6 Simple Steps for Setting up Evernote for Maximum Productivity

#1 Notebooks

#2 Tags

#3 Web Clipper

#4 Email

#5 Import Folder

#6 Mobile


Notebooks

First thing we want to set up is notebooks. In this section you will learn how to create notebooks

Create these notebooks first:

1. !Inbox

2. Archive

How to Create the Notebook in Windows:

1. Click File->New Notebook (CTRL + Shift + N)

2. Enter the name of the notebook, !Inbox. Click Ok. The type is Synchronized Notebook. Choose Make this my default notebook. Only make !Inbox the default notebook.

How to Create the Notebook in OS X:

1. Click File->New Notebook (Shift + CMD + N).

2. Enter the name of the notebook. Press Enter.

Steps to Creating Notebooks:

1. Start with !Inbox.

2. Next, create a notebook called Archive.

3. Create a notebook for each project you want to focus on.

4. Create a notebook for each person/group that you are sharing or collaborating with.

5. Trash should already be created by default.

The first notebook that we are going to create is called “!Inbox“. This is where all notes will come into Evernote first. The second notebook that we going to create is called “Archive“. Archive is where you put your notes once you have dealt with them in !Inbox. By default, “Trash” is already set up for you.

Why create !Inbox on not Inbox? You want the first notebook at the top of your list to be !Inbox. The apostrophe makes it appear first.

The following images shows the three notebooks on Windows.

Tip: You can delete the notebook called “First Notebook” that comes by default with Evernote.

To Delete a Notebook in Windows:

Select the notebook in the left panel. Right click. Click Delete. You will be asked for confirmation. Click Delete Notebook.

To Delete a Notebook in OS X:

Select Notebooks in left panel. Select notebook to delete in the panel to the right. Right click. Click Delete Notebook. You will be asked for confirmation. Click Delete.


Tags

Tags are simply keywords used to describe the content that we are adding to Evernote. We can then search for content using these tags. You don’t need tags to search in Evernote but your find that after a while you’ll search using tags because it’s much easier to find the information. When you search for a word, Evernote brings up every single note it contains that word. Usually you get more results than you expect. To make searching easier, you create tags and attach them to notes. Then when you are searching for notes you search for the tag instead of the actual words. You will find your content much quicker and easier using tags.

Why use Tags?

The reason that we use tags so that we can find our notes later. Without tags you’ll still be able to search for notes but will bring up a lot more results. If you use tags, you will be able to search for those tags, and narrow down the results that you are looking for.

Multiple times a day I add tags to the notes that in inbox. Sometimes I will add tags when I capture them. The tags can be simple or complicated. I prefer simple. When applying and new tag I look at the content of the note and decide what is the most memorable keyword that I can use to apply this tag. When looking for that note later, I remember the keyword, search for the keyword, and find my notes. It doesn’t matter if you can’t remember the keyword, it just makes a little bit easier.

How many tags should I use on each note? As many as you need. Remember Evernote indexes every single word in your notes and when you search for that word that note will appear in your search results. I generally use 3 to 4 tags per note. Sometimes, I can’t even think of a tag to use for that note. It doesn’t matter.

Here are some examples of the different tags you can create. Add the tags that are relevant to you. You can always add more later.

Names -Names of people may include friends, family, business associates and club members.

Places – Work, Home, City, Suburb.

Years – 2014,2013,2012. Just add a few now and if you need more add them later.

Months – January, February, March, April, May, June, July, August, September, October, November, December

Projects – examples including research, interests, home work, study.

Status – Completed, finished, not complete, done, to-do, waiting-on

Feelings – Happy, sad, confused.

Actions – to-do, done, completed, maybe/someday, call, email, meeting, appointment.

How to Create Tags in Windows

1. Click File->New Tag (CTRL + Shift + T)

2. Enter name of tag. Click OK.

The following image shows some tags added in Windows.

How to Create Tags in OS X

1. File->New Tag (CTRL + Command + T)

2. Enter name of tag. Press Enter.

The following image shows tags added in OS X.


Web Clipper

Web Clipper is a must have Evernote extension. It is used for saving web pages to Evernote and is extremely good at it. This feature is what I use most on a daily basis. When I first explain to someone why they would use Evernote, Web Clipping is the number one reason.

You can download it for Firefox, Safari, Chrome, Opera and Internet Explorer. Web Clipper is awesome for researching, saving your favourite web pages and clipping articles to read later on mobile devices. As of writing if you use Safari and Chrome versions you have access to following new features:

● Article Clipping – Article smartly clipped

● Simplified Article Clipping – just shows the content without all the extra

● Full page – entire web page

● Bookmark-one image and snippet of page

● Screenshot – takes a snapshot of web page

● Markup Tools-arrows ,text, stamps, crop, highlighter

● Saving-smart filing and easier notebook searching

● Sharing-Evernote URL, Facebook, Twitter, LinkedIn and email

● Add Reminders to Web Clips

Just to give you an idea how awesome Evernote is, this entire book was researched using Evernote Web Clipper. I would find great content that I wanted to reference later, so I would save the web page or clip the article directly into Evernote. This was invaluable for writing this book. Anytime I wanted to find content I just searched and Evernote would display the content nicely.

Why use Web Clipper?

Save Web Pages

Saving web pages is fast and easy to do. If you need to remember something that you saw on a web page, just web clip it for later. Once it is saved, you can put it into a notebook and add tags. When you need to find that information later, you simple search for it within Evernote.

Research

This entire e-book was researched using Evernote Web clipper. While researching, it is very easy to save the web page. Normally I put it into a notebook for that particular project. Remember that you can save highlighted sections of text, images, tables, links and lots more.

Bookmarks

You can easily bookmark websites with Evernote. Choose the bookmark option when web clipping.

Shopping

When you are looking for a product to buy, web clip the product information so that you can compare the different products once you have complied your list.

Download and Install Evernote Web Clipper

http://evernote.com/webclipper/

How to use Evernote Web Clipper

Click the Evernote icon on the toolbar of chrome.

The first time you use this extension/plugin you need to login with your Evernote username and password.

You have the option of clipping the Article, Simple Article, Full page, Bookmark (URL), Screenshot, PDF, and Email (1). PDF and Email only appear when you are viewing a PDF or when using Gmail.

You can choose what Notebook (2) you want to put the web clipping in and add tags (3) and comments/remarks (4).

Click Save when you have finished.

The following image shows web clipper in chrome.

 

Keyboard Shortcuts

Global:

Shortcut

Action

`

Start Web Clipper

Esc

Close Web Clipper or active panel

Clip:

Shortcut

Action

A

Preview Article

C

Preview Simplified Article

F

Preview Full Page

B

Preview Bookmark

M

Take ScreenShot

P

PDF Clip

E

Email Clip

S

Selection Mode

Up Arrow

Expand Article

Down Arrow

Contract Article

Left Arrow

Move Article Selection Up

Right Arrow

Move Article Selection Down


Email

Evernote Email Address

When you create an Evernote account you automatically receive an email address.

To locate this email address look for it under Account Info or Settings depending on which platform you are using.

Windows:

Click Tools ->Account Info

Mac:

Click Preferences->Account Info tab

iPhone:

Tap All Notes in the app menu -> Settings

iPad:

Tap the Gear icon in top left of the application (if you can’t see the gear icon, tap the elephant icon first).

Under the Settings tab tap General->Evernote Email Address

Android:

Tap Menu button->Settings

Under Account Info tap the name of the account (usually your name)

Scroll down until you see Evernote Email Address

Copy this address. Write it down.

The following images shows the Evernote email address in Windows.

Compose Email

You can email yourself notes by using your email client and composing a new email. Enter the Evernote email address in the To field. Enter a subject line. This becomes the title of the note. Enter information into the body of the email. This becomes the body of the note. Send the email. Shortly the email will appear in Evernote.

Forward Email

If you have an email that you would like to save to Evernote, all you need to do is forward that email to your Evernote email address. Which ever email client you are using, open email and look for forward button. You will then be prompted for a forwarding address. This is where you enter your Evernote email address that we discovered in the previous section. Then send your email. After a short time your email will arrive into Evernote.

The following image shows forwarding in Gmail.

Advanced Email Tips

When you email to your Evernote email address you can use special keywords to give you more control how your email goes into Evernote.

You can use the following structure in the subject of your email.

[title] [!reminder] [@notebook] [#tag]

You must have a space between your fields and they are not case sensitive.

To use these fields we need to put it in the correct order.

Each field is optional however it must be in the correct order for it to work. The tag field can have multiple tags.

An example of subject line:

Setup Meeting with New Client !today @!Inbox #work

The result can be seen in the following image. Notice that note is now a reminder (1). It was placed into !Inbox (2) and the tag “work” (3) was added.

Setup Auto Forwarder in Cpanel

Sometimes you may want all emails to be automatically saved into Evernote. This is where you use Auto Forwarding in Cpanel from your web hosting provider.

If you are familiar with Cpanel follow these instructions to setup Automatic Forwarding.

#1 Login to Cpanel and click Forwarders.

#2 Click Add Forwarders.

#3 Enter your email address that you want to forward (1). Enter your Evernote email address (2). Click Add Forwarder.

Now all your emails are copied (forwarded) to Evernote.


Import Folder

The import folder is useful adding a lot of content fast. By setting up your scanner to put files into the folder makes life easier. Drag and Drop is the simplest way of getting files from your computer into Evernote.

Scanning

You can use your scanner to scan documents directly into Evernote using the Import Folder (Windows only).

How do I setup Import Folders on the PC?

Click Tools->Import Folders. Click Add. Select a folder and click Ok. You have the following options. Do you want to scan subfolders? What notebook do the imported files go into? Do you want the imported files to be deleted after importing?

After setting up the import folder, you need to open your scanner software and make it save to the import folder you just created. That way, when you scan, all your documents (pdf and jpeg files) will automatically go into Evernote.

How do I setup Import Folders on the Mac?

This is the best solution I have come across. Stephen Millard has come up with an AppleScript that imports files into Evernote. For more details see this link.

http://www.thoughtasylum.com/blog/2010/5/11/evernote-watched-folders-on-os-x.html

1. Copy the AppleScript code from the link above.

2. Paste the script into Script Editor on the Mac.

3. Save the script into Macintosh HD -> Libraries -> Scripts -> Folder Action Scripts. Compile the script.

4. Create a folder with Finder in Documents. In this example I have created a folder called Scans.

5. Right click the Scans folder. Click Folder Actions Setup.

6. Select the script you created previously and click Attach.

7. Tick Enable Folders Actions.

8. Test the script by Drag and Dropping a file into the folder and should appear in Evernote. Note that the file does not get deleted automatically. You will need to delete any files you add to the Scans folder. A new notebook will appear in Evernote called Auto Import. This is where the files that are imported will go.

Evernote SnapScan

If you purchase a ScanSnap Evernote Edition Scanner, you can integrate better with Evernote. Check out this link for more info. https://evernote.com/scansnap/

Drag and Drop

Anything that you drag and drop into an import folder will automatically be added to Evernote.

If you create a shortcut to the import folder on your desktop you can quickly access the folder by double clicking on it.

To Create a Shortcut for your Desktop on Windows:

1. Right click Scans folder.

2. Click Send to.

3. Click Desktop (create shortcut).

4. This will place an icon on Desktop for easy access to the import folder. Double click to access.

 


Mobile

Setup your mobile with Evernote to be more productive while you are on the go.

iPhone

Download Evernote for iOS:

1. Tap App Store.

2. Tap Search.

3. Type Evernote. Select Evernote from the list.

4. Tap Get.

5. After downloading, tap Open. You will need to create an account or enter your username and password for an existing account. Follow the prompts.

Android

Download Evernote for Android:

1. Tap Play Store.

2. Tap Search icon.

3. Type Evernote. Select Evernote from the list.

4.Tap Install.

5. Accept Permissions.

6. After downloading, tap Open.

7. Click Start using Evernote and follow the prompts.

Why use Evernote on my mobile?

The mobile version of Evernote is perfect capturing photos, Post-it notes, documents, audio notes, checklists and notes.