Airtable

 

Airtable is a spreadsheet, database, and organizer, customizable for individual users. The program/app was created with the idea that work should dictate how the software functions. You can use it as an app or in a browser. The app is cloud-based for smooth syncing between devices.

As an author, the words spreadsheet and database scare me the hell out of me. And I’m a bit of a computer nerd. But Airtable makes it simple. This isn’t Excel or Access with their clunky, hard to learn formats. Instead, the program is truly user friendly, easy to learn, and comes with tons of templates to get you started.

The program allows users to create tables, databases, and project plans all in one place. Bases (their jargon for databases) can be shared with other users or in a large group.

The program is versatile enough to plan a simple book outline to an entire marketing plan for a brand. It’s designed with the user in mind, with many ways to customize the bases and how you view the file. Files can be seen as a grid, calendar, gallery, form, or cards on a pinboard. Each user can use their own view, and data is updated seamlessly.

Google sheets, CVS files, and Excel files (beta) can be imported and converted for use in Airtable. It can be further customized by adding more apps to the initial program to create the software each unique user needs for whatever project they are working on.

For new users, Airtable has great How-To instructions as you go. Not to mention, on their help page, you can link to tons of videos, articles, and even live training sessions (fees may apply).

There are even more options with the premium membership if this is the right project planner for you. The free plan gives users many options without having to pay for a monthly subscription.

Again, spreadsheet and database. Prepare for a learning curve with this product. BUT it can be a great investment in your books if you take the time to learn.

 

 

 

Ideas for Using Evernote

 

Let me start with: The possibilities are endless.

Every day I get a tip on my phone from Evernote. And I think, “Here’s another way authors can use this app to organize their writing.” I’ll try to cram as many ideas as possible in this five-hundred-word post.

Personal Assistant

Few of us can afford a human personal assistant. Those who can, I bow to you. Evernote can be a surrogate. With its reminders, calendar feature, and checklists, authors can organize tasks easily. The notebook system allows writers to put their business items all in one place. Or if your brain works differently, one notebook can hold the entirety of tasks for your novel. Separate notes can hold marketing plans, editing checklists, pictures of ads and covers, and schedules for sales.

Novel Planning and Story Bibles

The templates on Evernote are amazing. An author could plan an entire novel on the app. And with the cloud feature, you can access the data on mobile and desktop/laptop easily. (You do only get two devices for free, but it’s workable.) The story dashboard template has an overview for writing tasks. The character profile template has a rich list of character traits beyond just hair and eye color. Evernote for a story bible? The answer is yes! The Story Premise template is for the plotters out there. A detailed list of inciting events, characters, and setting. Of course, a pantser could fill in as they go to ensure they hit all the beats.

Note-taking

Like my favorite app, Keep, Evernote is a note-taker. It also has an easy-to-use voice recorder for those ideas that pop up when you can write them down—while driving, at a swim meet, or in the shower. (Shower is harder. Get Aqua Notes for that.) The checklists make everyday life easier, and like Keep, when items are crossed off the To-Do list, they don’t disappear. It’s so important for “Did I do that thing? Yes, here it is checked off.” With multiple notebooks, it’s easy to classify tasks and keep grocery lists out of your novel plotting.

Sketch

Evernote has an option to draw right on the screen. Easy for both desktop and mobile devices, it’s great for those whose brains do better with pictures. Either with a stylus, mouse, or a finger, draw out that broach your heroine wears or the room layout of the hidden cottage. Whatever you need. I’m not much of an artist, but my two daughters loved this feature and doodled endlessly on the app. There aren’t many tools—a pen, highlighter, eraser, and lasso, but it gets the job done. Sketches tuck right into notebooks keeping your treasure map, regular map, or detailed house plans right in with your other story parts.

Clipping Websites

Evernote makes it easy to take info from websites and save the data. Create a research notebook or a “potential editors” one and cut data from the web right into Evernote. You can simply cut and paste, but you can also click Share on the webpage and download the information into Evernote.

Sharing

Using contacts, authors can share their notebooks with others. (Extensive sharing requires a premium membership.) If you are working with a writing partner, editor, agent, publisher and need to share your data, Evernote makes it straightforward to send notes and notebooks to others. Like Trello, you can have data open to multiple users in the premium package.

Hopefully, this will get you started with Evernote. Like many of the apps we discuss, the potential of the program is only limited to your imagination. Happy Writing!

 

 

How to Use Evernote

 

Evernote can be used on Mac, Android, and PC. Download from the app store or visit their website to connect. I’ll focus on the mobile version of the app first.

Getting Started

Evernote sorts your work into Notebooks with notes. Users begin with a starter notebook. 

Naming Notebooks

It’s a good idea to name notebooks as you go, to keep everything organized. Click and hold down on the notebook and a pop-up menu will appear. Rename, delete, move the notebook as needed.

Adding Notes

At the bottom of the screen, click the New note button (usually green with a plus sign). A new note will open with the title of the notebook above. Type to add data to the note. When finished, press the check mark at the top of the screen.

Adding Different Types of Notes

At the bottom of the screen, click on the up arrow next to New note. This will display a list of types of notes to choose from: Add a reminder, Record audio, Add attachment, Start sketching, Take photo, Blank note. Click on the one needed. These options are available once inside a blank note as well. Once in the note, click on the clock icon for a reminder. Click on the paperclip at the top to attach a file, take a photo, record audio, or write longhand. Click the check mark at the top when finished.

Editing Existing Notes

Click on the note on your notebook page. Click on the green pencil at the bottom of the page to edit the note. Press the check mark when finished. Each new note gets a space in the notebook, listed chronologically as you create them with the date and time of each entry. Reminders are listed at the top of the notebook. Any entry with a reminder has a little clock next to it. These can be checked off when finished. Reminders do not sync with Google calendar.

Templates

Evernote has over 50 templates to customize notes. Click on New note. The template option opens with the note. It’s to the right of the typing space. Click on the paper. The gallery is searchable. Not sure what you need? Click on the words All Templates to see the various categories available.

You writers out there, click on the Creative writing option. Now the list will have Novel Plotting, Story Dashboard, Character Profile, and Story Premise Worksheet. Who needs all those other apps with these templates? (Creating your own templates requires premium membership.)

Once in the template, type and edit as you need.

(Psst: a cheat here… Duplicating notes, i.e. getting around the not personal templates option. In each note, the triple dot menu has more options for the note including: copy internal link, duplicate, add shortcut, add to home screen, simple formatting, settings, statistics, and delete note. If you duplicate a note and add it to another notebook, it basically copies the work. So… get a template, customize it, add it to the home screen, duplicate it and add it to your new project. Poof, a custom template. Don’t tell Evernote.)

Search

One of the great things about Evernote is the Search option. You can search all notes and notebooks to find that thing that you can’t remember where you put it. It’s a great way to find info fast and get moving on your work. I take a ton of notes, and they are everywhere. It’s nice to have an app that can look through everything quickly.

The desktop/cloud version has a few more options than the mobile. If you plan to use the app for more than reminders and grocery lists, I highly recommend using the cloud version.

Adding More Options

Inside a note, on the web/desktop version, click on the arrow next to the Insert button. A list of new options displays: Table, Divider, Attachment, Photo, Checkbox, Code block, Sketch, Google Drive. Most of these are self-explanatory. Photos and check boxes can be added in the mobile version, but not Table and Google Drive. And it’s much easier to work with photos here. Tables start 2x2 and can be added too. Photo goes directly to your picture folder (PC).

Does Evernote have more? You bet. But since were are doing basics, hopefully, this post will get you started. Don’t be afraid to explore. Just duplicate any notebooks/notes before playing too much.