Backing up apple 'NOTES' - What is the best way?

[ecatomb]

Have you looked at any password saved notes? is it only the 1st line that has been saved for you as well?

Notes needing a password have nothing inside (in the saved one) ...

Have any folder structures been saved for you?

Don't have it. But you can add a filter in order to save only notes from a folder.

Maybe I will look if it's possible to find every folder and then save each one in its zip file.

 

[Marty_Macfly]

Notes needing a password have nothing inside (in the saved one) ...


Don't have it. But you can add a filter in order to save only notes from a folder.

Maybe I will look if it's possible to find every folder and then save each one in its zip file.

Hi Eca,

Many thanks for the feedback

Really helps having someone else looking at all the intricacies as well.

For myself:

1. Only really need 3 files backed up at present, one with password protection - so even a 'most recent' 26 file limit would be ok....

2. 2nd try
- I saved all 3 files again in NOTES, so top of the 'most recent' files
- However, only 2 were backed up.
- The missing file had a ' in the top line - perhaps this messes up the backup?


3. 3rd try
- Renamed the missing file - removing the ' from the 1st row
- It worked!
- The file is now backing up.


Testing on-going....


Best wishes
Martin

 

[Marty_Macfly]

Notes needing a password have nothing inside (in the saved one) ...


Don't have it. But you can add a filter in order to save only notes from a folder.

Maybe I will look if it's possible to find every folder and then save each one in its zip file.

Hi E,

I worked out a way to back up a password protected note:

1. Unlock the password protected note
2. Then get the iPhone automation to run, while the file is still unlocked
3. You can now view the entire file in the backup
4. Not a perfect solution though, as per below:


Question tho - How secure are the iCloud folders?!

E.g. The password protected note is now effectively a unprotected text file, so anyone to view who is using your laptop etc.



Martin

 

[ecatomb]

Saving Notes

You have to update the list at the beginning with folder name of Notes app.
It will backup Notes into Backups/Notes/folder and will create a zip file for every folder like "Notes_folder_20210822.zip" into Backups/Notes

I want to do only one zip for all the "Backups/Notes" but failed to create this part with Shortcuts...
Maybe it could be useful to delete old saved notes before saving it again.

 

[Marty_Macfly]

Saving Notes

You have to update the list at the beginning with folder name of Notes app.
It will backup Notes into Backups/Notes/folder and will create a zip file for every folder like "Notes_folder_20210822.zip" into Backups/Notes

I want to do only one zip for all the "Backups/Notes" but failed to create this part with Shortcuts...
Maybe it could be useful to delete old saved notes before saving it again.

Hi E,

what is the link you have provided?

Is it your last automation?

Do I download onto the iPhone and hit run?

I take it I can view and learn how you have set it up etc?


Martin

 

[Marty_Macfly]

RE: 26 file limit

1. Test 1
I had a brainwave to try: I set the LIMIT to 'get 100 files'
Result - No good - still only downloaded 26 files,.


2. Test 2
I set the LIMIT to 'get 10 files'
Result - Works - only downloaded 10 files.


Cheers
Martin

EDIT: Put in the results of '10' files filter

 

[ecatomb]

Hey you two, I'll get back to you later, but to override the 26 file limit, go into Settings > Shortcuts > Advanced > Allow Sharing Large Amounts of Data. See if that changes it for you.

P.S. You don't want to create a folder for each note. You only want to create a zip file for the whole collection that labeled with the date and time stamp.

It's only with iOS15
If I'm saving Shortcuts (similar to Notes), I can save more than 26 files (have more than 30 shortcuts) ?

Hi E,

what is the link you have provided?

Is it your last automation?

Do I download onto the iPhone and hit run?

I take it I can view and learn how you have set it up etc?


Martin

Yes, it's my last automation.
Maybe I could add the day of backup in the Notes folder name and give up for zip files...

 

[Marty_Macfly]

Hey you two, I'll get back to you later, but to override the 26 file limit, go into Settings > Shortcuts > Advanced > Allow Sharing Large Amounts of Data. See if that changes it for you.

P.S. You don't want to create a folder for each note. You only want to create a zip file for the whole collection that's labeled with the date and time stamp, i.e., Notes Backup Current Date. Set the Current Date format to include the time.

View attachment 1821790

Hi W,

We've been busy this morning on this!


I'm afraid I can't find the setting on my iPhone or Mac for the above:
Settings > Shortcuts > Advanced > Allow Sharing Large Amounts of Data.


My iPhone details are:
iPhone SE2020
IOS: 14.7.1


My Mac details are:
M1 MBA
OS: 11.5.1


Hope you can advise

Best wishes
Martin

 

[0128672]

@ecatomb is right, that's only in iOS 15, but looks like you two are handling things great.

 

[ecatomb]

A new version :

Saving Notes

Still have to update the list at the beginning with folder name of Notes app.
It will backup Notes into Backups/Notes/20210822 followed by the name of Notes folders (the day is the actual day when shortcuts is running).
As there are the day in the backups folder name, no need to remove old Notes files before the backup. I removed the zip part too. Not useful when you have many folders...

 

[Marty_Macfly]

@ecatomb is right, that's only in iOS 15, but looks like you two are handling things great.

Hi WildSky,


RE: '26 file limit' fix
Oh that's a shame
OCD me will have to wait until ios15 is out officially, before I try that setting, to get more that 26 notes archived.
I really don't fancy running a beta OS on my only phone.



RE: Mac automation, to get onto the Mac HD, for Time machine to back up
Looking forward to hearing about this!



Martin

 

[Apple_Robert]

The easiest and quickest way to backup Apple Notes on the Mac is with the following app. Once you have made your backup, move the folder to an external drive or store encrypted in the cloud via a dmg file.

Exporter

Export all your notes from Apple Notes to Markdown/HTML with attachments!

falcon.star-lord.me

 

[Marty_Macfly]

A new version :

Saving Notes

Still have to update the list at the beginning with folder name of Notes app.
It will backup Notes into Backups/Notes/20210822 followed by the name of Notes folders (the day is the actual day when shortcuts is running).
As there are the day in the backups folder name, no need to remove old Notes files before the backup. I removed the zip part too. Not useful when you have many folders...

Hi E,

Just tried your shortcut, thanks


Pros:
1. Nice to be able to hit 'run now'
2. Fast, and saves the 26 files limit for me....


However:
> The original 26 files from this morning are simply being saved into the 2 folders I specified in the LIST section. There is no only saving the files per folder, into each folder.


Am I missing something, or is the shortcut still work in progress?


Cheers
Martin


PS:
I'll do a bit of tinkering now with the shortcut idea. Many thanks for getting me started

 

[ecatomb]

In the Shortcuts, you have to rename these folders in the list (and add the missing one)


in order to have all folder from Notes :


It's working for me :

 

[Marty_Macfly]

In the Shortcuts, you have to rename these folders in the list (and add the missing one)
View attachment 1821898

in order to have all folder from Notes :
View attachment 1821897

It's working for me :
View attachment 1821903

Hi E,


Many thanks for the help on this!


Yes, I tried that, but it simply copied the original 26 files into both the folders I nominated


Could it be that the 2 folders are not in my iCloud NOTES?
See screenshot below:
- I created the 2 folders below, 'test_Backups' and 'Learning Apple', by right clicking the NOTES folder, and selecting 'New folder'
- However, they are not sitting 'indented' under the NOTES folder.
- I cannot 'drag' them into the NOTES folder either.

Hope you can advise

Martin

 

[Marty_Macfly]

In the Shortcuts, you have to rename these folders in the list (and add the missing one)
View attachment 1821898

in order to have all folder from Notes :
View attachment 1821897

It's working for me :
View attachment 1821903

Hi E,


OMG....
Worked it out....


You know that 26 file limit bug?
Well those 2 folders had files not recently updated, probably not in the 26 most recently updated files....


So....
I resaved the files in those folders
They are saving now! Your shortcut is awesome!

I've spotted one issue though - will keep post simple and post that separately....


Martin

 

[Marty_Macfly]

A new version :

Saving Notes

Still have to update the list at the beginning with folder name of Notes app.
It will backup Notes into Backups/Notes/20210822 followed by the name of Notes folders (the day is the actual day when shortcuts is running).
As there are the day in the backups folder name, no need to remove old Notes files before the backup. I removed the zip part too. Not useful when you have many folders...

Hi E,

Awesome shortcut, thanks


I've spotted one flaw though:

Sub folders within the folders specified:

I get a rubbish - 'Folder contents.txt' instead of:
1. The name of the sub folder
2. The files in the subfolder


Not sure what can be done about this, but hope that helps.


Best wishes
Martin

 

[NoBoMac]

Yes, it appears, for some reason, 26 is the limit on a "Find Notes". Tried various things and only returns 26.

Re: locked Notes not exporting: makes sense, as would be a huge security hole if someone could simply write a Shortcut to export all Notes to by-pass encryption.

Left as an exercise as an option to, variation of what @ecatomb did:

• Do an export of all Notes as a baseline
  • Use whatever Shortcut one has, modify temporarily (or make a copy and modify that) to export by folder with folder(s) holding 26 or less notes (don't need to use a List object as ecatomb's script does, can prompt for it in the Find Notes)
• Modify Shortcut to Find Notes modified between two dates: you now will be saving only the deltas

Yes, still have limit of 26 to deal with, but might not be changing one's Notes that often in that date span. Or can make the time span more granular (eg. every couple of days vs a week).

 

[ecatomb]

Hi E,

Awesome shortcut, thanks


I've spotted one flaw though:

Sub folders within the folders specified:

I get a rubbish - 'Folder contents.txt' instead of:
1. The name of the sub folder
2. The files in the subfolder


Not sure what can be done about this, but hope that helps.


Best wishes
Martin

It doesn't work with subfolder ?

Yes, it appears, for some reason, 26 is the limit on a "Find Notes". Tried various things and only returns 26.

Re: locked Notes not exporting: makes sense, as would be a huge security hole if someone could simply write a Shortcut to export all Notes to by-pass encryption.

Left as an exercise as an option to, variation of what @ecatomb did:

• Do an export of all Notes as a baseline
  • Use whatever Shortcut one has, modify temporarily (or make a copy and modify that) to export by folder with folder(s) holding 26 or less notes (don't need to use a List object as ecatomb's script does, can prompt for it in the Find Notes)
• Modify Shortcut to Find Notes modified between two dates: you now will be saving only the deltas

Yes, still have limit of 26 to deal with, but might not be changing one's Notes that often in that date span. Or can make the time span more granular (eg. every couple of days vs a week).

Nice idea, if you have less than 26 Notes in each folder my last shortcuts will works for every notes
And if you have every notes saved, just have to update the new one... So could save only the 26 newest one.

But I won't try and will wait for iOS 15 : easier ?

 

[Marty_Macfly]

Yes, it appears, for some reason, 26 is the limit on a "Find Notes". Tried various things and only returns 26.

Re: locked Notes not exporting: makes sense, as would be a huge security hole if someone could simply write a Shortcut to export all Notes to by-pass encryption.

Left as an exercise as an option to, variation of what @ecatomb did:

• Do an export of all Notes as a baseline
  • Use whatever Shortcut one has, modify temporarily (or make a copy and modify that) to export by folder with folder(s) holding 26 or less notes (don't need to use a List object as ecatomb's script does, can prompt for it in the Find Notes)
• Modify Shortcut to Find Notes modified between two dates: you now will be saving only the deltas

Yes, still have limit of 26 to deal with, but might not be changing one's Notes that often in that date span. Or can make the time span more granular (eg. every couple of days vs a week).

Hi No,

RE: Locked notes
As above, I did work out a way to set it up, but on balance I turn't off as a really bad security risk, allowing anyone using your laptop to access a password bypassed TEXT backup....



I'm doing backups of the password protected NOTES files now by:

1. Duplicate the password protected file, and storing into a created NOTES Backup subfolder
- Quick and PSW protection still on
- Still a point of failure though - if NOTEs itself corrupts.


2. Storing exported PDF into a password protected created backup iCloud folder
- I.e. Getting a backup, with the data totally off the NOTES apps.
- Finding out how to do this! As per below post today

https://forums.macrumors.com/thread...-up-documents-for-a-mac.2277810/post-30198016


Hope that helps
Martin

 

[Marty_Macfly]

Hey ecatomb, WildSky, Apple_Robert and NoBoMac,



Nice to work on this with you guys today!


Still waiting on the Mac automation to get the files off the SHORTCUTS iCloud folder and onto the Mac HD, ready for Time machine, but saying thank you to everyone now


Take care and best wishes

Martin

 

[Marty_Macfly]

The easiest and quickest way to backup Apple Notes on the Mac is with the following app. Once you have made your backup, move the folder to an external drive or store encrypted in the cloud via a dmg file.

Exporter

Export all your notes from Apple Notes to Markdown/HTML with attachments!

falcon.star-lord.me

Hi A,

Just tried this.

Works a treat!

Can you suggest a good app to view the MD files? (Mark Down files apparently.)

E.g. note is saved, and the attahment is separate - be good to be able to just open up to view, including the GIFs etc as it should be on the doc.


Thanks for your help as always, Mr A!

Best wishes
Martin


PS:
It was worth carrying on with this iPhone Shortcut stuff - learn't something new!

 

[Marty_Macfly]

Hi A,

Just tried this.

Works a treat!

Can you suggest a good app to view the MD files? (Mark Down files apparently.)

E.g. note is saved, and the attahment is separate - be good to be able to just open up to view, including the GIFs etc as it should be on the doc.


Thanks for your help as always, Mr A!

Best wishes
Martin


PS:
It was worth carrying on with this iPhone Shortcut stuff - learn't something new!

Hi A,

Sorted, I found a good MD editor:
https://forums.macrumors.com/threads/advise-please-on-a-choosing-a-markdown-editor-for-mac.2308534/

Regards
Martin

 

[mvolpato]

I had the exact same problem. The best solution I found was to run an Automator script to save all my notes in HTML format.

You can find an example of the script here, but you need to be a bit comfortable with programming to follow (you do not want to run a script copied from the web if you do not know what it does).

 

[Marty_Macfly]

I had the exact same problem. The best solution I found was to run an Automator script to save all my notes in HTML format.

You can find an example of the script here, but you need to be a bit comfortable with programming to follow (you do not want to run a script copied from the web if you do not know what it does).

Hiya Mr M,


Cool, many thanks for the feedback

What was the success ratio of the files you saved?

How do you open them up? Using Safari browser Etc?

E.g. The Notes exporter app said it failed on 3 Notes, out of 150 notes


Best Wishes
Martin