Remember Everything with Evernote Business

Millions of people worldwide already use Evernote to capture, share and remember everything important to them. Now Evernote Business brings all the benefits of Evernote to small businesses, along with new features and functionality specifically designed to meet the needs of business users. Evernote Business gives employees one easy-to-use tool for capturing, sharing and managing information in a way that makes sense for your business. With Evernote Business, employees build knowledge, share ideas, and get things done.

This guide will introduce you to all of the features available in the Admin Console, including managing your company's Evernote Business account, users, Business Notebooks and more.

Supported Platforms & Apps

Evernote Business is accessible with Evernote client apps on a variety of platforms. The following platforms currently support all of the features and functionality of Evernote Business:

  • Evernote for Mac OS X (Evernote 5 required)
  • Evernote for Windows Desktop
  • Evernote for iPhone, iPad & iPod Touch
  • Evernote for Android (Business Library access coming soon)
  • Evernote Web
  • Evernote Web Clipper

The following platforms currently allow you to view, edit and create notes in all of your Business Notebooks; however, they do not currently support viewing the Business Library or creating new Business Notebooks:

  • Evernote Touch for Windows 8

To download Evernote for your preferred platform, visit our Evernote page.

Data Privacy & Ownership

Evernote’s Three Laws of Data Protection

Evernote’s Three Laws of Data Protection are the core guiding principles for how we treat your company’s data. Everything we do at Evernote follows these three basic rules:

  1. Your Data is Yours
  2. Your Data is Protected
  3. Your Data is Portable

We understand the importance of keeping your company’s data safe and secure and are committed to building a trusted relationship with our customers. For more information on Evernote’s Three Laws of Data Protection, see Evernote CEO Phil Libin’s statement on the Evernote blog.

Data Ownership

Everything saved in Personal Notebooks by an Evernote Business user is completely private. No one, not even your company's Evernote Business Admin can access the contents of a Personal Notebook. The ownership and copyright of all data that is placed in your Evernote account is retained by the original owner. The business has the right to access, use, manage and modify any content that is placed into an Evernote Business Notebook within a user account, regardless of whether the note has been published to the company's Business Library.

Evernote Business Agreement

Here is the Evernote Business Agreement.

Evernote Business Blog

The Evernote Business blog is the best way to stay up-to-date on the latest improvements and feature additions to Evernote Business. Updated twice weekly, you will also find great tips on how to make Evernote Business work for your company.

To view the full text of any blog post, click it to open it in your web browser.

To use the Admin features of Evernote Business, we'll begin by accessing the Admin Console via the Evernote web client.

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The Admin Console

Available only to Evernote Business Admins, the Admin Console is your central tool for managing your company's Evernote Business account, including managing users, Business Notebooks, billing information and account settings. Below you will find information on all of the features that are available to you in the Evernote Business Admin Console.

Accessing the Admin Console

The Admin Console is accessible in Evernote via the web by doing the following:

  1. Login to Evernote via the web.

    You may also select Help > Go to Admin Console in Evernote for Mac and Evernote for Windows Desktop to open the Admin Console in your default web browser.

  2. Click your name in the top-right corner of the screen to open the Account Info menu.
    3. Account Info Menu
  3. Click Admin Console. The Admin Console will be displayed.
  4. Click any of the left navigation tabs to open different Admin Console menus. For more information on the different Admin Console menus, see below.

Next, get an overview of your account from the Account Summary menu.

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Account Summary Menu

The Account Summary menu displays an overview of your company's Evernote Business account, including the total number of users and Business Notebooks currently associated with your company's account. You may also invite new users to join Evernote Business from here.

Account Summary Admin Console Menu

Total Users iconTotal Users

Displays the total number of users currently joined to your Evernote Business account.

Invite Users

To invite a new user to join your Evernote Business account, enter their email address in the 'Invite Users' field, or enter a comma-separated list of multiple email addresses, then click the Invite Users button.

The specified users will receive an email invitation to join Evernote Business. Users may join your Evernote Business account with their current Evernote account or by creating a new Evernote account

Please note that if you have chosen monthly credit card payments for your Evernote Business account, you will be charged for each new user you invite.

Total Notebooks iconNotebooks in Business Library

Displays the total number of Business Notebooks that are currently published to your company's Business Library.

Time to get your entire team onboard. Learn how to add users with Automatic Approval or by sending individual invitations.

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Add Users Menu

The Add Users menu is where you will invite new users to join your company's Evernote Business account. You may invite new users individually, or automatically approve any user who signs up for Evernote Business with an email address from an email domain you specify.

Please note that if you have chosen to pay for your Evernote Business account with monthly credit card payments, you will be charged for each new user you invite, as well as each user that joins your Evernote Business account via Automatic Approval.

Whitelisting evernote.com

Evernote Business Admins are strongly encouraged to ask their company IT administrator to add evernote.com to their email whitelist. This will ensure that Evernote Business invitation emails are received by your users and not filtered as spam.

Add Users Admin Console Menu

Automatic approval

Enter your company's email domain name to automatically allow any users associated with an email address in that domain to join your company's Evernote Account. This is a great time-saver for getting all of your company's employees joined to Evernote Business without having to invite every user individually.

Invite users individually

To invite a new user to join your Evernote Business account, enter their email address in the 'Invite Users' field, or enter a comma-separated list of multiple email addresses, then click the Send Invitations button.

To make inviting new users even easier, you may also click the Connect to Gmail to quickly find your contacts link to login and access your Gmail or Google Apps address book.

The specified users will receive an email invitation to join Evernote Business. Users may join your Evernote Business account with their current Evernote account or by creating a new Evernote account

Next, let's take a look at the user access and account management features available in the Manage Users menu.

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Manage Users Menu

The Manage Users menu is where you can view and manage all of the Evernote users that are currently joined to your company's Evernote Business account, as well as change a user's role.

Manage Users Admin Console Menu

The Manage Users menu displays the following information about each of your users:

  • Name: The name that is associated with the user's Evernote account and displayed on all of their Business Notebooks. If the user publishes a Business Notebook to the company's Business Library, their name will also appear as the contact for the Business Notebook.
  • Email: The email address that is associated with the user's Evernote account.
  • Role: The user's role in your Evernote Business account. The available roles are User and Administrator. By default, all newly joined users are assigned the User role.
  • Join Date: The date the user joined your Evernote Business account.
  • Status: The user's current Evernote Business account status. Users with an Active status are currently joined to your Evernote Business account. Users with an Invited status have been invited but have not yet joined your Evernote Business account.

Viewing User Details

To view a user's details, click anywhere on their row in the user list.

User Details Dialog

Revoking User Access

Once you revoke a user's access to your Evernote Business account they will no longer appear in the user list and no longer have access to any of the Business Notebooks they created or the company's Business Library. The Evernote Business Admin may still access all of the Business Notebooks the user created, even after the user's account has been revoked.

To remove a user from your company's Evernote Business account, do the following:

  1. Click the user in the user list to display their details.
  2. Click the Revoke Access link. A confirmation dialog will be displayed.
  3. Click Revoke Access. The user's access to your Evernote Business account will be revoked immediately.

Switching User Role

To switch a user's role between Administrator and User, do the following:

  1. Click the user in the user list to display their details.
  2. If the user currently has User status, click Make Admin to promote them to Admin status. If the user currently has Admin status, click Remove Admin to demote them to User status. A confirmation dialog will be displayed.
  3. Click Change Role. The user status change will take effect immediately.

Next, we'll take a look at the ways Business Notebooks can be managed from the Manage Notebooks menu.

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Manage Notebooks Menu

The Manage Notebooks menu is where you can view and manage all of the Business Notebooks that have been created by any user joined to your company's Evernote Business account, as well as Business Notebooks created by users that were previously joined to your company's Evernote Business account.

Manage Notebooks Admin Console Menu

The Manage Notebooks menu displays the following information about each Business Notebook:

  • Notebook Name: The name of the Business Notebook.
  • Contact: The contact person that will be shown on the Business Notebook when it is published to the Business Library. Changing the contact person will not affect the user permission level of the user that originally created the Business Notebook.
  • Members: The number of users that have joined the Business Notebook, which includes both users that have joined the Business Notebook from the Business Library, and users that have joined the Business Notebooks after being invited individually. This is a useful way of identifying the most popular Business Notebooks to designate as Recommended Notebooks. For more information on Recommended Notebooks, see the 'Recommending Business Notebooks' section below.
  • Library Status: The current Business Library status of the Business Notebook, indicated by the following icons:

    published icon: The Business Notebook is published in the Business Library.

    recommended icon: The Business Notebook is published in the Business Library and has been designated as a Recommended Notebook by an Admin.

Viewing Business Notebook Details

To view detailed information about a Business Notebook, click anywhere on the row of the Business Notebook in the Manage Notebooks list.

Business Notebook Details dialog

Sharing & Publishing Business Notebooks

As the Evernote Business Admin, you may share any Business Notebook that has been created by any user joined to your company's Evernote Business account. This includes sharing a Business Notebook selectively with individuals, or publishing it to the company's Business Library.

To share or publish a Business Notebook, do the following

  1. Click the Business Notebook in the list to view its details.
  2. Click Share Notebook.
  3. Share or publish the Business Notebook as you normally would. For detailed instructions, see the Business Notebooks section of this user guide.

Recommending a Business Notebook

To designate a Business Notebook as a Recommended Notebook so that it will be prominently displayed to users when they view your company's Business Library, do the following:

  1. Click the Business Notebook in the list to view its details.
  2. If the Business Notebook is not currently published to the company's Business Library, follow the steps above to publish it, then return to the Business Notebook details.
  3. Click List as Recommended. The Business Notebook will appear in the Recommended Notebooks section of your company's Business Library immediately. You may remove the Recommended Notebook designation at any time by returning to this screen and clicking Remove From Recommended.

Exporting the Notes from a Business Notebook

To export all of the notes from a Business Notebook as an Evernote backup file (.enex format), do the following:

  1. Click the Business Notebook in the list to view its details.
  2. Click the Export Notes link.

Deleting a Business Notebook

To permanently delete a Business Notebook and all of the notes it contains, do the following:

  1. Click the Business Notebook in the list to view its details.
  2. Click the Delete Notebook link. A confirmation dialog will be displayed.
  3. Click Delete. The Business Notebook and all of the notes it contains will be moved to the Business Trash.

In the next section, we'll take a look at how your billing information and preferences can be modified at any time from the Billing Information menu.

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Billing Information Menu

The Billing Information menu is where you can view the billing information that is currently on file for your company's Evernote Business account, including billing email, credit card information and payment address. You may also change any of your billing information from this menu.

The Billing Information menu also displays your current billing summary, which includes your next payment date, the number of users you are currently being charged for, and the total cost for those users.

Billing Information menu

Next, easily keep track of receipts, transactions and more from the Billing History menu.

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Billing History Menu

The Billing History menu is where you can view all of the billing transactions that have taken place in your company's Evernote Business account over the previous 24 month period. Charges for adding new users, as well as all regular monthly or yearly billing transactions for your account will be displayed.

The following information will be displayed for each transaction:

  • Transaction date: The date the transaction was posted to your account.

  • Charge type: The type of the posted transaction. Types include added user transactions, and recurring subscription transactions for your account.

  • Amount: The total amount billed for the transaction.

  • User count: For added user transactions, the number of users added will be displayed. For recurring monthly/yearly billing transactions, the total number of users joined to your company's Evernote Business account at the time of the transaction will be displayed.

  • Transaction number: The transaction number that can be referenced when contacting our Customer Success Team for support.

Billing History menu

Generating a Transaction Receipt

From the Billing History menu you may also generate a receipt for any transaction by clicking the corresponding transaction number.

Example transaction receipt

Tags are a great way of organizing information across your entire Evernote Business account. Next, we'll look at how tags can be managed with the Manage Tags menu.

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Manage Tags Menu

Tagging notes is one of the most common ways that Evernote users organize their notes and make them more searchable. Tags applied to Business Notebooks are automatically available to every user joined to your company's Evernote Business account.

From the Manage Tags Menu, Admins may edit or delete existing tags. This can be useful for ensuring that users are consistently organizing Business Notes and not duplicating tags.

Example transaction receipt

Editing a Tag

To edit any tag, do the following:

  1. Click the pencil icon on the tag. The 'Change tag name' dialog will be displayed.
  2. Enter the new tag name.
  3. Click Update. The new tag name will be automatically applied to any Business Note that had the previous tag.

Deleting a Tag

To delete any tag, do the following:

  1. Click the X icon on the tag. A confirmation dialog will be displayed.
  2. Click Delete. The tag will be deleted and removed from every Business Note that it was previously applied to. Please be aware that this is irreversible.

Everything captured in Evernote Business is retained by the business, even Business Notes deleted by users. The Manage Trash menu is where these notes can be viewed, restored, and managed.

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Manage Trash Menu

The Manage Trash menu allows Admins to permanently delete notes from the Business Trash, as well as view key information about notes in the Business Trash before deciding whether to delete them permanently, including note title, the contents of the note, the name of the Business Notebook the note was deleted from, the date it was deleted, and the user that deleted it.

Manage Trash menu

Previewing a Business Note in the Business Trash

The Preview feature allows Admins to view the contents of any Business Note in the Business Trash before deleting it. From the Business Trash Preview, Admins may also choose to delete or restore the Business Note.

Trash preview dialog

To preview the contents of a note in the Business Trash, do the following:

  1. Click the Manage Trash tab in the navigation bar.
  2. Hover your cursor over the name of the Business Note you want to preview, then click Preview. The contents of the Business Note, and other relevant information will be displayed in a dialog.

Restoring Business Notes

To restore any Business Note(s) from the Business Trash to the Business Notebook(s) they were deleted from, do the following:

  1. Click the Manage Trash tab in the navigation bar.
  2. Click the checkboxto the left of the Business Notes you want to restore.
  3. Click the Restore button at the top-left of the Business Trash note list. A confirmation dialog will be displayed.
  4. Click Restore Notes. All of the selected Business Notes will be moved back to the Business Notebook(s) they were deleted from. Please be aware that the restored Business Notes will not be restored in a user's Evernote client until they sync their account.

Permanently Deleting Individual Business Notes

Evernote Business Admins may select specific Business Notes to be deleted from the Business Trash. Please be aware that there is no way to restore notes once they have been permanently deleted.

To permanently delete any Business Note(s) from the Business Trash, do the following:

  1. Click the Manage Trash tab in the navigation bar.
  2. Click the checkboxto the left of the Business Notes you want to permanently delete.
  3. Click the Delete button at the top-left of the Business Trash note list. A confirmation dialog will be displayed.
  4. Click Delete Permanently. All of the selected Business Notes will be permanently deleted. Please be aware that notes in deleted from the Business Trash will not be deleted in a user's Evernote client until they sync their account.

Emptying the Business Trash

Evernote Business Admins may permanently delete all of the Business Notes in the Business Trash by using the Empty Trash button. Please be aware that there is no way to restore notes once they have been permanently deleted.

To permanently delete all Business Notes in the Business Trash, do the following:

  1. Click the Manage Trash tab in the navigation bar.
  2. Click the Empty Trash button at the top-right of the Business Trash note list. A confirmation dialog will be displayed.
  3. Click Empty Trash. All of the notes in the Business Trash will be permanently deleted. Please be aware that notes in the Business Trash will not be deleted in a user's Evernote client until they sync their account.

Congratulations! You should now be familiar with all the Admin features available in the Admin Console. For more details about using Evernote Business on your preferred platform, or to explore other Evernote Products, check out our Other Resources.

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Other Resources

Want to get more out of Evernote Business? Take a look at these additional resources that can help you learn even more about Evernote and the Evernote family of products.

Get Evernote for All Your Devices

Evernote is available for just about every device and platform, including smartphones, computers and on the web, making it easy to remember everything and access it anytime, anywhere.

To download Evernote, visit the Evernote product page.

Evernote is available for all of the following:

Mobile

  • iPhone
  • iPad
  • iPod Touch
  • Windows Phone
  • Windows 8
  • Android
  • BlackBerry
  • WebOS

Desktop

  • Mac OS X
  • Windows Desktop

Evernote User Guides

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