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Evernote for
Genealogists
Jordan Jones
NMGS Monthly Talks
10 July 2021
What is Evernote?
• A ”freemium” note-taking organization and storage
tool
• A tool to organize, store, archive, and find your data
• A tool to search text (including handwriting) in
images (using Optical Character Recognition, OCR)
• A tool to search inside PDFs and Office Docs
(including OCR) (Paid)
• The leading digital memory application (MS OneNote,
Google Keep being key competitors)
Key Evernote Features
• Capture Everything—Text notes, web pages, audio,
photos, any kind of digital file.
• Keep Everything in Sync—notes, web clips, files and
images are available on two devices (free) or unlimited
devices (paid).
• Research—Collect information from anywhere into a
single place. Everything is always at your fingertips.
• Remember Everything—Since it is easy to capture &
find.
Organization and Search
Evernote makes it easy to organize and find your data by:
• search, or
• navigation
Search — Basic (Free)
• You can search for any text
• in the note itself
• in images
• in tags, titles, or notebook names
Search — (Paid)
• Search within documents
• PDFs
• Microsoft Office (Word, PowerPoint, Excel)
Getting Started
Creating an Account and Installing Evernote
Signing Up for Evernote –
Website
Signing Up for Evernote
Installing Evernote: Desktop
Installing Evernote: Mobile
• Standard Installation, just like any other App Store, or
Google Play application.
• Search for “Evernote” in your mobile store of choice.
Installing Evernote Web Clippers
To get the best of Evernote for web capture, you should
install browser plug-ins for your favorite browser(s).
• Go to https://evernote.com/webclipper/. The website
will automatically detect your browser and provide the
relevant web clipper.
• Follow the instructions on the page.
Web Clipper
Web Clipped Note
Why Should
Genealogists Use
Evernote?
Concepts & Strategies for
Digital Memory
Why Should Genealogists Use
Evernote?
• To create research plans
• To create research logs
• To gather and catalog digital assets
• To write — notes, draft proof summaries, family narratives
• To store more formal documents—Word, Excel, PowerPoint, and
any format file you use
• To share the results of research
Evernote User
Interface Orientation
Quick Overview
The Evernote Web Interface
1. New Note
2. Shortcuts
3. All Notes
4. Notebooks
5. Tags
Navigation
• New
• Home
• Shortcuts
• Notes
• Tasks
• Notebooks
• Tags
The Evernote Desktop Interface
1. Home
2. Shortcuts
3. Notes
4. Tasks
5. Notebooks
6. Tags
1
2
3
4
5
6
1
2
3
4
Card View
Parts of a Note
Organization for
Search
Organization Methods:
Understanding Tags & Notebooks
• A notebook is like a folder on your computer.
• A note can be in only one notebook.
• Tags may be applied to each note.
• A note can have many tags.
Changing an Attachment to an Image
Now with the Image
Organization Methods
The dominant methods of organization for Evernote users are
• Tag-Oriented (with some use of notebooks)
• Notebook-Oriented (with some use of tags)
• Tags Only or Notebooks Only
• Disorganized: Only one notebook, and no tags
I prefer to use a tag-oriented method, so I can use both tags and
notebooks.
My Recommended Method
• Notebooks
• Record Type
• Tags
• Record Type
• Surname
• Individual Name
• Location (Nation, State,
County)
Notebooks
• Notebooks can be organized in stacks
• A top-level notebook, containing
• Many other notebooks.
• Notebooks can be nested only two deep (parent / child).
• An account can contain 250 notebooks (free) or 1,000 (paid)
Notebook Organization
Tag Basics
• Applied outside any files or note text, tags provide an
external organizing principle.
• You can search for tags directly or indirectly:
• “tag:Jones” finds all notes tagged “Jones”
• “Jones” finds all notes that have the text Jones
anywhere, either inside the note, in an image, or in a
tag
Understanding Tags
You can search for text anywhere in a note, but:
• Tags provide a more exact search.
• There’s no reason not to use a lot of tags.
• You can search for any tag using the syntax
“tag:[tag name]”
Understanding Tags
• Tags can be organized into hierarchies, which aids in
tag management
• Tag hierarchies do not “auto-tag” notes
A Tag Hierarchy
• Genealogy
• Surname
• [Various Surnames]
The Tag Organizer
Record Type Tags
Record Types
• Cemetery
• Court
• Criminal
• DNA
• Immigration
Surname Tags
Surname
• Adkins
• Ahlm
• Arnold
• Atkins
Individuals Tags
Inside the tag hierarchy, Genealogy > Indi
viduals, I have a list of people I’m research
ing
• Albert M. Hinman
• Alfred Leslie Hill
• Alice Golden Scott
• Alice Jane Horner
• Alice Margaret Gregg
Locales Tags
• Locales
• AL
• AZ
• Maricopa Co. AZ
• Bosnia-Hercegovina
• CA
• Alameda Co. CA
• Fresno Co. CA
• Kings Co. CA
• Long Beach Co. CA
Search
Search Shortcuts
Cmd-F / Ctrl-F Search within the current note
Cmd-J / Ctrl-Q Jump to a Notebook, Tag, or
Note
Ctrl-Cmd-E / Win-Shift-F Open up the search bar
(even when Evernote is
minimized)
Jump
Cmd-J (Mac) or Ctrl-Q (Windows)
Search Syntax: Keywords
Evernote search syntax mainly consists of a keyword (intitle, tag,
notebook, resource) followed by a colon followed by the search term.
tag:B-M-D Finds notes tagged ”B-M-D”
intitle:”Ahlm, Nels” Finds notes with “Ahlm, Nels” in the title
notebook:”gen – census” Finds notes in the ”Gen - Census”
notebook
resource:image/png Finds notes that contain PNG images
Search Syntax:
Minus Sign / Asterisk
You can use a minus sign to exclude content; you can use
an asterisk as a wildcard
-tag:census Excludes notes with the tag ”census”
intitle:jon* Finds notes with Jon, Jones,
Jonathan.
Helpful for variant spelling
resource:image/* Finds notes with image files
Using Search Terms Together
Search terms can be used together, such as
intitle:Via -tag:census
This would find all notes with the ”Via” in the title that are
not tagged “census”
A Workflow for
Research
Putting it All Together
1. Research Plan
Create research plan notes (what are you trying to find, confirm, or rule
out).
I list as much information as necessary, including links to other research
notes, or record notes, and information about the repository. If there in an
online search tool for a repository, I might look up and note microfilm
numbers.
I store this plan note in a notebook I call “0 - Research Plans.” I tag the
note with the repository or database where I will be conducting the search,
as well as surnames, personal names, and record types that may help me
find the note later.
2. Update Research Plan
I update the research plan as I am conducting the
search, noting anything about the research itself.
This will become my research log.
If you want to keep a record of your plan separate from your
research log, start from a copy of the plan note and create a
log note.
3. Create Record Notes
If I discover a record that relates to this research, I save it
as a record note in Evernote.
I write the citation immediately, then create Evernote links
between the research note and the record note. (For an
example of this, see: Research - Borica Likic - Birth
Certificate.)
4. Tag Record Notes
I tag the record note as appropriate with:
• surname
• individual name
• historical location
• record type
5. Title Record Notes
Then title the note with the format
• “date - person - record type - place - identifier”
such as
• “1968-02-05 - Hill, Mary Jane - Death Certificate -
Nebraska - 69-02358”
I file the record note into a notebook for the record type.
6. File Research Plan with
Research Logs
• I make any final notes on the research note, then
move it from the “0 - Research Plans” to the “1 -
Research Log” notebook.
• I do this even if I have a negative search, to remind
myself that I did conduct such a search, and the
circumstances of the search.
Templates
Why Type It All Again?
Templates (Paid)
• Evernote has been late to this game.
• Early this year, they introduced a way to create and use
templates, which requires one of the paid accounts.
Templates (Paid)
Templates (Paid)
Templates (Paid)
Templates (Paid)
Templates (Paid)
Templates (Paid)
• The template doesn’t come in with a title
• To create standard titles, I type guidelines for titles into
the template
Templates (Paid)
Templates (Free)
• I have a workaround:
• I create templates for vital records, census records, and
other record types, then
• I use the Context Menu > Copy to Notebook command.
Learn More at Evernote
https://help.evernote.com/
Thank You

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Evernote for Genealogists

  • 1. Evernote for Genealogists Jordan Jones NMGS Monthly Talks 10 July 2021
  • 2.
  • 3. What is Evernote? • A ”freemium” note-taking organization and storage tool • A tool to organize, store, archive, and find your data • A tool to search text (including handwriting) in images (using Optical Character Recognition, OCR) • A tool to search inside PDFs and Office Docs (including OCR) (Paid) • The leading digital memory application (MS OneNote, Google Keep being key competitors)
  • 4.
  • 5. Key Evernote Features • Capture Everything—Text notes, web pages, audio, photos, any kind of digital file. • Keep Everything in Sync—notes, web clips, files and images are available on two devices (free) or unlimited devices (paid). • Research—Collect information from anywhere into a single place. Everything is always at your fingertips. • Remember Everything—Since it is easy to capture & find.
  • 6. Organization and Search Evernote makes it easy to organize and find your data by: • search, or • navigation
  • 7. Search — Basic (Free) • You can search for any text • in the note itself • in images • in tags, titles, or notebook names
  • 8. Search — (Paid) • Search within documents • PDFs • Microsoft Office (Word, PowerPoint, Excel)
  • 9. Getting Started Creating an Account and Installing Evernote
  • 10. Signing Up for Evernote – Website
  • 11. Signing Up for Evernote
  • 13. Installing Evernote: Mobile • Standard Installation, just like any other App Store, or Google Play application. • Search for “Evernote” in your mobile store of choice.
  • 14. Installing Evernote Web Clippers To get the best of Evernote for web capture, you should install browser plug-ins for your favorite browser(s). • Go to https://evernote.com/webclipper/. The website will automatically detect your browser and provide the relevant web clipper. • Follow the instructions on the page.
  • 15.
  • 18. Why Should Genealogists Use Evernote? Concepts & Strategies for Digital Memory
  • 19. Why Should Genealogists Use Evernote? • To create research plans • To create research logs • To gather and catalog digital assets • To write — notes, draft proof summaries, family narratives • To store more formal documents—Word, Excel, PowerPoint, and any format file you use • To share the results of research
  • 21. The Evernote Web Interface 1. New Note 2. Shortcuts 3. All Notes 4. Notebooks 5. Tags
  • 22. Navigation • New • Home • Shortcuts • Notes • Tasks • Notebooks • Tags
  • 23. The Evernote Desktop Interface 1. Home 2. Shortcuts 3. Notes 4. Tasks 5. Notebooks 6. Tags 1 2 3 4 5 6
  • 26. Parts of a Note
  • 28. Organization Methods: Understanding Tags & Notebooks • A notebook is like a folder on your computer. • A note can be in only one notebook. • Tags may be applied to each note. • A note can have many tags.
  • 29. Changing an Attachment to an Image
  • 30. Now with the Image
  • 31. Organization Methods The dominant methods of organization for Evernote users are • Tag-Oriented (with some use of notebooks) • Notebook-Oriented (with some use of tags) • Tags Only or Notebooks Only • Disorganized: Only one notebook, and no tags I prefer to use a tag-oriented method, so I can use both tags and notebooks.
  • 32. My Recommended Method • Notebooks • Record Type • Tags • Record Type • Surname • Individual Name • Location (Nation, State, County)
  • 33. Notebooks • Notebooks can be organized in stacks • A top-level notebook, containing • Many other notebooks. • Notebooks can be nested only two deep (parent / child). • An account can contain 250 notebooks (free) or 1,000 (paid)
  • 34.
  • 35.
  • 37. Tag Basics • Applied outside any files or note text, tags provide an external organizing principle. • You can search for tags directly or indirectly: • “tag:Jones” finds all notes tagged “Jones” • “Jones” finds all notes that have the text Jones anywhere, either inside the note, in an image, or in a tag
  • 38. Understanding Tags You can search for text anywhere in a note, but: • Tags provide a more exact search. • There’s no reason not to use a lot of tags. • You can search for any tag using the syntax “tag:[tag name]”
  • 39. Understanding Tags • Tags can be organized into hierarchies, which aids in tag management • Tag hierarchies do not “auto-tag” notes
  • 40. A Tag Hierarchy • Genealogy • Surname • [Various Surnames]
  • 42. Record Type Tags Record Types • Cemetery • Court • Criminal • DNA • Immigration
  • 43. Surname Tags Surname • Adkins • Ahlm • Arnold • Atkins
  • 44. Individuals Tags Inside the tag hierarchy, Genealogy > Indi viduals, I have a list of people I’m research ing • Albert M. Hinman • Alfred Leslie Hill • Alice Golden Scott • Alice Jane Horner • Alice Margaret Gregg
  • 45. Locales Tags • Locales • AL • AZ • Maricopa Co. AZ • Bosnia-Hercegovina • CA • Alameda Co. CA • Fresno Co. CA • Kings Co. CA • Long Beach Co. CA
  • 47. Search Shortcuts Cmd-F / Ctrl-F Search within the current note Cmd-J / Ctrl-Q Jump to a Notebook, Tag, or Note Ctrl-Cmd-E / Win-Shift-F Open up the search bar (even when Evernote is minimized)
  • 48. Jump Cmd-J (Mac) or Ctrl-Q (Windows)
  • 49. Search Syntax: Keywords Evernote search syntax mainly consists of a keyword (intitle, tag, notebook, resource) followed by a colon followed by the search term. tag:B-M-D Finds notes tagged ”B-M-D” intitle:”Ahlm, Nels” Finds notes with “Ahlm, Nels” in the title notebook:”gen – census” Finds notes in the ”Gen - Census” notebook resource:image/png Finds notes that contain PNG images
  • 50. Search Syntax: Minus Sign / Asterisk You can use a minus sign to exclude content; you can use an asterisk as a wildcard -tag:census Excludes notes with the tag ”census” intitle:jon* Finds notes with Jon, Jones, Jonathan. Helpful for variant spelling resource:image/* Finds notes with image files
  • 51. Using Search Terms Together Search terms can be used together, such as intitle:Via -tag:census This would find all notes with the ”Via” in the title that are not tagged “census”
  • 53. 1. Research Plan Create research plan notes (what are you trying to find, confirm, or rule out). I list as much information as necessary, including links to other research notes, or record notes, and information about the repository. If there in an online search tool for a repository, I might look up and note microfilm numbers. I store this plan note in a notebook I call “0 - Research Plans.” I tag the note with the repository or database where I will be conducting the search, as well as surnames, personal names, and record types that may help me find the note later.
  • 54. 2. Update Research Plan I update the research plan as I am conducting the search, noting anything about the research itself. This will become my research log. If you want to keep a record of your plan separate from your research log, start from a copy of the plan note and create a log note.
  • 55. 3. Create Record Notes If I discover a record that relates to this research, I save it as a record note in Evernote. I write the citation immediately, then create Evernote links between the research note and the record note. (For an example of this, see: Research - Borica Likic - Birth Certificate.)
  • 56.
  • 57.
  • 58.
  • 59. 4. Tag Record Notes I tag the record note as appropriate with: • surname • individual name • historical location • record type
  • 60. 5. Title Record Notes Then title the note with the format • “date - person - record type - place - identifier” such as • “1968-02-05 - Hill, Mary Jane - Death Certificate - Nebraska - 69-02358” I file the record note into a notebook for the record type.
  • 61.
  • 62. 6. File Research Plan with Research Logs • I make any final notes on the research note, then move it from the “0 - Research Plans” to the “1 - Research Log” notebook. • I do this even if I have a negative search, to remind myself that I did conduct such a search, and the circumstances of the search.
  • 63. Templates Why Type It All Again?
  • 64. Templates (Paid) • Evernote has been late to this game. • Early this year, they introduced a way to create and use templates, which requires one of the paid accounts.
  • 70. Templates (Paid) • The template doesn’t come in with a title • To create standard titles, I type guidelines for titles into the template
  • 72. Templates (Free) • I have a workaround: • I create templates for vital records, census records, and other record types, then • I use the Context Menu > Copy to Notebook command.
  • 73.
  • 74.
  • 75. Learn More at Evernote https://help.evernote.com/

Editor's Notes

  1. Today, I'm going to talk to you about Evernote. I will start by saying that I have used Evernote since 2008. Evernote has changed a lot over the years. I haven't liked all the changes, but overall, I think they have made it a slimmer, more focused and powerful product.
  2. Evernote is all about productivity and getting what's on your mind into a note. Their idea is that if you write your ideas down, you're not burning up brain power struggling to remember them. And your external brain, Evernote, is keeping your notes for you to find later. This is especially important for genealogists, who have lots of data to keep track of.
  3. But what is Evernote? It's a freemium note-taking tool. By "freemium," the folks in Silicon Valley mean something with a useful free version, but for which their business model expects them to entice some subset of people to buy a "premium" version. Throughout this talk, I will occasionally talk about "free" vs. "paid" features, but most things can be done quite well with the free version.
  4. With the free version you can: sync between two devices—such as your computer and the website, or your computer and a phone. tag and search for notes, which will be the focus of this talk. format your notes clip web pages create notes up to 25 MB upload up to 60 MB in notes a month These last two are the limitations that are most likely to convince genealogists to get the paid version because we capture a lot of data.
  5. https://evernote.com/download
  6. Why should genealogists use Evernote? To gather research plans and have them available To create research logs To gather and catalog digital assets To write To Store to share
  7. Search Display controls, filter and view Save Search List of Tags
  8. Tags are now at the bottom of notes, which is one of the worst design decisions I can imagine…
  9. Tags are now at the bottom of notes, which is one of the worst design decisions I can imagine…
  10. Tags are now at the bottom of notes, which is one of the worst design decisions I can imagine…
  11. Here’s a view of how you might organize notebooks
  12. Here’s a view of how you might organize notebooks
  13. When Evernote is the active window, Cmd-J (on the Mac) or Ctrl-Q (on Windows) will bring up a search dialog that will let you ”jump” quickly to Notebooks, Tags, or specific notes with that text in their title. At the bottom, there’s a search icon to turn this into a search inside your Notes.
  14. Evernote’s search capability is powerful and allows you to search not just for words somewhere, but for words in specific elements, such as tags, notebooks, or note titles. It does this by way of its search syntax. The syntax is composed of operators and operands image/gif image/jpeg image/png audio/wav audio/mpeg audio/amr application/pdf
  15. Evernote’s search capability is powerful and allows you to search not just for words somewhere, but for words in specific elements, such as tags, notebooks, or note titles. It does this by way of its search syntax. The syntax is composed of operators and operands image/gif image/jpeg image/png audio/wav audio/mpeg audio/amr application/pdf https://www.freeformatter.com/mime-types-list.html
  16. image/gif image/jpeg image/png audio/wav audio/mpeg audio/amr application/pdf