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Organize Your Documents Online

Organize Your Documents Online

If you’re one to work away from home and like things accessible while mobile, you’ve already changed to an email client like Gmail, and are on your way to creating a completely online office.

Filing and organizing paper documents is a chore and takes up space so you may be digitizing them already via your scanner. This way any documents you receive online don’t have to be printed off; although you’ll probably keep hard copies of all your important documents somewhere.

Put these together and you’re looking for a way to organize your documents online. Here’s three ways and how they differ.

box.net document organizing

    Box.net

    An excellent online storage solution, Box.net offers 1gb free with the ability to share with other Box.net users.

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    It’s a simple and good looking app that makes it easy to upload in bulk, documents and other filetypes, organize in folders and tag files. Box.net’s search is excellent with sorting by Date and Size also available.

    If you want to increase your storage, to unlimited for free, and still have access to files from one login; here’s how you do it.

    • 1. Find an email client that supports sending emails from different accounts, such as Gmail.
    • 2. Create some new email accounts and have them accessible through your main one.
    • 3. Create new Box.net accounts with these emails.
    • 4. For each account, add your main Box.net account to the Network and Share the ‘Upload From Email’ folder with it.
    • 5. Email files to upload@box.net

    If you send from your main email, the files will appear in the ‘Upload From Email’ folder in your main Box.net account. If you send from your extra email accounts, they will go to your extra Box.net accounts, but be Shared with your main account under the Updates tab.

    There you can’t search or tag files, but you can download or add them to your account.

    Pros

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    • Great interface
    • Any filetype can be uploaded
    • Can make files public and display on a public page, where RSS is available
    • Upload from email
    • Embed widget

    Cons

    • Can’t view documents in browser
    • Storage relative to number of email accounts accessible [1=1gb]
    scribd document organization

      Scribd.com

      This is a relatively new addition to the ‘YouTube for documents’ scene. Here you can upload your documents like you would a video or photograph on a social network. Sharing and finding documents is simple and easy.

      The interface is a little clumsy but you can still tag everything to keep things organized and My Collections feature allows you to organize things further into folders. If you want to keep certain docs away from prying eyes, each item can be switched to Private.

      With all the beta-ness of Scribd, it’s strengths lie in compatibility. You can upload anything from Microsoft Word docs and PDFs to Excel and Powerpoint files.

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      After the document is up, you can download it as either a PDF, a doc, a text file or an MP3. No matter what format you upload in, as long as there is legible text, the output is good. And I thought OCR was dead.
      Each file is viewable in an attractive [and embeddable] Flash holder where you can scroll, zoom and print the document from.

      Pros

      • Instant file conversion – including audio
      • Read documents within browser
      • Find interesting documents from social network
      • Embed widget

      Cons

      • Buggy and unattractive interface
      • Searching your own documents requires Advanced fields
      • Only document filetypes accepted
      • Can’t upload from email
      gmail document organizing

        Gmail + G-Drive

        We previously mentioned using filters in Gmail to organize anything you uploaded through Gmail Drive. This works simply for documents.

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        • 1. Download Gmail Drive
        • 2. Create and organize folders within the Gmail drive on your computer
        • 3. Create Gmail filters with queries such as GMAILFS: /contracts/ and GMAILFS: /receipts/ in the Subject field. This will create labels in Gmail to reflect your folders.

        Anything you add to the Gmail drive on your computer will be sent to your Gmail account as an email. With specific filters added, each file will be moved to the corresponding label/folder in Gmail.

        Pros

        • Move documents to folders from your computer like normal
        • Almost 3gig of storage
        • Any filetype can be uploaded
        • New files [or plain emails] can be labeled within Gmail into your system
        • Easily share files through email forwarding
        • Upload via email
        • Gmail search
        • Can integrate documents with Calendar, Google Docs etc

        Cons

        • No native sub-label function
        • When searching, requires Label: field to exclude searching emails

        As much as there may always be documents you never want available online, for the sake of backups and accessibility, these options aren’t half bad. Know any better?

        More by this author

        Craig Childs

        Craig is an editor and web developer who writes about happiness and motivation at Lifehack

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        Last Updated on August 6, 2020

        35 Top Productivity Apps for iPhone (2020 Updated)

        35 Top Productivity Apps for iPhone (2020 Updated)

        Over the years here at Lifehack, we’ve discussed plenty of apps that you can use to improve your overall productivity.

        There are certain ones that many of our contributors and editors (past and present) have adopted over the long-term — there are always the stalwarts that stick around. But there are also new apps that crop up every day, adding more and more depth to the app category.

        Some of the apps are incredibly plain and simple, while others are more robust and offer more features than you can shake a stick at. And everyone has the one they prefer.

        It’s been our job (and still is our job) to keep abreast of all of the productivity-type apps out there. As a result — and as a bit of a refresher — we’ve put together a list of 35 best productivity apps for iPhone (all categorized based on their functions) to provide you with an all-in-one resource for you.

        For Getting Things Done

        1. OmniFocus

        This app is, while pricey, considered to be one of the (if not the) most robust and full-featured productivity apps on the market.

        Download it here.

          2. Forest

          Train yourself to put your phone down and stay focused on the task at hand by playing with this planting game. It’s fun and will help you achieve more.

          Download it here.

            3. Things

            Another robust choice, this app is a favorite amongst “productivityists”.[1]

            Download it here.

               

               

              4. Any.Do

              A beautiful-looking app that is both easy on the eyes and your wallet.

              Download it here.

                5. PocketLife Calendar

                This calendar app is specifically designed to be stylish and super easy-to-use. You can organize your life easily with different modern features.

                Download it here.

                  6. Asana

                  We’ve covered Asana here at Lifehack

                  , and it is being actively developed by a strong team committed to making collaborative task management a more efficient and effective experience.

                  Download it here.

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                    7. ToDoist

                    This app keeps track of everything – from simple errands to your most important projects – so you can get it all done and enjoy more peace of mind along the way.

                    Download it here.

                       

                       

                      8. Calendars 5

                      This calendar app focuses on events that help you to keep track of upcoming events and tasks easily. It has everything you need to organize, track, and complete your to-dos.

                      Download it here.

                        9. Clear – Tasks, Reminders & To-Do Lists

                        A fun and innovative list-making app that relies on swiping and pinching to make things happen. Clear created a lot of buzz when it launched, and might be the perfect to-do list gateway app for many.

                        Download it here.

                          10. Due

                          A robust reminders app that lets you store and maintain reminders of all types. It’s replaced Reminders for me when it comes to the basics, and it’s worth a look if you want to keep the mundane stuff out of your head and cluttering your mind.

                          Download it here.

                            11. Checkmark 2

                            I use this app

                            for location-based reminders (such as groceries I need to get or single items I need to pick up from various locations). Checkmark is simple to use and valuable addition to my productivity arsenal.

                            Download it here.

                              12. TeuxDeux

                              Created by Tina Roth Eisenberg and Fictive Kin — TeuxDeux is simple and incredibly stellar in terms of design. If you like lists (including the popular “Someday Bucket”) and want to associate dates with tasks, then TeuxDeux will be right up your alley.

                              Download it here.

                                 

                                 

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                                13. Nirvana

                                For the GTD enthusiasts, there’s Nirvana. Straight from the source: “Nirvana frees your mind to focus on actually getting things done. If you’ve had enough of generic to-do lists, it’s time for Nirvana.”

                                Download it here.

                                  14. Priorities

                                  An elegant-looking task management app that has received decent reviews,[2] this could be the one for you if you’re not a fan of OmniFocus or Things — especially if you need (or want) to share tasks with others.

                                  Download it here.

                                    For Building Habits

                                    15. Productive

                                    With this app, you can plan your habits with an easy-to-use interface, schedule habits for any time of the day, set smart reminders for each time of the day, and stay on track with useful feedback. This app is perfect for anyone who wants to build a habit that sticks.

                                    Download it here.

                                      16. Habitica: Gamified Taskmanager

                                      You can complete tasks and build habits in a more fun way with this app. Input your Habits, your Daily goals, and your To-Do list, and then create a custom avatar. Check off tasks to level up your avatar and unlock features such as armor, pets, skills, and even quests.

                                      Download it here.

                                        17. Streaks

                                        This app follows the model of the popular “don’t break the chain method” in that you use the app to track how you are donig in the pursuit of your goal. Great for goal-setting — and an easy and elegant interface to boot.

                                        Download it here.

                                          18. Remember The Milk

                                          Another popular to-do list app, Remember The Milk has a huge following. It has plenty to offer, including the ability to share tasks with others.

                                          Download it here.

                                            19. Day One Journal

                                            When it comes to journaling, nothing really beats Day One. Its latest update added a slew of features that will make you want to start making journaling a habit.

                                            Download it here.

                                              For Files Organization

                                              20. Evernote

                                              Touted as the world’s most widely-used productivity app, Evernote is an be used simply as a notetaking app or can be customized to be your GTD app of choice — among other things.

                                              Download it here.

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                                                21. Pocket

                                                You can save an article, video, or link you want to read or watch later to Pocket from anywhere including your computer, Safari, email, and your favorite apps like Facebook, Twitter, Flipboard, and Feedly.

                                                Download it here.

                                                  22. Sync.Me

                                                  This app identifies unknown phone calls, warns you from annoying spam calls, and adds a caller picture to your contacts from Facebook, Twitter, and Google+.

                                                  Download it here.

                                                    23. Droplr

                                                    One of the most popular file-sharing apps out there today. Straight from the source: “Stay productive on the go. Droplr for iPhone keeps you in sync and makes sharing on the iPhone natural.”

                                                    Download it here.

                                                      24. Dropbox

                                                      Before iCloud, there was Dropbox. And there still is Dropbox, which is still widely used by both Mac and PC users all over the globe. It’s like having a flash drive on your iPhone. A must-have.

                                                      Download it here.

                                                         

                                                        For Working Smarter

                                                        25. Captio

                                                        A simple capture tool. Straight from the developers: “It’s simple. Open Captio and start typing. When you’re done, hit Send. The note is immediately delivered to your email inbox.”

                                                        Download it here.

                                                          26. Drafts

                                                          A tremendous capture tool that allows for simple capture, followed by sending items to various applications such as OmniFocus, Things, and more.

                                                          Download it here.

                                                            27. NoteShelf 2

                                                            This is a perfect note-taking app for you. You can take beautiful handwritten notes, type, annotate PDFs, record audio & create lists. You can organize them into categories or groups.

                                                            Download it here.

                                                              28. Doodle

                                                              This app links directly with the Doodle service, which is one that allows you to plan and organize meetings far more efficiently and effectively. Lifehack contributor Steve Dotto has written about Doodle more in-depth here.

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                                                              Download it here.

                                                                29. TextExpander (Legacy)

                                                                I have saved countless hours of time with TextExpander, and despite its inability to be as robust on iOS as it is on the Mac, it is still a worthy app to have in your arsenal.

                                                                Download it here.

                                                                  30. Launch Center Pro

                                                                  A quick launcher for the iPhone that doesn’t just launch an app…with some of them it can do much more. This app saves you time by launching complex actions in a single tap.

                                                                  Download it here.

                                                                    31. GoodReader

                                                                    This may seem to be an odd one to make this list, but here are plenty of reasons why it is here with this article.

                                                                    Download it here.

                                                                      32. LogMeIn

                                                                      Want to be able to control your Mac from wherever you are? Then get this app.

                                                                      Download it here.

                                                                        For Improving Security

                                                                        33. 1Password

                                                                        There is simply no better password manager out there. I’ve even put together a 1Password Emergency Kit worth looking at here.

                                                                        Download it here.

                                                                          34. LastPass Password Manager

                                                                          You can store passwords and logins, create online shopping profiles, generate strong passwords, track personal information in photo and audio notes.

                                                                          All you have to do is remember your LastPass master password, and LastPass auto-fills web browser and app logins for you.

                                                                          Download it here.

                                                                            35. Truecaller

                                                                            Identify and block spammers, search for unknown numbers, and call friends easily with this app. With a community-based spam list from over 250 million users, you’ll need this app.

                                                                            Download it here.

                                                                              There are plenty of other options out there (and we’ve heard from readers in the past as to what they enjoyed using), but these 40 are among the best.

                                                                              Featured photo credit: William Hook via unsplash.com

                                                                              Reference

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