Organizing my craft stuff with Evernote

As promised in my inexpensive stamp and die storage post, I will show and explain how I organize my dies. Before I get into it, I want to explain a little of its background.

I wanted a system that allowed me to organize all my stamps and dies in a way that I can also add on to my collection, as well as switch or remove things in between without having to change the rest of the system. I also wanted to be able to easily search for exactly what I need without rummaging through my growing collection. Essentially, I needed a system similar to the Dewey Decimal Classification (but a lot more simplified) and a digital catalogue.

After months of thinking, I finally came up with a system and I’m happy to share with you all how I do it. My system makes it easy to search and find exactly what I need! Without further ado, here’s how  I organize my stamps and dies (as well as some other craft things).

The Foundation

The foundation of my organizational system is Evernote. You can also use Microsoft OneNote, Google Keep, Apple Notes, etc. Basically, you need something that allows you to make digital notebooks and notes where you can add tags and pictures to the notes. I chose Evernote because it does all those things I mentioned, and I can access it from both my computer and phone.

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My notebooks in Evernote.

Before I get into how Evernote is involved in my system, first you need to know how I split my stamps and dies into a few categories, or the identifier:

  • SS – Stamps Small (optional)
  • S – Stamps
  • SL – Stamps Large (optional)
  • SD – Stamps + coordinating Dies
  • SDL – Stamps + coordinating Dies Large (optional)
  • D – Dies
  • DL – Dies Large (optional)

You basically only need 3 categories: Stamps, Stamps+Dies, and Dies. However, I split them up by size based on the plastic pocket sizes so everything looks neat when put away. Anyway, the categories are also in my Evernote, but not split by size. However, I also use Evernote to keep track of my stencils, punches, and embossing folders. Under “Other” is a list of my embossing powders and Distress Oxide inks. I’ll talk more about this later.

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Dies number 010 and Dies Large number 16.

From there, I give every set an identifier and number.  Stamps and dies have 3-digits each, and the rest are only 2-digits. This is because I know I would probably reach over 100 stamps and dies, but not for the rest.

Filing new items

So let’s say I bought a new stamp set. I check what is the highest S.XXX number – let’s say it is S.075. So I take a plastic pocket, put the stamps in, write a new label (that little white rectangle) with S.076, stick it on the plastic pocket, and then I catalogue it into Evernote.

For Evernote, I first go online to find a picture of my stamp by using the handy Evernote Web Clipper add-on to automatically makes a note with the picture embedded inside.  If none is available, I will take my own picture and upload it to Google Drive, or directly add a note with the picture from my phone which will then get synced so I can finish working on the note on the computer (easier to work on the computer). In Evernote, I title the note beginning with the identifier and number, a name for the stamp set, and then the company.  For example: S.076 Christmas Ostriches – Ctrlenew (yes, I just made this up).  If it’s something I bought from Ali Express, then I will put Ali Express as the company. If the items from Ali are imitations of something, then I will add the name of the original item’s company in square brackets. So like this: S.076 Wiggly Worms – Ali Express [Ctrlenew].

[Side note: I do buy stuff from Ali Express and I make sure to note what are imitations so I do not get in serious trouble if I ever do decide to make cards to sell. I’m just your low-key hobbyist, not out to make money or get famous. So spending 5 to 10 times the cost for something is really not in my hobby budget. This is not to say I am proud of what I do, but that original stamps and dies cost WAY too much for it to be a fun hobby.]

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Example of a note.

Anyway, after I have the picture and title, I start writing tags. The tags describe the stamp or die. For example, if there is a dog, I will write “dog” as a tag. If there are sentiments, I will tag “sentiments” and write out every sentiment as a tag like “hello”, “happy birthday”, or key words in a sentiment if it’s a wordy sentiment. Once the tags are written, the note is filed into the appropriate notebook.

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Tada! The actual stamp of the note above! 🙂

So that is pretty much my little organization system! The tags are the most important part of my system because I can easily do a search and find everything I need.  For example, I’m going to make a birthday card and I want something with balloons. So I type in “balloons” in my Evernote search bar and everything I’ve filed that’s a balloon or balloon-related will show up.

Using Evernote Beyond Stamps and Dies

As I mentioned above, I also use Evernote to keep track of my other craft stuff like my stencils, punches, embossing powders, oxide inks, etc. This has come in very handy so I don’t end up buying doubles. For example, sometimes when I attend a craft fair, I’m there to buy stuff… but I can’t remember every single thing I own. Since Evernote is synced automatically between my computer and my phone and it’s all on the cloud, I can easily access my Craft Inventory notebook wherever I am with my phone.


So that’s how I organize most of my craft stuff! I hope my explanation of my craft stuff organization system was easy to understand. If you have any questions, please ask away in the reply box below and I will get back to you!

Have a good day and create some organized happiness today!

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2 thoughts on “Organizing my craft stuff with Evernote

  1. Thank you for sharing your inventory system Emma.
    I tried Evernote a few years ago but never got around actually using it.
    I now use Airtable, also cloud-based and accessible on both pc and cell phone.
    I use it mostly as blog editor to keep track of my projects, not for my inventory yet. 🙂

    xxx Carina

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    1. You’re welcome!
      Personally, I do not think Evernote and Airtable are all that comparable. It’s like comparing a car to a bus. Airtable has more functionalities (to-do, tasking, etc.) that Evernote does not have. Airtable is great for project management: getting a team to all be on the same page, see what needs to be done when, who needs to do what, etc. Evernote is great for note taking, idea/note organization, brain dumps, research, idea repository, etc. Airtable can do those things as well, plus more. If I were a project manager, I’d use something like Airtable. But since my purpose is only to organize and invenorize my craft stuff, I did not need all the extra functions. It’s like why buy a bus that seats 40, when I only need a car to seat 4.
      When you do use Airtable to organize and inventorize your stuff, then you must share it for the world and blog it! 🙂
      But all the same, thanks for sharing about Airtable. I think I might look into it to help me organize my blogging (I’m currently using the ancient method: agenda book, post-its, and pen!!!)

      Like

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