Take Control of Getting Started with DEVONthink 2

Take Control of Getting Started with DEVONthink 2

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English
199 Pages

Description

With the information-management program DEVONthink 2, you no longer have to swim in a sea of Web bookmarks, email receipts, RSS feeds, scanned memorabilia, Post-it notes, and phone bills. DEVONthink stores your digital documents and clippings, helps you scan and store paper documents, and serves as home base for organizing and viewing all your information. But mastering all that power can take effort, and this ebook - created in partnership with DEVONtechnologies - has the real-world advice you need to understand how DEVONthink can bring order to your information.

This book got me around some suboptimal usage patterns that were holding up my profitable use of this excellent software. I'd recommend this book to any level of DEVONthink user. -Scott McGrath

After covering essential DEVONthink vocabulary and concepts, Joe helps you start using DEVONthink effectively. You'll learn how to:

  • Get around in the interface
  • Decide how many databases you need and set them up
  • Determine whether to input or index data
  • Configure where incoming data will go
  • Import data from many different applications
  • Input data from a scanner, including OCR options
  • Use grouping and tagging to organize data
  • Use simple (and sophisticated) techniques for searching
  • Create smart groups that automatically gather newly imported data
  • Edit data in DEVONthink (or externally)
  • Find the best way to sync DEVONthink data with other devices
  • Share DEVONthink data with other people
  • Export data from DEVONthink
  • Back up and maintain healthy databases

Questions answered in the book include:

  • What is DEVONthink good for, and what should be left to other programs?
  • What kinds of data can I import? (Short answer: Nearly everything!)
  • Which of DEVONthink's many views should I use?
  • When I import data from different sources, where does it end up, and why?
  • Is it better to sort imported data right away, or leave it for later?
  • Should I group my data, tag it, or both?
  • What are duplicates and replicants, and how can I tell them apart?
  • Which types of data can be created or edited within DEVONthink?
  • How do I make my DEVONthink database accessible via the Web?
  • How do I use DEVONthink To Go on my iOS device?
  • Are there Automator or AppleScript options for DEVONthink? (Hint: Yes!)

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Informations

Published by
Published 20 March 2012
Reads 128
EAN13 9781615423873
Language English
Document size 4 MB

Legal information: rental price per page €. This information is given for information only in accordance with current legislation.

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TidBITSPublishing Inc. Take Control of v2.0 GettingStarted with DEVONthinJoekKiss2ell SECOND EDITION
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Table of Contents
Read Me FirstUpdates and More .....................................................................5Basics .....................................................................................6What’s New in the Second Edition ...............................................8
Introduction
DEVONthink Quick Start
Quicker Start for First Edition Readers
Understand DEVONthink Basics What Exactly Is DEVONthink?....................................................15Words You Should Know ...........................................................19Importing vs. Indexing .............................................................22Organizing Features .................................................................25DEVONthink Editions ................................................................27What DEVONthink Is Not Good For.............................................28
Explore DEVONthink’s InterfaceAssistant ................................................................................30Main Window ..........................................................................32Panels....................................................................................45Drawers .................................................................................50Document Windows .................................................................53Inboxes..................................................................................54Workspaces ............................................................................55
Set Up DEVONthink DatabasesCreate a New Database ............................................................56Configure Database Properties ..................................................59
Get Information into DEVONthinkDecide Where Your Documents Will Go .......................................64Create Documents in DEVONthink..............................................68Use the Import or Index Command ............................................72
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Use Drag and Drop ..................................................................73Use the System-Wide Global Inbox ............................................74Use the Services Menu .............................................................77Use the Sorter ........................................................................80Use the Clip to DEVONthink Browser Extension ............................84Grab Web Data with Bookmarklets .............................................86Add Email Messages ................................................................89Use the PDF Menu ...................................................................92Scan Documents into DEVONthink .............................................94Use the Built-in Web Browser ..................................................102Read RSS Feeds in DEVONthink ...............................................105Joe’s Recommendations for Getting Stuff into DEVONthink ..........109
Organize Your InformationUnderstand Groups and Tags ...................................................112Create and Use Groups ..........................................................117Tag Documents .....................................................................125Work with Links and WikiLinks .................................................129Move Data between Databases ................................................132Split and Merge Documents ....................................................133
Find Your InformationPerform a Simple Search ........................................................135Refine a Search with Search Options ........................................136Use the Search Window ..........................................................137Use Smart Groups .................................................................139Search Using the Concordance ................................................142
Work with Your InformationEdit Documents in DEVONthink................................................144Edit Images ..........................................................................146Navigate PDFs .......................................................................148Annotate PDFs ......................................................................150Edit Documents in External Applications ...................................153
Sync DEVONthink Databases between MacsUnderstand Sync Basics .........................................................155Choose a Sync Destination ......................................................156
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Resolve Conflicts ...................................................................161
Use DEVONthink To GoSet Up the Mobile Sync Group .................................................162Configure and Sync DEVONthink To Go .....................................164Find Your Way around DEVONthink To Go ..................................166Add Items to DEVONthink To Go ..............................................167Manage Documents in DEVONthink To Go .................................169Set DEVONthink To Go Preferences ..........................................175
Get Information Out of DEVONthinkUse DEVONthink’s Web Server.................................................178Export Data ..........................................................................181
Dig DeeperMaintain Your Databases ........................................................184Use AppleScript and Automator with DEVONthink.......................185Link DEVONthink Documents to Other Applications.....................191
Appendix A: Keyboard ShortcutsKeyboard-and-Mouse Combinations .........................................192Other Shortcuts ....................................................................193
Learn More
About This Book Ebook Extras.........................................................................195About the Author ...................................................................196Author’s Acknowledgements ....................................................196Shameless Plug .....................................................................197About the Publisher................................................................197
Copyright and Fine Print
Featured Titles
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Read Me FirstWelcome toTake Control of Getting Started with DEVONthink 2, Second Edition,version 2.0, published in March 2012 by TidBITS Publishing Inc. This book was written by Joe Kissell and edited by Adam Engst (with help from Tonya Engst). This book teaches you the basics of DEVONthink (Personal, Professional, and Pro Office editions) version 2.x. You’ll learn how to find your way around, get information into and out of DEVONthink, and make the most of the program’s most important features. If you have an ebook version of this title, please note that if you want to share it with a friend, we ask that you do so as you would a physical book: “lend” it for a quick look, but ask your friend to buy a new copy to read it more carefully or to keep it for reference. Discountedclassroom and Mac user group copiesare also available. Copyright © 2012, Joe Kissell. All rights reserved.
Sponsored by DEVONtechnologies This book was sponsored by DEVONtechnologies. Special thanks to Eric Böhnisch-Volkmann for his enthusiasm for the project and to Christian Grunenberg for his clarifications about subtle features.
Updates and More
You can access extras related to this book on the Web (use the link inEbook Extras, near the end; it’s available only to purchasers). On the ebook’s Take Control Extras page, you can:
Download any available new version of the ebook for free, or buy any subsequent edition at a discount.
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Download various formats, including PDF, EPUB, and—usually— Mobipocket. (Learn about reading this ebook on handheld devices athttp://www.takecontrolbooks.com/device-advice.)
Read postings to the ebook’s blog. These may include new tips or information, as well as links to author interviews. At the top of the blog, you can also see any update plans for the ebook.
Get a discount when you order a print copy of the ebook.
If you bought this ebook from the Take Control Web site, it has been added to your account, where you can download it in other formats and access any future updates. However, if you bought this ebook elsewhere, you can add it to your account manually; seeEbook Extras.
Basics
In reading this book, you may get stuck if you don’t know certain fundamental facts about using your Mac or if you don’t understand Take Control syntax for things like working with menus or finding items in the Finder. Please note the following:
Menus:Where I describe choosing a command from a menu in the menu bar, I use an abbreviated description. For example, the abbreviated description for the menu command that copies data in DEVONthink is “Edit > Copy.”
Note:The application menu (the one by the Applemenu; it has the name of the currently active application) has a different name depending on your edition of DEVONthink. For convenience, I refer to this menu using the term DEVONthink. The menu name may be different for you (if I say, “choose DEVONthink > Preferences,” you may have to choose DEVONthink Pro Office > Preferences).
Finding an application’s preferences:I often refer to preferences in an application that you may want to adjust. Don’t confuse an application’s preferences with the system-wide settings found in System Preferences. To access the preferences for an application, chooseApplication Name> Preferences. For example, in DEVONthink Pro, you would choose DEVONthink Pro > Preferences.
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Path syntax:This book occasionally uses apathto show the location of a file or folder in your file system. For example, Mac OS X stores most utilities, such as Terminal, in the Utilities folder. The path to Terminal is:/Applications/Utilities/Terminal.
The slash at the beginning of the path tells you to begin from the root level of the disk. You will also encounter paths that begin with~ (tilde), which is a shortcut for the current user’s home folder. For example, if the person currently logged in has the user namejoe and wants to install fonts that only he can access, he would install the fonts in his~/Library/Fontsfolder, which is just another way of writing/Users/joe/Library/Fonts.
User Library:The library folder mentioned in the previous paragraph,~/Library, is normally invisible in Lion. To see it, hold down the Option key and choose Go > Library in the Finder.
Right-clicking (Control-clicking):Some actions in DEVONthink are accomplished by pointing at an item, performing asecondary click(or tap) on your mouse, trackball, or trackpad, and then choosing a command from a contextual pop-up menu. (In some cases, this contextual menu is, in fact, theonlyway to perform a given command!)
The original (and still functional) way to perform a secondary click on a Mac is to hold down the Control key while clicking—that is, to Control-click. A multi-button input device (including an Apple Magic Mouse or Mighty Mouse) can be configured so that pressing on one side (or button) produces a standard click and pressing on the other produces a secondary click. Similarly, the Magic Trackpad and the built-in trackpads on Apple laptops can be configured to produce a secondary click in various ways, such as double-tapping.
In this book, I say “right-click (Control-click),” by which I mean “do whatever you have to do to display the contextual menu.” If you prefer a different method and your input device supports it, feel free to display the contextual menu in the way that seems best to you.
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What’s New in the Second Edition
DEVONthink has been updated quite a few times since I wrote the first edition of this book, and even though the software is still “DEVONthink 2” (that is, version 2.x), the latest version as I write this text—version 2.3.3—includes hundreds of differences from version 2.0. (I am reliably informed that the next major update, version 2.5—due at some point in the first several months of 2012—will still closely match what this book describes.) In addition, since the first edition appeared, Apple released Mac OS X 10.7 Lion, which introduces its own long list of changes.
Accordingly, I’ve updated this book in many ways, both large and small.
Tip:If you already read the first edition of this book, take a glance at Quicker Start for First Edition Readers!
Among the most significant changes are the following:
A new section about the Assistant, which provides tips and support tools. SeeAssistant.
Information about the two forms of Full Screen mode (one of which is the Lion method). SeeFull Screen.
A mention of the Activity panel, used during syncing. SeeActivity.
An introduction to the new Workspaces feature, which lets you save windows, views, and other onscreen elements. SeeWorkspaces.
A sidebar explaining why Dropbox and local network servers aren’t good places to store your DEVONthink databases. SeeWhere Not to Store Your Databases.
Thoroughly revised guidance regarding groups and tags, now that “Exclude Groups from Tagging” is the default setting for new databases. SeeConfigure Database PropertiesandUnderstand Groups and Tags.
A tip about importing and deleting documents in one step. See the sidebarImport and Delete.
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Details about how the Sorter now interacts with Lion’s Full Screen mode. SeeUse the Sorter.
Instructions on installing and working with the new DEVONthink extensions for Chrome, Firefox, and Safari. SeeUse the Clip to DEVONthink Browser Extension.
Significantly revised instructions on using bookmarklets. SeeGrab Web Data with Bookmarklets.
An expanded discussion about adding email messages, which now includes importing them from Microsoft Outlook and Entourage. SeeAdd Email Messages, and especiallyUse the Outlook and Entourage AppleScripts.
Coverage of DEVONthink’s new capability to communicate directly with many scanners and digital cameras. SeeScan Documents into DEVONthink, and in particularPull an Image from a Scanner or Camera.
Information about using compound predicates in smart groups. See Use the Smart Group Editor.
A new chapter about using the recently introduced capability to sync databases with other copies of DEVONthink, Dropbox, and other locations. SeeSync DEVONthink Databases between Macs.
A new chapter about DEVONthink To Go, an iOS app that lets you take your DEVONthink databases with you. SeeUse DEVONthink To Go.
An appendix listing shortcuts involving the keyboard (with or without the mouse) that may not be obvious. SeeAppendix A: Keyboard Shortcuts.
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Introduction
I almost don’t know where to begin. That’s my problem as an author, and it may be your problem as a user, too. DEVONthink is an information management tool with a marvelously deep, rich set of features, and it can adapt itself to just about any set of needs or work preferences. That’s the good news; the bad news is that this wealth of power is like a 50-page restaurant menu in which every dish sounds equally delicious. There are so many excellent choices that finding a clear strategy to make the most of the meal—or the software, as the case may be—can be a daunting prospect.
My goal in this book is to do just that: to help you wrap your brain around DEVONthink’s extensive options and figure out how best to use it to accomplish your goals. Whether you are starting out with the program for the first time or are a seasoned user looking for ways to get more out of it, I hope to show you where to focus, what to try, and how to think about DEVONthink in the most effective way.
DEVONthink already has plenty of good documentation in the form of built-in help files. The purpose of this book is neither to replace that information nor to explain the operation of every command and button. Rather than create an exhaustive reference guide, I’ve concentrated on the key tasks you’ll want to accomplish. After providing an overview of the program’s main concepts and interface, I walk you through the principal activities you’ll do over and over, such as getting information into DEVONthink; organizing, finding and working with that information within the program; and, finally, getting the information back out (exporting or sharing it).
Stepping Stones I’ve peppered this book with a series of blue boxes like this one, which provide special advice for working through complex choices in DEVONthink. Think of them as stepping stones that help you navigate both the book and the software more easily.
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