How to Switch from Apple Notes and Evernote to ClickUp

Moving your note-taking and task management from Apple Notes or Evernote into ClickUp helps you centralize ideas, documents, and action items in one flexible workspace. This guide walks you through the full migration process so you can get productive fast.

Why Move Your Notes into ClickUp

Before migrating, it helps to understand what you gain by consolidating your notes and tasks in a single platform.

• Keep notes, tasks, docs, and reminders together
• Collaborate with teammates instead of working in silos
• Use templates and views for projects, not just notes
• Replace multiple tools with one structured workspace

Apple Notes and Evernote give you basic organization, but they lack the complete project management features that a modern work hub provides.

Prepare Your Apple Notes and Evernote Data

Preparation ensures a smooth move into ClickUp and avoids clutter in your new workspace.

Clean Up Content Before Importing

Start by reviewing your existing notes so only useful, current information is brought over.

• Delete duplicates and outdated notes
• Merge fragmented notes into clear documents
• Standardize titles so they are easy to scan
• Tag or group notes that belong to the same project

This quick cleanup step saves you time later when organizing inside a more advanced structure.

Export Notes from Apple Notes

Apple Notes does not offer a single-click bulk export for all content, so you may need to export in batches.

1. Select a folder of notes you want to move.
2. Open each important note and use the share or export option to save it as PDF or plain text.
3. Store exported files in clearly named folders on your computer (for example, Work Projects, Personal, Reference).
4. Repeat for each folder or category you plan to migrate.

Use text or PDF exports for long-term reference material and task lists you need within your new workspace.

Export Notes from Evernote

Evernote provides a more structured export process that makes migrating easier.

1. Open the notebook you want to export.
2. Select all notes in the notebook.
3. Use the export option to create an ENEX or HTML file.
4. Save each export with a clear file name to match your future folder or List.

If you have many notebooks, plan to export in logical groups that will match your target structure.

Design Your ClickUp Workspace Structure

Before importing, think through how you want your information organized so it supports real work, not just storage.

Map Old Folders to ClickUp Hierarchy

Use a simple mapping approach to convert your Apple Notes and Evernote structure into a more powerful system.

• Spaces for broad areas like Work, Personal, Clients
• Folders for categories or departments
• Lists for specific projects or topics
• Tasks for individual notes, ideas, or actions

Sketch your current folders and notebooks on paper, then assign each to a Space, Folder, or List so your new layout is easy to navigate.

Create Spaces and Folders in ClickUp

Once your mapping is ready, build the foundation.

1. Create a Space that matches your highest-level category, such as Work or Personal.
2. Inside each Space, add Folders to represent your major themes or notebooks.
3. Within each Folder, create Lists that correspond to individual projects or collections of notes.

By doing this before importing, you avoid a flat, chaotic list of migrated items.

Import Content into ClickUp

When your structure is ready, start moving information into the correct locations so it is instantly useful.

Turn Notes into Tasks or Docs

Decide whether each note should become a task, a document, or a simple attachment.

• Use tasks for to-dos, meeting notes with follow-ups, and checklists.
• Use docs for long-form reference content, procedures, or project briefs.
• Use attachments for PDFs or images exported from Apple Notes or Evernote.

Create tasks or docs in the right List and paste the note content into the description or document body. Attach PDFs or images directly to the corresponding item.

Organize with Custom Fields and Tags in ClickUp

Enhance imported notes by adding structure that was not available in your original apps.

• Add custom fields for priority, status, or client name.
• Use tags to group similar ideas or topics across Lists.
• Set due dates for items that require action.
• Assign tasks to yourself or teammates for accountability.

This transforms static notes into actionable, trackable work items.

Set Up Workflows in ClickUp

Once your information is inside your workspace, build simple workflows that turn ideas into results.

Use Views to Replace Basic Note Lists

Instead of a single list of notes, organize content with multiple views.

• List view for detailed work with custom fields visible
• Board view for kanban-style stages like Idea, In Progress, Done
• Calendar view for dated reminders and events
• Doc view for writing, guides, and reference material

Use filters to show only items with specific tags, statuses, or due dates.

Automate Repetitive Note-Based Tasks

After migrating from simple note apps, you can add automation to save time.

• Automatically change status when a task is completed.
• Send notifications when you assign work to a teammate.
• Create recurring tasks for regular reviews of your reference notes.

Basic automation turns your once-static notes into a dynamic system for managing work across projects.

Tips for a Smooth Transition to ClickUp

Adopting a new workspace requires a few habits and checks so you do not slip back into old tools.

• Use your new system daily and avoid creating new notes in the legacy apps.
• Bookmark important views inside your browser for quick access.
• Gradually migrate historical notes only as you need them.
• Train teammates to add notes directly into shared Lists or docs.

If you need strategic help designing workflows, consider consulting specialized resources such as Consultevo for workspace optimization guidance.

Compare with Your Old Note Apps

As you settle into your new setup, periodically compare how it feels versus Apple Notes or Evernote.

• Are you finding information faster?
• Are tasks and notes connected clearly?
• Is collaboration easier and more transparent?
• Have you reduced the number of scattered apps you rely on?

Use these questions to fine-tune your Space, Folder, and List design for long-term clarity.

Learn More from the Original Comparison

To better understand how Apple Notes and Evernote differ, and why a structured work platform offers an upgrade, review the detailed breakdown in the original guide at this external resource. It highlights the limitations of basic note apps and the benefits of moving to a full work management solution.

By cleaning your data, designing a thoughtful hierarchy, and importing content intentionally, you can turn scattered information from legacy note apps into a unified, organized system that supports real work.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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