How-to: Create an information library in Evernote
Create an information library in Evernote
For every workgroup or team, a system for sharing information between team members is essential. Without one, it's challenging to find documents, notes, and files when you need to take action on them. Evernote makes creating a shared information library simple. It's quick to set up, can be readily shared among many contributors, and is easier to build, use, and maintain than a dedicated intranet or wiki.
Here's how to get started using Evernote as your team's information library.
Decide what to include
When thinking about what to keep in your team's shared library, a good place to start is with the documents and information that virtually everyone at your company needs to reference.
Commonly-needed documents may include:
- Project templates
- Status checklists
- Company goals
- Employee manuals
- Approval forms
- IT guides
Collecting these key documents in your library makes it easy for your team to find them when they need them.
Collect documents in notebooks
To give your documents a central home, start by clicking the +New Notebook button, then create a new business notebook. Title it "Team Library."
You now have a spot to collect all the documents you want to share among your team. Evernote makes it easy to just drag and drop your existing files on your computer to move them directly into Evernote. In this example, we'll open the folder on your computer that contains a document listing your company's medical and health resources.
Just drag the document into the new notebook we just created to bring it into Evernote.
This creates a new note that contains a copy of the original document. You can add multiple files to the same note, or give some context to your document by typing some annotation around the document.
If you have many files to put into your "Team Library" notebook, you can add them all at once by selecting them and then dragging them onto the "Team Library" notebook in the Notebooks view. This automatically adds each file into its own separate note.
Share with your team for easy access
For this to be a team resource, you'll need to share the notebook with others. In the Notebooks view, right click "Team Library" and select Modify Sharing. From the sharing panel that appears, click Publish if you want to share it with the whole company.
Notebooks that are shared to the company can be found in the Business Home section of the sidebar. This is your central access point to see what others in the company have shared and are working on. From this window, you and other colleagues can find the "Team Library" notebook within the Business Notebooks tab.
If you want to share with a select group of people instead of your entire business, click the Work Chat or Share button to open up a Work Chat dialog that allows you to select specific recipients. From there, you can control what level of access to the content each invitee has.
Business notebooks are a great and easy way to collect communal resources. Best yet, they are accessible from both desktop and mobile and their contents become searchable the moment you put them in Evernote.