I’ve followed Apple, its products, and its philosophy for years.

Most of what I learn comes from YouTube and creators I follow on social media. But as a big Apple fan, I take every opportunity to learn more about its products and ecosystem.

And often, that means podcasts.

Over the years, I’ve listened to hundreds of episodes from different shows. Some I stopped following. A few stayed in my library.

Here are the seven Apple podcasts I keep coming back to.

1. Mac Power Users

Mac Power Users is probably my favorite podcast on this list.

It’s not only about what Apple releases. It’s much more about how people actually use their Macs, iPhones, iPads, apps, and automations (Shortcuts) to get things done.

Episodes regularly cover Mac workflows, iPhone/iPad setups, automation, hardware, and interviews with experienced Apple users.

The podcast has been running since 2009, so there is a huge library of episodes to explore.

You can also watch it on YouTube, which is especially useful when the hosts are showing a workflow or something happening on screen.

Hosts

David Sparks is the creator of MacSparky and has been writing and teaching about Apple technology, productivity, and automation for years.

Stephen Robles is a creator focused on Apple, smart home technology, video, and practical ways to use technology. He became a regular Mac Power Users co-host in February 2026.

• Podcast website: https://relay.fm/mpu

• David Sparks: https://www.macsparky.com

• Stephen Robles: https://beard.fm

• Threads: https://threads.net/@stephenrobles

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2. AppStories

If you are interested in Apple apps, productivity, and automation, AppStories is another one worth following.

The podcast is produced by MacStories and focuses heavily on apps, Apple software, automation, and how technology fits into everyday workflows.

There is less focus on hardware rumors and more discussion about what you can actually do with iOS, iPadOS, macOS, and third-party apps.

That’s exactly what makes it interesting to me.

Hosts

Federico Viticci is the founder and Editor-in-Chief of MacStories. He has been writing about Apple since 2009, with a strong focus on apps, iPad, Shortcuts, automation, and productivity.

John Voorhees is the Managing Editor of MacStories and has been covering Apple, apps, and software since 2015.

• Podcast website: https://www.macstories.net/podcasts/appstories/

• Federico Viticci: https://mastodon.macstories.net/@viticci

• John Voorhees: https://bsky.app/profile/johnvoorhees.macstories.net

3. Basic AF Show

Basic AF is a tech podcast with a strong Apple focus.

Instead of talking only about launches and rumors, Tom and Jeff cover practical ways to use the Apple devices, together with useful apps, gear, and AI.

What I like about the show is that the conversations stay grounded in how people actually use technology.

They also regularly invite guests to talk about specific workflows and ideas.

And by the way, I was one of them.

I had the pleasure of joining Tom and Jeff for Episode 90, where we talked about keeping Apple Reminders simple and useful.

If you want to listen to it, you can find the episode here.

Hosts

Tom Anderson is a long-time Apple user and IT professional with more than 25 years of experience. He has worked with Apple technology since the 1990s, including large Mac and iPad deployments.

Jeff Battersby is a writer and long-time technology enthusiast who brings a more conversational perspective to the show.

• Podcast website: https://www.basicafshow.com

• Tom Anderson: https://www.threads.com/@tomanderson

4. Connected

Connected is a weekly discussion about Apple, technology, and the role technology plays in our lives.

It’s more conversational than Mac Power Users. The hosts talk about Apple news, new features, hardware, apps, company decisions, and broader technology trends.

I like it because it’s not simply a list of Apple news from the last week. There is much more discussion and opinion around what those changes actually mean.

Hosts

Federico Viticci is the founder of MacStories.

Stephen Hackett is the co-founder of Relay FM and creator of 512 Pixels, where he writes about Apple history, hardware, and software.

Myke Hurley is the co-founder of Relay FM and creator of The Enthusiast.

• Podcast website: https://relay.fm/connected

• Federico Viticci: https://www.macstories.net

• Stephen Hackett: https://threads.net/@ismh86

• Myke Hurley: https://threads.net/imyke

5. Upgrade

Upgrade is a broader technology podcast, but Apple makes up a big part of the conversation.

The hosts regularly discuss Apple products, iOS, WWDC, new hardware, company strategy, and long-term technology trends.

Compared with some of the other podcasts on this list, Upgrade is less about tutorials and workflows. It’s more about analysis.

If you enjoy that kind of discussion, Upgrade is worth adding to your list.

Hosts

Jason Snell is the founder of Six Colors and a former lead editor at Macworld. He has been covering Apple professionally for decades.

Myke Hurley is the co-founder of Relay FM and one of the network’s most established podcast hosts.

• Podcast website: https://relay.fm/upgrade

• Jason Snell: https://zeppelin.flights/@jsnell

• Myke Hurley: https://threads.net/imyke

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6. 9to5Mac Daily

Sometimes I don’t want to listen to an hour-long discussion about Apple. I just want to know what happened.

That’s where 9to5Mac Daily works really well.

Published every weekday, the show summarizes the biggest Apple stories from 9to5Mac in roughly 5–10 minutes.

You’ll hear about iOS and macOS updates, new products, Apple services, rumors, company decisions, and other important news around the Apple ecosystem.

If you simply want to stay up to date with Apple without checking tech websites every day, it’s one of the easiest options.

Host

Chance Miller is the Editor-in-Chief of 9to5Mac and host of 9to5Mac Daily.

• Podcast website: https://9to5mac.com/guides/9to5mac-daily/

• Chance Miller: https://threads.net/@ChanceHMiller

7. Accidental Tech Podcast

Accidental Tech Podcast, usually shortened to ATP, is the most technical podcast on this list.

The hosts describe it as three nerds talking about technology, Apple, programming, and loosely related topics. And that describes it pretty well.

Episodes can go deep into iOS, Apple hardware, software decisions, displays, processors, and all kinds of technical details.

It’s probably not the best place to start if you just bought your first Mac. But if you enjoy understanding why Apple technology works the way it does, there is a lot to learn here.

Hosts

Marco Arment is a developer and the creator of the podcast app Overcast.

Casey Liss is an iOS and web developer and creator of apps including Callsheet.

John Siracusa is a developer and long-time technology commentator, especially known for his detailed analysis of Apple software.

• Podcast website: https://atp.fm

• Marco Arment: https://mastodon.social/@marcoarment

• Casey Liss: https://mastodon.social/@caseyliss

• John Siracusa: https://threads.net/@johncsiracusa

Thanks for reading!

— Robin

P.S. If you want to know how I use the full setup of Apple Notes, Reminders and a simple weekly workflow — it’s all in one place. 70 pages, no extra apps needed. The Simple Apple System →

Footnote: All screenshots made on my iPhone 16 Pro, edited with Shareshot app. Text written fully by author (human), edited with Grammarly to correct any spelling or grammar mistakes.

Apple Reminders looks like a simple to-do list app. And that is probably how most people use it. Groceries, a doctor appointment, maybe a few tasks for work.

But Reminders can be much more flexible than that.

What I love the most about Apple Reminders is simplicity. However, with a few features it can become a really powerful productivity app without turning into another complicated system you need to maintain.

I use Reminders for my personal tasks, family life, and side projects. And most of this comes down to how you organize what is already there.

Here are five ways to do it.

1. Use Smart Lists for better filtering

Smart Lists are basically automatic filters. You set the rules once, and the list updates itself. You can filter reminders by:

• tags

• dates

• priority

• location

• flags

• lists

No extra organizing is needed. Reminders that match your rules appear automatically.

To create one:

1. Tap Add List

2. Choose Smart List as the List Type

3. Select the filters you want

4. Give the list a name

For example, you can create a Smart List that shows only high-priority tasks from all your lists.

Or use tags.

Tags are one of the easiest ways to keep things tidy without multiplying your list count. Instead of creating another list for every category, you can tag tasks and then filter them with a Smart List.

I don’t use many tags. Four to six is plenty. More than that and you spend more time tagging than working.

When creating the Smart List, simply use:

• Tags → Any Selected Tags → #yourtag

The useful part is that the task stays in its original list. The Smart List just gives you another view of it.

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2. Build your own Today list

There is one thing about Apple Reminders I don’t actually like. The default Today list.

Apple’s Today view shows everything due today, no matter what’s important, what’s routine, or what’s just a standard reminder.

When everything is equally urgent, nothing is important.

My typical day can include:

• 1–2 priorities

• 3–5 other tasks

• 4–6 routines

Put all of these into one long list and it becomes noise. So I built my own Today view.

One simple option is to separate regular tasks from recurring tasks using two Smart Lists.

Create Your Day with these filters:

• Date → Today

• Include Past Due

• Lists → Exclude your recurring tasks list

You can also add sections. In Your Day I use:

• Prio

• Tasks

Every morning I manually move one or two tasks into Prio. And that’s the point. It forces me to intentionally decide what actually matters that day.

Then create Growth:

• Date → Today

• Include Past Due

• Lists → Include your recurring tasks list

Now Your Day shows the things I actually need to get done, while Growth contains routines and recurring tasks.

You can pin these lists to the top of Reminders so they’re always visible.

If you like, I explained how does it work with my weekly workflow here.

3. Use Groups to bundle related lists

Once you start creating more lists, Apple Reminders can get messy very fast. This is where Groups help.

Groups are basically folders that let you bundle related lists together by theme. Create standard lists for areas or categories of your life.

For example:

• Family

• Ideas

• Vacation

• Car

• Project X

• Garage

They can also be temporary. When I was moving into my new home, I created a list called New Home to keep everything related to the move in one place.

Later, I created another one called Renovation. Once the project is finished, I can simply delete the list.

Now group related lists together.

On iPhone or iPad:

1. Tap and hold a list

2. Drag it onto another list

3. Name the new Group

4. Tap Done

On Mac:

1. Click File

2. Select New Group

3. Give it a name

4. Drag your lists inside

In my case, I mainly use Groups such as Side Hustle and Private. One click and I can see everything inside that area, properly structured.

But don’t create ten empty lists on day one. Add a new list only when a category actually needs its own space.

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4. Create a weekly planner

For years I liked paper planners because of one thing — the weekly view.

Everything on one page, clear and simple. Over time, I rebuilt something similar in Apple Reminders.

Start by creating six lists:

• Monday

• Tuesday

• Wednesday

• Thursday

• Friday

• Weekend

These become your execution lists. Now group them together and call the Group Weekly Planner.

Each week, assign tasks to the day when you actually want to work on them.

If you use an iPad, you can take this one step further. Add a Reminders widget for each day to your Home Screen.

This brings back something close to the paper planner experience. Your week is visible without even opening the app.

I show all the details how to create Weekly Planner widgets on iPad and iPhone here.

5. Keep recurring tasks in one place

Repeating reminders are one of the simplest ways to make Apple Reminders actually useful every day.

You set them once and let the app remember for you. I use repeating reminders for anything that comes back again and again.

For example:

• regular meetings

• content routines

• monthly payments

• investments

• birthdays

• taxes

• habits

• gardening

To create one:

• Open the reminder → tap the info icon → Repeat → choose the frequency

Apple Reminders supports:

• Hourly

• Daily

• Weekly

• Biweekly

• Monthly

• Every 3 months

• Every 6 months

• Yearly

• Custom

You can also set an end date. That’s useful for temporary challenges or habits you only want to follow for a certain period.

But the important part for organization is where you keep these reminders. I use one dedicated list for all recurring tasks.

Inside it, I create sections:

• Daily

• Weekly

• Monthly

• Annual

That makes the whole setup much easier to review.

If I want to change a routine or add another repeating reminder, I know exactly where it belongs.

The interesting part is that I rarely open this list. Once everything is configured, those tasks appear automatically in my daily Smart Lists.

And that’s exactly what I want. I don’t want to remember where every task is stored. I want the system to show me the right task at the right time.

The point isn’t to use every feature

You don’t need Smart Lists, Groups, tags, weekly planners, recurring tasks, and ten different views just because Apple Reminders supports them.

Use them when they solve a real organization problem:

• Groups help when you have too many lists.

• Smart Lists help when you want a different view without moving tasks around.

• A custom Today view helps you separate priorities from routines.

• A Weekly Planner helps when you want to see when work should actually happen.

• Recurring tasks remove things you shouldn’t have to remember again and again.

That’s why I keep using Apple Reminders. I’m not trying to build a complex productivity system. I’m trying to reduce friction.

Fewer tools, less maintenance, and one reliable place that remembers things for me.

Thanks for reading!

— Robin

P.S. If you want to know how I use the full setup of Apple Notes, Reminders and a simple weekly workflow — it’s all in one place. 70 pages, no extra apps needed. The Simple Apple System →

Footnote: All screenshots made on my iPhone 16 Pro and iPad Air 5th generation, edited with Shareshot app. Text written fully by author (human), edited with Grammarly to correct any spelling or grammar mistakes.

Apple Reminders is a perfect tool for using the Getting Things Done methodology created by David Allen. By setting up a few lists, tags, and Smart Lists, you can organize your tasks and projects in a simple way.

This methodology is especially useful when you need to remember many small details, manage multiple projects at work and in your private life, and keep everything under control.

In this guide, you’ll learn the basic Getting Things Done principles and how to build a practical GTD system in Apple Reminders.

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What Is Getting Things Done?

Getting Things Done (called just GTD), is a well-known productivity method created by David Allen.

The core idea is simple. Instead of keeping tasks, ideas, and commitments in your head, you capture them in a trusted external system. This allows you to focus on completing your work rather than trying to remember everything.

The GTD workflow includes five simple practices.

1. Capture

Capture anything that crosses your mind. Tasks, ideas, commitments, and small things you do not want to forget all go into one trusted Inbox.

2. Clarify

Decide what each captured item means and whether you need to take action. Turn unclear items into specific actions. Decide whether something is a next action, a project, reference material, or something you may want to do later.

3. Organize

Put everything in the right place. Move actions into their project lists, delegate what someone else can do, save reference materials, and use dates only when something must happen on a particular day.

4. Review

Regularly review your Inbox, projects, next actions, and other lists. This keeps the system current and helps you decide what deserves your attention next.

5. Engage

Choose what to work on and complete the next available actions. This is where the system becomes useful. Instead of looking through every project, you work from a focused list of actions you can take now.

GTD does not require a specific tool, app, or product. When I started using it 15 years ago, I used a simple physical notebook.

Later, when I started organizing my tasks digitally, I tried several different tools. Now, you can build a complete and practical GTD workflow inside Apple Reminders.

Here is how to do it:

1. Capture Everything in the Apple Reminders Inbox

Anything new goes here. Ideas. Tasks. Small things I remember while walking, working, cooking, or doing something completely unrelated.

I do not try to organize everything immediately because that is how systems become annoying. I capture things first and decide what to do with them later.

Set your default list to Inbox:

Settings → Apps → Reminders → Default List → Inbox

2. Create a Next Actions Smart List

This is your main execution list. It should contain the next concrete action from each active project. You do not need to see every future step here. You only need to see the actions you can actually perform now.

You can organize this automatically with a Smart List:

• Tap Add List, set the List Type to Smart List

• Tags -> Any Selected Tags -> #next

Add the tag #next to a reminder, and it will appear in your Next ActionsSmart List. The task will remain inside its original project list while also appearing automatically in Next Actions.

3. Organize Active Projects Inside Folders

In GTD, a project is any outcome that requires more than one action. In Apple Reminders I organize them inside Folders (called Groups).

What I like about folders in Apple Reminders is that when you open one, you can see reminders from every list inside that folder. This gives you a quick overview without opening every project separately.

Here is how to create a folder:

• On iPhone or iPad — touch and hold a list, drag it onto another list, name the new group, and tap Done.

• On Mac — click File → New Group, enter a name, and drag your lists into the group.

A project should describe an outcome you want to complete rather than a broad part of your life. Work, Family, Home, and Side Business are areas of responsibility, not projects. I like to keep these areas separated, so I created two folders:

• Side Hustle for my after-hours work

• Private for my life outside work

The individual project lists sit inside these folders. Create a separate list for each active project, for example:

• Update the website

• Launch a new product

• Renovate the home office

• Plan a family vacation

Each active project should have at least one clearly defined reminder tagged #next. Otherwise, the project exists in your system but is not moving forward.

4. Create Waiting For Smart List

Some actions depend on someone else. You may be waiting for an email response, approval, document, delivery, or information before you can continue.

Instead of trying to remember these dependencies, add the tag #waiting to the relevant reminder.

Create a Smart List based on this tag. The reminder will appear inside Waiting For while staying connected to its original project.

This gives you one place to review everything that is currently blocked by another person or external dependency.

5. Keep Future Ideas in Someday

Whenever you are unsure about something, you can park it in Someday/Maybe. These are ideas, projects, or activities you may want to pursue later but are not priorities now.

This list could also be automated, but I recommend keeping it as a separate standard list. These items are not active commitments, so you do not want them mixed with the projects and actions you have already decided to execute.

Review Someday/Maybe every week or month.

Ask yourself:

• Is this still relevant?

• Do I want to make it an active project?

• Should I keep it for later?

• Can I delete it?

When you decide to activate something, move it into the appropriate project folder or create a new project list.

The Complete GTD Workflow in Apple Reminders

Once your lists, Smart Lists, and project folders are set up, you can follow a simple workflow.

1. Capture

Capture everything in your Inbox. Do not think about organization too much at this stage. Use the easiest and fastest capture method available.

I like using the Action Button on my iPhone 16 Pro to add a new reminder quickly:

• Settings → Action Button → Controls → New Reminder

You can also use Siri. Just say: “Remind me to review the project report.”

The reminder will land in your default Inbox list. Siri is actually very good at this.

2. Clarify

Clean your Inbox, ideally every day in the evening. Review each item and decide what it means.

Ask:

• Is this actionable?

• Can I complete it immediately?

• Is it a single action?

• Does it belong to an existing project?

Rewrite unclear reminders as specific actions. “Website” is unclear. “Draft the new website homepage” tells you exactly what to do.

3. Organize

Move each task into the correct project. Add the appropriate tags:

• #next for the next available action

• #waiting for something currently dependent on someone else

Add a date only when the task genuinely needs to happen on a specific day. You can also attach useful reference material such as Apple Notes links, websites, images, or files.

4. Review

Go through your system every week or month and make sure everything is up-to-date. Review:

• Inbox

• Next Actions

• Active projects

• Waiting For

• Someday/Maybe

Make sure each active project has at least one next action. Remove outdated tasks, follow up on dependencies, and decide whether anything from Someday/Maybe should become active.

5. Engage

Your Next Actions Smart List is your execution list.

Open it every day and choose what you can work on based on your available time, energy, priorities, and current situation.

You no longer need to search through every project to decide what to do. The system has already reduced your projects to the actions you can take now.

Final Thoughts

Getting Things Done can look complicated when you first read about it, but the system inside Apple Reminders can remain simple.

You need only a few core elements:

• One Inbox

• A Next Actions Smart List

• Project lists organized into folders

• A Waiting For Smart List

• A Someday list

• A regular weekly review

Apple Reminders handles the technical part through folders, tags, and Smart Lists. Your job is to keep the system current and make sure every active project has a clear next action.

Thanks for reading!

— Robin

P.S. If you want to know how I use the full setup of Apple Notes, Reminders and a simple weekly workflow — it’s all in one place. 70 pages, no extra apps needed. The Simple Apple System →

Footnote: All screenshots made on my iPhone 16 Pro, edited with Shareshot app. Text written fully by author (human), edited with Grammarly to correct any spelling or grammar mistakes.

If you know the Eisenhower Matrix, you probably know that quadrant two — important and not urgent — is the quadrant where we should spend more time.

If you are not very familiar with how the Eisenhower Matrix works, below is a short video explaining the method.

Basically, we need to reduce the amount of time spent on things in quadrants three and four and maximise the time spent on tasks in quadrants one and two.

The problem with quadrant two tasks is that they are not urgent. They don’t scream that they need to be done. If you skip one of them for a day or two, nothing serious will happen immediately.

So when more quadrant one and quadrant three tasks start coming up, we feel obliged to tackle them first simply because they are urgent.

This is what makes important but not urgent tasks so easy to ignore. The only way to complete quadrant two tasks consistently is to schedule them.

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How to Set Up the Eisenhower Matrix in Apple Reminders

You can use the Eisenhower Matrix to organise and prioritise tasks in Apple Reminders.

This is a useful way to look at your tasks from a priority perspective and focus on the right things, instead of reacting to whatever feels most urgent.

Many of my readers have asked me about implementing this method in Apple Reminders, so today I’ll show you how to do it.

This setup builds on the same basic idea I use in my exact Apple Reminders setup, but adds a clearer way to prioritise tasks.

The original Eisenhower Matrix uses four actions — do, schedule, delegate, and delete.

For Apple Reminders, I adapt the last quadrant instead of creating a list for tasks you plan to delete.

A list dedicated to deleted tasks would not make much sense. Instead, I use the fourth quadrant for low-priority tasks that may still be useful later.

Using four action-based tags is simpler than combining #urgent and #important.

Apple Reminders users only need to assign one tag to each task. The task stays in its original list and automatically appears in the correct Smart List.

Smart Lists are one of the most useful features in Apple Reminders. I also use them in several other ways in my Apple Reminders setup.

Here is how to build the system.

How to Use the Eisenhower Matrix in Apple Reminders

First, Create Four Tags

Add these tags to any reminder:

• #donow

• #schedule

• #delegate

• #someday

Then create four Smart Lists. Apple Reminders will automatically collect matching tasks from all your regular lists.

Each Smart List represents one quadrant of the Eisenhower Matrix.

1. Do Now

1. Tap or click Add List

2. Name it Do Now

3. Select Smart List

4. Select Tags -> Choose Any Selected -> #donow

5. Save the list

These are tasks that need your attention immediately. Use this tag for tasks that are both urgent and important.

This list should stay relatively short. If everything appears in Do Now, the system stops helping you prioritise.

2. Schedule

1. Create another Smart List

2. Name it Schedule

3. Select Tags -> Choose Any Selected -> #schedule

4. Save the list

These are important tasks that support long-term goals but do not require immediate action. This should be the most valuable list in the whole setup.

Use this tag for important tasks that do not need immediate action.

Once a task appears here, give it a realistic date or block time for it in your Calendar. Otherwise, it may stay on this list forever.

3. Delegate

1. Create a new Smart List

2. Name it Delegate

3. Select Tags -> Choose Any Selected -> #delegate

4. Save the list

These are tasks that need to happen soon but do not require your personal attention. Use this tag for urgent tasks that someone else can complete.

You can also add a follow-up date. Delegating a task does not mean forgetting about it completely.

4. Someday

1. Create the final Smart List

2. Name it Someday

3. Select Tags -> Choose Any Selected -> #someday

4. Save the list

These are low-priority tasks that may still be useful but currently have no urgency or meaningful impact.

Use this tag for tasks worth keeping but not worth prioritising now.

Review this list once a month: the point of the Someday list is not to create a permanent storage space for forgotten tasks. It is there to protect your attention from low-priority work while keeping potentially useful ideas available.

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Final Step

Move all your lists into the folder (group) by dragging all lists onto another. This will give you one view of all quadrants when you click on the folder:

btw. if you want my full setup — Apple Notes, Reminders and a simple weekly workflow — it’s all in one place. 70 pages, no extra apps needed. The Simple Apple System →

How to Use This System

Capture tasks in your regular lists or Inbox as usual. Then assign one of the four tags:

• #donow

• #schedule

• #delegate

• #someday

The task remains in its original list but also appears automatically in the relevant Smart List.

This gives you two ways to view the same tasks: your regular lists show where the task belongs, while the Eisenhower Smart Lists (and folder) show how you should treat it.

• Review Do Now and Schedule regularly.

• Review Delegate to check what still needs follow-up.

• Review Someday once a month and remove anything that no longer matters.

The goal is not to create another complicated productivity system.

Thanks for reading!

-Robin

P.S. If you liked it, I share more stuff about Apple native apps and ecosystem in my short weekly newsletter here.

Footnote: All screenshots made on my iPhone 16 Pro, edited with Shareshot app. Text written fully by author (human), edited with Grammarly to correct any spelling or grammar mistakes.

If you are new to Apple and already own an iPhone, the next question usually comes quickly.

What should you buy next?

This is how the Apple ecosystem starts for many people. Not with a full desk setup. Just with one device that works well enough to make you curious about the rest.

That was my experience too. When I started using Apple devices, I was honestly a bit surprised by how smooth everything felt. The hardware was premium. The software was polished.

But that was not the real reason I stayed. It was the way Apple devices started working together without asking me to think about it:

• Photos available with one click on my Mac.

• Notes followed me between devices.

• AirPods moved between my iPhone, iPad, and Mac.

• My Apple Watch became a remote control for small parts of my life.

None of these things feel dramatic on their own. But when they happen every day, they start to change how you use technology.

And that is where the Apple ecosystem becomes hard to leave.

So if you already have an iPhone and you are wondering what to buy next, these are the Apple products I would consider first.

When you use more than one Apple device

This is the part that is hard to explain until you live inside it.

• When you own one Apple device, it is fine.

• When you own two or three, that changes a lot.

Your iPhone becomes a webcam without setup. You answer calls and messages on your Mac or iPad. Your AirPods move to the device you are actually using. You start something on one device and finish it on another. You copy text on your iPhone and paste it on your Mac like that is the most normal thing in the world.

Technically, these features have names:

• Continuity

• Handoff

• Universal Clipboard

• Auto-switching

• Sidecar.

But in daily life, you stop thinking about the names. You just use them. And that is the point.

The best Apple ecosystem features are not impressive because they look futuristic. They are useful in everyday situations.

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1. AirPods

Yes, the sound quality is good. And after upgrading to the latest version with ANC this year, the noise cancellation helps when I’m working in an open office space.

But that is not the main reason I keep using them. The main reason is automatic device switching.

When I work, I often move between my Mac and iPad. AirPods detect which device I’m actively using and switch the audio output automatically. I don’t need to open Bluetooth settings. I don’t need to reconnect anything. I don’t need to think about pairing.

If someone calls my iPhone, the AirPods switch there too.

This sounds minor on paper. But in real life, it removes dozens of small interruptions.

And that is what makes a device worth using every day.

2. Apple Watch

Apple Watch has become deeply integrated into my life. And it is not about notifications. You can get notifications on any smartwatch, even Garmin.

What really matters is integration.

I use it to:

• Tell Siri to update my grocery list in Reminders

• Control lights and heating in the Home app

• Pay with Apple Pay

• Start a Fitness+ workout on Apple TV

• Pause Apple TV when my son is watching something on Netflix

• Ping my iPhone when I lose it somewhere at home

That last one is my wife’s favorite feature. By far.

The Apple Watch feels like a remote control for my Apple life.

Recently, I’ve also been using sleep tracking more seriously. Wearing the watch overnight gives me a clearer picture of my sleep consistency. It detects wake-ups, tracks patterns, and wakes me with subtle vibrations instead of a loud alarm.

Again, none of this is revolutionary on its own. But together, it becomes useful.

If you like, you can see my 6 favorite Apple Watch features here.

3. iPad Air + Magic Keyboard

I use my iPad every day. Sometimes for work. Sometimes for reading or YouTube. But the iPad becomes much more capable with two accessories:

• Magic Keyboard

• Apple Pencil

The Magic Keyboard is so well designed that I honestly don’t feel a huge difference between typing on my Mac and typing on the iPad. It also works as a protective case, so the iPad becomes a compact laptop when I need it.

When I travel, I often leave my MacBook at home and take only the iPad. It is lighter, simpler, and enough for most of my work.

And then there is Sidecar.

Using the iPad as a second display for my Mac is one of the most underrated Apple ecosystem features. It extends my desktop wirelessly and works reliably. No third-party apps. No strange setup. No cables required.

That is ecosystem value in practice.

btw. If you are using Apple ecosystem I made a practical guide for Apple users who don’t want another productivity app. Just Notes, Reminders and a system that actually fits a busy life.

If that’s something for you, get it here: The Simple Apple System →

4. Mac

For me, the natural next step was buying a Mac. I chose the Mac mini M1 back then, and I have been using it for years.

Before that, I used Windows PCs for a long time. And honestly, I was tired of the usual problems. Blue screen errors, drivers, antivirus, random issues.

And one day, I could not log in to my machine anymore. I lost files, photos, and data. Part of that was my fault. I didn’t have a proper backup system back then.

But it also pushed me to try something different. Switching to Mac felt like a completely new experience.

The setup was simpler. Most of the apps I needed were already there. Mail. Calendar. Notes. Reminders. Photos. Time Machine. Built-in security protections running in the background.

I didn’t need to rebuild the entire computer before I could use it.

And the biggest difference was how naturally the Mac connected with the rest of my Apple devices:

• My iPhone photos were there.

• My files synced through iCloud Drive.

• My notes followed me.

• I could copy something on my phone and paste it on the Mac.

• I could answer messages from the keyboard.

That is where the Mac stopped feeling like “just another computer.” It became the center of my Apple setup.

The exact Mac you choose depends on how you work.

If you want a portable computer, a MacBook Air is probably enough for most people. If you already have a monitor, keyboard, and desk setup, a Mac mini can be a great value.

Bottom Line

For most iPhone users, the question is this: Do you want your phone, tablet, headphones, watch, and computer to feel like separate devices?

Or do you want them to feel like one system? That is the real reason I use Apple.

Not because every product is perfect. But because once several Apple devices start working together, the whole setup becomes easier to live with.

Thanks for reading!

-Robin

If you liked it you might like my quick newsletter too. Every Monday I share three best Apple ecosystem resources I find online.

Footnote: Any screenshots edited with Shareshot app. Text written fully by author (human), edited with Grammarly to correct any spelling or grammar mistakes.

After WWDC, I was impressed by what Apple announced with the new OS 27 updates. For me, the most interesting parts were Shortcuts, Safari, Mail, and everything connected with the new Siri AI. I already wrote a short WWDC report about that here.

But there was another part of the announcement that some users may have ignored. Apple’s improved approach to child safety.

As a parent, I’m especially sensitive to this kind of features. Technology is already part of our everyday life, and if my child is going to use it, I want the tools around it to be simple, clear, and built properly.

And honestly, the fact that Apple keeps improving accessibility and child safety gives me another reason to stay inside this ecosystem.

Why this is important?

Every parent who has ever given a child their first phone, iPad, or computer knows this strange moment.

On one side, there is excitement. Your child gets a tool for learning, communication, creativity and entertainment.

On the other side, a few red lights immediately turn on in your head.

• What will they watch?

• Who will they message?

• How much time will they spend in front of the screen?

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Apple’s new parental controls

What Apple really did here is take existing parental control tools and rebuild them so they appear at the moment when parents actually need this — during the first setup of a child’s device.

The new setup process works that if a device is meant for a child, the parent should be involved from the beginning. Not three days later, when the child has already downloaded half of the App Store.

In the new Setup Assistant, Apple asks a simple question: Is this device for a child or for an adult?

If you choose child, the system immediately guides you through connecting the device to your family. And this is the key point. From that moment, the iPhone, iPad or Mac becomes a device for a specific child andmanaged by a specific parent or guardian.

A child account is the foundation

Apple is very clear about this. The best way to start safely is to create a child account.

This account enables age-appropriate protections, including limits on adult websites, filtered App Store content, and restrictions for movies, music and other media.

This matters because the responsibility moves to the parent. The parent enters the child’s name and age, then creates the account.

After that, there is a parental consent step. Apple wants to make sure the account is being created by an adult, so the parent can confirm it with Face ID. Only after that is the child account created.

And already at this point, before the child even gets the device in their hands, the basic protection is active.

Choosing which apps the child can use

After creating the child account, the system moves to the next step — choosing which apps the child can access.

Apple calls this a gradual approach. The idea is simple. You do not throw a child into the full, unlimited world of apps on day one. You start with a safer set and expand access over time.

Parents have a few options:

1. They can choose only the basic apps, mostly communication apps like Messages, FaceTime, and Phone.

2. They can choose a recommended set that combines communication apps with selected apps for learning, creativity, and simple entertainment.

3. Or they can manually choose specific apps.

And here comes one of the most important parts. If the child wants to download an app outside the approved list, they need to ask for permission.

The Ask to Buy mechanism is not only about paid apps. Parents can also approve free apps and in-app purchases.

In practice, it works like this:

The child finds an app in the App Store and tries to download it. They confirm with Touch ID or Face ID. Then an extra step appears, asking the parent for approval.

The parent gets a notification, opens the app page, checks the description, age rating, and the reason behind that rating. Only then do they decide.

This is a good solution because parental control is not reduced to a blind yes or no. The parent actually gets context.

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Ask permission to browse

The new feature that got my attention the most is Ask to Browse.

Until now, a lot of parental control discussions focused on apps. But children do not live only inside apps. A huge part of the internet still happens in the browser.

The new mechanism is very simple.

If a child tries to visit a website that is not on the approved list, Safari does not open it immediately. Instead, the child sees a screen asking for permission. They can send a ready-made message to the parent with the link.

The parent receives it in Messages, can open the website on their own device, check what it is, and only then approve or reject access.

This feels like a small feature, but I think it is one of the most practical ones. Because again, it gives the parent context.

Who the child can communicate with

Another important part is Communication Safety. Apple clearly understands that parents do not only care about what a child sees. They also care about who the child talks to.

The new settings allow parents to approve new contacts before the child can start communicating with them normally.

If a new number messages the child, the child needs to ask the parent to approve the contact and add information about who this person is. For example, “Tim from soccer.”

The parent sees the number, the suggested contact name, and can decide whether to accept that person.

There is also an interesting preview mechanism. If the parent does not know who is messaging, they can go to the child’s device, enter the Screen Time passcode, and preview the first message before approving the contact.

Communication Safety for violence and graphic content

Apple is also expanding this feature.

Until now, it focused mainly on detecting nudity in photos and videos. Now the protection is expected to expand to graphic content and violence.

The system can step in when a child receives gore or violent content, but also when the child tries to send it.

That second part is especially important.

In the world of kids and teenagers, peer pressure can be huge. Sometimes the problem is not only that a child sees something. Sometimes the problem is that someone is pushing them to send something they should not send.

A system-level intervention at that moment can be the extra “stop and think” the child needs.

Apple says that in selected countries, children can also report this type of content directly to Apple, and the feature is planned to expand globally.

Time limits, but smarter

The biggest problem with classic screen time limits is that they are usually too rigid.

• One hour for everything?

• Blocked after 8 PM?

It sounds simple, but family life is rarely that simple.

A school day looks different from a weekend. A weekend looks different from a holiday. A sick day is different again. The new time limits are meant to be more flexible.

Parents can set a combined time limit for selected app categories like games, entertainment and social media. Apple also shows research-based recommendations that can help parents choose a starting point.

A daily schedule that fits the family

The new schedules let parents adjust app access to specific parts of the day. During setup, the parent can define when the device is generally available, for example from 8 AM to 8 PM.

Then there are school hours. During that time, access to entertainment, games, and social media can be paused automatically, while apps needed for learning and communication remain available.

Parents can also create extra blocks, like sports practice, after-school activities, family dinner or an evening without screens.

In the Screen Time panel, the whole day is visible as a clear schedule. You can quickly see when the child has access to specific app categories.

If Wednesday is a shorter school day, you can create a separate plan for Wednesday. If weekends should work differently, you can set that too.

There is also an instant pause feature. From their own iPhone, a parent can pause app access for one hour or until a specific time. On the child’s device, apps become dimmed and require parental approval.

At the same time, parents can still leave access to important contacts and apps, so the child can reach them when needed.

Screen Time passcode

Every parent knows that children can be incredibly creative. Sometimes too creative.

They look over your shoulder. They analyze fingerprints on the screen. Classic.

That is why Apple is adding a notification when the Screen Time passcode is used. If the Screen Time passcode is entered on the child’s device, the parent gets notified. If the child learns the code and tries to change something, the parent will also know.

A redesigned Screen Time panel

All of this is connected through a redesigned Screen Time panel.

From one place, the parent can check how the child uses the device, which apps are opened most often, what the limits are, and what the schedule looks like.

For older children, if they use Apple Cash or Apple Card, parents may also see balance and recent transaction information.

A device that grows with the child

What I like most here is the philosophy. Apple is not telling parents to set everything once and forget about it forever.

It is saying — start safely, then expand access when the child is ready.

A nine-year-old does not need the same access as a thirteen-year-old. A thirteen-year-old should not have the same restrictions as a six-year-old.

Every child is different. Every family has different rules, routines and boundaries. Apple gives parents tools they can adjust instead of forcing one model of parenting.

The new features will be available in iOS 27, iPadOS 27, and macOS 27 updates, which means they should work across iPhone, iPad, and Mac.

That is important because children often use more than one device. Limits set on only one device stop making sense very quickly.

btw. If you are using Apple ecosystem I made a practical guide for Apple users who don’t want another productivity app. Just Notes, Reminders and a system that actually fits a busy life.

If that’s something for you, get it here: The Simple Apple System →

Thanks for reading,

-Robin

Footnote: All screenshots are from Apple Newsroom . Text written fully by author (human), edited with Grammarly to correct any spelling or grammar mistakes.

On Medium I show regularly what’s possible in Apple Reminders — Smart Lists, sections, tags, different custom views. But often people asks me what is my real setup that I actually use every day.

So in this story I want to share exactly what I use, step by step, on iPhone, iPad, and Mac. You don’t need to copy this exactly. But if you’d rather skip deciding and just build the same thing I use, here it is.

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Why I built it this way

This setup is more than a system. It’s a reflection of how I want to live.

Look, your brain isn’t built for storing things to do — it’s built for thinking. That’s why Inbox matters more in Apple Reminders than any other list. The moment something new shows up, it gets captured. Nothing stays in my head.

Category lists work like drawers at home:

• Cables go in one drawer.

• Socks in another.

• Cutlery has its place.

The same logic applies to tasks — family life, my son, our next trip, all have a dedicated list. Folders group them further: one click, and I see everything inside that area, properly structured.

This isn’t about doing more, or doing it faster. It’s about doing the right things, at the right time — sometimes even less, but better.

That’s the whole reason Week Priority exists, and why Your Day has a Prio section at all. Sections, groups, tags, Smart Lists — they’re only worth using if they help you focus on what matters. Nothing more.

So here is my exact Apple Reminders setup I trust:

Step 1 — Inbox

Everything new goes into one place: Inbox. Tasks, ideas, links, a message I need to reply to. I don’t sort while capturing. I just capture.

Set your default list to Inbox: Settings → Apps → Reminders → Default List → Inbox.

This makes Inbox the place Siri sends everything when you say “Hey Siri, remind me to…”.

Fast capture only works if everything lands in one predictable spot.

Step 2: Category-Based Lists

Create Standard Lists (not Smart Lists) for any area, or category, of your life. It can be:

• Family

• Ideas

• Vacation

• Car

• Project X

• Garage.

Anything where you know you’ll have tasks related to one topic.

They can also be temporary — areas that only matter for a while. When I was moving into my new home, I created a list called “New Home” to keep all related tasks in one place.

Later, I created another one called “Renovation” to track everything that needed to be done. Once it’s done, I simply delete the list. You get the idea.

Now group them into folders (Groups). Start with 2–3 folders. I like this approach because folders act as containers that let you bundle related lists together by theme.

Here is how to do it:

• On iPhone/iPad: tap and hold a List → drag it onto another list → name the New Group → tap Done

• On Mac: click File → New Group → enter a name → drag lists into the group

In my case, that’s mainly Side Hustle and Private — it keeps the two areas separate. Add lists inside only when a category actually needs its own space — don’t pre-build ten empty lists on day one.

Also create a “Repeats” list for recurring tasks — birthdays, car service, paying tax, but also habits and routines. You’ll need this list for the Smart List setup later.

You can add Tags to individual reminders if you want extra filtering.

Step 3: Time-Based Lists

Outside the folders, sitting at the top level, I keep three flat lists. This is my execution engine — where the actual work happens:

• Week Priority — 2–3 most important tasks

• Week Tasks — everything else for the week

• Month Tasks — things to do this month

These aren’t inside a folder on purpose. I want them visible immediately, without an extra tap to open anything.

How to set it up:

1. Tap Add List

2. Name them Week Priority, Week Tasks, Month Tasks.

Step 4: Custom Today view

There’s one thing about Apple Reminders I don’t love: the default Today list. Apple’s Today view shows everything due today, regardless of what’s a priority and what’s just routine.

So I built my own version using two custom Smart Lists that separate priorities, routines, and everything else.

How to set it up:

1. Tap Add List

2. Set List Type to Smart List

3. Create two Smart Lists with these filters:

• Your Day — Date → Today (Include Past Due) + Exclude your Repeats list. Shows today’s tasks minus anything recurring.

• Growth — Date → Today (Include Past Due) + Include selected list → Repeats. Shows only habits and recurring tasks.

Next, add sections inside each one:

• On iPhone/iPad: open the list → three dots in the top right → New Section

• On Mac: open the list → Add a new section in the top right corner

Sections I use:

• Your Day → Prio, Tasks

• Growth → Routines, Goals, Home

I like Sections as they give me even better organization. Once you move a recurring task into a Section inside Growth, it keeps appearing there the next day too.

In Your Day, I manually move any new task due that day into Prio. And that’s the point — it forces you to intentionally choose your priorities. One, maybe two, per day, not more.

Now pin these two lists to the top:

• On iPhone/iPad: touch and hold the list you want to pin → tap Pin from the menu

• On Mac: right-click the list → choose Pin List

Now, at the top of Apple Reminders, you’ll have four lists for daily use:

• Today — Apple’s default list, showing everything due today

• Your Day — shows today’s tasks minus anything recurring

• Growth — shows only habits and recurring tasks

• Inbox — where you capture everything new

The Workflow

1. Capture everything to Inbox, all week, no thinking

2. Once a week — empty Inbox into the right folder lists or one of the three time-based lists directly

3. Once a month — review and move a few things into Month Tasks

4. Every week — move from Month Tasks into Week Tasks, pick 2–3 for Week Priority

5. Every day — open Your Day, move 1–2 tasks to Prio first, then Tasks

Before you go

If you want the full guide — Apple Notes, Reminders and all features I use — it’s all in one place. 61 pages, no extra apps needed. The Simple Apple System →

Bottom Line

Don’t be afraid to experiment with lists beyond groceries and work tasks. Renovating the garage? Make a list. Planning a short family trip? Create one and share it. Running a podcast or newsletter as a side hustle with a friend

Add sections, switch to column view, manage the whole project right there. Once it’s done, delete the list. Nothing has to be permanent.

What I love most about Apple Reminders is that it lets me outsource remembering. When I’m playing with my son, I want to be there with him. Present at that moment — not thinking about what I still need to do that evening. I’m not trying to build a complex productivity system. I’m trying to reduce friction.

And that’s really why Apple Reminders — simplicity. Fewer tools, less friction. Everything goes there first, because I don’t want to remember things. I want a reliable place to put everything, and let the app remember for me.

Thanks for reading!

-Robin

Footnote: All screenshots made on my iPhone 16 Pro, edited with Shareshot app. Text written fully by author (human), edited with Grammarly to correct any spelling or grammar mistakes.

Apple Reminders is one of those apps most people already have, but still don’t really use.

Maybe they add groceries. Maybe a doctor appointment. Maybe one random task they will forget anyway.

For everything else, they usually install another productivity app like Todoist, Notion, Things 3 or TickTick.

I get it. I did the same for years.

But Apple Reminders can do much more than most people think. When I read discussions about Apple Reminders online, I often see people saying things like, “It’s way better than I expected.”

And honestly, I agree.

I don’t use Apple Reminders because it is perfect. I use it because it is already there, it syncs across my Apple devices and it is simple enough that I actually keep using it.

In this story, I’ll show you how I use Apple Reminders beyond basic to-do lists.

The best ways to use Apple Reminders

Apple Reminders is my daily activity manager. Without it, I’m lost.

I track weekly priorities, business tasks, personal appointments, ideas, small routines and things I don’t want to keep in my head.

This is not a complicated productivity system. I don’t want that. I want one reliable place where I can put things and trust that I will see them again later.

Here are the 9 ways I use Apple Reminders.

1. How I organize my life with Apple Reminders

Reminders is where my day starts. I open it every morning. I look at what is there. I move a few things around. I make a small plan.

Over time, I built a simple setup that covers home, work and side projects. Here’s how it is organized:

Inbox

Anything new goes here.

Ideas. Tasks. Small things I remember while walking, working, cooking, or doing something completely unrelated.

I don’t try to organize everything immediately because that is how systems become annoying. I just capture things first. Once a week, I clean the Inbox and move tasks into the right lists.

Folders

I use folders for bigger areas of life. For example, I have folders like “Private” for personal stuff and “Side Hustle” for my business.

Each folder has multiple lists inside.

What I like about folders is that when you click on one, you can see all reminders from every list inside that folder. It gives me a quick overview without opening every list one by one.

Time-based lists

I also keep a few lists that are based on time. These are the lists I use to plan ahead and keep things under control.

• Growth for daily habits, challenges, and learning

• Month Tasks for things I want to do this month

• Week Tasks for things I want to do this week

• Week Priority for the 1–2 tasks that matter most

This is probably the simplest part of my Apple Reminders setup, but it is also the part that makes the biggest difference.

Instead of staring at one endless list, I know what belongs to this week, what can wait, and what is actually important.

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2. How I use Apple Reminders for business

I eventually moved most of my business plans and improvements into Apple Reminders.

A lot of creators manage this kind of thing in Notion, spreadsheets, or some bigger dashboard. I tried that too, but for small business tasks, Apple Reminders is usually enough.

I created a folder with lists for different areas of my business:

• ideas

• newsletter

• products

• writing

• things to test later

Most of these tasks start as rough ideas. Maybe I see something useful online. Maybe I think of a better CTA. Maybe I notice something I should improve in an old article.

I don’t want to decide immediately what to do with every idea. I just save it first. Then, once a month, I review these lists and decide what is actually worth doing.

This is important because not every idea deserves action. Some ideas only look good for five minutes.

3. My Apple Reminders productivity setup

The best way to set up Apple Reminders for productivity is not to create more lists. At least not for me.

For me, the most useful part is having one clear priority list.

I don’t really use the built-in Today view in Reminders as my main view. It shows everything due today, which sounds helpful, but it can quickly become chaos.

Instead, I built my own Today list.

Here’s how it works:

• I created a list called Your Day.

• I added two sections: Priority and Tasks.

• Each morning, I open Your Day list first.

• Then I choose one task as my absolute priority.

• The rest goes into Tasks.

That one priority task is the one I’ll feel good about finishing, even if nothing else gets done. And yes, sometimes I still ignore it and do something easier first. I’m human.

btw. If you like you can use my exact Apple Reminders Setup here.

4. How I use Apple Reminders for content ideas

Apple Reminders is also useful for content creators because you can attach notes, URLs, and files to individual reminders.

I don’t love Safari’s built-in Reading List. For me, it became a black hole. I saved things there and almost never came back.

So when I find an article I want to read later, I send it to Apple Reminders.

How?

• Tap the share icon in Safari.

• Choose Reminders.

• Add it to the right list.

• Done.

Most saved links go into my default Inbox first. Later, I move them into proper lists. I also keep a list called Ideas. That’s where I save:

• tools to test

• article ideas

• newsletter ideas

• interesting examples I may want to use later

This works better for me because Apple Reminders turns a saved link into something actionable.

5. Apple Reminders project management with Column View

One of my favorite hidden Apple Reminders features is Column View. It turns a normal reminders list into something that feels more like a simple Kanban board.

This is useful for project management, especially if you don’t need a big project management app.

You can organize tasks in different ways, but one of the easiest setups is time-based.

Create three sections:

• Month

• Week

• Today

Now you can move tasks from left to right as they become more relevant.

Another simple setup is:

• To Do

• Doing

• Done

This works well for bigger projects because you can see progress instead of just checking things off and watching them disappear.

For small personal projects, writing projects, content plans, or home tasks, this is often enough.

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6. Apple Reminders location reminders

Apple Reminders location reminders are useful when a task only matters in a specific place.

You can create a reminder that appears when you arrive somewhere or leave somewhere.

For example:

• remind me when I get home

• remind me when I leave work

• remind me when I arrive at the supermarket

• remind me when I get into the car

This is much better than setting a random time. Some tasks don’t belong to a time. They belong to a place. And that is where location-based reminders make sense.

7. Apple Reminders Smart Lists and filters

Smart Lists are one of the most useful Apple Reminders features if you want more automation without making your setup complicated.

A Smart List automatically collects reminders based on rules.

You can filter by things like:

• tags

• due date

• priority

• list

• location

• flag

• completed status

For example, you can create a Smart List that shows only high-priority tasks from all your lists. Or one that shows everything connected to your side hustle.

This is useful because you don’t have to move every task manually. The task stays where it belongs, but Smart Lists give you another view.

8. How to use Siri with Apple Reminders

Yes, you can use Siri with Apple Reminders. And it works better than many people expect.

Whenever I think of something, I want to capture it fast. I don’t want to unlock my phone, open the app, choose a list, and type everything perfectly.

So I use two fast capture methods:

• a Reminders widget on my iPhone

• Siri voice commands

The basic version is simple: “Remind me to…”

You can also say things like: “Remind me tomorrow morning to call the dentist.”

This is where Apple Reminders becomes really useful. Capture is fast, and I don’t have to keep small tasks in my head.

9. Apple Notes and Reminders work better together

For more complex tasks or longer descriptions, I still use Apple Notes.

Apple Notes is where I keep detailed plans, brainstorms, project outlines, and reference material. Apple Reminders is where I keep actions.

This is the simplest rule I use: Reminders are for actions. Notes are for thinking.

The nice part is that you can connect both apps.

You can link a specific Apple Note directly inside a Reminder. So if I have a task like “Review new course idea,” I can attach the Apple Note where I already wrote the full outline.

How to do it:

1. Open the note in Apple Notes.

2. Tap the share button.

3. Choose Reminders.

4. Add the reminder.

Now the task and the context are connected.

This is one of those small Apple ecosystem features that does not look impressive in a keynote, but it is very useful in real life.

Apple Reminders vs Todoist

People often ask me if they can use Apple Reminders instead of Todoist.

I think it is the common comparison because Todoist is probably the most popular task manager for regular users.

Like Apple Reminders, Todoist lets you create projects, filters, recurring tasks, reminders, and labels. It is a very good app.

But for many Apple users, the question is simple: Should you pay for Todoist, or use Apple Reminders for free?

For me, Apple Reminders is enough.

It has lists, sections, tags, Smart Lists, recurring tasks, location reminders, shared lists, Siri capture, widgets, and very good sync across Apple devices.

That covers most of what I need.

Todoist is still better if you work across many platforms, use Android or Windows, collaborate with teams, or need a more advanced task management system.

But if you live mostly inside the Apple ecosystem, Apple Reminders gives you more than enough. And it is already on your iPhone, iPad, and Mac.

Final thoughts

Apple Reminders is not just for groceries and doctor appointments.

You can use it to organize your life, plan your week and manage business tasks.

And if you want the full setup — Apple Notes, Reminders and a simple weekly workflow — it’s all in one place. 70 pages, no extra apps needed: The Simple Apple System →

Thanks for reading.

— Robin

Footnote: All screenshots made on my iPhone 16 Pro and iPad Air, edited with Shareshot app. Text written fully by author (human), edited with Grammarly to correct any spelling or grammar mistakes.

Apple Reminders can be a powerful app. Especially if you’re already deep in the Apple ecosystem. Your reminders sync across all devices through iCloud and are always with you, when you need them.

Personally I use mainly my iPhone to add new tasks to my Inbox. If you have iPhone 15 Pro/Max or any of the 16 and 17 models, Action Button is the best way to quickly add new entries to Apple Reminders (Settings -> Action Button -> Controls -> New Reminder).

When it’s time for action I prefer to work using my iPad or Mac mini. This is where I use Apple Reminders the most. I’ve built my own, custom setup that fits my needs and separate my family life, work and side hustle.

What I love the most about Apple Reminders is simplicity. However, with a few features it can be really powerful productivity app. But, still some parts of Reminders are not so obvious.

So I asked Claude to dig up the 10 most common questions people have. All these questions are coming from Apple Support forum and Reddit threads.

Here are the most common issues — and how to fix them.

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1. How do I set up recurring reminders?

To set a repeat: open any reminder → tap the info icon → choose Repeat → select the frequency.

In your Apple Reminders setup, create a dedicated list called Reminderswhere you can keep all repeating tasks. Organize that list with sections based on frequency:

• Daily

• Weekly

• Monthly

• Annual.

You rarely need to look at it — tasks appear in Today automatically.

2. What are Smart Lists and how do I create one?

Smart Lists are basically automatic filters. You set the rules once, and the list updates itself. You can filter by tags, dates, priority, location, flags, and more. No extra organising needed. Reminders that match your rules appear automatically.

When you create a New List in Apple Reminders, choose List Type -> Smart List.

If you would like to know how to create a useful Smart List that actually you will use everyday, here is the story where I covered it.

3. How do I share a list with family?

To share an Apple Reminders list, all users need to be Apple users and have iCloud account. Everyone who joins the shared list can create and edit reminders from any device or computer set up with iCloud.

If you are the organizer of a Family Sharing group, you can create a shared “Family Groceries” list in Reminders to keep everyone aligned for shopping. To check if you are using the Family feature and who is included, go to Settings -> tap your Apple Account -> Family.

How to share any Apple Reminders list:

1. Go to the Reminders app

2. Select a reminder list, then click the Share icon

3. If you do not want to allow people to add others to the list, change that setting before sending the invite (you can change it later too anytime):

4. Choose how you would like to share your list.

4. Can I use Apple Reminders instead of Todoist/Notion?

People often asks me this questions on Threads. Users switching FROM Todoist TO Reminders say: “It’s free, it syncs perfectly, and I don’t need more features”.

Todoist has the same basic features like notifications, lists, tags, shared space. But you need to buy a subscription to get what you already have for free in Apple Reminders.

So yes, you can use Apple Reminders instead of Todoist and have all the features you need. For free.

If you want to read more on Todoist vs Reminders, here is my comparison.

5. How do I set a location-based reminder?

With location-based reminders, instead of setting a time, you set a place. The reminder fires when you arrive at — or leave — a specific location.

How to set it up: Open a reminder → tap the location field → search for a place or choose Current Location → choose “When I Arrive” or “When I Leave.”

You can also use Siri. Just say: “Remind me to close window when I get to home”.

6. How to use tags in Apple Reminders?

Tags are the easiest way to keep things tidy without multiplying your list count. Instead of creating a separate lists, you tag tasks and filter by tag in Smart Lists.

I don’t use many tags. Four to six is plenty. More than that and you spend more time tagging than working.

Then in while creating a Smart List simply use filter Tags -> Any Selected Tags -> #your tag.

7. “How do I use Siri with Reminders?”

Siri is extremely useful when paired with Apple’s built-in apps. The intelligence isn’t in the conversation. It’s in the system.

In situations where typing isn’t practical — driving, walking, cooking — Siri becomes surprisingly reliable. This isn’t about long AI conversations. It’s about fast capture.

Why Siri works better with Reminders

Siri struggles with context-heavy dialogue. But reminders are structured. Reminder (task) usually contains action, list, date, even location.

That’s predictable. And Siri handles predictable input well. Instead of asking Siri complex questions, I give it short, structured commands.

You don’t need to use long commands like: “Hey Siri, add olive oil to my groceries list.” That works. But it’s not necessary. If you already have structured lists inside Apple Reminders — like Work or Groceries — you can shorten your commands.

Just say:

• “Prepare invoice in Work”

• “Olive oil in Groceries”.

Here is the full story on how I use Siri with Apple Reminders everyday.

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8. “How to use column view / kanban in Reminders?”

Column View changes how you see your tasks. Instead of one long vertical list, you can organize reminders into visual sections — similar to a lightweight project board.

This works because you can drag tasks between sections. That simple action makes planning clearer and more intentional.

How to Turn On Column View in Apple Reminders

First, choose the list where you want to use Column View.

Step 1: Create Sections

On iPhone:

• Tap the three dots in the top right corner

• Tap New Section

• Create as many sections as you need

On macOS or iPad:

• Open your list

• Click Add Section in the upper right corner

Step 2: Switch to Column View

On iPhone or iPad:

• Tap the three dots again

• Select View as Columns

On macOS:

• Click View in the menu bar

• Select as Columns

Now your sections appear side by side.

For a clearer and more comfortable view, I prefer using Columns on iPad or Mac, where the larger screen makes it easier.

Thank for reading!

-Robin

P.S. If you want the full setup — Apple Notes, Reminders and a simple weekly workflow — it’s all in one place. 61 pages, no extra apps needed. The Simple Apple System →

Footnote: All screenshots made on my iPhone 16 Pro and iPad Air, edited with Shareshot app. Text written fully by author (human), edited with Grammarly to correct any spelling or grammar mistakes.

Siri has been promised for years. WWDC 2026 finally delivered — not with one big feature, but with a genuine shift in how Siri thinks. It now understands context. It acts inside apps. And this year, for the first time, Apple built it with Google.

It was also Tim Cook’s final WWDC. Is this the start of a new era for Apple?

Last week I said that WWDC 2026 matters more than usual. I wasn’t disappointed. Well — maybe a little, because there are no major new native features in Reminders or Notes in iOS 27.

But another three native apps are getting real upgrades, all powered by the new Siri AI. So let’s start there.

What Siri AI actually is

At WWDC, Apple introduced Apple Foundation Models — its own AI layer, running both on-device and on Apple’s servers, with privacy built in. Apple also confirmed a deep collaboration with Google, using Google Gemini as the engine for the more powerful cloud-side tasks, running on Private Cloud Compute.

That means two AI levels:

• on-device processing — fast, private, ideal for personal context

• server-side processing for more complex tasks.

What I appreciate most is the privacy-first approach. Your data doesn’t leave your device. Apple even called Siri “the world’s most private digital assistant.”

Siri AI is now conversational and context-aware. Yes, it sounds similar to ChatGPT or Claude. But what matters more is where it runs: inside your apps. Siri can now read your Notes, Mails and Messages to understand your situation before answering.

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Three Apple apps highlights

Yes, Siri AI personal context will also work with third-party apps. But reading the Apple newsroom, I noticed something.

Whenever they mention third-party apps, the language changes — “if”, “some”, “when”. Conditions everywhere.

With Apple’s native apps, it will just work. And that’s exactly why I keep coming back to built-in apps.

Mail — context-aware intelligence

With Siri AI, Mail can now extract information from your emails — flight numbers, reservations, deadlines — and surface it exactly when it’s relevant. It can suggest actions too: set a reminder, create a calendar event, make a note in Apple Notes — without you copying and pasting anything.

Mail stops being a place you file things and starts being a place that reminds you of things. If it delivers on that, I’m finally moving my last Gmail account to Apple Mail.

Safari — the truly powerful upgrade

Safari gets three meaningful improvements. First, it can now group all your open tabs automatically, and then organize them by topic.

Second, Notify Me: tell Safari to watch any page and alert you when it changes. Useful for price drops, ticket sales, or tracking anything that updates.

Third, and most interesting — Describe an Extension. You describe what you want Safari to do in natural language, and it builds the extension. No coding or App Store needed anymore. That was the moment in the keynote where I said “wow” out loud.

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Shortcuts — the one I was waiting for

This is the feature I’ve wanted for years. I use Shortcuts every day. My automations are mostly simple, but they save me time. Whenever I try to build something more complex, I struggle. Shortcuts is powerful, but understanding actions, conditions, variables, inputs, outputs and logic is too much for most people.

Now, with Siri AI, you can just describe a Shortcut in your words and Siri builds it. That removes the barrier for regular Apple users, like me.

For example: “A shortcut that turns on Do Not Disturb Focus, opens Notes and sets a 25-minute timer.” Siri builds it.

Or when I prepare my newsletter: “Read the article, draft a summary, write a title, add the URL, and format it.” I’ve had a list of shortcut ideas sitting in my Apple Notes for months. I can finally build them.

Notes and Reminders

If we talk about the Apple apps I use every day — Reminders and Notes — the biggest improvement will be Siri AI integration across apps. And honestly, that alone can already be a big deal.

I can already imagine adding reminders based on Messages context, or using Notes directly from Mail. More practical use cases inside the Apple ecosystem I already use.

The honest footnote

Everything sounds exciting, but the real test comes in September. And there’s a catch for European users — including me. When iOS 27 and iPadOS 27 launch, EU users will not have access to Siri AI.

New Apple Intelligence will be available in the EU on macOS 27, but not on iPhone or iPad. WatchOS 27 in the EU also loses Siri AI, because it requires a paired iPhone with Siri AI enabled. There is currently no timeline for when Siri AI will come to EU iPhones and iPads.

Apple blamed the DMA directly — it proposed a “Trusted System Agent” intermediary and an 18-month phased rollout, and the European Commission rejected both.

The EU hit back the next day: the decision not to launch Siri AI in the EU is Apple’s alone, and nothing in the DMA prevents Apple from introducing new products — Apple simply asked for an exemption instead of finding a compliant solution.

I expect more back and forth between Apple and the EU. For now, EU Apple users are stuck in the middle — waiting.

Some features also require newer devices.

As always, thanks for reading.

-Robin

P.S. If you use Apple apps like me, I wrote this Apple Notes Starter Guide. It’s free. It shows you 11 simple features that make Apple Notes easier to use, easier to organize, and more useful in everyday life.

Apple Reminders is my go-to app I open every morning. Inside I keep everything I need to do: my business tasks, family plans, routines and personal to-dos. It’s like my digital personal assistant — free and always with me when I need it on my iPhone or iPad.

But there is one thing in Apple Reminders I don’t actually like. The default Today list. Apple’s Today view shows everything due today, no matter what’s important or what is the routine or standard reminder.

So I built my own Today view using three custom Smart Lists that separate priority, routine and everything else.

The problem with Apple’s default Today view

When everything is equally urgent, nothing is important. And that’s the main problem with Reminders’ Today list.

It doesn’t differentiate priorities from routines and low-stakes tasks.

It shows everything due today, including overdue — and that’s correct, but it becomes chaos when the list is long.

My typical day looks like that:

• 1–2 priorities

• 3–5 other tasks

• 4–6 routines

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Why I stopped using it and built my own

Whenever I open the Today view and see 10+ tasks list without any structure, I feel overwhelmed. No structure or priorities, just a long list for everything.

But the good news is that you don’t need to rely on Apple’s default Today view.

You can build a better one using a custom Smart List and clear rules. It’s simple and designed on our own terms that actually organize your everyday tasks.

Now I will show you how to build your own Today view.

The 3-list setup

With just three custom lists I created a my own focused-based view.

• Priorities: main focus each day, 1–2 priorities a day are enough.

• Routines: habits, small steps I repeat every day that make me grow in the long run

• Tasks: Any of your tasks for today that are not priority

These three Smart Lists make a simple system that replaces the default Today view.

To configure it, it takes just 5 minutes, so I encourage you to start right away as you read this guide.

List 1: Priorities (flagged tasks due today)

• Name: Priorities

• List Type: Smart List

• Filters: Flag -> Flagged, Date -> Today (Include past due)

• Customization (if you like to use mine): Color: red, Icon: red double exclamation mark.

How to use it:

Simply flag your tasks (tap info → flag, or swipe left) and then set a date. They will automatically show in your Priorities view.

I often link my reminders to Apple Notes to get more context about the tasks. Usually when I work on projects. Then in Apple Reminders I keep an action (what), and in Apple Notes instructions (how). I show how to link Notes in Reminders here.

List 2: Routines

• Name: Routines

• List Type: Smart List

• Filters: Lists -> Include: Reminders, Date -> Today (Include past due)

• Customization: Color: purple, Icon: repeat symbol.

How to use it:

I keep all my routine tasks in a dedicated list called “Reminders” inside my folders. That helps me organize them better and gives me a good overview of my daily habits and recurring tasks.

You can also use a tag like routine to mark your tasks as a recurring routine. Then in Smart Lists simply use filter Tags -> Any Selected Tags -> #routine.

List 3: Low priority tasks (everything else due today)

• Name: Tasks

• List Type: Smart List

• Filters: Flag -> Not Flagged, Lists -> Exclude: Reminders, Date -> Today (Include past due)

• Customization: Color: blue, Icon: tick symbol.

How it works:

Any of your tasks for today that are not flagged and are not in Reminders list will land in this list view. It’s a “nice to do” kind of task. It works because it prevents low-priority tasks from stealing attention from your priorities.

How to set this up in one view

Now, one of my favourite parts of this setup. By combining all your Smart Lists into one simple view, you can actually make it as your custom Today view.

All you have to do is move all these three lists into one folder (In Reminders they are officially called Groups).

I like this way to organize all my lists that act as folder-like containers that let you bundle your lists together by theme (in my case it is mainly Work and Private to separate tasks from each other).

Here is how to do it

1. Press and hold a list until it pops out and you can move it.

2. Drag this list directly on top of another list you want to group it with.

3. Release the list, and a pop-up will ask you to name the new Group. Give it a name, something like “My Day”.

4. Tap Create.

Move all three lists into this Group. Now when you tap on the folder you will have one dedicated view that combines your today’s priorities, routines and all other tasks.

This is basically your new custom Today view:

How I work with this setup

An important part of it is the proper planning. Every evening I go through the list where I keep all my tasks. Then I select which one I would like to do the next day. I set the date as tomorrow and flag my priorities (usually 1–2 tasks).

Then everything is ready the next morning. I open Apple Reminders on my iPad, tap the My Day group, and immediately see all my tasks grouped into three categories — priorities, routines and everything else.

In this story you can read for what other things I use Apple Reminders.

That setup helps me to better focus on what I have to do each day. And then every morning I start with my priority task.

I don’t open a default overwhelming Today list anymore.

This setup is one piece of a larger system. If you want the full picture — how these lists connect to a weekly review, how Apple Notes links to your tasks, and how Siri fits into daily capture, I put it all in one place.

Final thoughts

Apple’s built-in Today view isn’t broken, but it doesn’t give you clarity — this setup does. I like Reminders because it’s a simple app, yet its features let me build a custom setup that actually works for me.

Thanks for reading!

— Robin

P.S. If this was useful, the newsletter is where I share the deeper stuff every Monday.

Footnote: All screenshots made on my iPhone 16 Pro and iPad Air, edited with Shareshot app. Text written fully by author (human), edited with Grammarly to correct any spelling or grammar mistakes.

(Don’t have a Medium membership? Click here to read free.)

Apple Notes is my second brain. It’s where I store ideas, plan projects, capture goals, and keep track of family stuff.

I love it for one simple reason: it just works. It’s fast, minimal and synced across everything I own:

• iPhone

• MacBook

• iPad

Wherever I am, my notes are right there with me thanks to iCloud. So here are the 5 Apple Notes features I use the most, and how they help me stay organized across my iPhone, MacBook, and iPad.

All screenshots made on iPhone 16 Pro iOS 26.5, edited with Shareshot app. Text written fully by author (human), edited with Grammarly to correct any spelling or grammar mistakes.

1. Apple Notes cross-note links

This is a game-changer if you work on projects. You can link one note to another — so you can jump between related ideas without digging.

How to set it up:

• In the note where you want the link, type >>

• Start typing the title of the note you want to link to

• Select it from the list

This is actually the best way (maybe except tags and Smart Folders) to find any notes you need. I don’t link all of them, just the most important ones or these I use often.

2. Apple Notes and Reminders

This is the feature I use often. Apple Reminders is my main productivity hub. But for deeper project work, I need Apple Notes.

So I like to create a Reminder, like work on this project for 30 minutes, with a direct link to a note.

Here’s how to set it up:

• Highlight the text in your note

• Tap Share

• Choose Reminders

• You can change the title and choose a list

Now your task has a shortcut to the full context with just one tap.

Btw. if you like, you can check how I use Apple Reminders here (I’m sharing my full setup)

3. Organize Apple Notes with sections

When a note gets long, I break it up with headings. This makes it easier to navigate. And you can even collapse the content with sections.

How to set it up:

• Select the text you want as a heading

• Tap the Aa icon in the toolbar

• Choose Heading

In all my notes I use some structure options for better experience: headings, checklists, bullets, hashtags and even add attachments (scans, PDFs, images)

btw. I just launched The Simple Apple System. If you use Apple Notes and Reminders but still feel messy, this guide can help.

Get it here

4. Lock a note in Apple Notes

I used to keep passwords in Notes — but now I use Apple Passwords for that. Still, I have admin notes with sensitive data — like bank info and addresses. That I want to keep private.

Here’s how to lock a note:

• Tap three dots in the right corner

• Choose Lock Note

• Enter your password (or use Face ID)

• Use Face ID or Touch ID to unlock the note.

Please remember: Apple doesn’t have access to locked notes and can’t help you access them if you forget your locked note password. So make sure you remember it.

5. Record audio in Apple Notes

Sometimes I’m on the go and get a big idea. Instead of typing it all out, I just record it.

How to record audio in Notes:

• Tap Record Audio in a new or existing note

• Start recording

• Tap stop when done

• Press Done

You can even see a transcript of your recording. Super handy if you want to copy it into text later.

Bottom line

You don’t need fancy tools if you are an Apple user. You just need something simple that works every time you need it.

For me, that’s the built-in Apple apps: Notes for ideas and Reminders for tasks. They are simple, reliable and powerful enough to cover all of your needs (or most of them, at least).

Thanks for reading, Robin

P.S. If you liked it, I share more stuff about Apple native apps and ecosystem in my short weekly newsletter here.

Every morning I open Apple Reminders before anything else.

Not to check email. Not to scroll. Just to see what’s ahead.

It takes about two minutes. I look at my lists, reprioritize if needed, pick the one thing that matters most today, and close the app.

That’s it. Then I start working.

I’ve been doing this for a while now. And over time, Reminders became much more than a task list. It became the operating system for my day — and my side hustle.

Here’s exactly how my setup works.

The Problem With Most Reminders Setups

Most people open Reminders and dump everything in one place.

Tasks, ideas, groceries, appointments, random thoughts. All in one list.

That works for about a week. Then it becomes a wall of noise. You stop trusting the app. You stop opening it. You go back to whatever you were doing before.

The fix isn’t a new app. It’s a clear structure.

Once you know what belongs where, the app starts working for you instead of against you.

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How My Apple Reminders Is Organized

My whole setup is built on three layers: an Inbox, Folders, and Time-Based Lists.

The Inbox

Everything new goes here. Tasks, ideas, random thoughts, links I want to save.

I don’t sort when I capture. I just add and move on.

Once a week — usually Friday — I go through the Inbox. Ten minutes. I decide where each item belongs and move it. The goal is simple: empty Inbox by the end of the review.

The full inbox feels like mental clutter. Even when you’re not looking at it, you feel it.

Folders

I use two main folders: Private and Side Hustle.

Private holds everything personal: health, errands, groceries, family stuff.

Side Hustle is where my work lives. It has its own sub-lists for each area of my business:

• 2 lists for each project (For Mac Users, FindEnglish)

• Ideas (things worth exploring later)

• Tools (any new tool or app I want to check out)

I like this structure of my folders. I organized them by category so I can quickly find what I need.

I review these once a month. I pick one or two things to focus on and move them into my active lists. Everything else stays there until I’m ready.

Time-Based Lists

Together with two category-based folders, I keep three lists organized by time frame:

• MONTH TASKS — what I’m focusing on this month

• WEEK TASKS — what I want to get done this week

• WEEK PRIORITY — I choose one to three things that matter most right now

And this is basically my regular workflow: Categories -> Month -> Week.

1. Every month I sit down and choose what I want to work on in the upcoming month.

2. Then every Sunday (sometimes Fridays too) I plan my week ahead. I just move tasks from Month List to the Week List.

3. Finally, from my Weekly plans I select maximum three topics that are my top priority.

Why I plan by week instead of by day:

Daily planning breaks down fast. One meeting runs long, one thing goes wrong, and your whole “plan” feels like a failure by noon. Weekly planning gives you room to move things around without the whole system collapsing.

I like this separation between weekly priorities and all other tasks. It helps me to focus on what matters the most. Week priority is my absolutely minimum I want to do within the 7 days.

If you like it, I share more stuff about Apple native apps and ecosystem in my short weekly newsletter here. It’s free and quick to read.

My Daily Focus Lists

For execution, I keep it simpler: just two (Smart) Lists. Each one solves a specific problem. I keep four pinned lists at the top of Apple Reminders:

• Today (default, shows everything)

• Growth (my routines)

• Your Day (tasks minus routines)

• and Inbox.

If you add too many reminders, your default Today view can get noisy very fast. That is why you should separate routines from all other tasks.

To do that, create two Smart Lists in Apple Reminders:

1. Your Day: Date → Today (Include Past Due) + Exclude your Routines list. Shows all tasks for today except recurring ones. Clean view and no noise from daily habits.

2. Growth: Date → Today (Include Past Due) + Include your Routines list. Only habits and recurring tasks. Your morning checklist, completely separated from everything else.

You can take your Smart Lists a step further by adding sections inside them — giving you a structured, at-a-glance view of everything due today organized the way you like it.

In my setup I keep the same logic from Week Tasks / Week Priority Lists — in Your Day view I grouped tasks by priority using sections. The “Growth” list separates Routines, Goals and Home.

Here is how to create sections by the way:

• On iPhone/iPad: open a list → three dots in the top right → New Section

• On Mac: open a list → Add a new section in the top right corner

This is one of the reasons Apple Reminders is more flexible than most people give it credit for.

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Three Things I Use Reminders For

1. My Reading List

I read a lot online. Articles, newsletters, random pages I find while researching.

I don’t like Safari’s built-in Reading List. Instead, when I find something worth reading later, I tap Share ->Reminders in Safari. It lands in my Inbox with the link attached.

2. My Bookmark Manager

Besides articles, I save ideas. Tools I want to try, newsletter hacks or content topics I might come back to.

At the end I move them to my lists inside Folders.

You can save links in Reminders even faster with Siri. While browsing just say: “Remind me about this”. Siri creates a reminder with a direct link to the current content.

3. Linked to Apple Notes for Context

This is the best feature of the whole system, and the one most people never discover. I link tasks in Reminders directly to the relevant note in Apple Notes.

My reminder might be as simple as “Work on this project for 1 hour.” I open it, set a timer, and focus. The full context — goals, research, references, draft content — is in Notes.

That’s why I link reminders related to projects directly to Apple Notes.

To do it: highlight the note title in Notes → tap Share → choose Reminders. The reminder you create will contain a direct link back to that note.

Quick Setup Checklist

If you want to try this:

• Use Inbox as your entry list (set it as default so Siri adds tasks here too)

• Create two folders: one for personal life, one for work or side hustle

• Inside your lists create category-based Lists

• Add time-based lists for month and week

• Create Smart Lists for the daily tasks (grouped by priority) and routines.

That’s the whole system. It might sounds like a lot, but once you set it up, it runs automatically. You stop thinking about the structure and start actually using it.

Why Reminders, Not Notion or Todoist?

Simple answer: it’s already there. It works across my iPhone, iPad, Mac, and Apple Watch. Synced instantly via iCloud and no extra subscription needed.

I’ve tried Todoist. I liked it. But every time I switched devices, I noticed the friction of an extra app. Reminders has no friction. It’s part of how the Apple ecosystem works.

The app also got significantly better over the last few iOS updates. Tags, Smart Lists, Column View, sections inside lists. It’s not a basic checklist anymore.

For most Apple users, it’s already enough. They just haven’t set it to make it actually useful.

Thanks for reading, Robin | For Mac Users

For years, I used the Garmin watch. It was strong, reliable, and great for outdoor stuff.

But over time, I got curious — especially since it seemed like it would work better with my iPhone.

So I made the switch.

After more than two years with the Apple Watch Series 9, I have thoughts. If you’re wondering what it’s like to move from a sports-first smartwatch to the Apple ecosystem, here’s my take.

Health and Sleep Tracking

This made me start wearing my watch to bed. The sleep tracker shows your sleep stages like REM, Core, Deep, and Awake. It works in the background using the sensors and your iPhone’s Health app.

Each night, it reminds me to stick to a good bedtime. And every morning, I get a sleep score. Simple and helpful.

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Apple TV control

This felt like magic the first time.

When my son watches PAW Patrol on Netflix, I can see on my Apple Watch when it ends. I can also pause and control the volume.

It’s small. But in a house full of Apple devices, those tiny moments add up. You start to notice how everything clicks together.

Fitness+ integration

I didn’t expect to use Apple Fitness+. And here is why I like it:

• I create a training plan once

• Then I just follow it and hit play

• I control everything from my Apple Watch

Even more. My Apple Watch reminds me to do my workout every day. It keeps me on track and makes it really easy to start with just a couple of taps.

Ping iPhone

Control Center with ping iPhone. My wife’s favorite button :)

I didn’t think I needed this. But this is simple feature is really useful. My Apple Watch can help me find my iPhone by making it play a sound.

I didn’t think I’d use it much, but I do. My wife uses it too.

Some days, my phone ends up buried in my son’s room under a pile of toys. One tap, and I can hear where it is. That little thing saves us a lot of time.

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Apple Pay

Apple Pay on the watch is faster than pulling out my phone. And I don’t even need my old wallet anymore.

Whether it’s groceries or airport boarding, it works. And it works smoothly. Once you get used to tapping your wrist at checkout, it’s hard to go back.

iPhone Control

I didn’t realize how much I’d control from my wrist.

Like Home devices (lamps, heating, switches), focus modes or apps. I barely pick up my phone for some things now. It’s all tied into iCloud and just works.

What I Miss From Garmin

Switching wasn’t all perfect. Before we go there, please consider to join my Threads account if you want more Apple stories.

There are two things I still miss:

1. Battery Life

My Garmin battery lasted 5–7 days.

My Apple Watch? Daily charging, minimum. And after two years, the battery’s down to 78% capacity. Some days, I charge it twice. That’s why I know it’s time to upgrade this year — hopefully to the Ultra model.

2. Step Count

Apple loves its activity rings. They’re fine, motivating.

But I still wish I could see my step count at a glance — right on the Watch face. Garmin did this by default. With Apple, it takes a few taps. It’s a small thing, but I miss it.

Wrap-Up

Switching from Garmin to Apple Watch wasn’t a no-brainer. It took me a while to adapt. And I still miss some Garmin features.

But the Apple Watch brings a kind of everyday magic. The way it fits into your life — nudging, reminding, syncing — makes a difference.

Would I switch back? Probably not. But would I upgrade to something with better battery life.

P.S. If you liked, you might like my short newsletter too!

Thanks for reading!

Robin | For Mac Users

Whenever you look at Apple’s communication, one thing shows up again and again: privacy.

But many people still don’t treat privacy as an important part of their digital life. That’s a mistake.

If you zoom out and look at the companies and products we use every day, like Google, Meta, and others, you start to realize how much data we’re constantly sharing.

So what does Apple actually do differently? And how does Apple protect your data in practice?

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Apple Ecosystem Privacy

Apple’s approach to privacy isn’t just about devices. It’s about the entire ecosystem.

Apple allows third-party apps and accessories, but only under strict privacy requirements. If a company wants to be part of the Apple ecosystem, it has to meet these standards.

The reason is simple: Apple enforces high expectations for how data is handled, stored, and shared.

This is also why I rely only on Apple apps and devices. It’s not just about the iPhone or Apple Watch. It’s also about tools like Notes, Reminders, and Apple Wallet working inside one controlled environment.

If you’ve seen how tightly everything connects, this is part of why the Apple ecosystem actually becomes hard to leave.

How Apple Protects Your Privacy

Apple’s approach can be summarized in a few simple rules:

• Collect less data

• Process data on your device

• Encrypt what leaves your device

• Ask permission for tracking

Other ecosystems are improving, but Apple still stands out because its business model does not depend on collecting and selling your data.

1. On-device processing

Features like Siri, Photos, and Face ID run directly on your device. Data does not need to go to servers, which lowers exposure risk. So actually less data leaves your phone.

Difference:

• Apple → local-first approach

• Google / Meta → more cloud processing → more data collection

2. End-to-end encryption

iMessage, FaceTime, passwords, and Health data are encrypted. Even Apple cannot read them.

Difference:

• Apple encrypts more categories by default, especially with Advanced Data Protection.

• Many competitors still keep backups readable on servers.

3. App Tracking Transparency

Apps must ask before tracking you across other apps and websites.

Difference:

• Apple enforces opt-in tracking.

• Other platforms historically allowed broader tracking, although this is slowly changing.

4. Privacy labels

Every app clearly shows what data it collects.

Difference:

• Apple standardizes this across all apps.

• Other ecosystems are less consistent.

5. Secure hardware

Face ID and Touch ID data are stored in a separate secure chip. This data never leaves your device.

Difference:

• Apple tightly integrates hardware and software.

• Other ecosystems vary depending on the manufacturer.

6. Minimal data collection business model

Apple makes money from devices and services, not advertising.

Difference:

• Google and Meta rely heavily on ads, which naturally drives more data collection.

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How Data Is Typically Collected (Apple vs Google and Meta)

To understand Apple privacy, let’s compare how data is handled in other brands.

Google

• Search and YouTube build a detailed interest profile based on what you search, watch, and click

• Location tracking (Maps / Android) stores your movement history and places you visit

• Gmail metadata can detect purchases, travel, and subscriptions

• Chrome tracks browsing behavior across websites

Result: A highly detailed user profile used for personalization and advertising.

Meta

• Facebook and Instagram track likes, comments, and time spent

• Tracking pixels follow your activity across external websites

• Apps connect your behavior across multiple platforms

• Your social graph builds a network profile of who you know

Result: Cross-platform tracking that enables very precise ad targeting.

Apple takes a different approach. If you rely on built-in apps, like Apple Notes and Reminders as your core system, there is significantly less data flowing into external platforms.

How Apple Devices Protect Your Data in Practice

AirPods

• Pairing and switching happen locally via your Apple ID

• Siri requests are often processed on-device

Impact: No behavioral profile is built from what you listen to across apps.

HomePod

• Siri requests are tied to a random identifier, not your identity

• Smart home data stays within the HomeKit ecosystem

Impact: Voice commands are not linked into an advertising profile.

Apple Wallet

• Apple Pay uses tokenization, so your real card number is never shared

• Transactions are not stored in a central advertising profile

Impact: Your purchases are not used to build a behavioral profile. And your payments details are well protected.

Why Apple Privacy Matters in Daily Life

This is where it becomes practical.

1. Your conversations stay private

Messages, calls, and photos are not readable by outsiders. Even if servers are compromised, your chats are protected.

2. Less intrusive ads

You are less likely to see hyper-targeted ads based on everything you do.

3. Lower risk in data breaches

Less stored data means less damage if something leaks.

4. Safer apps

Apps must ask before tracking and clearly show what they collect.

5. Your biometrics stay on your device

Face ID and fingerprint data never leave your device.

6. More control

You decide what apps can access, from location to photos to tracking.

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Summary

• Apple privacy is built on collecting less data and processing it locally

• Encryption and secure hardware protect sensitive information

• Google and Meta rely more on data collection for advertising

• Apple trades personalization for predictability and control

• Your data stays closer to you, not in external profiles

Thanks for reading!

P.S. I share more useful Apple workflows every Monday in my quick newsletter.

I’ve been using Apple devices for over 8 years. Over time, I went all-in on the Apple ecosystem — adding more devices and starting to rely on built-in apps like Reminders, Notes, and Fitness+.

But not everything I tried was worth it.

Some things looked great on paper but didn’t really change how I use technology day to day. Others completely removed friction from my daily routine.

Why the Apple Ecosystem Works Better With Multiple Devices

This is the part that’s hard to explain until you experience it.

Using one Apple device is fine. But once you use two or three, the Apple ecosystem starts working as a system instead of separate tools.

• Your iPhone becomes a webcam without setup (Continuity)

• You answer calls and messages on any device

• Your AirPods switch automatically to the device you’re using

• You start something on one device and finish it on another (Handoff)

• You copy on one device and paste on another (Universal Clipboard)

This is exactly what makes the Apple ecosystem hard to leave. Everything works together quietly in the background.

If you want a deeper look, these ecosystem features explain why it works so well.

So, here are the 6best Apple devices and apps I wish I’d started using sooner.

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1. AirPods

I started with AirPods 2nd generation. Then during a trip to California, I upgraded to the 3rd generation with a MagSafe Charging Case at the main Apple Store in Apple Park (it was so fun!).

Now I use the latest version with Active Noise Cancellation.

But the key feature is auto-switching.

If you use multiple Apple devices, AirPods automatically connect to the one you’re actively using. No manual switching.

It works across Mac, iPad, iPhone, and Apple TV. You just put them in and they work.

And with the ANC feature I can disconnect from noisy environment whenever I need it.

Recently I bought the Nomad case which looks pretty good. One main remark here that MagSafe charging is not possible.

2. Apple Watch

I’m still using Apple Watch Series 9. Battery is getting weaker, so I’ll likely upgrade soon.

But it’s still one of the most useful devices in my setup.

• Health and sleep tracking

• Apple TV control

• Fitness+ integration

• Ping iPhone

• Apple Pay

• Home control

So when I wear my Apple Watch I basically don’t need my iPhone with me. Even if it’s somewhere around I still can see if someone calls me.

If I forget where is it, I can use find my iPhone on Watch to make it play a sound.

When my son watches PAW Patrol on Netflix, I can see on my Apple Watch when it ends. I can also pause and control the volume.

With Apple Pay I don’t need my wallet anymore. I can turn on and off heating at my home.

All these small features taking together make overall experience super useful and effortless.

3. Fitness+

As I already mentioned Fitness+, let’s talk about it for a while. I subscribed to Fitness+ last year, and it simplified my workouts more than expected:

• Create a training plan once

• Press play and follow

• Control everything from Apple Watch

It’s great especially when I work from home. During my break I quickly change my clothes, turn on AppleTV and hit play on Apple Watch.

Before that I used YouTube workouts. But you know how it works — searching, ads, and manual tracking.

Now my Fitness+ and Apple Watch everything is integrated and frictionless.

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4. Magic Keyboard with Touch ID

When I bought my Mac mini M1 in 2022, I needed a keyboard. I didn’t overthink it.

The Magic Keyboard with Touch ID had just been released (only in white color unfortunately).

Key feature for me was Touch ID. It’s a fingerprint authentication sensor that allows me to:

• Unlock Mac instantly

• Autofill passwords

• Approve Apple Pay

These small actions happen many times a day. Removing friction here matters.

I also love low-profile, laptop-style keys. They respond with a soft press instead of a loud mechanical click. It feels controlled and precise. For my Mac mini, the Apple keyboard was the best choice.

5. iPad Air + Magic Keyboard

I use my iPad daily. With Magic Keyboard and Apple Pencil, it becomes a serious work device.

Typing feels close to a MacBook. It also works as a case, so it’s very portable. When I travel, I often leave my MacBook at home.

Sidecar is another underrated feature.

Using the iPad as a second display for my Mac is one of the most underrated Apple ecosystem features. It extends my desktop wirelessly and works reliably.

No third-party apps, and no cables required. That’s ecosystem value in practice.

6. Apple Built-In Apps

This is the most underrated part of the Apple ecosystem. Still many Apple users use third-party apps, but Apple built-in apps are enough for most workflows.

Apple Reminders, Notes, Calendar, Mail, Passwords. All of these you already have in your Apple device. And they are free, work fast and sync across devices.

Here are the basic apps you can use:

Apple Reminders

Most people use Apple Reminders for groceries. But I use it to run my life and as my execution system.

Instead of remembering tasks, I rely on the system. If you want a simple setup, this Reminders system is a good starting point.

Apple Notes

Notes is my thinking space. I store documents, ideas, and structure everything by life areas.

My setup? Every area of my life has one clear folder. So when I need information, I know exactly where to look. You can see how I organized my folders here.

Calendar

You can use your existing email accounts in Apple Calendar. You can show tasks from Reminders inside Calendar too.

Passwords

In September 2024, Apple turned Keychain into a standalone app called Passwords. Now it includes:

• Saved logins

• Passkeys

• Two-factor authentication codes

• Wi‑Fi passwords

• Security recommendations

Everything syncs via iCloud across iPhone, iPad, and Mac. And it’s free.

Mail

Apple Mail keeps everything simple and reliable. And again, you can connect any of your existing email accounts to have everything in one place.

Thanks for reading!

-Robin

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In my Apple productivity workflow I follow a simple approach: capture first, organize it later.

That means an important part of my system is to write down everything new fast.

Task (action) to Apple Reminders, note (thought) to Apple Notes. If you want the bigger picture behind this split, I explained the difference between these two apps here.

In Apple Notes there is a great feature called Quick Note. It became my favorite way to capture any new idea or thought.

For me, it is the Apple Notes quick capture feature I use most often. But not many Apple users use it in the right way across their Apple devices.

In this story I will show you how to use Quick Note on Mac, iPad, and iPhone.

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How to Use Quick Note on iPhone

On iPhone, there are a few ways to create a Quick Note.

Control Center

Add Quick Note to Control Center first. Then tap the Quick Note button in Control Center to write something quickly.

For many people, Quick Note iPhone Control Center is the fastest way to take a note on iPhone.

Share Sheet

On iOS, you can create Quick Notes from almost any app using the Share Sheet. When you are inside an app, tap the share button and choose Add to Quick Note.

Action Button

If you own an iPhone with the Action Button, you can assign it to create a Quick Note. Then just press and hold the Action Button to open Quick Note.

Tip:

Quick Notes automatically link back to whatever app or webpage you had open when you created them. If you open a Quick Note while using Safari, it will automatically add a link to that page to your note. Super useful!

How to Use Quick Note on iPad

On iPad, you can swipe up from the bottom-right corner of the screen with your finger or Apple Pencil. This Quick Note iPad swipe gesture is probably the fastest way to take a note Apple offers.

How to turn it on

• To enable this for Apple Pencil, go to iPad Settings > Apple Pencil and assign the bottom right or left corner to Quick Note.

• For finger input, this option is available under iPad Settings > Apps > Notes > Corner Gestures.

You can also set access to Notes from the Lock Screen. It’s a great way to open a new note on a locked screen just by touching it with your Apple Pencil.

How to Use Quick Note on Mac

On Mac, you have a few options to create a Quick Note:

Use Fn + Q

Press Fn + Q from anywhere and it will bring up the Quick Note window. This is the Quick Note Mac shortcut I use most.

Use Hot Corner

You can enable this in Settings > Desktop & Dock > Hot Corners.

After that, when you move the cursor to the chosen corner, the Quick Note interface will appear. Click it to open Quick Note and write down whatever you need.

I often use Quick Note in Safari to save a link, text, or image. To do that, simply select the content > right-click > choose Add to Quick Note.

Where to Find Your Saved Quick Notes

You can view and edit a Quick Note from the Notes app by selecting it in the Quick Notes folder. This works across iPhone, iPad, and Mac.

Your Quick Notes also sync between your Apple devices using iCloud.

And once you capture something fast, you can organize it later with a simple system. I wrote more about that in my Apple Notes tags and Smart Folders setup.

Summary

• Quick Note is the fastest Apple Notes quick capture tool across iPhone, iPad, and Mac.

• On iPhone, the best options are Control Center, Share Sheet, and Action Button.

• On iPad, the corner swipe gesture is the quickest way to open it.

• On Mac, Fn + Q and Hot Corners make Quick Note easy to access anytime.

• All Quick Notes are saved in the Quick Notes folder and sync across your Apple devices.

Thanks for reading!

I share more useful Apple workflows every Monday in my quick newsletter.

Repeating reminders in Apple Reminders are one of the simplest ways to manage recurring tasks on iPhone. You set it once and forget it.

For me, it is one of the most useful parts of a task manager app. Anything I have to do regularly becomes a repeating reminder, so I do not need to remember it myself.

Think of regular meetings and calls, stock exchange investments, birthdays, habits, or gardening. Literally anything that needs your attention and action on a regular basis can live here.

Once you learn how to repeat a reminder properly, Apple Reminders starts doing the remembering for you.

When to Use Repeating Reminders in Apple Reminders

I use repeating reminders for anything that comes back again and again.

To me, that is the real value of recurring tasks. You remove mental overhead.

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Apple Reminders Repeat Options

In Apple Reminders, you can use a surprisingly wide range of repeat frequencies. If you are wondering how to repeat a reminder, the setup itself is simple.

Open the reminder, tap the info icon, then choose Repeat and select the frequency you want.

Apple Reminders recurring tasks can repeat as:

• Hourly

• Daily

• Weekly

• Biweekly

• Monthly

• Every 3 months

• Every 6 months

• Yearly

• Custom

This range is what makes repeating reminders Apple useful in real life. You can cover both very simple routines and less frequent tasks without using another app.

How I Use Recurring Tasks on iPhone

Here is how I use recurring tasks setup:

• Daily: mostly challenges and new habits tracking

• Weekly: my side hustle routines like content writing, scheduling social media posts, and preparing the newsletter

• Monthly: monthly payments and business analytics

• Every 3 months: investments, like buying new ETFs for my portfolio, and finance review

• Yearly: filling taxes and birthdays

You can also set an end date for the repeat. That is very useful in some cases. Personally, I use it for challenges and learning new habits.

When I want to follow something for a limited time, I do not want that reminder to run forever. So I set a repeat with an end point.

How to Organize Recurring Tasks in Apple Reminders

In my Apple Reminders setup, I have a dedicated list called Reminders where I keep all repeating tasks. I organize that list with sections based on frequency:

• Daily

• Weekly

• Monthly

• Annual

That makes it much easier to review the setup and find whatever I need. If I want to change a routine or add a new repeating reminder, I know exactly where it belongs.

But I do not look at this list often. Mostly, I go there only when I add something new and want to place it in the right section.

After that, it will show up automatically in my Today view, so I do not need to remember to check this list again.

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Apple Reminders Daily Routine Setup

If you add too many repeating reminders, your Today view can get noisy very fast. That is why I separate routines from other tasks.

With the right Apple Reminders setup, you can use routines without cluttering the Today view. I do this mostly for habits and routines because I want them separated from other tasks.

For that, I created two Smart Lists in Apple Reminders:

• You Day

• Growth

First, I add a tag to each of my habit reminders named “growth”. Then I create a Smart List. I give it a name and set two rules:

• Date -> Today (with Include Past Due enabled so unchecked tasks from earlier days still show up)

• Lists → Include Selected List → Reminders (list with recurring tasks).

Now I have a dedicated view that includes only my recurring tasks. You can also organize this Smart List with sections for a better overview.

This is one of the reasons I keep saying Apple Reminders is more flexible than people think. If you want more ideas beyond repeating tasks, these surprising uses for Apple Reminders show how far the app can go.

Next, to keep my other tasks separate, I created another Smart List with the following rules:

• Date → Today (with Include Past Due enabled)

• Lists → Exclude Selected List → Reminders

Now this second list shows all my tasks except the ones that use repeat options.

You can still keep one full view of everything in the default Today list. In my case, I keep four pinned lists at the top of Apple Reminders:

• Today, the default list with all tasks

• Growth, the Smart List with my routines and recurring tasks

• Your Day, the Smart List with all other tasks for today

• Inbox

Can Apple Reminders Replace a Habit Tracker?

Yes, it can. At least for many people, and for me as well.

It is not perfect, but I still prefer habit tracking in Apple Reminders instead of installing another third-party app. I would rather keep my routines in the same place as the rest of my tasks than build another system I need to maintain.

One Limitation of Recurring Tasks in Apple Reminders

Subtasks do not reset when a parent recurring reminder repeats. This is a widely complained-about issue, and it is still there.

The workaround is to use either:

• a simple recurring list instead of subtasks

• or a separate Routines list for repeat-based workflows

It is not ideal, but for me it is still manageable.

Summary

• Use repeating reminders for anything that happens regularly

• Keep recurring tasks in a dedicated list with clear sections

• Use Smart Lists to separate routines from regular daily tasks

• Apple Reminders can work as a habit tracker if you value simplicity more than advanced tracking

For me, recurring tasks are one of the simplest ways to make Apple Reminders actually useful every day.

Thanks for reading!

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When I decided to go all-in with Apple, I knew I wanted simplicity. From the devices I use to the tools. That’s when I dropped all 3rd party apps.

Before that I was using Todoist as my task manager and Notion and Google Docs for notes and longer content.

Eventually I migrated to Apple built-in apps: Apple Notes and Reminders.

For years they were way behind. Basic features were missing. Everyone used third-party apps.

But things changed. With every iOS update, Apple step-by-step improved both apps. Now they’re really good.

Here’s what Apple added recently:

iOS 15

• Reminders: Tags, Smart Lists

• Notes: Smart Folders, @mentions, activity view

iOS 16

• Reminders: List templates, Pinned Lists

• Notes: Face ID lock, Quick Note

iOS 17

• Reminders: Sections inside a list, Column View

• Notes: Link to another note, Collapsible sections

iOS 18

• Reminders: Context-aware suggestions

• Notes: Audio recordings, Live transcription, Math Notes

iOS 26

• Reminders: Quick-create from Control Center

• Notes: Save calls to Notes, Export as Markdown

I promote using native Apple apps here and on Threads.

But another question made me think: how to switch from Todoist to Apple Reminders. That’s something I’ve done years ago, so I looked at the simplest ways to migrate.

In this story I will cover migration possibilities:

• From Todoist to Apple Reminders

• From Things 3 to Apple Reminders

• From Evernote to Apple Notes

• From Notion to Apple Notes

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How to Switch from Todoist to Apple Reminders

Let’s be honest: there is no official import tool between Todoist and Apple Reminders. Todoist doesn’t export in a format Reminders can read natively, and Apple offers no import automation for third-party task managers.

What does exist:

• Apple Shortcuts workarounds — community-built automations that read Todoist tasks and recreate them in Reminders. They work partially, but aren’t reliable for large libraries.

(If you want to try it, you can find it in this Reddit thread.)

• IFTTT integrations — useful for syncing new tasks going forward, not for a one-time migration.

• Manual migration — which is what most people end up doing, and I think that’s the best approach.

Mac users who successfully switched from Todoist to Apple Reminders almost always did it manually, picking only what was still relevant. Most finish in an afternoon and don’t miss what they left behind.

Best Way to Migrate Tasks

I really recommend skipping automation and doing it manually. Here’s what you gain:

• You review all your tasks and projects — many things are no longer relevant

• You rebuild your system with a cleaner structure

• Most people migrate only 60–70% of their tasks

• The rest are usually things that created guilt, not progress

• You bring only recurring tasks that you actually use

👋 If you enjoy this, please follow my Apple Productivity publication on Medium.

I share simple workflows using Apple’s native apps and the ecosystem to run work and life without extra tools.

Start fresh in Apple Reminders (step-by-step)

The most important advice: don’t recreate Todoist inside Reminders. This is the most common mistake.

Reminders works differently. Start simpler than you think.

Here is how to do it:

1. Open Apple Reminders and create just a few lists:

• This Week

• This Month

• Later

2. Open both apps side by side. Use the Inbox in Reminders as your entry point.

3. Go project by project in Todoist. Ask one question: “am I actually going to do this?” If yes — move it. If not — leave it.

What’s next

Once you move all your tasks from Todoist to Apple Reminders, start organizing them within your three lists. Decide what matters this week (highest priority), this month (what can wait) and keep it for later (lowest priority).

From now on, use only Apple Reminders across your devices. Get comfortable first. Then improve:

• Improve your setup with dedicated Today view

• Design your productivity workflow, here is what I use

• Create dedicated lists and use more Apple Reminders features

Moving from Things 3 to Apple Reminders

Things 3 also has no official export path to Apple Reminders.

• There is a community Apple Shortcut — works, but no guarantees

• Manual migration is still the most reliable approach

In both Todoist and Things 3, manual migration is your chance to simplify, reset your system and start fresh.

How to Move from Evernote to Apple Notes

Here’s the good news — Apple Notes supports importing from Evernote. Here’s how it works step-by-step:

1. Open Evernote on your Mac (this only works on the desktop app, not iPhone or iPad)

2. Select your notes or notebooks you want to export

3. Go to File > Export Notes and choose .enex format

4. Open Apple Notes on Mac

5. Go to File > Import to Notes

6. Select your .enex file and check “Preserve folder structure” if you want your notebooks recreated as folders

Important limits:

• 100 notes per export batch

• Large libraries take time to import

If you like, here is step-by-step instruction how to migrate from Evernote to Apple Notes.

How to Switch from Notion to Apple Notes

There is no official Notion → Apple Notes import path.

Your options:

• NotesMigrator — a free, browser-based tool that handles Notion → Apple Notes conversion

• Export your Notion workspace as Markdown or HTML files and import it into the Apple Notes app on a Mac

• Manual copy-paste — often fastest for smaller setups

If it were me, again I’d still choose manual migration. Yes, it can be painful, but it forces you to review everything.

Migration is not copying. It’s curating. Treat it as a reset and ask: what do I actually need going forward? and bring only that.

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Quick Summary

Todoist → Apple Reminders

• No native import tool exists

• Use manual migration

Things 3 → Apple Reminders

• No official path; community Shortcut available

• Manual migration is best for most Things users

Evernote → Apple Notes

• Official import via ENEX format (Mac only, 100 notes/batch limit)

• Tags and folder structure survive

Notion → Apple Notes

• Use NotesMigrator (browser-based, free)

• Simple text notes work; complex database views don’t

Thanks for reading!

P.S. So I’m building The Simple Apple System — a practical, step-by-step guide to running your work, your projects, and your life with just Apple Notes and Apple Reminders.

I’m not done yet — but I wanted you to know it’s coming. And I wanted to give you something useful right now.

Join the waitlist and you’ll get:
→ Early access before public launch
→ A launch discount
→ My free PDF immediately — Apple Notes: 11 Things You Didn’t Know You Could Do

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Most people start using Apple Notes the same way: folders first, then maybe tags and Smart Folders later. That works. But it also has limits.

At some point, organizing stops being the problem. Navigation becomes the problem.

This is where links in Apple Notes change everything.

Apple Notes has a simple feature that lets you connect notes, tasks, and even outside resources. Once you start using it, your notes stop feeling like a list and start working like a system.

If you already use tags and Smart Folders in Apple Notes, this makes the system even better.

Here are three simple ways I use links inside Apple Notes.

How to Connect Apple Notes and Reminders

This is the most useful setup I rely on daily. I separate thinking from doing.

• Thinking lives in Apple Notes

• Doing lives in Apple Reminders

Instead of mixing both, I link them.

When I’m working on a project, the full context sits in a note. But the task itself stays simple.

Something like “Work on this project for 1 hour.”

Here’s how I connect them:

• Open your note

• Highlight text

• Right-click and tap the share button

• Send it to Reminders

• It creates a task with a direct link back to that note

Highlight any text in the note -> right click -> share -> Apple Reminders

Now the Reminder stays lightweight. But when I tap it, I jump straight into the full context.

This is the same logic I use in my Apple Notes and Reminders project workflow.

I always use Apple Notes links inside Reminders for quick access to the context.

Why this works:

• Reminders stay clean and actionable

• Notes hold all the detail

• No duplication

This breaks if you try to put everything into Reminders. It’s not built for that. That’s also why I keep these apps in separate roles instead of blending everything together.

How to Link Notes to Each Other in Apple Notes

This is the feature most people miss.

Inside a note, you can link to another note just by typing:

>>

Apple Notes will suggest existing notes. You can search and insert them instantly.

Just tap >> and Apple Notes will suggest latest edited notes or start typing to find the right one.

Instead of relying only on folders, I build small navigation systems.

For example:

• A “Project Content” note

• Inside it, links to all related notes

• Then I pin that note at the top of the folder:

The project content note is my project hub always on top.

Now I don’t need to browse. I just open one note and everything is there:

Inside the hub keep all important notes links for quick navigation.

This is especially useful for:

• Project folders

• Ongoing research

• Writing workflows

You can also create a main navigation note in your default folder with links to your most important notes.

My main navigation in the Apple Notes default folder. Some of these notes are in the deep subfolders, so with this navigation I can quickly find them.

If you want a few more practical examples, I explained more Apple Notes features here.

Why this works:

• Folders organize

• Links connect

• You move faster with less browsing

How to Save Website and App Links in Apple Notes

Links in Apple Notes aren’t limited to notes. You can link almost anything:

• Websites from Safari

• Emails from Mail

• AI chats like ChatGPT

• Documents like Google Sheets

• Social posts

You can change the view: long tap on the link -> view as Small.

For any project, I keep one note with:

• Research links

• References

• Tools I used

• External resources

Instead of bookmarking things across different apps, I centralize them in one place.

That is also why I think Apple Notes works best as part of a broader system, not as an isolated app. I wrote more about that in how I separate thinking, actions, and time across Apple apps.

You can also attach images from Photos, PDFs and files. Super useful.

Why this works:

• Everything stays in context

• No switching between apps to find things

• Notes become a control center, not just storage

Summary

• Use Apple Notes links to connect context and action

• Link notes to each other to reduce folder browsing

• Store web and app links in project notes to keep everything in one place

• Start with one Reminder link, one hub note, and a few useful external links

I write weekly about Apple systems like this in my newsletter.