Tag Archives: evernote

Create a GTD Tickler in Evernote

Evernote TicklerI know many DocumentSnap readers, myself included, use some variant of David Allen’s Getting Things Done system to keep on top of the things.

One component of that system is to create a tickler file, which is a way to be reminded to take action on documents on their relevant dates.

The book describes a system of 43 file folders for physical documents, but what do you do when you’re going paperless?

Deb Lee from SOHO Tech Training has a clever blog post where she describes how she creates a tickler file using Evernote.

It’s not something I do myself, but if you are an Evernote user and want to use it at least partially for GTD, it’s one way to do it.

Do you use Evernote for GTD? How do you model it?

(Photo by Mika Ueno)

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Easily Save Web Pages To Evernote On iPhone Or iPad In iOS8

Evernote iOS8 ExtensionSaving web pages to Evernote on an iPhone or iPad has historically involved annoying workarounds like third party apps or hacked up bookmarklets.

When iOS8 was announced, one of my big hopes was that the new extensions feature would make it easier to save content to Evernote, and I’m happy to say that is has. You can now save a web page (or any other content you find on the web) right to Evernote from Safari. Here’s how to do it.

First, when you have something you want to save in Safari, hit the Share button. It is at the bottom of the screen on the iPhone and at the top on the iPad.

Tap Share Button.

A “share sheet” will open up. You will see some icons for apps that you have installed that you can share this web page to. You most likely will not see the Evernote icon there, so swipe to the see the information off to the right.


If you haven’t already enabled the Evernote extension, you still won’t see the Evernote icon. What you will see is a More button. Tap that.

Tap More

Find Evernote in the list and tap the switch to enable it. You will only need to do this once.

Enable Evernote

You should now see the Evernote button in the list. Yeah! Tap that.

Evernote Button

A little window will pop up where you can give your new Evernote note a title (it will use the title of the page by default), and you can assign it to a Notebook. I really wish you could assign tags here too. Tap Save when you are done.

Save To Evernote

Once you hit Save, it will work for a while and then when you fire up the Evernote app on any platform, your clipped web page should appear.

In Evernote

I love the extensions in iOS8, and they will make capturing and saving information much easier between apps. Finally an easy way on iOS to save to Evernote.

If you’re just getting started with Evernote, check out Evernote Essentials by Brett Kelly. It is The Guide to Evernote and will save you tons of time. I refer to it often.

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A Helpful Guide To Evernote Account Limits

Evernote Smart Is BeautifulA good thing about Evernote is that there is a huge amount of information out there about it.

A bad thing about Evernote is the information is spread all over the place, which can make for a lot of searching around if you want to find something.

A page I refer to all the time has been put together by Christopher Mayo, an associate professor at Kōgakkan University in Japan (and an extremely helpful member of the Evernote forums).

Christopher has compiled together all the limits that exist for pretty much every area of Evernote on almost every platform in his monster list: What Limits Exist for an Evernote Account?.

Below are some of the limits that I know about for Evernote accounts. For limits that I am only guessing about, and have not seen in writing, there are no links.

If you want to know what the differences between the Free account, the Premium account, and the Business account are, Christopher’s list is the place to look for Evernote account limits.

Every time I visit his site, I learn something new. For example – I had no idea there was a 100,000 limit on tags. Good to know. The way some people tag things they’d better watch out.

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Evernote Post-It Notes – Crazy Like A Fox?

Evernote Post-It NotesI have to admit that when Evernote announced their partnership with 3M and released Evernote-branded Post-It notes, I thought it was more than a little goofy.

Post-It notes? Really? I am not a sticky note person myself, but I know many people are. What is so wrong with normal Post-It notes that there needs to be a special Evernote version?

I was happily living my life ignoring these products, until I attended a few conferences and talked to people who use them all the time and they all seemed to really like them.

I decided it is time to try them out for myself, so I ordered a pack on Amazon (they are a bit cheaper there). I decided to buy the 4-pack because it comes with three months of Evernote Premium.

I also decided to test it with non-Evernote sticky notes. More on that below.

Evernote Post-It Notes

Why Are These Post-It Notes Evernote-y?

As far as the products themselves go, there is nothing too different about them. You use them like you would any sticky note (I assume you know how to do that).

The key is the four colors that the notes come in. You might call them blue, pink, green, and yellow, but you would be wrong. In fact, they are “Electric Blue”, “Neon Pink”, “Limeade”, and “Electric Yellow”.

The magic happens in the Evernote mobile apps for iOS, Android, and Windows Phone. They have a special Post-It camera mode that is specially designed to recognize Post-It notes.

You use the Evernote app, put it in Post-It mode, and take the picture.

Evernote Post-It Camera

The Evernote app will recognize the sticky note, clean up the image, and create a nice looking note in Evernote for you.

Evernote Post-It Yellow Note

Post-It Automation

That’s interesting and all, but many apps will auto-detect the edges of a document and clean up the image. Big deal.

This is where the special Evernote Post-It colors come in. Buried in the settings of the Evernote mobile app[1], you can have Evernote take actions based on the color of the Post-It.

Evernote Post-It Note Rules

For each color, you can have the note automatically go to a certain notebook, add a certain tag, and/or create a reminder.

Evernote Post-It Automation Rule

For example, in this screenshot I had all four colors set to go to a Sketches notebook, and for Limeade (aka “green”) notes I asked it to tag it with Project4.

Evernote Post-It Notes Tagged

Capture Quality

Whenever I have seen the Evernote Post-It Notes online, the examples have always been written/drawn with big chunky black marker.

I decided to try it with a blue ball-point on an “Electric Blue” Post-It.

Evernote Post-It Blue Ballpoint

It turned out surprisingly well. If the text looks a little sketchy, that is due to my pen running low on ink and not due to Evernote’s app.

What About Normal Sticky Notes?

I know what you are thinking – do you need to use special Evernote-branded Post-Its?

I wondered that too, so I gave it a try.

First I tried a “normal” yellow sticky note. No electricity here.

Evernote Normal Yellow Sticky

The Post-It camera did crop and clean up the image, but even though it is yellow, apparently the yellow is not “Electric” enough. It didn’t move it to the Sketches notebook and it did not tag it.

I was at the dollar store and noticed this pack of off-brand sticky notes that look suspiciously like Electric Yellow and Neon Pink.



Would the Evernote Post-It camera recognize a $1.29 CAD 2-pack? Let’s find out.

Evernote Sticky Yellow
Evernote Sticky Pink

Amazingly, the Evernote app on iOS does see these dollar store sticky notes as Electric Yellow and Neon Pink and files them away. Wow!

I Am Almost A Believer

As I said earlier, I am not really a “post-it note guy”. I mostly make notes digitally or in my Wipebook.

I still think the idea of Evernote-branded Post-Its is a little goofy, but I have to admit that the execution is excellent.

If you are someone who uses sticky notes and you are an Evernote user, it may be worth giving it a try (again, it is cheaper on Amazon). The free Evernote Premium months make it almost worth it if you don’t stumble across a dollar store find like I did.

  1. On iOS, at the time of writing tap on the gear icon near the top, go to General, then Camera, then Post-It Notes.  ↩
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Evernote Premium Users: Share Notebooks With Non-Premium Users

Evernote PouringEvernote is a great way to store information for your own reference, but it becomes even more powerful when you use it to share with others.

Sharing is easy to do, but it becomes slightly complicated because there are different types of Evernote accounts:

  • Free: Self-explanatory.
  • Premium: Additional storage, sharing ability, and other features. $5 USD a month or $45/year.
  • Business: Additional features for businesses who want more administrative control.

A common question that comes up is how sharing works between different types of accounts. Can Free members share with Premium members? Are the notebooks read-only or can they be edited?

This post will run through some of the permutations.

What This Post Does Not Cover

  • Sharing individual notes: Any account can create a link to share an individual note with others. That’s not what we’re talking about here – we are only going to cover sharing entire notebooks.
  • Evernote Business: We won’t be getting into sharing business notebooks here. We’ll only be talking about sharing Evernote notebooks between Premium and Free users.

Sharing Notebooks From Free Users

Free Evernote users can share notebooks with Premium users and other Free users.

There has been a notable change in behavior recently (as far as I am aware).

Previously, Free users could only share notebooks and have them be read-only.

Now it appears that Free users can share one notebook and allow other users to view and modify notes.

For example, here you can see that I am using a Free user to share a notebook with another Free user. I am able to allow the recipient to View notes and activity and Modify notes.

Evernote Free User Sharing First Notebook To Modify

Now when logged in using the recipient’s account, I am able to modify the note and those changes are synchronized back to all users.

Evernote Free Shared Notebook Modified

When I try to share a second notebook, I can still share it, but the recipient will only be able to view the notebook contents and will not be able to make changes.

Evernote Free User Sharing Second Notebook Read Only

Sharing Notebooks From Premium Users

When you are an Evernote Premium user, you can share a notebook with anyone (Free or Premium) and give them the ability to view or modify notes.

Evernote Premium User Sharing Notebook

In this example, a Free user added a note to my Premium-shared Recipes notebook.

Evernote Premium Notebook Note Created By Free

So there you go: Premium users can share notebooks with anyone, and allow anyone to modify them. Free users can also share notebooks with anyone, but can only create one notebook that can be modified by others.

(Photo by Heisenberg Media)

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Going Paperless With Evernote Webinar Replay

Going Paperless With EvernoteLast week, I did six (!) webinars with Steve Dotto on Going Paperless with Evernote.

Steve has now put the replay online along with the bonus materials that I developed and the chat logs from a few of the chat sessions. You guys ask some great questions.

Click here for the Going Paperless with Evernote replay.

Thanks to everyone who participated. Doing the webinars was a lot of fun. If you have suggestions for other topics, feel free to let me know.

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Make Direct Evernote Note Links Again

LinksA few months ago, Evernote made a change to the way note links work when they are copied and pasted outside of Evernote.

A note link is a special link that will go directly to one of your Evernote notes. This can be helpful if you want to go directly to one of your notes from another application (for example, a calendar or to-do app).

Many power users were up in arms about this change, because when you click on one of these new note links, the note now opens in your browser in the web version of Evernote (https:// links for you nerds out there).

The previous behavior was to open the note directly in whichever Evernote application was installed on the computer or mobile device (aka evernote:// links). For example, the table of contents in my most recent newsletter issue is made up of evernote:// links.

Some may like this new change, but I am among those that do not. Thankfully, Jason Frasca put together a guide to creating note links as our forefathers did: Open Evernote Note Links Directly On The Desktop Again.

If you are like me and like to work exclusively from the desktop you have found this change to be frustrating.

So I tracked down the old Classic Note Links to force your Evernote Notes to open on the desktop directly.

Great tip.

(Photo by John)

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Going Paperless With Evernote Webinar

Going Paperless With EvernoteReaders of the DocumentSnap newsletter will know that I have been talking about doing an Evernote webinar for more than a year.

I’m happy to say that it is finally going to happen, and best of all, it is going to be totally free.

You can learn more and sign up here.

There is a huge amount of interest in going paperless with Evernote, so I have teamed up with technology host Steve Dotto to put on this webinar where we’ll take you through everything you need to know to do it successfully.

We are going to be doing the webinar six (!) times to make sure that there is a time that almost everyone can make. Here are the dates:

Thursday June 5 2014, 10am PST
Thursday June 5 2014, 1pm PST
Thursday Jun 5 2014, 7pm PST
Friday Jun 6 2014, 10am PST
Friday Jun 6 2014, 1pm PST
Saturday Jun 7 2014, 9am PST

I’m really excited about this, especially because Steve and I have agreed that there isn’t going to be any charge or sales pitch at the end the way there is with many free webinars. This one is 100% content. I hope to see you there.

Click here to learn more and reserve your space in the webinar.

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How To Automate Evernote

How To Automate EvernoteA few weeks ago, a gentleman named Kosio Angelov contacted me about a new book he has released that takes you through how to “automate Evernote, save boat loads of time, and make your life easier and more organized”.

Nothing like a modest claim. On the flight down to Macworld I finally had to read it on my iPad, and it is quite good. Kosio’s book is called How To Automate Evernote.[1]

It is a quick read (76 pages) without a bunch of filler. I like how it is broken down between universal tips, Mac tips, and Windows tips. That way you don’t need to waste your time with tips that don’t apply to you.

If you are a super Evernote power user already, there are a lot of things you will be familiar with, but my test for these types of books is “did I learn something new?”

I’m happy to learn that I did pick up some ideas that I hadn’t thought of doing before. There’s some clever stuff in there, especially around calendars and import folders.

You can learn much more about How To Automate Evernote on Kosio’s site. It’s $7, so whether that is worth it to you depends on how much you want to supercharge Evernote.

  1. That’s a referral link by the the way. If you pick up the book you’ll be buying me a coffee so thank you.  ↩

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How To Scan Business Cards With Evernote iPhone And Add To Your Contacts

Evernote iPhoneThe Evernote iPhone app recently added the ability to scan business cards and create a note with the information from the card.

Did you know that you can have the information automatically added to your phone’s contacts?

The option is a little buried, so this video shows how to set it up.

View the video below, or click here to watch it on YouTube. If you are able to, I recommend that you watch it with HD turned on.

This video on scanning business cards in Evernote is part of a series of quick videos on paperless tips and topics. View more in the series here.

(Photo by Heisenberg Media)

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