The Person

Hard-core family man. Loyalty. Strength. Dedication to one another.


A love of words, writing, reading, listening, singing, praising, rejoicing.


Comfort the frightened, help the weak, be patient with everyone.

The Professional

Self-employed web publisher. Programmer. Developer.


Consultant. Aid. Help. Advisor.


Happily employed with Search Engine People.

Gmail To Evernote Information Management Workflow

Capturing information has to be as low-key, as easy as it can be. Smooth, is the word I’m looking for, I think.

My favorite capture tool since 2005-ish has been Evernote. Highlight, CTRL + C, CTRL + ALT + V to create a new pasted note from anywhere within Windows.

But back then Evernote was a local installation application only. Bugged me as I switch between my desktop and a laptop provided by Canada’s SEO company.

Enter Gmail [hat tip: Turn Gmail Into Your Personal Nerve Center].

Gmail Capture Process

  • Get the Google toolbar.
  • Highlight info on a page, click Send To, choose Gmail.

    Google toobar Send to Gmail menu

  • In the subject line I use a pipe followed by keywords/tags.

    Delete Sent Using Google Toolbar text

    use keywords in the subject line as tags

    Those keywords allow you to do “tag” searches by doing a subject search in Gmail.

…to Evernote Workflow

To send information into my Gmail database I, of course, use a special + email address as in Gmail you can do youremail+anything@.

In Gmail I’ve setup a filter which will label any email to this specific address with DB, short for database (why not database in full? simple, in a search it is faster to restrict to label:db or l:db than using the word “database” spelled out in full….).

The address is also filtered to automatically forward to my special Evernote email address. Minutes after the note arrives in Gmail it’s available in Evernote too.

Once every 1-3 days I go into my “InBox” notebook in Evernote and go through the incoming notes. This is a fast, short job. Give it one “real” Evernote tag, usually. Very high level too. Then drag it into one of the handful of notebooks I keep (again very high level. Any complete web page capture goes into Web Archive, for example).

Done.

The Benefits

  1. Future proof: Evernote might disappear, email won’t
  2. Automatic backup
  3. Both available from anywhere with Gmail being just a tad better available even
  4. Keywords (“tags”) in the subject/title of the note allow for subject searches in Gmail and intitle searches in Evernote
  5. Searches in both Evernote and Gmail are fast while each has its own strengths
  6. Since a little while Evernote has removed the inline Goto Source to a tiny button, making note export with URL a royal pain. Gmail includes the source link.

    Send to Gmail with clear source link

The only time I clip directly into Evernote is when images/graphics are of importance to me: Gmail stores a link to the images, not the images themselves. And yes, in that case I often email the note to Gmail :)

Custom Queries for Evernote

Custom Queries for Evernote

Custom Queries for Evernote

How I Use Projects in Evernote (and tie them back to actions)

12 Month + Some People Tickler File

Recurrence in Evernote GTD