Choosing from Outlook, OneNote, Trello and Evernote for a GTD system
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Requirements:
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Quickly create a task from an email
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Define your own custom tags based on GTD 'contexts' e.g. @Phone, @Office, @Agenda - team, @Projects, 1-Now, 2-Next, 3-Later, 4-Some day
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Filter by custom tags
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Collaborative - projects or tasks can be shared
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Consistent experience on Windows 10, Mac OS X, Android and iOS
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Create a task from an email quickly
Define custom tagsFilter tasks by custom tag
Collaborate with other people
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MS Outlook 2016 on Windows 10Yes - drag email on to task or right-click on email and convert to task.YesYesYes - can assign and receive tasks.
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MS Outlook 2016 on Mac OS XNo - it’s a copy and paste job.YesYes - in Tasks view, they display at left-hand side as a list of checkboxes. You don't get the nice nested groups in the main column, as you do on a PC, when you choose Organise > Arrange By > Categories.No - you can't assign tasks to others or receive an assigned task from others. You can give others permission to view/edit your tasks list.
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MS Outlook web appNoYesNoNo
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MS Outlook on iOSNoNoN/a - tasks are not in the appN/a
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MS OneNote 2016 on Windows 10Yes - integration between Outlook tasks and OneNote is great.YesYesYes
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MS OneNote 2016 on Mac OS XNoNo - you can't create your own custom tags. Custom tags created in Windows will not sync over.No. There’s also no support for searching by tag.Yes
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MS OneNote on iOSNoNoNoHaven't checked; it's a non-starter at this point!
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Trello web appYes - http://help.trello.com/article/809-creating-cards-by-emailYesYesYes
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Trello on iOSYes - http://help.trello.com/article/809-creating-cards-by-emailYesYesYes
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Evernote on Windows 10Yes - forward email to your Evernote address. In the subject line, add @NotebookName to drop it into the appropriate notebook and tag it with e.g. #YourTag1 #YourTag2Yes. Don't bother with nesting tags as some GTD+Evernote tutorials suggest. They're not exposed in a useful way in the UI.Yes. The UI feels more usable if you drag your 'GTD context' tags to 'Shortcuts' in the sidebar and hide the tags list in the sidebar.Yes. Shared and unshared notebooks work well. You can't define new custom tags in a shared notebook that you didn't create; only the shared notebook owner can.
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Evernote on Mac OS XYes - same experience as per Windows. Forward an email from any email client.Yes - same experience as Windows.Yes - same experience as Windows.Yes - same experience as Windows.
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Evernote on iOSYes - forward an email from any email client.YesYes - using 'Shortcuts' containing your GTD contexts as your main UI - this can scale.Yes
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Evernote on AndroidYes - forward an email from any email client.YesYes - same experience as Evernote for iOS.Yes
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Evernote web appYes - forward an email from any email client.YesYes - this is much easier to do in the old version of the web app using tags dragged into 'Shortcuts' e.g. it more closely resembles the Windows and Mac OS X clients. The new version of the web app has added support for nested tags but UI still feels clunky.Yes
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