How-to: Stay productive on the go

How-to: Stay productive on the go
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How-to: Stay productive on the go

Stay productive on the go

Wherever your work takes you, Evernote Business makes it easy to stay productive. Even without Internet, you can start and continue your projects from wherever you happen to be. Here’s how.

Preparing your mobile workspace

Secure your content

If you’re planning on accessing your notes and notebooks on your mobile devices, it’s a good idea to enable additional layers of security in Evernote. Evernote offers both two-factor verification as well as passcode and Touch ID for device-level security. We recommend turning on all available security options in Evernote, especially if you’re working in Evernote Business. While doing so does not encrypt your notes, it does make it much harder to access your content if your device is lost or stolen.

Create an inbox

While you’re on the go, you will probably need to add new notes from meetings, record audio with your thoughts, and take snapshots of receipts, but you may not have time to think about which notebook they belong in. Evernote gives you a default notebook where your new notes will be collected. For easy access, it’s often helpful to rename this notebook to “Inbox” or something along those lines, so you can quickly find it in your notebook list.

To rename your default notebook, find it in your notebook list. On Evernote for Mac or Windows Desktop, right-click or control-click, choose ‘Rename Notebook’ and enter a new name. If you add a dash ( - ) to the beginning of the name, your notebook will always show up at the top of your notebook list.

Rename your notebook in Evernote for Mac

As you add new notes while on your mobile devices, by default they will automatically be saved into this notebook. Later, when you’re back at your desk, you can move them to other notebooks as needed.

Create Shortcuts for frequently-used items

Before you leave your desk, think about which notes and notebooks you’d like to access from your mobile device. For instance, if you’re in sales, you may want fast access to sales literature, forms, and whitepapers you and your team have collected in Evernote Business. For items like these, create Shortcuts in Evernote so you'll have one-click access to them on your smartphone or tablet. On your computer, can simply drag your important notes, notebooks, tags, and saved searches directly to Shortcuts in the sidebar. Your Shortcuts will sync on all your devices.

Drag and drop to create shortcuts

Work offline

Even without any extra setup, Evernote Business is designed to give you and your team easy access to all your content. That said, if you’re planning on being away from your desk, there are steps you can take to set up your Evernote workspace for optimal on-the-go access.

It’s important to understand that while your content stays the same across all your devices, Evernote stores notes differently on your computer as opposed to your mobile device. On your computer, Evernote stores all your notebooks and notes, and any shared notebooks from your company if you’re using Evernote Business, directly on your computer’s hard drive. If you’re on a plane and working without Internet, you can still access all your notebooks and notes, and the next time you’re online, all your updates will sync across your devices.

On your mobile device, such as a smartphone or tablet, your storage space is limited. With that in mind, by default Evernote doesn’t store any of your notebooks or notes directly on your device. This means that you’ll need Internet to access your content. If you’re using Evernote Business, Evernote Premium, or Evernote Plus, you can enable offline notebooks, where you select specific notebooks that you can access on your device when you’re offline.

Before you travel, turn on offline notebooks for your most frequently used notebooks, any current projects, and so on. You can do this in the settings on your Evernote app on your smartphone or tablet.

Set up offline notebooks

Depending on how many notes are within the notebooks you select, it may take a few minutes for your notes to sync initially to your device. After they’ve synced, you’ll be able to access your notes within those notebooks, review them, make updates, and create new notes. As soon as you have Internet, all your updates will sync and will show up on your other devices.

Working from the field

Once you’re in the field or traveling, you can access all the notes you need for your work by clicking on the Shortcuts you’d previously created. If your Shortcuts point to notes or notebooks that are shared among your team, anything you or your team has added or updated will automatically show up when you sync. For instance, if your team at the office updates sales literature, at your next sync you’ll automatically receive any new notes and any notes that have been updated.

Shorcuts menu in Evernote for Android

If you go offline or lose your Internet connection - for instance, inside a customer’s office - you can still access your most important notes as long as you’ve turned on offline notebooks.

As you add notes - details from meetings with customers, snapshots of whiteboards at client meetings, photos of receipts from meals, scanned business cards at trade shows, and so on - by default, they’ll be stored in your ‘Inbox’ or you can move them to notebooks that are shared with your team. If you do the latter, this can help your team stay updated as to your work and the progress you’re making.

In addition to text notes, photos, audio, and scans of documents, you can also clip content from the web to Evernote on your mobile device. This is especially useful if you browse LinkedIn profiles or perform last-minute company research before you walk into a meeting. As you’re browsing the web on Android and iOS, simply click the share button, and choose to share to Evernote. This will capture the web page you’re viewing to your ‘Inbox’ automatically.

Share to Evernote when browsing the web

Continuing progress when back at your desk

Once you return to your desk and you’re back at your computer, you can continue the work you started while you were in the field. Drafts of customer proposals, meeting notes, and idea brainstorms you began on your mobile device will show up in Evernote on your computer. Clipped web pages will show up as well.

Clipped notes in Evernote

From there, you can continue to edit your notes and move forward on your work. As a best practice, if you’ve been creating or collecting notes while on the go, you’ll want to do a bit of organizing once you’re at your computer. It’s helpful to spend a few minutes going through your default notebook or ‘Inbox’ and move new notes into notebooks by project, customer, or related topics.

Finally, sometimes when you’re in a rush or if you’re capturing something quickly on your mobile device, you may not have had time to think through what you want the titles of your notes to be. If that’s true for you, spend a few minutes retitling your notes with clear descriptions so you can easily identify your notes when browsing through them.

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