EBOOK EXTRAS: v1.6 Do w n l o a d s , Up d a t e s , Fe e d b a c k TAKE CONTROL OF DEVONthink 3 COVERS DEVONthink for Mac DEVONthink To Go by JOE KISSELL Table of Contents Read Me First ............................................................... 6 Updates and More ............................................................. 6 DEVONthink’s Documentation ............................................. 7 What’s New in Version 1.6 .................................................. 7 What Was New in Version 1.5 ............................................. 7 Introduction ................................................................ 9 DEVONthink Quick Start ............................................ 11 Understand DEVONthink Basics ................................. 13 What Exactly Is DEVONthink? ........................................... 13 DEVONthink Editions ........................................................ 17 Words You Should Know ................................................... 18 Importing vs. Indexing ..................................................... 22 Organizing Features ......................................................... 26 What DEVONthink Is Not Good For ..................................... 27 Explore DEVONthink’s Interface ................................ 30 Support Assistant ............................................................ 30 Add-Ons ......................................................................... 32 Main Window .................................................................. 33 Panels ............................................................................ 60 Document Windows ......................................................... 62 Inboxes .......................................................................... 62 Workspaces .................................................................... 64 Set Up DEVONthink Databases ................................... 66 Create a New Database .................................................... 66 Configure Database Properties .......................................... 68 Get Information into DEVONthink .............................. 72 What Can I Put in DEVONthink? ......................................... 72 Decide Where Your Documents Will Go ............................... 72 Create Documents in DEVONthink ...................................... 76 2 Use the Import or Index Command .................................... 84 Use Drag and Drop .......................................................... 86 Use the System-Wide Global Inbox .................................... 88 Use the Services Menu ..................................................... 90 Use the Sorter ................................................................ 93 Use the Share Extension .................................................. 97 Add Web Content ............................................................ 99 Add Email Messages ....................................................... 104 Use the PDF Menu ......................................................... 110 Scan Documents ........................................................... 111 Import Previously Scanned Documents ............................. 118 Import from Bookends ................................................... 119 Use the Built-in Web Browser .......................................... 119 Read RSS Feeds ............................................................ 123 Joe’s Recommendations for Getting Stuff into DEVONthink .. 127 Organize Your Information ...................................... 130 Understand Groups and Tags ........................................... 130 Create and Use Groups ................................................... 135 Tag Documents ............................................................. 142 Work with Metadata ....................................................... 147 Work with Highlights ...................................................... 152 Work with Links and WikiLinks ......................................... 152 Move Data Between Databases ........................................ 157 Split and Merge Documents ............................................. 157 Find Your Information ............................................. 160 Use Filters .................................................................... 160 Perform a Simple Search ................................................ 162 Refine a Search with Search Options ................................ 163 Use Search Prefixes ....................................................... 164 Do an Advanced Search .................................................. 165 Use Smart Groups ......................................................... 167 Search Within a Document .............................................. 170 Search Using the Concordance ........................................ 172 3 Work with Your Information .................................... 175 Edit Documents in DEVONthink ........................................ 175 Navigate PDFs ............................................................... 183 Edit PDFs ...................................................................... 185 Annotate PDFs .............................................................. 186 Add Imprints ................................................................. 190 Convert Document Formats ............................................. 193 Edit Documents in External Apps ..................................... 194 Automate DEVONthink ............................................. 196 Work with Smart Rules ................................................... 196 Use Reminders .............................................................. 201 Use AppleScript with DEVONthink .................................... 203 Use Smart Templates ..................................................... 207 Sync DEVONthink Databases ................................... 209 Understand Sync Basics .................................................. 209 Configure Syncing .......................................................... 217 Set Syncing Options ....................................................... 227 Use DEVONthink To Go ............................................ 229 Get to Know DEVONthink To Go ....................................... 230 Configure and Sync DEVONthink To Go ............................. 232 Find Your Way Around .................................................... 235 Add Items to DEVONthink To Go ...................................... 238 Manage Documents ....................................................... 243 Configure DEVONthink To Go Settings .............................. 248 Get Information Out of DEVONthink ........................ 252 Copy Data .................................................................... 252 Share Data ................................................................... 253 Export Data .................................................................. 253 Use DEVONthink’s Web Server ................................. 256 Dig Deeper............................................................... 261 Maintain Your Databases ................................................. 261 Link DEVONthink Documents to Other Apps ...................... 263 4 Appendix A: Keyboard Shortcuts ............................. 265 Keyboard-and-Mouse Combinations .................................. 265 Other Shortcuts ............................................................. 266 Learn More .............................................................. 268 About This Book ....................................................... 269 Ebook Extras ................................................................. 269 About the Author and Publisher ....................................... 269 Also by Joe Kissell ................................................... 271 Copyright and Fine Print .......................................... 272 5 Read Me First Welcome to Take Control of DEVONthink 3, version 1.6, published in May 2021 by alt concepts inc. This book was written by Joe Kissell and edited by Kelly Turner. This book teaches you the basics of DEVONthink version 3 on the Mac and DEVONthink To Go in iOS/iPadOS. You’ll learn how to find your way around, get information into and out of DEVONthink, and take advantage of the program’s most important features. Copyright © 2021, alt concepts inc. All rights reserved. Sponsored by DEVONtechnologies This book was sponsored by DEVONtechnologies. Special thanks to Eric Böhnisch-Volkmann for his enthusiasm and support, to Christian Grunenberg for his clarifications about subtle features, and to Jim Neumann for his careful fact-checking. Updates and More You can access extras related to this ebook on the web (use the link in Ebook Extras, near the end). On the ebook’s Take Control Extras page, you can: • Download any available new version of the ebook for free. • Download various formats, including PDF, EPUB, and Mobipocket. (Learn about reading on mobile devices on our Device Advice page.) • Read the ebook’s blog. You may find new tips or information, as well as a link to an author interview. 6 DEVONthink’s Documentation I refer throughout this book to DEVONthink’s documentation. It’s available within the app via Help > DEVONthink 3 Help; you can also download it in the form of a user handbook in PDF, EPUB, or Kindle (Mobipocket) ebook format from the DEVONthink Handbooks and Extras webpage. What’s New in Version 1.6 This sixth quarterly