Tips & Stories

The Benefits of Public and Shared Notebooks

The Benefits of Public and Shared Notebooks

Posted by Kasey Fleisher Hickey on 18 Jan 2013

Posted by Kasey Fleisher Hickey on 18 Jan 2013

Contributed post by Lindsey Holmes, Small Business Ambassador

One of my favorite aspects of Evernote is the sharing features—Shared Notebooks and Public Notebooks, in particular. I create Shared and Public Notebooks for a range of things that are at the core to my agency’s approach to management, strategy and execution.

Shared vs. Public Notebooks

You can share a notebook with one or more individuals and, if you’re a Premium Evernote user, grant modification rights to other users. You can also create Public Notebooks by creating a public link to a notebook that can be posted anywhere, allowing anyone who has access to that link to view your notebook and ‘Join’ it. When you join a Public Notebook, it will automatically be saved to your Evernote account, where you can sync it along with your other notebooks from any device where you have Evernote installed.

At my agency, we create Shared Notebooks for:

  • Events: To easily share information including itineraries and digital programs, speaker and sponsor content, as well as valued resources for attendees.
  • Clients: When we sign on a new client, we create Public Notebooks to easily share their content with social networks.

Evernote’s really accessible API allows us to easily create automated sharing scripts for our notebooks, but non-techies can use integrations like IFTTT to automate tasks, such as publishing updates to Shared Notebooks directly to their Twitter account.

Onboarding new clients with Shared Notebooks

When onboarding new clients, we create two notebooks; one is shared with only a handful of individuals and holds encrypted information like email addresses and payment details, and the other includes contracts, reports, and checklists for project collaboration. The second Shared Notebook is accessible by multiple team members, so we can all work together more efficiently. Not only am I able to provide my clients access to their content instantly, I’m able to scale my small business by automating tasks.

Public Notebooks for sharing information with my local community


In addition to using Public and Shared Notebooks for my work, I also create Public Notebooks to contribute to my local community. My Emergency Preparation notebook, created for Newark, NJ and its surrounding areas during Hurricane Irene, is a model that communities can use to easily prepare for major emergencies and, wireless Internet permitting, disseminate information quickly. In this Public Notebook, users will find emergency checklists, FEMA information and local emergency numbers. Gaining access to these resources quickly and easily can make a big difference in emergency situations. (Pro Tip: Save important notebooks like this offline for use even without wireless Internet with the Evernote Premium Offline Notebooks feature.)

Evernote Business

To get the most out of notebook sharing at work, we recommend checking out Evernote Business.

Evernote Business is the optimal solution for sharing knowledge across your organization, and comes with all the features of Evernote and Evernote Premium, plus a variety of new features specifically tailored to the needs of small and medium-sized businesses. Evernote Business features include the ability to create Business Notebooks that can be shared with others, access to the Business Library, where users can publish Business Notebooks for the benefit the entire company, powerful knowledge discovery capabilities with Related Notes and Related Results, increased monthly upload allowance and more. Learn more about Evernote Business.

Do you use Shared Notebooks or Public Notebooks to be more productive? Share you stories in the comments!


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14 Comments RSS

  • roschler

    Great post Lindsey! I especially like the tip of encrypting sensitive info like E-mall addresses. I hope people take heed of it.

  • Rupinder Sra

    After sharing, sometimes using email, many people have complained that they can not open the file/attachments. Why does that happen?

    • Alana

      I would say your issues are probably due to file size. Business and premium accounts process larger file sizes. Most likely your clients have basic accounts, thus not able to open your files/attachments.

  • amuramoto

    Please visit to contact the Evernote support team.

  • Francesco D'Alessio

    Great post

  • Thor Prichard

    Great post, but the feature seems to have abruptly disappeared, wreaking havoc on back-to-school planning for thousands of educators. 🙁 Any idea when this feature will be restored?

  • Stephanie

    Except now we can’t share notebooks publicly, and it was a feature removed without an announcement, and I’m a paying subscriber. Bad form, evernote.

  • b

    I’m going to have to switch to One Note because of the loss of the ability to publish a notebook… 🙁

  • Dr. Priscilla Reed

    Thank you for this valuable information. I am a new student at The LA Film School, studying to obtain a Bachelors of Science Degree in Digital Film Making and I believe Evernote just became my best friend forever. Thanks again ~

  • Du'Shaun Rodgers

    Thanks for the information…. I’m new to evernote, but will be looking forward to working with it…. Thanks

  • kenneth Faggin

    I just joined the Los Angeles Film School and had to read this post as an assignment, very good information, Lindsey!

  • Abdus-Salaam Sabir

    I am also a new student at the L.A. Film School and I’m just getting acquainted with the information. I can see myself utilizing Evernote now and in the future.

  • Gabrielle

    I think that this is very savvy. Such a wide variety of uses with for wide spectrum of ideas.

  • mike morrow

    i cant wait to try it