Creating and Writing Memos

MAXQDA lets you create memos in different places depending on what you want to annotate. Document memos, in-document memos, and code memos are the most frequently used ones, but the same basic principles apply to all memo types.

This page shows how to create the main memo types, write and organize memo content, and continue working with memos after creation.

For project-wide browsing and management, see The Memo Manager and The Overview of Memos.

A quick guide to memo types

How to add memos

Creating memos in the Documents window

In the Documents window, you can attach memos to the project itself, individual documents, document groups, and document sets. Only one memo can be attached to each of these items.

All memos in the Documents window are created in the same way. Choose any of these methods:

• Right-click the relevant row (the top row labeled "Documents", a document, a document group, or a document set) and select Memo
• Select the item and press Alt+Shift+M (Windows) or Option+Shift+M (macOS)
• Double-click in the memo column to the left of the code frequencies, see the image below

MAXQDA uses the document title as the default memo title; you can edit it at any time. After you close the memo window, the memo icon appears in the memo column, as shown in the example above.

Types of memos in the Documents window

• The Project memo is attached to the top row, labeled "Documents". You can use it for notes about the entire project, such as methodological decisions, changes in sampling strategy, or project-level reflections that you want to keep updating over time.
• Document memos can be used for notes about a document as a whole, for example case or interview summaries, contextual notes, or early analytical observations. Document memos also include a document summary field, which is described later on this page.
• Document group memos are attached to document groups in the permanent project structure. Use them when you want notes about a lasting branch of the project, for example a participant group, a country folder, or another structural part of the document tree.
• Document set memos are attached to document sets under "Sets" in the Documents window. Unlike document groups, document sets are temporary saved combinations of documents, and a document can belong to more than one set. A memo here is helpful if you want to explain why a particular temporary selection was created or how it should be used in the analysis.

Creating in-document memos

In the Document Browser, you can attach in-document memos either to a selected text segment or image region, or place them at a position in the document margin. They are useful when you want to record a note directly alongside the data it relates to.

To attach a memo to selected content, select the text segment or image region, then:

• Click the New memo icon in the "Document Browser" toolbar
• Right-click, and choose Insert Memo for Selection

To place a memo at a document position without selecting content:

• Double-click or right-click in the memo column in the left margin of the text

Memos attached to a selection stay linked to that segment. Memos created from the memo column are attached to the first character of the corresponding text line and move with the text when the layout changes. In PDFs and images, memos are attached to a vertical position, which becomes visible when you select the memo.

MAXQDA assigns a default title such as "Memo 1", which you can edit. After you close the memo, the icon appears in the memo column at the corresponding segment or position. You can add more than one in-document memo at the same location or segment.

Viewing in-document memo previews in the Document Browser sidebar

In the Document Browser, you can display in-document memo previews in the sidebar to the right of the document. This lets you view memo content alongside your data without opening separate memo windows.

• Right-click in a document and select Sidebar > Memos. If the sidebar is collapsed, also click Show Sidebar
• Click the sidebar icon in the toolbar

If the sidebar is open, right-click within it to choose which elements to display, such as memos, comments, or paraphrases.

Each memo appears in the sidebar at the height of its corresponding text or image segment. Multiple memo previews can be displayed at once. Longer memos are truncated; double-click a preview to open the full memo.

• Click a memo icon in the memo column to highlight the corresponding segment and sidebar preview
• Double-click a memo icon or preview to open it for editing
• Hover over a preview to highlight the corresponding segment

Creating memos in the Codes window

In the Codes window, you can attach memos to individual codes and to code sets under "Sets". These memos are useful for documenting definitions, coding rules, analytical ideas, or the purpose of a temporary grouping of codes.

Memos in the Codes window are created in the same way as in the Documents window. The only difference is that you select a code or code set instead of a document:

Types of memos in the Codes window

• Code system memo is attached to the top row, titled "Codes". You can use it for notes about your coding system as a whole, such as decisions about coding strategies, evolving frameworks, or reflections on how your code structure is developing over time.
• Code memos are the main place to define a code, store anchor examples, and document how the code should be used. The memo title initially uses the code name. If you later rename the code in the Codes window and have not manually changed the memo title, MAXQDA updates the memo title automatically. Code memos also include a code summary field, described later on this page.
• Code set memos are attached to code sets under "Sets" in the Codes window. Code sets are custom selections of codes, so a memo here is useful for recording why a particular grouping exists, what it is meant to capture, or how it should be used later in the analysis.

Creating in-media memos in the Multimedia Browser

In-media memos are attached to specific positions or segments in audio or video files. They are useful for noting observations, hypotheses, or interpretive ideas tied to a specific moment or time span.

Click on a specific position in the waveform, or select a segment by dragging across the waveform. Then choose any of these methods:

• Click New memo in the Multimedia Browser toolbar
• Press Alt+Shift+M (Windows) or Option+Shift+M (macOS)

Creating free memos

Free memos are not attached to a document, code, or data segment. You can use them for broader research notes, developing ideas, or observations that do not yet belong somewhere more specific.

You can create a free memo from several locations. Choose any of the following methods:

• Navigate to the Memos main menu and click New Free Memo
• In the Memo Manager Start menu, select New Free Memo
• Click New Free Memo in the toolbar of the "Overview of Memos"

Working in a memo

Understanding memo context

The title bar shows the memo type, followed by the assigned label name, and source, such as a document path, code name, or timestamp. This helps you identify what the memo is attached to at a glance. The memo window also displays the author name and the date and time of the last edit.

Writing and structuring memos

The memo window provides a main writing panel for developing your notes—from initial ideas to in-depth analysis. You can rename the memo at any time by clicking the title field at the top of the text editor (up to 127 characters).

You can type directly in the main panel, paste content from other sources, or build your memo progressively as your analysis develops.

Next, use the toolbar to structure and format your text. It provides basic text editing and formatting tools, including highlighting, inserting dates and tables, searching within a memo, and undoing or redoing changes.

You can also connect your memo directly to your data. See the section "Linking tools" on this page for more details.

Using document and code summaries

Document memos and code memos include an additional summary field below the main memo text, labeled Document summary or Code summary.

This field is used for concise, structured overviews, while the main memo text is typically used for more detailed notes. For example, document memos can separate contextual notes from a case summary, and code memos can separate code definitions from cross-case or thematic summaries.

Summaries can be written manually or generated automatically with the AI Assist add-on. In document memos, this also includes summaries of a document’s paraphrases. See AI Summary: Document Summary, AI Summary: Code Summary, and AI Summary: Paraphrases of a Document for details.

If you are working with Summary Tables, these summaries can be used to merge and condense thematic summaries at the case or code level into an integrated overview.

Using icons and labels to classify memos

Every memo can be assigned an icona with a label to classify it visually. These help you quickly distinguish between different types of notes, such as questions, theoretical ideas, or methodological reflections.

MAXQDA includes twelve icons with default labels, used throughout the program:

• To assign or change an icon: Click the icon dropdown in the memo window and select an icon from the list. The selected icon appears in the title bar and is shown in the memo icon throughout MAXQDA, helping you identify memos visually.
• To customize label names: Hover over any label in the dropdown and click the edit icon to rename it. Label names are saved per project, so different projects can use different label schemes.

Linking tools

You can connect your memo directly to your data using quotes, internal links, or linked elements. These tools help you keep analytical notes tied to the original material.

Adding quotes from data

Drag selected text from the Document Browser into the memo to insert it as a referenced excerpt. The inserted passage remains linked to its source.

Internal links within the memo

Select text in the memo, then right-click and choose Insert Internal Link (or press Ctrl+L / Cmd+L). Choose a document or memo passage to create a clickable link that opens and highlights the target location. Learn how internal links work throughout MAXQDA here: Internal Links

Linking codes and coded segments

Linking codes and coded segments to a memo lets you create navigable cross-references. Click a link to jump directly to the code or segment it refers to. This helps ground your analytical notes in the underlying data and connect related codes.

Use the sections at the bottom of the memo window to create these links:

• Drag codes into Linked codes to associate them with the memo.
• Drag coded segments into Linked coded segments. You can drag a coding stripe from the Document Browser or the Retrieved Segments window, or drag one or more rows from any list view that displays coded segments.

To remove a link, right-click a link or click the delete icon that appears when you hover over it.

Saving, closing, and reopening memos

Memo content is saved automatically as you work and when you close the memo window. You do not need to save manually.

You can adjust how often MAXQDA saves in Preferences. The default interval is 5 minutes.

When you close a memo, its icon remains at the location where the memo is attached. To reopen it later, double-click the memo icon.

MAXQDA opens memos in tabs within the memo window. To work with several memos at once, double-click multiple memo icons and switch between them using the tab bar.

Deleting a memo

To delete an open memo, click Delete Memo in the memo toolbar. You can also right-click a memo icon in MAXQDA and select Delete Memo.

Working with memos after creation

After creating a memo, you can view it in context, open multiple memos at once, reuse its content, or convert and export it as needed.

Copying memos

You can duplicate a memo to reuse its content in another location.

1. Right-click the memo icon and select Copy Memo
2. Right-click in a location where memo icons are displayed and where you can create a new memo
3. Select Paste Memo

The copied memo retains all content and formatting but is attached to the new location.

Converting memos into documents

Memos are often used to develop and record ideas or hypotheses. As they grow, you may want to convert a memo into a document so that its content can be analyzed in more detail.

Unlike memos, which can only be assigned codes as a whole, documents allow you to code individual segments. Converting a memo into a document lets you work with its content at a more granular level.

• Right-click the memo icon and select Convert into a Document
• Or right-click a row in The Overview of Memos and select Convert into a Document

The new document appears in the Documents window and includes the memo title, author, and creation date.The original memo is converted into a document and removed from its original location. To keep the original memo, copy it first and convert the copy.