Scan Directly From Your Office to Evernote

Many of us work in offices that have multifunction printers / scanners / copiers / faxes / latte machines (OK, maybe not the last part), and these machines typically support sending scans via e-mail as PDF attachments. This is great for those of us (like me) who are making a real effort to go paperless as much as possible. But it’s still a pain to get the email and file the paper away in it’s right place. So to speed things up, I hooked up my personal scanner (at home, a Lexmark) and the office scanner at work directly to Evernote via some crafty GMail filters. While this works best if you use Gmail for your e-mail, you could set this up even if you don’t use GMail primarily  by simply having your scans sent there. Here is the filter I set up:

What does the filter do? Well first it skips the inbox so that I don’t have to see the notes there. Then it marks as read so I don’t see it in my unread pile. Then it throws a Label on it that I call Evernoted so that I can keep track of these things if I ever want to. It then forwards it to my address, which I’ve obscured. I have an Evernote notebook named “Incoming Notes” that is my default notebook. This is my “sorting space” that I use to sort notes out after a sync. Finally the filter never sends the e-mail to SPAM, because it’s not likely those two addresses will be spamming me anytime soon (since they’re both printers).

Pretty efficient, and there are other possibilities too. For example, a group of people could set up a shared evernote account and shared gmail account to make an impromptu document scan repository using Evernote’s public sharing of notebooks. Do you have a twist on this as well? Go ahead and leave it in the comments!


  1. Hi Jon, if you are using a Windows machine you can likely connect your scanner directly to Evernote using my company’s free scanning software, ScanDrop. With it, you can select the folder and add labels prior to upload, with no need to open a browser or anything. If you visit you’ll be redirected to the page where you can download the application. Happy scanning!

    1. Sounds like a great piece of software Healy, unfortunately I don’t have an actual scanner attached to my machines (I don’t think I have for around 5 years now… especially after moving to laptops!). Definitely your approach is more straight forward if that’s your setup.

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