Evernote’s Notebooks

• Evernote Tag Hierarchy
• Evernote Tags Vs Notebooks
• Evernote Tags Strategy
• Using Tags In Evernote

Source: MakeUseOf

Use the Evernote app in iOS or Android devices to specify which tag and notebook you'd like to associate each Smart Stickers with. Once captured into Evernote, all notes with this Smart Sticker are automatically saved with the selected tags. IPhone, iPad, and iPod touch. To customize Smart Stickers on an iPhone, iPad or iPod touch, do the. Tag one note with several tags (whereas you can put a Note into only one Notebook) When using tags as the primary way of organizing your Evernote: 1.Decide how your tagging structure will help you reflect and organize in a logical order the kinds of information you are storing in Evernote. 2.Refer to the Organizing Tags and Tagging Strategies.

You’ve been using Evernote for years , with your entire life stored on your account.

Everything used to work so well. But that meticulous notebook structure is now nothing more than a blight on your existence.

Trying to find a specific note? You may as well try to find a fart in a windstorm.

But remember, the problem doesn’t rest with Evernote here. Evernote is actually an incredible tool . You’re just organizing your notes in a way that can’t be scaled. There is a solution, though. And it’s a solution that can work for anyone, no matter how many notes you’re trying to keep on top of.

The Problem With Evernote’s Notebooks

Evernote has three layers to its organizational structure. It’s pretty simple, but you need to understand it to get the most out of the app.

Evernote Tag Hierarchy

First off are notebooks . These are like “folders”, where you save individual notes.

Next are stacks . These are like parent folders to help better organize your notebooks.

When most people start using Evernote, they fixate on these notebooks and stacks. It’s probably a hangover from organizing your files on Windows in the same way.

But Evernote’s notebooks and stacks have two main problems.

Notebooks can’t be nested. This means your organizational structure can only be one level deep.
In other words, you can have a child folder within a parent folder. But you can’t have a child folder within another child folder.

Second (and most frustrating) is that you can only place each note in one Notebook . If you have a note that’s relevant to two notebooks… tough. You can only choose one .

As your library of notes grows, these problems are almost guaranteed to turn your otherwise organized notes into a complete mess.

Luckily, Evernote has a third organizational tool: tags . You can assign descriptive, searchable tags to each note to help granularly organize your notes.
You can also nest these tags, and assigned several tags to each note. Problem solved.

Fixing Your Notebook Problem If you have a complex system of notebooks, your first challenge is to narrow these down to as few as possible.

Before I reorganized my own account, I had over 40 individual notebooks. Now I have five. You, however, might choose to have only two or three. These new notebooks are simply a way to organize everything extremely broadly. The real organization comes later.

Your Collection Box The most important of your few notebooks should be the initial notebook created for you when you set up your Evernote account. By default, this is named “[Username]’s Notebook”. Rename this to something like “-Inbox” or “-CollectionBox” to make it more descriptive.

Tip: Placing a symbol like “-” before the notebook name keeps the notebook at the top of your notebook list.

This notebook is where you’ll save pretty much all your new notes by default. When you create a new note through the mobile app, or grab a screenshot with Evernote’s Web Clipper , these should all be dumped into your “CollectionBox”. This saves you the hassle of tagging each and every note as soon as you create it.

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It’s far more productive to batch process that tagging every week (or month). Having all these new notes in a single notebook like this makes tagging quick and simple.

A Limited Number of Other Notebooks You should create any other notebooks sparingly. The more notebooks you create, the longer it will take you to decide where each note belongs. And the harder it’ll be for you to locate notes later on.

Since this new system relies so heavily on tags for organizing notes, notebooks are barely needed. If you take this to the extreme, you could create just one other notebook called “FilingCabinet”.

Tip: Avoid placing spaces in your notebook names and tags. This makes searching a lot easier.

After you tag each note in your “CollectionBox”, just move it over to your “Filing Cabinet”. This way, you’ll always know where you’re up to. And if you have a decent tagging system, it’s easy to keep a huge number of notes organized with just two notebooks. More on this later.

I chose to create a few other notebooks, however.

Ideas — Any notes detailing ideas I want to save, including article ideas, places I’m hoping to travel to, etc.

Personal — Where I store non-work related notes.

Reference — Where saved articles, book notes, screenshots, quotes, PDFs, receipts etc. are stored. Basically, any “knowledge” I might want to find in the future. This is by far my largest notebook.

Work — Where I store any work-related notes.

Your own notebook structure will be different to this, for sure. Just be mindful of creating notebooks sparingly. The more notebooks you have, the harder it is to keep everything organized.

Getting Serious With Tagging As I said, your notebooks should just be the broad foundation of your Evernote structure. The essence of your system should rely on tags .

The unscalable option here is to tag notes with a couple of rough topics, and hope you remember these tags in the future. Good luck with that!

The scalable option (a small sample of my own tags is below) is far more elegant.

Essentially, when tagging each note you want to know a few things about it:

What area it relates to, broadly speaking; preceded by “1”.

What type of content it is; preceded by “2”.

What theme(s) it covers, more specifically; preceded by “3”.

The system I’m advocating does just this. When I tag each note using this system, I know I want to tag these three specific things about it. Each note should have at least one tag that relates to each of these three points. This makes it very easy to sort and find notes on a granular level.

For example, when I review the below highlight from Jack Kerouac’s book On The Road , I can see at a glance that I’ve tagged all three points. This is a personal note (meaning it’s not work related), it’s a book note, and it’s on the topic of life and travel.

Your own individual tagging taxonomy will be different to mine. But a relatively similar structure is an extremely scalable way of organizing your notes. It takes some time to get used to this, but it’ll soon become second nature.

Finding Specific Notes When it comes to finding notes in the future, there are two features that are especially useful: the search bar and saved searches.

Evernote Tags Vs Notebooks

When using the search bar, you can search multiple tags to find exactly what you’re looking for. Let’s say you remember saving a note from a conversation you had with a friend about traveling to Brazil. If you tagged this note properly, the following search would pull up that specific conversation.

This is the real beauty of using this kind of tagging system. Searching for a quote about politics? No problem.

Tip: Placing numbers before tags like this helps you to know that you’ve assigned tags for each of the three areas relating to each note. This ensures you cover all angles to help you find the notes in the future.

For searches you find yourself performing routinely, set up a saved search . To do this, set up your search. At the bottom of the search box, you can also add other parameters such as notebooks, tags, keywords, etc.. Below, I’ve set up a saved search for ideas relating to work.

When your search is complete, on Windows click File > Save Search , On Mac click Edit > Find > Save Search , and name your search. From now on, when you click the search box, you’ll see a link to that saved search to pull up the results instantly. You can also drag the saved search over to the shortcuts widget for even easier access.

Automate Where Possible There’s no point spending more time tagging your notes than is necessary. Luckily, you can automate this in a few areas. The main way of doing this is by using the automation platform IFTTT (if this, then that).

You can use IFTTT to connect different services to your Evernote account. You can then tell the platform to save certain kinds of notes to certain notebooks. It can even assign specific tags.

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I have this set up to save all my Instagram posts to my Reference notebook, and tag these 1personal, 2instagram, 3travel.

I’m also addicted to reading articles on Instapaper , and take a ton of notes on what I read. It therefore makes sense to have another automation set up that saves all of my Instapaper highlights to my CollectionBox notebook, with the tag “2contentnotes”. This saves me some time when it comes to tagging everything in my CollectionBox each week.

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To see a more comprehensive list of how else IFTTT can work with Evernote, see here .

Evernote Tags Strategy

Could This Work for You? This method may not seem quite as simple as just dragging and dropping your notes into vague notebooks. But it is far more scalable. In short:

Save pretty much all of your notes to a “CollectionBox” notebook.

Routinely tag each of your notes, using a taxonomy that works for you. This should explain:

1 What the note relates to.

2 What type of content it is.

3 What themes it covers.

Move the note to one of the few notebooks you’ve set up.

Use these tags to find specific notes in the future.

This tagging system (or something like it) can help you locate specific notes in flash. It keeps everything far more organized than most other systems out there. And it stays organized no matter how many notes you have.

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If you decide to go ahead with a system like this, it will take some time to re-organize your Evernote library. But once you’ve got into the routine of tagging your notes like this, you’ll start to realize just how useful Evernote can be.

Is this a system you think could work for you? If not, how come?

Image Credit: Antonio Guillem via Shutterstock.com

The internet is full of apps that promise to harness technology to improve your productivity. Some of these products are pretty good, but many turn out to be gimmicky, expensive, or complicated to set up or use. That’s why so many of these apps become fly-by-night fads.

But one productivity app that is definitely not a fad is Evernote. Introduced in 2000, it began as a simple note-taking and web clipping tool, but has developed into robust software that supports image capture, voice notes, and handwriting recognition. These notes can be geotagged, emailed, labeled, and synced across a range of devices. The basic version of Evernote remains free, but the paid version of Evernote Pro integrates with other popular tools like Google Drive, Slack, and Microsoft Outlook and Teams.

So…should you be using Evernote? Read on to learn more about how this app works, how to use Evernote effectively, and discover handy tips and tricks that will turn you into an expert in no time.

What Is Evernote?

Using Tags In Evernote

Evernote is primarily a note-taking app. Notes can be organized using searchable tags you apply to notes, but the best way to organize notes is through virtual notebooks. Each notebook contains a collection of notes that are related. For instance, a student might have one notebook for all of his notes on biology and another notebook for math. Someone else might decide to have one notebook for minutes from a work committee and another notebook for the kids’ school reminders. However a user decides to set up their notebooks, they can have up to 250 notebooks and 100,000 individual notes.

One nice feature of Evernote is that users can format notes in different ways. The Evernote composing screen is similar to MS Word and the default style for notes is long chunks of text. But formatting tools along the top of Evernote allow you to change your note to a to-do list, bulleted or numbered lists, or a chart. You can also incorporate images, voice notes, or information from integrated apps directly into your note. The app also incorporates a robust search tool so that notes can be located quickly even if you have lots of notebooks and lots of individual notes. If you understand these basics, learning how to use Evernote’s more advanced features will be a breeze.

How To Use Evernote Effectively

If you’re new to Evernote, it can seem overwhelming. A general rule I find with technology is the more it can do, the more complicated it is to learn. Thankfully, Evernote will feel familiar to anyone who has used a word processing application like MS Word or Google Docs because it works very similarly. But just in case you need a little help getting started, here are a few suggestions to get you off on the right foot.

• Download the desktop version. You can use Evernote on mobile devices, however, the desktop version gives you the most power when it comes to organizing your notes, especially if you’re a heavy note-taker with hundreds of notes and notebooks to organize. You can download Evernote for free on either Windows or Mac and it will sync with your mobile devices so you can carry your notes everywhere.
• Organize using themed notebooks. I mentioned before that the best way to organize notes is in notebooks, but it’s worth mentioning again. Tags can definitely be helpful when searching for notes on your PC or Mac, but tags do not integrate the same way across all devices, so if you create a bunch of loose notes and plan to use tags to keep them sorted, you might find this is only effective part of the time.
• Use your default notebook as an inbox. When you create your first note in Evernote, it will be stored in a default notebook. Some time management experts say that using this default notebook as a to-do list is a great way to make sure everything gets done in a timely fashion. The way this works is similar to how some people use their email inbox as a to-do list; create a note and once you have fully dealt with all the tasks related to that note, then you can move it to a different notebook for long-term storage.
• Use consistent naming conventions. This is a great tip that comes from Stacey Harmon on the Keep Productive channel on YouTube. According to Harmon, if you follow patterns for naming your notes and notebooks, then finding them later will be easy regardless of whether you simply scroll through your notes or you rely on Evernote’s search feature. A good naming convention should include a keyword or phrase that will quickly identify the note’s topic and relevance. If the note is part of a series, you might use the same title for each note and add a number or letter to indicate the sequence of the notes. (For example, you might have a naming convention like “Technology Committee – Security Training for Employees #2” or “Shakespeare Lecture: Macbeth – B.”) This way, when you search you will quickly bring up all of these related notes at once.
• Merge related notes. Say you’ve worked on a project at work for three months, taking notes on the project the whole time. By the end of the project, you might have dozens of short bits of information stored as individual notes. A good way to store these notes might be to merge them into one note instead of keeping them separate. To do this, hold down Ctrl and select each note you want to merge. A menu will open at the bottom of your screen. Select “Merge” and your notes will be combined into one document with each note labeled within that document. This way you can skim to quickly find the note you want without having to open each individual note. One caveat: merging notes cannot be undone, so before you do this, make sure you want the notes combined.
• Gather notes from outside Evernote. The Evernote Corporation actually makes multiple apps that work seamlessly with their primary product, Evernote. These include features that let you “grab and send” content to Evernote, where you can treat this content as a note itself or integrate it into your other notes.
  • Web Clipper is a browser plugin that allows you to save webpages, articles, and PDFs into Evernote. You can also highlight and save portions of what you see on your screen, such as short text quotes. When this information enters Evernote, it will automatically have a URL to the page attached so you can always return to the source.
  • Scannable is an iOS app that allows you to digitize paper by taking a picture of it. You simply photograph the paper and label the image as a photo, document, color document, post-it, or business card. Then you can organize the image just like any other note, including applying labels and assigning it to notebooks. Best of all, handwritten notes become searchable text once incorporated into Evernote.
  • If you’re an Android user, you can use the camera tool within Evernote to get most of the same features that Scannable offers. This is a great feature for people who like taking notes by hand, but may want a backup copy or a way to take their notes with them even if they leave their favorite paper notebook behind.
• Connect Evernote to Pocket. Back in February, we wrote about how much we love Pocket. If you’re a fan as well, then you might be interested in connecting your Pocket account to Evernote. Doing this will allow you to automatically sync your Pocket articles to Evernote, or just save Pocket items that you star or archive. This enables you to use Evernote’s powerful search functions to keep up with your favorite Pocket articles more effectively.
• Use the Evernote YouTube Channel. This is a great way to learn how to use more advanced Evernote features, find out what changes are happening with the app, and get a sneak peek at the paid features so you can decide what level of use you need to get the most from the app. You can find the Evernote YouTube Channel here.

Advanced Tips For Heavy Evernote Users

Even if you’re pretty comfortable using Evernote, it’s likely the app can still surprise you with some of its more advanced features. The Evernote Corporation is constantly adding to their flagship software to keep it relevant, exciting, and useful. So read on to learn how to make the most of your Evernote account.

• Keyboard shortcuts are a great way to speed up your note-taking during meetings or lectures. Evernote has an extensive list of keyboard shortcuts, or you can create your own.
• Note links work like hyperlinks, except that they link from one note to another. This is great if you want to create a single note as a reference point for lots of information, such as one note with links to each intranet system you use at work or a meeting agenda with links to specific notes that need to be covered during the meeting. It’s also a great way to keep research straight. To create a hyperlink between two notes, right-click on the note you want to link to. Choose “Copy Internal Link.” Then go to the note where you want to embed the link and select “paste.” Evernote will paste the title of the note you are linking to with an embedded hyperlink leading to that note.
• A table of contents can be a really useful way to organize multiple related notes. This is similar to merging notes, except that instead of deleting those notes and replacing them with one new, combined document, a table contents will create a new document with individual links to each separate note. This new document can be handy for sharing with coworkers who may need to be able to reference your notes quickly. For instance, as Scott Friesen points out, a table of contents could be useful for inclusion in a meeting agenda, with each item in the table of contents linking to relevant data, visuals, or other useful information.
• Anchor notes are the brainchild of Scott Dotto (who actually teaches a course on using Evernote, just in case you’re interested). Think of an anchor note as a quick reference guide. Like a table of contents, an anchor note links to other notes, working as a useful starting point for finding the note you need. Dotto gives an example of using an anchor note to record information about your house that is important but hard to remember, such as the size filter used in your air return. You can create a note for your air filter, including a picture of the filter brand you use, a link to Amazon or Lowes or wherever you can order replacement filters, and the measurements for the filter. This note can then be included in an anchor note about your house, which might include similar notes about the type of bulbs used in different rooms, information about water filters in your refrigerator or sink, and so on. The advantage here is that the anchor note saves you from having to go physically track down information or electronically search through Evernote to find important information all over again every time you need that information.
• Advanced search features are one thing heavy users continually say sets Evernote apart from competitors. The basic search in Evernote is pretty good, so it’s not surprising that many users never go beyond that, but the longer you use Evernote and the more notes and notebooks that pile up in your account, the less efficient the basic search becomes. That’s why being able to access the advanced search is so handy. At first glance, the advanced search may look a little like coding with its reliance on colons and lack of spaces between words, but Evernote makes the advanced search operators available online so that any user can copy and paste it into Evernote and start search their notes based on criteria such as keywords in title, notes stored in a specific notebook, date created, date updated, and so on.

One Powerful Tool Among Many

Evernote is certainly not the only note-taking tool on the market, but it’s one of the most popular because of its depth, completeness, and widespread integration. The fact that its free version offers so many options and operates on a truly free (not freemium) model, as well as its longevity, give the app a lot of credibility with users, too.

If you find this post on Evernote helpful, or you’re interested in other ways to boost your productivity, then be sure to come back to the TracSoft blog, where we’ll be discussing productivity tools all month long.

Are you suddenly working from home and struggling to stay productive? Are you having trouble staying connected to work when you’re not physically there? Then check out our blog post “Working From Home: Tips For Productivity And Communication” for ways to increase your productivity and make working from home work for you.

One of the best ways to stay productive is to delegate tasks that require too much time or skills that are beyond your ability. Don’t struggle with IT issues on your own. Outsource those to the experienced team at TracSoft! We offer managed IT services for small and medium-sized businesses, including managing system and software updates, regular data backup, and security. Schedule a meeting today to find out how TracSoft can make your workday run smoothly.