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Apple Notes Cost Tuning

Overview

Apple Notes itself is free with every Apple ID. The only real cost is iCloud storage, which is shared across Photos, iCloud Drive, Mail, Notes, and device backups. For automation workflows, the main cost drivers are large embedded attachments (images, PDFs, scans) that inflate iCloud usage, and the "On My Mac" account that uses local disk instead. Understanding what consumes storage lets you keep notes within the free 5 GB tier or choose the right iCloud+ plan for your organization.

Prerequisites

• Current pricing and storage policy from Apple or the organization; the table is illustrative and must not be used as a purchase quote.
• Approval for any archive, deletion, or account move, plus an encrypted backup and restore test.
• A scoped audit that reports aggregate measures only, not account names, note titles, or content.

Instructions

1. Use System Settings or the iCloud account owner as the source of truth for current capacity and plan decisions.
2. Measure aggregate storage indicators for an approved scope; avoid exporting or enumerating unrelated notes to estimate cost.
3. Propose a reversible archive plan with retention, encryption, reconciliation, and explicit deletion approval.
4. Do not move notes between accounts automatically—account moves can change sharing, sync, and recovery behavior.

iCloud Storage Tiers

Storage Audit Script

#!/bin/bash
# Audit Apple Notes storage consumption
echo "=== iCloud Storage Overview ==="
# Total iCloud usage (approximate from system)
df -h ~/Library/Mobile\ Documents/ 2>/dev/null | tail -1

echo ""
echo "=== Notes Content Audit ==="
osascript -l JavaScript -e '
  const Notes = Application("Notes");
  const accounts = Notes.accounts();
  let report = [];
  accounts.forEach(a => {
    const notes = a.notes();
    let totalChars = 0;
    let withAttachments = 0;
    notes.forEach(n => {
      totalChars += n.body().length;
      if (n.attachments().length > 0) withAttachments++;
    });
    report.push(a.name() + ": " + notes.length + " notes, ~" +
      Math.round(totalChars / 1024) + "KB text, " +
      withAttachments + " with attachments");
  });
  report.join("\n");
'

Optimization Strategies

Move Large Notes to "On My Mac"

// Move attachment-heavy notes to local account (no iCloud cost)
const Notes = Application("Notes");
const localAccount = Notes.accounts().find(a => a.name() === "On My Mac");
const icloud = Notes.defaultAccount;

// Find notes with large bodies (likely have embedded images)
const largeNotes = icloud.notes().filter(n => n.body().length > 100000);
largeNotes.forEach(n => {
  console.log(`Large note: ${n.name()} (${Math.round(n.body().length / 1024)}KB)`);
});
// Manual move: drag notes to "On My Mac" in Notes.app sidebar

Archive Old Notes to Markdown

# Export old notes to local markdown files, then delete from iCloud
ARCHIVE_DIR="$HOME/notes-archive/$(date +%Y-%m)"
mkdir -p "$ARCHIVE_DIR"
osascript -l JavaScript -e '
  const Notes = Application("Notes");
  const cutoff = new Date(Date.now() - 180 * 24 * 60 * 60 * 1000); // 6 months ago
  Notes.defaultAccount.notes()
    .filter(n => n.modificationDate() < cutoff)
    .map(n => JSON.stringify({ title: n.name(), body: n.body() }))
    .join("\n");
' | while IFS= read -r line; do
  title=$(echo "$line" | jq -r '.title' 2>/dev/null) || continue
  safe=$(echo "$title" | tr '/:*?"<>|' '-' | head -c 80)
  echo "$line" | jq -r '.body' > "$ARCHIVE_DIR/$safe.html"
done
echo "Archived to $ARCHIVE_DIR — review before deleting from Notes"

Error Handling

Output

The cost review produces an aggregate usage trend, documented assumptions, current-price reference, and a reversible recommendation. It excludes note content, titles, account names, and any action that deletes or relocates a note.

Examples

If aggregate storage is approaching the approved quota, prepare a pilot archive of synthetic or pre-approved records on an encrypted local volume, verify the backup and retention policy, then ask the owner to approve the actual archive and any deletion separately.

Resources

• iCloud+ Plans and Pricing
• Manage iCloud Storage
• Mac Automation Scripting Guide

Next Steps

For monitoring iCloud sync health, see apple-notes-observability. For archiving and data export, see apple-notes-data-handling.