the URL of the site I'm visiting, which helps me recall where I got the idea.
When I revisit that website, my note reappears, reminding me of my previous thoughts. This capability transforms Apple Notes into an effective bookmark manager, especially when combined with tags.
Creating Quick Notes is easy; on my Mac, it’s a simple keyboard shortcut, while on my iPhone, I use the share sheet or Control Center. All Quick Notes are stored in a dedicated folder for easy access later, ensuring I never lose spontaneous ideas.
Checklists and Tables
Creating checklists is effortless, making it ideal for tracking tasks and project progress. Additionally, I can add tables with intuitive adjustments for columns and rows, providing a structured overview of whatever I’m organizing, be it expenses or other data.
Gallery View
Apple Notes offers two viewing options: list view and gallery view. While both are functional, I prefer gallery view since it displays the content of each note, aiding in quick retrieval.
Folders and Smart Folders
To keep my notes organized, I use both regular and smart folders. Regular folders are straightforward, allowing me to categorize notes by topics. In contrast, smart folders are more customizable and automatically sort notes using tags and filters. For example, I’ve created a smart folder labeled 'Restaurants' that gathers notes tagged with the Restaurant hashtag.
Locked Notes
For sensitive information, notes can be locked with a password. This feature allows me to securely store personal entries or work-related data, easily accessed through FaceID or TouchID.
Scanning and Markup
The document scanning feature eliminates paper clutter by allowing me to scan receipts or forms directly into my notes using my iPhone’s camera. The process is seamless; I simply tap and hold the icon, select 'Scan Documents,' and the app handles the rest.
I can also annotate scanned documents directly within the app. The latest updates even allow for PDF annotation, making it versatile for various document types.
Sharing Notes and Folders
Apple Notes excels in collaboration. I can easily share notes for group events or work projects, facilitating real-time brainstorming and editing.
Apple Journal
The newly introduced Apple Journal app is a perfect fit, given how integral smartphones have become in our lives. Although it appears basic, it effectively utilizes machine learning to generate personalized prompts based on recent activities, such as locations visited and photos taken.
This feature is particularly beneficial for those who struggle with initiating writing. Reflecting on past activities can be enjoyable and insightful, even if you don’t write anything down.
Voice dictation is another convenient option, allowing faster journaling while multitasking. Additionally, your journal remains private, with options to lock it for added security.
Apple Reminders
Initially, I used Apple Reminders solely to share to-do lists. However, it has transformed into one of the top free to-do applications available.
Columns
The introduction of Columns View enhances task organization visually, allowing users to convert to-do lists into a kanban board format, which I find more effective than traditional lists.
Templates
Apple now offers templates, streamlining the process of recording routine items. Built-in grocery list templates automatically categorize items, simplifying the shopping experience.
Subtasks
Subtasks are incredibly helpful for breaking down larger projects into manageable steps, making it easier to begin and maintain productivity.
Custom Reminders
The app provides numerous options for customizing reminders, including early notifications and location-based reminders, which trigger when arriving or leaving a specific place.
Smart Lists
Smart lists enable the creation of customized lists based on set criteria, helping to filter tasks based on importance or location, making them more practical.
Widgets on Mac and iPhone
Recent updates have introduced desktop widgets on Mac, allowing for a quick glance at reminders and notes, enhancing overall productivity.
To explore my complete productivity setup, check out this video: