If your iPhone’s Notes app shows an Upgrade message, or features like checklists, tables, attachments, locking, or shared notes are greyed out, your notes need upgrading, or they’re stored somewhere that doesn’t support those features. This guide explains what upgrading notes does, how to upgrade, what happens on older devices, and how to move notes from an email account or “On My iPhone” into iCloud so you get every feature.
Quick Answer
Update your iPhone in Settings > General > Software Update, then open the Notes app. If you see an Upgrade Notes prompt, tap Upgrade Now. Make sure your notes are in an iCloud folder, because notes stored in Gmail, Yahoo, or other email accounts can’t use advanced features. Once upgraded, notes can’t be opened on devices running much older software.
What “Upgrading Notes” Means
Apple has changed how iCloud notes are stored several times, most notably with iOS 9 and later versions, to add new features. Upgrading converts your iCloud notes to the newer format. After that:
- You can use checklists, tables, attachments, sketches, locked notes, tags, shared notes, and folders.
- Devices running old software (for example, an iPad stuck on a much older iOS, or an older Mac) can’t see or edit the upgraded notes until they’re updated.
- Your notes content stays the same. Only the storage format changes.
Step 1: Update iOS
- Open Settings > General > Software Update.
- Install any available update.
- Update your other Apple devices that use the same Apple Account too, so they can still read upgraded notes.
Step 2: Upgrade Your Notes
- Open the Notes app.
- If a banner or pop-up says Upgrade Notes, tap Upgrade Now.
- If you don’t see a prompt, tap < Folders. Look for an upgrade message at the top of the iCloud section, or in Settings > Apps > Notes under your iCloud account.
No prompt usually means your notes are already upgraded.
Where Your Notes Are Stored Matters
| Location | Checklists, tables, attachments, locking, sharing | Syncs across devices |
|---|---|---|
| iCloud | Yes | Yes |
| On My iPhone | Yes (most features, but no sharing or sync) | No |
| Gmail, Yahoo, Outlook, or other email accounts | No, plain text only | Through that email service |
Move Notes to iCloud to Unlock Features
- Make sure iCloud Notes is on: Settings > your name > iCloud > Notes (under Saved to iCloud or Apps Using iCloud).
- In Notes, open the folder with the notes you want to move, such as a Gmail folder.
- Tap ⋯ > Select Notes, select them, then tap Move and choose an iCloud folder.
To make new notes save to iCloud by default, go to Settings > Apps > Notes > Default Account and choose iCloud.
Troubleshooting
Checklist and table buttons are greyed out
The note is in an email account folder. Move it to iCloud or On My iPhone.
Notes disappeared on my older iPad or Mac
They were upgraded and that device’s software is too old to show them. Update the device, or view them at icloud.com/notes in a browser.
The upgrade seems stuck
Connect to Wi-Fi, keep the Notes app open for a few minutes, and restart the iPhone if needed. Check that iCloud has free storage in Settings > your name > iCloud.
Frequently Asked Questions
Will upgrading delete my notes?
No. Upgrading keeps all your notes. Backing up with iCloud Backup or to a computer first is still a good habit.
Can I undo the upgrade?
No. Once upgraded, notes stay in the new format.
Do I need to upgrade to keep using Notes?
Not to read basic notes, but you need to upgrade to use modern features and share notes.
Summary
- Update iOS on all your devices.
- Open Notes and tap Upgrade Now if prompted.
- Keep notes in iCloud for full features and syncing.
- Move notes out of email accounts and set iCloud as the default account.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.