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Organizing Folders and Documents

Apple: The steps differ slightly depending on your device. On iPad, tap the four squares button to access your options. On Mac, this button is not available - instead, tap the file name of the document or folder to access the menu.

Creating a Folder

Keep your notes organized by creating folders in your Goodnotes Documents view. Here's how:

  1. In the Documents library, tap the blue + New button and select Folder.
  2. Enter a name for your folder. You can also choose a color and add an icon to personalize it.
  3. Tap Done to confirm.

Your new folder will appear in your Documents view, ready for you to organize your notes.

Moving Documents or Folders to another Folder

You can easily move folders to keep your Documents view organized. Follow the steps below for your device.

Selecting Items

  1. In the Documents library, tap the four squares button and tap Select Items.
  2. Select the folder you want to move, then tap 'Move' at the top of the screen.
  3. Choose your destination and tap 'Move to...' to confirm.

Drag and Drop

  1. Select and hold the document or file for 1 second.
  2. Continue holding and drag the file to the desired folder and release to complete the move.

Customizing a Folder

You can personalize folders so they are easy to spot in your Library.

Change a folder’s color or icon

  1. In the Library, find the folder you want to customize.
  2. Open the folder menu:
    • In Grid View, tap or click the Down arrow next to the folder name.
    • In List View, open the item’s menu to the right of the folder name.
  3. Select Color or Icon.
  4. Choose a new color and or icon for the folder.
    color picking.gif

Renaming a Folder

You can rename folders at any time to keep your Documents view organized.

  1. In the Library, open the folder menu (the same menu used for folder actions).
  2. Select the folder’s name.
  3. Enter the new folder name and tap anywhere on the screen to confirm

View and Sorting your Documents and Folders

Goodnotes lets you adjust how your Documents view is displayed so you can find items faster.

Switch views (Grid or List)

  • Open the Documents view and tap the four squares button to switch between Grid View and List View.

Filter or sort items

  1. In the Documents library, tap the 3 blue lines button to access the filter menu.
  2. Choose Documents or Folders and the library will automatically sort according to your selection.

Search for an item

  • Use the search box to type part of an item name and jump to matching documents or folders.

Exporting a Folder

You can export a folder from the Documents view when you need a copy outside of Goodnotes.

Export a single folder

  1. In the Documents view, tap the folder name > select Export.
  2. Select your desired file time (PDF, Image, or Goodnotes)
  3. (Optional) You can rename the file and choose to include page background, annotations or sticky notes before exporting.
  4. Tap Export to confirm.

Export multiple items (including folders)

  1. In the Documents view, select the folders and documents you want to export.
  2. Tap Export.
  3. Choose export settings and destination, then confirm.

Deleting a Folder

When you delete a folder, it is moved to the Trash so you can recover it if needed.

Delete a single folder

  1. In the Documents view, tap the folder name 
  2. Select Move to Trash

Delete multiple items

  1. In the Documents View, select the folders and documents you want to remove
  2. Choose Trash.

Recover deleted items

  1. Tap the Goodnotes menu at the top-right corner > select Trash.
  2. Tap Select and choose the folders and documents you > press Recover to confirm.
  3. All items you've recovered is now available in the Documents view.

Tips to organizing

  • Use folders like “virtual bookshelves.” Group items by class, project, or topic so you can browse quickly.
  • Create subfolders for large categories. For example: “Work” → “Meetings,” “Projects,” “Reference.”
  • Use color and icons consistently. For example, one color for school, another for personal, and icons to indicate purpose.
  • Name folders clearly and consistently. Pick a convention and stick with it (for example: 2026 - Project Name).
  • Favorite frequently used documents. Mark key items with the Star so they stay easy to access.
  • Use search when your Library grows. A partial name is often enough to find what you need fast.
  • Move items when priorities change. Use Move to keep related documents together as projects evolve.