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Mail-handling in Evernote

Using Filterize

Do you store all your ideas, notes, and documents in Evernote? What about emails? Do you want to archive them there too? It’s easier than you maybe think.

This article will show 2 ways how to send and organize emails in Evernote. Move mails into the right notebook, add appropriate tags and set reminders.

Use Evernote mail features


With the Evernote mail-in feature it is possible to store emails in Evernote. All you need is your Evernote mail-in-address, which could be found at “Email notes to” in your Evernote “Account summary”. Use this address to forward emails into your Evernote.

Some ideas for which emails you can use it

Store meeting minutes with related material, especially if they contain open todos for you.

If you collect special newsletters, you can directly send them to Evernote by subscribing it with the Evernote mail-in-address.

Archive invoices. If you still have to pay them, combine it with an reminder, so you won’t miss to pay it.

Send copies of delegated todos, requests or invitations to Evernote to keep them in mind. Of course you can combine it with reminders again to keep track of it. As soon as you get an answer, you can archive them.

Where is the mail then and is it processed in some way?

You will find the forwarded mail in your default notebook, like your inbox notebook and it is not processed in any other way. Now you can move it manually into a notebook, add tags or do whatever you need to do with that email.

To make it a little more efficient Evernote provides 3 special commands you should know. You can add them behind an email subject before forwarding it.

  1. You want to send your email into a specified notebook, then add behind the email subject @[notebook name].
    An easy example is an email with minutes of a meeting. Those you want to send into your work notebook “Work”. Then your email subject will look like this: “Meeting minutes 27.11.2018 @Work”.
  2. The email you are sending to Evernote needs tags? Add #[tag name] to your subject, like “Birthday party next week #invitation“.
  3. If you need to be reminded of that email in some point of time, set a reminder by adding a “!” with the date specification. You can also use relative dates like “Important question !tomorrow

More details about the Evernote mail-in feature could be found in the Evernote documentation.

As long as you forward manually and only a few mails this works pretty well. But if you have to do this for several emails per day it is getting annoying. Or if you set up automated filters and forwarding in your mail client, you are not able to change the subject in most cases. In this case you can benefit from Filterize.

Let Filterize organize your email notes

Just forward all your emails to your default notebook and use Filterize to organize them. Filterize is like your digital assistent, that can move notes into the right notebook, add tags and reminders for you. You just have to set up once for which kind of emails Filterize should do what. Now you have the certainty, that always everything is going to happen the right way.

What to use it for?

Let Filterize sort them into specific notebooks for you, like meeting minutes in a work notebook or newsletters in their special notebooks. It’s also possible to tag them automatically.

All your invoices are send directly to Evernote, also those you still have to pay? Then Filterize can add reminders for you, so you won’t miss them.

You can also realize recurring reminders with Filterize. In case of waiting for an answer of an request or invitation, you sometimes need more than one follow up email to get your answer. To be reminded of it periodically can make the difference.

How to set it up?

Filterize needs some rules, to know when it’s time to work for you. Those rules are simple “do …, if …”-rules, e.g. “Add tag mail, if note source is Email” or “Add reminder for tomorrow, if author contains Bruno Boss“.

Here is a list of some useful conditions and actions you can combine to create your automations.

Conditions:

  • note source is Email – to handle only notes that have been forwarded via mail
  • author section contains – If you use automatic forwarding, the note author will be set to the original email sender, so you can filter for senders
  • title contains or content contains – searches for terms in the subject or body respectively

Actions:

  • move to notebook
  • add tag
  • add reminder

We also created some ready-to-use workflows for you. If you have a Filterize account you can import them into your account:

Filterize mail-in address

Filterize also offers you an address for every notebook. Just go to the mail-in page at Filterize and paste your Evernote email address there. Now, you can use the Filterize mail-addresses. Every notebook has a distinct one. This way you can setup your rules in the mail client to forward mails to the right notebook. Also you can use these addresses as recipient for newsletters, which will be stored in Evernote in the right notebook automatically.

2 further ideas

You are afraid of losing the overview of the incoming mails in Evernote? Then use Filterize table-of-contents to see new emails at a glance. To see all incoming emails from today and yesterday use the Evernote search “source:mail.smtp created:day-1”.

You like templates? Let Filterize add one to all stored mails, so you have space for further notes and annotations.