How to Make Apple Notes Templates You Can Reuse in iOS 18

Have you ever found yourself recreating the same note over and over again—whether it’s a weekly planner, a meeting agenda, or a project checklist? It’s frustrating, time-consuming, and frankly, unnecessary. While Apple Notes doesn’t come with a built-in template feature, there’s a clever workaround that can save you countless hours and elevate your productivity. By combining the app’s existing features with a few creative tricks, you can create reusable templates that bring structure and consistency to your digital notes. It’s a simple yet powerful way to streamline your workflow, and the best part? You don’t need to be a tech wizard to make it happen.

In this primer from the JoA, you’ll learn how to craft reusable Apple Notes templates that work seamlessly across your devices. Whether you’re using the straightforward “Duplicate Note” feature on Mac or using the flexibility of the Shortcuts app, this guide will show you how to build templates tailored to your needs. Along the way, you’ll discover how to integrate accessibility features like Siri commands and home screen widgets to make your templates even more convenient. By the end, you’ll not only have a system for creating consistent, reusable notes but also a toolkit for simplifying your daily routines. Because sometimes, the smallest tweaks can lead to the biggest productivity gains.

Reusable Templates in Apple Notes

TL;DR Key Takeaways :

Apple Notes lacks a built-in template feature, but you can create reusable templates using plain text formatting and the Shortcuts app for enhanced productivity.
On Mac, you can duplicate notes to reuse templates, though this feature is unavailable on iPhones or iPads, making the Shortcuts app a more versatile solution.
The Shortcuts app allows you to create plain text templates, organize them in folders, and access them across all Apple devices for a streamlined workflow.
Accessibility features like home screen widgets, Siri commands, and Back Tap functionality can make your templates more accessible and efficient to use.
Reusable templates are ideal for tasks like weekly planning, daily journaling, meeting agendas, and project management, saving time and making sure consistency in your workflow.

Duplicating Notes on Mac

On a Mac, duplicating notes is a straightforward way to reuse templates. This method is particularly useful for maintaining consistency in your notes without starting from scratch. Follow these steps to duplicate a note:

Locate the note you want to reuse in the Apple Notes app.
Right-click on the note to open the context menu.
Select “Duplicate Note” from the options provided.

This process creates an exact copy of the original note, which you can modify as needed. However, it is important to note that this feature is not available on iPhones or iPads, which may limit its convenience for users who primarily rely on mobile devices. For a more versatile and cross-platform solution, the Shortcuts app offers a robust alternative.

Using the Shortcuts App to Create Templates

The Shortcuts app provides a flexible way to create reusable templates that work seamlessly across all your Apple devices. While this method is limited to plain text templates (it does not support advanced formatting like bold text, checklists, or tables), it is an effective workaround for creating structured notes. To set up a reusable template using the Shortcuts app, follow these steps:

Draft your template in plain text format, making sure it includes all the necessary details and placeholders.
Copy the text of your template to your clipboard.
Open the Shortcuts app and create a new shortcut.
Add the “Create Note” action to your shortcut and paste the template text into the action field.
Organize your templates by assigning the shortcut to a specific folder in Apple Notes for easy access.

Once configured, this method ensures your templates are readily available on any Apple device, allowing you to streamline your note-taking process regardless of where you are working.

How to Make a Reusable Apple Note Template in 2025

Watch this video on YouTube.

Here is a selection of other guides from our extensive library of content you may find of interest on Apple Notes.

Enhancing Accessibility for Shortcuts

To make your templates even more accessible, you can integrate your shortcuts with various iPhone features. These options allow you to activate your templates quickly and efficiently, saving time and effort. Consider the following accessibility enhancements:

Home Screen Widgets: Add your shortcut as a widget to your home screen, allowing one-tap access to your templates.
Siri Integration: Assign a custom Siri command to your shortcut, allowing you to create notes using voice commands.
Back Tap Functionality: Use the “Back Tap” feature in Accessibility settings to trigger your shortcut with a double or triple tap on the back of your iPhone.

These features ensure that your templates are not only reusable but also easily accessible in a variety of scenarios, enhancing your overall productivity.

Practical Applications for Reusable Templates

Reusable templates are particularly valuable for tasks that require consistent formatting or repetitive actions. By incorporating templates into your workflow, you can save time and focus on the content that matters most. Here are some practical applications for reusable templates:

Weekly Planning: Design templates for setting goals, tracking tasks, or organizing your schedule.
Daily Journaling: Use structured prompts to simplify your journaling process and maintain consistency.
Meeting Agendas: Prepare detailed agendas for recurring meetings or create to-do lists for collaborative projects.
Project Management: Develop templates for tracking project milestones, deadlines, and key deliverables.

By using reusable templates, you can reduce the time spent on manual note creation and ensure a more organized and efficient approach to your tasks.

Streamlining Your Workflow with Apple Notes

Although Apple Notes does not offer built-in template functionality, combining plain text formatting with the Shortcuts app provides a practical and versatile solution. By taking advantage of accessibility features such as home screen widgets, Siri commands, and Back Tap, you can create a seamless system for managing reusable templates. This approach is ideal for users who prioritize simplicity, efficiency, and cross-device compatibility in their note-taking process. With these tools and strategies, you can transform Apple Notes into a powerful resource for organizing your personal and professional life.

Media Credit: The Joy of Adulting

Filed Under: Apple, Guides

Latest Geeky Gadgets Deals

Disclosure: Some of our articles include affiliate links. If you buy something through one of these links, Geeky Gadgets may earn an affiliate commission. Learn about our Disclosure Policy.