Index Card Hacks
I love index cards. I’d like to blame Merlin Mann and his hipster PDA for this obsession, but I don’t use a hipster PDA and still I find myself unable to pass the index card rack at Office Depot without stopping for a look.
Index cards provide a sturdier alternative to notepad paper, making them ideal for “throwaway” notes like directions or phone numbers — notes I’ll need to carry around a bit but won’t need to keep permanently. They’re also useful for note-taking for any task where you’ll need to re-order the notes later — I use them a lot in my research to record quotes and reference information. And if you’ve never indexed a book (and who has?) you might not realize that they’re pretty useful for indexing, which I think might have something to do with why they’re called “index cards”.
How to make vertical index cards
The manufacturers of index cards seem intent on frustrating me in my quest for vertically-aligned index cards. It’s as if a secret cabal of paper goods producers has gotten together and decided that nobody could ever possibly want cards in profile layout (3″ wide by 5″ tall). They do love to tease, though — Post-It has sticky-backed index cards in with a profile layout, but they’ve decided to make them a non-standard 3″ x 4″, which is useful only for mocking me.
So I make my own. First I got one of those cheap plastic paper cutters designed for scrapbookers and other crafters, and later I found an old-fashioned guillotine-style cutter at a garage sale for $5, with a cast-iron cutting arm and a blade that’s seen better days but works well enough. Then I picked up a bulk package (500 cards) of 5″ x 8″ index cards. Then I got cutting! Here’s what I do:
- First, set up the cutter. You can, of course, use the cutter’s ruler to measure each cut, but that’s a) slow and b) sometimes inaccurate. Instead, I use a guide — another index card to measure my cuts against, so I end up with standard-sized cards. On the guillotine-style cutter, I tape a card up against the cutting edge, and feed the big cards in from the outside; on the paper trimmer, I do the opposite, so the card hangs over the outside edge.
- Line up the big cards, a few at a time, with the guide card. You have to experiment a little to see how many you can cut at once. On the trimmer, I can only do two at a time; on the guillotine, I can do 4 or 5 at once (I could probably do more if the blade was sharper). Make sure the cards are stacked together evenly, and are pressed solidly against the guide rail.
- Cut once, then re-align for a second cut: The first cut leaves a 5″ x 5″ square. Move it forward and line the new edge up with the guide card.
- Cut again. The second cut will leave you with a stack of 2″ x 5″ leftover strips. If you’re a big reader (like I am), congratulations — you’ve just solved your bookmark problem! If you’re not a reader, I’m sure you can find another use for your card strips — or give them to your kids (if you have any) and see what they come up with.
- Enjoy your upright index cards. Each 5″ x 8″ card makes two 3″ x 5″ cards, whose layout roughly matches that of regular letter or A4 notebook paper. I find this layout easier to work with — a stack fits in the hand better, and is easier to write on. And there’s more room for lists (I could put them in two columns on “wide” cards, but that doesn’t scan well).
How to make dry-erase index cards
Vertical index cards are great for checklists, and I wanted to make a weekly task checklist I could slip into my Moleskine, so I wouldn’t have to copy recurring tasks into my next actions list every week. That means it has to be something reusable (it’s no use moving these tasks out of my Moleskine if I’m going to have to rewrite the list every week anyway) and something I can keep with my current tasks as I move forward through the notebook.
This is what I came up with:
- Write your list. Write down your list, leaving at least 3/4″ between the left edge of the card and your list items. Within that margin, (about 3/8″ from the left edge) draw a small checkbox for each task. I’ve done a weekly task checklist, but anything you do where you need to make sure you do each step would be appropriate.
-
Put a piece of clear sticky tape along the left edge, covering the checkboxes. This is your dry-erase surface. Line it up flush with the left edge. For best results, use the shiny kind (with the glossy finish); the matte- or satin-finish tape (sometime called “invisible” tape) will not erase as well.
- Trim if needed. Any overhang will be annoying and will gather lint in your pocket or bag and dry-erase ink when you erase.
- Use a thin dry-erase marker to check things off. Yes, it’s one more thing to carry, but I always have a bag with me anyway so it’s no big deal.
- When you’re ready to start the list over, just erase your checkmarks. Use a tissue, paper towel, whiteboard eraser, your finger, or even your shirt if you don’t mind having marks on your clothes. Erase from right to left, so the ink doesn’t smear onto the unprotected paper part of the card.
True, you could just write your list in ink and make your checks in pencil, but a) pencil rarely erases entirely, and b) rubber erasers degrade the surface of the paper.
If you really like the idea of a portable dry-erase board you can fit in the back pocket of your Moleskine (or just tuck into the pages), try covering the surface of a card with 3″ packing tape. This could be used to make any index card template from DIY Planner reusable — I can see this being useful for the mind-map template, if you’re the kind of person who likes to make mind-maps. Treat cards with dry-erase ink on them carefully — direct contact shouldn’t hurt them, but anything that rubs across them will take ink with it.
What other index card hacks have people come up with? How do you get through the whole pack of cards? What possible use are 4″ x 6″ cards? Let us know in the comments.
WRITER'S BIOGRAPHY
Dustin Wax
Dustin M. Wax is a contributing editor and project manager at lifehack.org. He is also the creator of The Writer's Technology Companion, a site devoted to the tools of the writing trade. When he's not writing, he teaches anthropology and women's studies in Las Vegas, NV. His personal site can be found at dwax.org.
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Comments
Andy Csillag says on November 5th, 2007 at 10:47 am
I’ve been doing this for a few months and have found that the leftover card bit, which is 2″x5″, that I cut it down to 2″x3.5″ which is business US card size which is handy for scratch use.
Ingrid says on November 5th, 2007 at 10:54 am
I can see why you want vertical index cards. And even though you don’t use the Hipster PDA, why don’t you use some of those templates and print directly on blank index cards to make your vertical ones? There are some very nifty templates in there.
Michael Leddy says on November 5th, 2007 at 11:03 am
Levenger has vertical cards, though they’re pretty pricey. Staples used to have vertical cards, right by the house-brand index cards. The verticals were made — I think — by Oxford. Have they been discontinued? Anyone know?
Eugene says on November 5th, 2007 at 11:09 am
I buy blank index cards and run them through the photo tray and print my own lines and items on it. I make up ones like a vehicle manitenance checklist then stick it in the glove box and can check it off and toss it when done rather than flipping through the owners manual and getting it all dirty.
Dustin Wax says on November 5th, 2007 at 11:43 am
I do a couple of DIY templates from time to time, though I’ve gotten pretty stingy with my inkjet’s ink (and my laser printer doesn’t do index cards well). That’s part of the reason I wanted vertical cards — I’d have a coupl of printed cards which were in profile layout, and wanted blanks I could stick in with them and not have to turn my stack back and forth as I used them. And while I adore graph paper in principle, graphed cards just didn’t feel write for writing (personal hangup). I had seen them on Levenger, but they are, as noted, crazy expensive — executive luxury items as opposed to the workaday simplicity of “regular” index cards. I can make a stack of 30 or so in a few minutes with the cutter, or sit with the paper trimmer while I watch TV (if I ever had time to watch TV
and crank them out, so why pay premium prices?
Sarah says on November 5th, 2007 at 12:38 pm
When I used to cut 5×8 index cards down to 3×5, I used the 2×5 leftovers at the front of my Hipster PDA. It divided the PDA neatly into 2 sections, and the skinnier card was good for making lists. I used the skinny card as daily schedule planners, and found them so useful I eventually started cutting some 5×8’s into 2×5’s on purpose!
Glenn Crumpley says on November 5th, 2007 at 12:39 pm
I was attracted to index cards, but was put off by the thickness. I became hooked on the 3×5 scratch pads, but at some point they started making them all out of thin, recycled 16 pound paper. This made the sheets so flimsy that they would not stand up under their own weight (I use a copy stand to keep all my working notes and they would just droop forward and fall off). I don’t think the manufacturers thought anyone would notice the cost-saving move.
As a result, I had some scratch pads custom made with 24 pound paper. They work just fine. They are sturdy enough to handle repeatedly, shuffle, rearrange, etc. They are thin enough that a stack is not excessively bulky and I can fold them easily if I want to slip them in my wallet.
I have them made as totally blank sheets, but for the same price I could have had them printed with whatever I wanted (grids, lines, my name, whatever.) I paid about $50 for 250 40-sheet pads. I’m pleased with the cost and the utility.
Glenn
Qrystal says on November 5th, 2007 at 12:43 pm
I like blank index cards, and I just leave em blank for the utmost in flexibility. I tried the printable templates, but found myself not remembering to print new ones when old ones were used up .. and the ink issue is always a bugger, isn’t it.
I had read elsewhere about someone using 5×8 cards and cutting them to make two 3×5’s, and the leftover pieces were used as shopping lists, clipped with a magnetic clip to the refrigerator if I’m not mistaken (’though the magnetic clip idea might be my own, I’m not sure).
Just wanted to put that out there, and my apologies for not remembering whose idea it was that I’m posting here.
Brent Swigert says on November 5th, 2007 at 1:14 pm
Staples still carries the vertical 5 x 3 cards made by Oxford. I’ve called Oxford and Staples is the only distributor of these cards with no KNOWN plans to discontinue them. They retail for $2.29 per 100 in the Midwest.
Mike says on November 5th, 2007 at 3:42 pm
Brent - Who did you call at Oxford and how did you get in touch with them? I have looked for an Oxford website and they appear to {gulp} not have one!
I wonder why Staples does not carry these vertical cards online? Rarely do they carry something in their store that isn’t available in their online catalog. I want some of these! Want to drop-ship, Brent?
Mike says on November 5th, 2007 at 3:57 pm
Double-dipping here, but I just found another “vertical index card” but called “portrait index cards” here. They are by Post-it and are 3×4. I don’t normally post links and I hope it’s okay - but I don’t know another way to describe than to show the pic. I found it at:
http://www.ontimesupplies.com/.....634RV.html
David Ahlport says on November 5th, 2007 at 4:03 pm
Heh, kind of out of place.
But certainly the right audience.
Tried to get used to notecards, but they get mixed up too easily.
I tried the 3×5 notebooks, but those were too small.
Thought I’d mention the solution I’ve found was using a 6×9 “Gregg Rule” notepad.
6×9 is rather nice since it’s the biggest notepad that can fit in my pocket.
Got mine as a 4 pack at Office max for $3.70, and it certainly was well spent.
Dustin Wax says on November 5th, 2007 at 4:05 pm
Glenn - where did you have your pads printed? Local print shop, online, Kinkos?
Brent - Good to know about Staples; unfortunately, Staples doesn’t have any locations in Las Vegas (nor does Ikea, so count me doubly cursed).
Mike - I mentioned the post-it cards; they taunt me with their non 3×5-ness. What’s more, I’ve found the post-it index cards much less useful than they should be. I mean, they’re index cards *and* post-its, what’s better than that? And yet, I’ve found nothing to use a whole pack on. *sigh*
Dereks says on November 5th, 2007 at 5:03 pm
WTF??
I was totally bowled out when I saw such cutter at my driving courses head’s office. Since he was some 50-year old fogey and also I live in post-soviet area, I somehow got used with the idea that this is some badass old fart’s device. But how does it happen to be in the US???? Can such thing exist there???? This sing totally spooks me out, looks like a Mafia’s finger-cutting device!!!
etavitom says on November 5th, 2007 at 5:52 pm
thank u for the cool post! i love index cards and use them all the time….
Tripp Lilley says on November 5th, 2007 at 6:20 pm
Apropos the “custom printing route,” you can also buy an enormous lot of the larger size cards and sweet-talk a local printing house into chopping them down to size for you on their industrial paper choppers.
Nate Just says on November 5th, 2007 at 6:25 pm
Hey everyone,
Just in case anybody was curious, I recently started a project to raise money for my favorite charity heifer International, by selling preprinted index cards.
There not vertical like so may people seem to like, but I’ve been using them with the moleskine memo pocket to organize my week.
I label the moleskine pockets, Monday - Saturday/Sunday. So it’s better that there horizontal so I can see the card without pulling it out of the memo pocket folder.
ALL of the profits go to heifer International who provide livestock to needy families around the world. Also, they are not as expensive as levenger’s cards.
If you’re curious you can check out my WIP (work in progress) cards at http://www.wipcards.com or check out the good work of http://www.heifer.org
I find using 3×5 cards is the easiest way for me to handle task management.
rl says on November 6th, 2007 at 1:21 am
Have you tried, well, you know, turning the horizontal ones … sideways? That’s sort of an easy way to end up with vertical cards.
Dustin Wax says on November 6th, 2007 at 2:08 am
No lines, man. No lines…
MatthewT says on November 6th, 2007 at 9:04 am
I echo the call for blank index cards; it lets you do things like write important things in larger letters or add smaller notes on the side at various angles.
I’m in the Army and the index card system is quite popular among Soldiers and officers. I keep a stack on my desk and a group of 4 or 5 folded 5″x8″ cards fits perfectly in the ACU chest pockets, giving you a much flatter notebook than anything bound.
derek martin says on November 6th, 2007 at 9:41 am
You might be interested in these “hipster PDA/wallets” from Levenger. I have the “International Pocket Briefcase” and LOVE IT
http://www.levenger.com/PAGETE.....gory=11-76|level=2-3|link=LN
http://www.levenger.com/PAGETE.....gory=11-76|Level=2-3|pageid=2269|Link=Txt
Brent Swigert says on November 6th, 2007 at 10:58 am
Mike,
I never contacted Staples directly but remember being bummed when I didn’t find the cards on their website. But I’m willing to drop-ship some if you are serious.
I had a tough time finding the Oxford info to call. It was a couple months ago and I’ve discarded that index card.
Dustin,
I make the same offer to you about drop-shipping some if you want to try them.
I found Office Depot carries vertical half-size index cards. They measure 3 x 2.5. They are nice to slip into a pocket for some quick notes. I went to them after trying the Levenger Palm Notes, about the size of a business card. Again these are vertical.
Nancy Dallas says on November 6th, 2007 at 5:11 pm
I am also a fan of index cards, especially the colored ones. I use them alot in my classroom. I write important informationto on them and keep them stashed in a drawer nearby. I also use them as I write on each child’s card what area of need I need to reinforce.
Marica Follett says on November 6th, 2007 at 11:23 pm
Officemax has 3 x 5 index cards printed with a grid. Hope it helps!
Veteran Military Wife at Life Lessons of a Military Wife says on November 7th, 2007 at 9:05 am
I love index cards too! I like to have a stack nearby when I read my latest non-fiction book. Write the category on top (and name of book), write the little blurb that interested you, and put the card in a card box under tabbed entries…instant tips and ideas at your fingertips!
I also like to use them for grocery lists and any other kinds of lists…I can just keep it in my day planner for quick reference and trash it when I’m done.
Eugene says on November 7th, 2007 at 10:02 am
I’d love to find grid ones. Problem with most grid ones and graph paper too is the grid lines are too thick and dark.
natejust says on November 11th, 2007 at 11:25 pm
I just picked up 2 different types of index card “pocket briefcases” at Staples.
One was $6 (lesser quality) made under a Staples brand name, and the other made by Buxton, not as high a quality as Levenger, but not bad for $10.
They are not listed on the Staples website yet or I’d include the link. But I found them both in the “Organizer/portfolio” section in the store.
teleny parrish says on November 29th, 2007 at 7:07 pm
My personal take on index cards is to buy a “brag book” (you know, those little pocket photo albums) and put a 4″ by 6″ in each pocket. The pockets take dry-erase VERY well, and you can switch cards whenever you please!
Black Velvet Monkey says on December 10th, 2007 at 8:43 pm
I did a video on dry erase 3X5 cards. Hope it helps.
http://www.metacafe.com/watch/.....ase_board/
Tiffany says on April 6th, 2008 at 3:25 pm
In response to uses for 4 x 6 cards - I cut them in half to make 2 x 3’s which are perfect for my smaller hands, and the smaller pockets on women’s pants. The bigger cards were just to wierd to hold and write on. I am surprised more people don’t use this size. I call it my “nano hipster.” (-;
chrisweuve says on April 17th, 2008 at 7:15 am
Another idea: rather than using a dry erase marker, use a PERMANENT audio-visual pen (which you can get in very fine). a “permanent” pen isn’t permanent, it just isn’t water-soluble. It *is* soluble in (wait for it) dry-erase marker. So, to erase, you scribble over it with a dry erase marker and immediately wipe it clean with a paper towel. This works well enough that I could write “1 2 3″ and erase the “2″ without disturbing the numbers on either side.
If it wasn’t for the fact that I don’t want to carry yet another pen (or two) I would have just laminated a handful of 3×5s a long time ago.
PS: Grid index cards will save all that cutting, too. Or you can buy blank cards and run them through your printer.
TrishNYC says on April 22nd, 2008 at 4:00 pm
I have found the Oxford 3×5 portrait cards at Staples in pad format. The Item # is 006351, distributed by Esselte Corporation in Garden City, NY.