Organization Apps: New Ways to Manage Your Important Documents with Evernote

Evernote is a planning and organization app that keeps all your ducks in a row by helping you to make lists, set reminders, create notes with text, sketches, screenshots, photos, and much more. This app allows you to sync the content you've created and archived across all your devices, as well as sharing that work with others. Let's go over a few more of Evernote's most popular and versatile features, so you can decide if this app is right for you and your busy life!  

Related: 17 Ways to Improve Your Productivity Today with the Notes, Reminders, and Calendar Apps

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Privacy & Encryption

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People tend to use Evernote for everything. So naturally, security is a top concern. One Evernote feature worth highlighting is the ability to encrypt text. You can only set up encryption on the desktop app; but once encrypted, your notes will also be encrypted in iOS, which will then require a password to see. To set this up, open the desktop app and select the text you want to encrypt, go to Edit in the menu, and then choose Encrypt Selected Text. Evernote will ask you to set and confirm a password. For added security, you can set up Two-Factor Authentication under Account Settings. This password protects your Evernote login by sending you a text with a code to enter.

Use Templates

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The ability to create, store, share, and use templates is a feature often overlooked, but widely used. Templates are notes designed for repeated use for things like meeting agendas, forms, and checklists. To get started, create a new notebook in Evernote titled “Templates.” Create a note in the Templates notebook with the information you want to reuse. Now open your templated note and tap the three dots in the upper right. Select Duplicate Note, rename it to suit your needs, and then use the Share icon to move the new note to a different notebook. The original will have remained intact.

Email Content to Evernote

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Inevitably, some of the emails in your inbox are worth saving. By forwarding them to Evernote, you can turn them from inbox fodder to smart action items. First, to find the right email address to forward items to, open Evernote and go to Account > Settings > Evernote Email Address. Save this to your contact list as “My Evernote Email” or something that works for you. You can use the subject line to inject some smarts into where it shows up. To add the email to a specific notebook, insert @notebook name; to set a reminder, insert !Reminder; and to add a tag, insert #tag. If you don’t specify, Evernote will add the email to your default notebook. NOTE: Free accounts are limited to five email accounts.

Save Web Pages

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Do you keep a million tabs open in your browser? Evernote’s Web Clipper feature can help. Using this tool, you can either clip the entire web page to Evernote, save it as a bookmark, or slim it down to text-only for minimalist consumption. You can even set a reminder to look at it later. To get the Web Clipper working on your iPhone or iPad, just use the Share icon in your mobile browser. Next, select the Evernote app and choose which notebook to store your content in, which tags to use, and what to call the note.

Back Up Your Files

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When it comes to backing up files, triple redundancy is the golden rule for me. Evernote files exist in the Evernote cloud server, and they are also stored on your computer if you have the desktop app. But, mistakes happen! Beyond making a Time-Machine backup of your Mac (which is always a good idea), you can back up Evernote manually. To back up Evernote, open the desktop app, go to File > Export All Notes, and save the Evernote XML file in the suggested “.enex” format on your hard drive. You can upload the file to iCloud Files, Dropbox, or just drop it onto a thumb drive. If disaster does strike, you can import your notes back into Evernote by going to File > Import Notes and locating the .enex file you saved before.

What Do You Think?

Have you tried Evernote yet, and if so, how do you like it so far? If you haven't used Evernote yet, it's free to try, with in-app purchases. Give it a shot!

Top image credit: Egoreichenkov Evgenii / Shutterstock.com

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      Rheanne Taylor is the associate editor of iPhone Life magazine. In her spare time Rheanne is an avid iPhoneographer who loves trying out the latest apps and gadgets for her iPhone camera. She recently graduated with her BA in literature and writing from Maharishi University of Management in Fairfield, Iowa.