eProductivity Weekly Tip: January 7, 2011   

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Weekly Tip: How to Use Quick Capture

eProductivity Reference contains two companion features called Quick Capture & Quick Paste. These features work together to save you time when handling repetitious chunks of text, such as a company address, that you otherwise have to type out time and again.

Quick Capture, which we're looking at this week, let's you grab text from sources such as an email, project, or calendar entry and save it in eProductivity Reference for future use. Let's see how this works and how it will benefit you.

Previous articles in the eProductivity Reference tip series: Part 1 | Part 2 | Part 3 | Part 4
Setting Up Quick Capture
If you followed the steps in Part 1 of this tip series and now have eProductivity Reference integrated with your eProductivity, most likely you're good to go on using Quick Paste. But just in case, here are some things to know.

First of all, make sure you've setup eProductivity Reference and integrated it with eProductivity. See the link above for more info if needed.

Then, you'll need to make sure you have eProductivity Reference set up as a valid destination for your Quick Capture info. So go to your eProductivity Preferences and locate the General > Reference Databases tab. Check to see if you have at least one eProductivity Reference database with the "Valid destination..." checkbox selected (see screenshot below). Without this, Quick Capture will not work.

Setting up Quick Paste

Also, as you can see on the screenshot above, you can select the various places in eProductivity where you want the Quick Capture & Quick Paste button to appear.

That's all there is to the setup process. Now let's see how Quick Capture works.
Using Quick Capture
To show this, let's use an example where someone has requested your company's mailing address. Let's suppose this is a request you run into every now and then - and it's a bit of pain to have to look up the mailing address and type it out.

This is a great use case for Quick Capture & Quick Paste. So let's type out the company address (for the last time!), highlight the text, and click "Quick Capture"...

Quick Capture example

Immediately, a new Quick Reference entry is created with the address text. Assign it a suitable subject so that you can easily find it later.

Quick Reference example created from a Quick Capture

Save and close the new entry, and that's all there is too it. Now your address lives in eProductivity Reference and it can be easily accessed via Quick Paste, which we'll see next week when we finish this example. As you'll experience, using Quick Capture to grab chunks of text that you otherwise have to regularly type out by hand is a great time saver.

Quick Reference, by the way, is a special category in eProductivity Reference, and if you go to your eProductivity Reference you can see all items assigned to the Quick Reference category.

Bonus: See this video, created by eProductivity user Paul Gardner, on how to use Quick Capture.
Until Next Week...
This week we saw how to setup and use Quick Capture to grab blocks of text. Next week, we'll look how Quick Paste completes the process by letting you quickly re-use your captured text, and save time!

If you have a tip to share or a topic you'd like to see covered, please let us know. We'd love to hear from you!