With most of us leading a life ‘on the go,’ ideas may spark and brainwaves may occur at any time – and we need an effective tool to capture this ‘on the go’ productivity.
Personally, I love the good old post-it notes for their simplicity, and colour variety. However, post-it notes have a limited use unless I am at my desk. This is where Keep fits in. I started using it three years ago and haven’t looked back since.
Keep is a note-taking app that syncs to Google Drive switches from one device to another effortlessly. In addition to text, you can also add photos, sketches, and voice memos to your Notes.
Here are a few of my favourite features in Keep that help integrate ideas and keep everything in one place, no matter when or where the inspiration strikes.
Note-taking on the go: The colourful interface, which looks just like post-it notes, is very handy as an organizational tool. To keep the notes organized, you can file under one of the default labels (Inspiration, Travel, Work, Personal) or create a new one.
Start creating a List, Drawing, Audio, or an Image note by selecting the appropriate icon at the bottom of the screen.
Syncing across Devices: Keep uses your Google account for login, while syncing across all devices. Whether you’re on a desktop or a portable device, your access to Google Keep contents remains unhindered.
Reminders: Google Reminders are available across Inbox, Keep, and Calendar. Keep reminders automatically appear in the other two products while the opposite is not true. Therefore, Keep is a preferable tool for reminders within the Google ecosystem.
Set individual reminders for a Note in Keep by clicking the ‘circling finger’ icon. Capture links, photos, voice notes and other information associated with each activity available along with the reminder.
While the Time option works like any other reminder app, the Location reminder notifies the next time you’re in the vicinity of the selected Location – pretty handy for those shopping trips!
This feature is well integrated with Google Now, which makes the system run even smoother.
Transcribe Text from Images: Have you ever taken a picture of a brochure or a handwritten note or a business card just so that you have the information with you without packing the extra bulk of paper?
Well, Keep will take it to the next level. You could either take a picture within the app or import one from another folder and use the menu option ‘Grab Image text’ to transcribe the written part of the image as a note. If you want to save some precious storage space, you can delete the image and have the Note saved for later reference.
Here’s an example with a business card and another one with a handwritten post-it note:
Convert Notes to Google Docs: While Keep is a great catchall platform, it may not be suitable for downstream word processing or writing long articles. Luckily, Keep is now a part of Google’s G suite and the text from Keep Notes can be carried over to Google Docs where more intricate tasks can be accomplished.
Just open the Note and select the menu option Send > Copy to Google Docs to transfer the contents of the Note. This feature also allows for generating printable versions of the ideas captured within Keep.
Sending and Collaborating as Separate Options: The Send option allows sharing Notes with people via other apps such that the content is readable but the recipient cannot edit or contribute to the note. Select Send>Send via other apps to access this feature.
On the other hand, Collaborator option allows the recipient to edit and contribute to the Note in real-time. For example, if you share the grocery list with a friend and the two of you are shopping at two different locations, each person will be able to see as the items get checked off on both sides.
This is a very useful feature for various kinds of collaborative tasks. To access this feature, select Collaborator option in the menu and then choose the recipient from your contact list. You may make changes to the collaboration options as necessary.
Keep offers a multitude of additional tasks – you can pin, search, archive Notes and much more. This is definitely not an exhaustive list of features that Keep has to offer.
Go ahead, try it out for yourself – it’s a keeper!
Analyst, Agriculture & Regulatory Affairs