NotebookLM User Guide from Klariti

Welcome to Klariti’s Guide to NotebookLM. NotebookLM is an innovative, AI-powered tool designed to help you organize, analyze, and interact with notes and documents more efficiently.

Using this web-based tool, you can leverage advanced natural language processing (NLP) technology to create, edit, and manage notes while capitalizing on its AI capabilities to generate insights, summaries, and meaningful connections within your content.

Whether you’re a technical writer crafting documentation, a researcher synthesizing information, or a project manager coordinating tasks, NotebookLM will help you streamline your writing workflow, enhance productivity, and free up more time to high value tasks.

This guide from the team at Klariti is specifically designed for non-technical users. It provides clear, step-by-step instructions and practical tips to help you navigate and make the most of NotebookLM’s features. No prior technical expertise is required—just follow along to get started and discover how NotebookLM can transform the way you work with your notes and documents.

Key Features and Benefits

NotebookLM is packed with features that make it a must-have tool for anyone working with large amounts of information. Here are some of the key features and benefits:

1. AI-Powered Summaries and Insights:

  • Automatically generate summaries of long documents or notes.
  • Extract key topics and themes to quickly understand complex information.
  • Summarizing long research papers.
  • Extracting key findings from meeting minutes.
  • Identifying trends and patterns in your notes.

2. Real-Time Collaboration:

  • Share notebooks with team members and collaborate in real time.
  • Assign access levels to ensure the right people have the right permissions.

3. Interactive Q&A:

  • Quickly find specific information, answer questions without searching, and gain deeper insights into your notes.
  • Ask questions about your notes and get instant ‘AI-generated’ answers.
  • Dive deeper into topics without manually searching through documents.

4. Customizable Organization:

  • Use tags, folders, and links to organize notes and create a structured knowledge base.
  • Convert notes into sources for easy reference and reuse.

5. Audio Overviews and Podcasts:

  • Turn your notes into audio summaries or podcasts for hands-free learning. I find this really helpful as I can ask it for the 15 min podcast and listen to it while tidying up the house. Of course, you can even create a library of podcasts if you wish.

Target Audience and Use Cases

NotebookLM is designed for a wide range of users, including:

  • Technical Writers: Create and organize documentation, generate summaries, and collaborate with team members.
  • Researchers: Analyze large datasets, extract key insights, and link related notes for comprehensive research projects.
  • Project Managers: Keep track of project details, share updates with stakeholders, and manage team collaboration.
  • Students: Organize lecture notes, generate study guides, and prepare for exams with AI-powered summaries.
  • Content Creators: Brainstorm ideas, structure content, and create FAQs or guides for your audience.

How NotebookLM Adds Value

As a technical writer, I’m always looking for ways to refine the way I work.

Recently, I used NotebookLM to manage a complex project involving multiple Risk Management documents.

So, here’s what I did. After logging into NotebookLM, I uploaded all the product specifications, release notes, and other internal documentation I wanted to share with it. It then generated summaries for each document, so that I could quickly grasp the most salient points and potential challenges. This saved me hours of reading – and lots of eye strain – so I could quickly hit the ground running with a working draft.

In addition, as I work in an Agile (Scrum) environment, I shared the notebook with my team, which meant we could collaborate in real time and keep us all on the same page. The interactive Q&A feature helped me quickly find answers to specific questions without digging through hundreds of pages in the PDFs.

By the end of the project, I had a well-structured, AI-enhanced knowledge base that made the entire process smoother and more efficient. It wasn’t perfect for sure, but I’d saved a ton of time and had good draft material to start refining.

How to Get Started

To start using NotebookLM and add value to your projects, follow these steps:

1. Sign Up:

  • Create an account and familiarize yourself with the interface.
  • Upload a set of notes or documents to see how it organizes and analyzes them.

2. Experiment with different Features:

  • Try generating summaries, asking questions, and linking related notes.
  • Explore the audio overview feature to create hands-free learning resources. Basically, it can create podcasts using the input files you’ve uploaded.

3. Collaborate with Your Team:

  • Share a notebook with your team and experiment with real-time collaboration.
  • Use permissions to control access and ensure data security.

4. Integrate with Other Tools:

  • Connect NotebookLM with tools like Google Docs and Drive to streamline your workflow.

5. Refine Your Workflow:

  • Use tags, folders, and links to create a structured knowledge base.
  • Regularly review and update your notebooks to keep them organized and relevant.

How I Use NotebookLM in Technical Writing

In my day-to-day work, I have NotebookLM open in a tab all day. For example, when working on a technical manual, I upload all my research materials, generate summaries, and create an outline for the manual. Its Q&A feature helps me quickly find answers to technical questions, while the real-time collaboration feature allows me to work seamlessly with my team.

In a relatively short time, I have a well-organized, AI-enhanced knowledge base that makes future updates and revisions much easier. I’ve looked at other tools like Notion and Obsidian but find NotebookLM works better for me, in particular if you’re looking at ways to write, research, and keep notes on technical subject matter. Finally, once you learn how to use it effectively, you’ll soon get into the ‘flow’ as it eliminates the distractions and fatigue of manually searching for information. Then you can focus on higher values tasks.

Getting Started with NotebookLM

NotebookLM is an AI-driven web-based tool designed to help you organize, analyze, and interact with notes and documents. It’s not for casual writing or blog posts, rather more suited for academic, technical writing or for RFP projects.

If you’re new to NotebookLM, this guide will walk you through the basics of accessing the platform, understanding system requirements, and creating an account to get started.

Accessing NotebookLM

NotebookLM is a web-based application, which means you can access it through your browser without needing to download or install any software. This makes it easy to use across multiple devices, whether you’re on a laptop, tablet, or even a smartphone.

Steps to Access NotebookLM:

  1. Open your preferred web browser (e.g., Chrome, Safari, Firefox).
  2. Go to the official NotebookLM website (e.g., notebooklm.google.com).
  3. If you already have an account, click “Log In.” If you’re new, click “Sign Up” to create an account (more on this below).

System Requirements

NotebookLM is designed to be lightweight and accessible, but there are a few system requirements to ensure optimal performance:

  • Browser Compatibility: NotebookLM works best on modern browsers like Google Chrome, Mozilla Firefox, Safari, or Microsoft Edge. Make sure your browser is updated to the latest version.
  • Internet Connection: A stable internet connection is required since NotebookLM is a cloud-based tool.
  • Device Compatibility: NotebookLM is accessible on desktops, laptops, tablets, and smartphones. For the best experience, use a device with a screen size of at least 10 inches.
  • Storage: While NotebookLM stores your notes and documents in the cloud, ensure your device has enough storage for any offline files or exports you may download.

Creating an Account and Logging In

To use NotebookLM, you’ll need to create an account. This allows you to save your work, access it from any device, and collaborate with others. The process is quick and straightforward.

Steps to Create an Account:

  1. Go to the NotebookLM website.
  2. Click on “Sign Up” or “Create Account.”
  3. Choose your preferred method of signing up:
    • Google Account: Sign up using your existing Google account for a seamless experience.
    • Email Address: Enter your email address and create a password.
  4. Complete the verification process (if required) by clicking the link sent to your email.
  5. Once verified, log in to your account.

Steps to Log In:

  1. Go to the NotebookLM website.
  2. Click on “Log In.”
  3. Enter your email address and password, or use your Google account to log in.
  4. You’ll be redirected to your NotebookLM dashboard, where you can start creating and managing your notebooks.

What to Do After Setting Up Your Account

Now that you’ve created your account and logged in, here’s how you can start adding value to your work:

  1. Create Your First Notebook:
    • Click on “New Notebook” and give it a name (e.g., “Project Research” or “Meeting Notes”).
    • Start adding notes, uploading documents, or importing sources.
  2. Explore the Features:
    • Try generating summaries, asking questions, or linking related notes.
    • Experiment with tags and folders to organize your content.
  3. Collaborate with Others:
    • Share your notebook with team members and assign access levels.
    • Use real-time collaboration features to work together seamlessly.
  4. Integrate with Other Tools:
    • Connect NotebookLM with tools like Google Drive or Slack to streamline your workflow.

Why This Matters

I’ve found that getting started with NotebookLM is incredibly easy, and the platform’s flexibility makes it a valuable tool for projects that refer to multiple documents.

For instance, writing case studies, white papers, business proposals, and technical documentation. After signing up, I created a notebook for a client’s project, uploaded transcripts for Teams video calls, then used the summary feature to extract key insights. This saved me hours of manual work and allowed me to focus on getting started on the actual writing.

Understanding the NotebookLM Interface

NotebookLM’s interface is fairly intuitive and user-friendly, making it easy to organize, analyze, and interact with your notes, sources, and audio files.

Here’s a detailed breakdown of how to navigate the interface:

Dashboard Overview

When you log in to NotebookLM, you’ll land on the Dashboard, which serves as the central hub for all your activities. The dashboard provides an overview of your notebooks, recent activity, and quick access to key features.

  • Recent Notebooks: Displays the notebooks you’ve recently worked on for easy access.
  • Quick Actions: Buttons to create a new notebook, upload sources, or explore templates.
  • Activity Feed: Shows updates, such as shared notebooks, comments, or changes made by collaborators.

Key Components

NotebookLM’s interface is divided into three main panels: the Sources Panel, the Chat Panel, and the Studio Panel. Each panel serves a specific purpose and is designed to streamline your workflow.

Sources Panel

The Sources Panel is where you manage all the documents, notes, and files you’ve uploaded to NotebookLM. It’s your library of reference materials.

  • Upload Sources: Click the “Upload” button to add documents, PDFs, or text files.
  • Organize Sources: Use folders, tags, or labels to categorize your sources for easy retrieval.
  • Search Functionality: Quickly find specific sources using the search bar.
  • Source Details: Click on a source to view its contents, summaries, or key topics generated by NotebookLM.

Chat Panel

The Chat Panel is where you interact with NotebookLM’s AI to ask questions, generate insights, or get help with your notes.

  • Ask Questions: Type your question into the chat bar (e.g., “What are the key points in this document?”).
  • AI Responses: The AI will analyze your sources and provide concise, relevant answers.
  • Follow-Up Questions: Continue the conversation by asking follow-up questions for deeper insights.
  • Save Chat History: Save important conversations for future reference.

Studio Panel

The Studio Panel is your workspace for creating, editing, and organizing notes. It’s where the magic happens!

  • Create Notes: Click “New Note” to start writing or paste content from other sources.
  • Edit Notes: Use rich text formatting (e.g., headings, bullet points, bold/italic) to structure your notes.
  • Link Notes: Connect related notes to create a web of interconnected ideas.
  • Summarize Notes: Use the AI-powered summary feature to condense long notes into key points.
  • Organize with Tags and Folders: Add tags or move notes into folders for better organization.

Customizing Your Workspace

NotebookLM allows you to customize your workspace to suit your preferences and workflow. Here’s how you can personalize your experience:

Adjust Panel Layout

  • Resize Panels: Drag the edges of the Sources, Chat, or Studio panels to resize them.
  • Collapse Panels: Click the minimize button to temporarily hide a panel and focus on another.

Choose a Theme

  • Light or Dark Mode: Switch between light and dark themes based on your preference or working environment. Look for a “Theme” option in the settings menu.

Set Default Views

  • Default Notebook: Choose which notebook opens automatically when you log in.
  • Default Panel: Set your preferred panel (e.g., Studio or Chat) as the default view.

Keyboard Shortcuts

  • Learn Shortcuts: Use keyboard shortcuts to navigate faster (e.g., Ctrl/Cmd + N for a new note).
  • Customize Shortcuts: If supported, create your own shortcuts for frequently used actions.

Notifications and Alerts

  • Enable/Disable Notifications: Customize which notifications you receive (e.g., collaboration updates, AI insights).
  • Set Reminders: Use the reminder feature to stay on top of tasks or deadlines.

Why This Matters

Getting familiar with the NotebookLM UI has significantly improved my productivity. For example, I use the Sources Panel to organize research materials, the Chat Panel to extract insights, and the Studio Panel to draft and refine my notes. You can customize the workspace to your preferences—e.g. turn on Dark mode or resize panels—to make the user experience even more efficient.

How to Make the Most of the Interface

  1. Explore Each Panel: Spend time familiarizing yourself with the Sources, Chat, and Studio panels to understand their full potential.
  2. Customize Your Workspace: Adjust the layout, theme, and settings to create a workspace that suits your needs.
  3. Experiment with Features: Try uploading sources, asking questions in the Chat Panel, and creating notes in the Studio Panel.
  4. Collaborate: Share your workspace with team members and explore real-time collaboration features.

Best Practices for Knowledge Workers Using NotebookLM

Overwhelmed with documents coming at you from all angles? Can’t find that one-liner in a recent email chain? Previously, I used a combination of tools, such as Obsidian, Notion, and Google Docs to get my arms around this. Recently, I’ve switched to NotebookLM and found it much better. If you’re drowning in a sea of email chains, documents, meeting notes, and other fragments—maybe you work in IT, pharma, or any industry that thrives on information— I’d suggest you look at NotebookLM to coordinate all of this material into a single, coherent location.

How does NotebookLM work?

Its simplicity is its strength. Essentially, it not only organizes scattered documentation but also understands it, so you can query and retrieve answers through its chat interface. Instead of trawling through PDFs and using Windows Explorer to find that email fragment you were looking for, you can upload ALL of your documents (including images) and it will structure them so you can retrieve the answer you want – in a coherent, structured format. No more endless scrolling, no more manual trawling—just instant insights at your fingertips.

Once you set up a project in NotebookLM, you can manage and leverage large volumes of data much faster. No more overwhelm. But to get the most from it, you need to understand some of the nuances of setting it up.

More Efficient Information Management

Efficient information management ensures that you can quickly access, organize, and retrieve the knowledge you need. NotebookLM provides tools to help you stay organized, but it’s up to you to use them effectively.

  • Use Tags and Folders:
    • Tag your notes and sources with relevant keywords (e.g., “ProjectA,” “Research,” “Meeting Notes”).
    • Organize notes into folders based on projects, topics, or timelines.
  • Link Related Notes:
    • Create connections between related notes to build a web of interconnected ideas.
    • Use the “Link” feature to reference other notes or sources within your workspace.
  • Regularly Review and Clean Up:
    • Periodically review your notebooks to remove outdated or irrelevant information.
    • Archive completed projects to keep your workspace clutter-free.
  • Use Templates:
    • Create templates for recurring tasks (e.g., meeting notes, research summaries) to save time and maintain consistency.

Example:

For instance, I use tags like “Draft,” “Final,” and “Review” to track the status of my notes. I also create folders for each project (e.g., “User Manual,” “API Documentation”) and link related notes to ensure I can easily navigate between them.

Leveraging AI for Research and Analysis

NotebookLM’s AI capabilities can save you time and provide deeper insights into your data. By leveraging these features, you can focus on higher-level tasks while the AI handles the heavy lifting.

  • Generate Summaries:
    • Use the AI to summarize long documents or notes into concise overviews.
    • Focus on key points and actionable insights rather than reading entire documents.
  • Ask Questions:
    • Use the Chat Panel to ask specific questions about your sources (e.g., “What are the main challenges mentioned in this report?”).
    • Follow up with deeper questions to uncover hidden insights.
  • Identify Key Topics:
    • Let the AI extract key themes and topics from your notes or sources.
    • Use these insights to structure your work or identify gaps in your research.
  • Create Audio Overviews:
    • Convert your notes into audio summaries or podcasts for hands-free learning and review.

Example:

When researching a new topic, I upload all my sources into NotebookLM and use the AI to generate summaries and extract key themes. This helps me quickly understand the material and identify the most relevant information for my project.

Maintaining Data Privacy and Security

Protecting sensitive information is critical, especially when collaborating with others or working with confidential data. NotebookLM provides tools to help you maintain security, but you also need to follow best practices.

  • Set Access Levels:
    • When sharing notebooks, assign appropriate access levels (e.g., view-only, edit) to team members.
    • Regularly review and update permissions to ensure only authorized users have access.
  • Use Strong Passwords:
    • Create a strong, unique password for your NotebookLM account.
    • Enable two-factor authentication (2FA) if available for added security.
  • Be Mindful of Sensitive Data:
    • Avoid uploading highly sensitive or confidential information unless absolutely necessary.
    • Use encryption for any files containing sensitive data before uploading them.
  • Monitor Activity:
    • Regularly check the activity feed to monitor changes made by collaborators.
    • Look for any unusual activity that might indicate a security issue.

Example:

When working on a confidential project, I limit access to only the team members who need it. I also use tags like “Confidential” to remind myself and others to handle the information with care.

How to Apply These Best Practices

  1. Start Small:
    • Begin by organizing one notebook using tags, folders, and links.
    • Experiment with AI features like summaries and Q&A to see how they can save you time.
  2. Collaborate Securely:
    • Share a notebook with a colleague and test the access levels and permissions.
    • Discuss data privacy practices with your team to ensure everyone is on the same page.
  3. Refine Your Workflow:
    • Regularly review your notebooks and adjust your organization system as needed.
    • Explore advanced AI features like audio overviews or custom prompts to enhance your workflow.
  4. Stay Informed:
    • Keep up with updates and new features in NotebookLM to ensure you’re using the platform to its full potential.
    • Attend webinars or read tutorials to learn tips and tricks from other users.

Why These Practices Matter

I’ve found that following these best practices has transformed the way I work.

For example, by organizing my notes with tags and folders, I can quickly find the information I need, even in large projects. I can do this in Obsidian as well but the bonus of NotebookML is that it can synthesize material from multiple documents into a nicely written response. This saves me countless hours while also maintaining data privacy and security gives me peace of mind when collaborating with others.

 

Managing Notebooks

Let’s look at how to create a new notebook and see how it will help you prepare documents, such as tech specs, user stories, or even request for proposals.

Follow these steps to create, organize, and manage your notebooks:

Creating a New Notebook

  1. Access NotebookLM: Navigate to NotebookLM and sign in with your Google account.
  2. Create a Notebook:
    • Click the New Notebook button on the home screen.
    • Enter a descriptive title for your notebook to reflect its content or purpose.
    • Click Save to create the notebook.

Adding Sources to Your Notebook

The next step is to add sources to your notebook. Typically, these are the meeting minutes, technical documentation, even a link to a website whose content you want to take into account.

  1. Add Sources:
    • In the left panel, click Add Source.
    • Choose the type of source to upload:
      • Drag and Drop files such as PDFs, markdown, text, and audio files.
      • Google Drive and Google Slides: Select documents or slides from your Drive.
      • Links: Add links to YouTube or other websites.
      • PDF: Upload PDF files from your computer.
      • Copied Text: Paste text directly into the input field.
    • After selecting or pasting your source, click Insert to add it to your notebook.

Here’s more details on how to add sources to your notebook.

1. Google Drive: Selecting Documents or Slides

  • Accessing Files: Click on Add Source in the left panel of your notebook. Choose Google Drive to access your documents and slides. You can also add Google Slides. Add images to the slides file which NotebookLM can then read. This is a workaround as it doesn’t let you upload images directly.
  • Selecting Multiple Files: You can select multiple Google Docs or Slides simultaneously for upload. This feature streamlines the process when dealing with related documents.
  • File Limitations: Each source can contain up to 500,000 words or be up to 200MB in size. Ensure your documents adhere to these limits to facilitate smooth uploads. See: Google Support.
  • Syncing Updates: NotebookLM doesn’t automatically track changes to your original Google Docs or Slides. If you update a document, use the Click to Sync with Drive button in the source viewer to refresh the content in NotebookLM. This ensures your notebook reflects the latest information.

2. PDF: Uploading Files from Your Computer

  • Uploading PDFs: Click on Add Source and select PDF to upload files directly from your computer. Currently, PDF upload via Google Drive is not supported; please upload PDFs from your local storage.
  • File Size and Content: Ensure PDFs are text-based and within the 200MB or 500,000-word limit. Starting September 2024, image-only PDFs are supported. For optimal performance, avoid uploading documents you don’t have the applicable rights to.
  • Handling Updates: If the original PDF is updated, re-upload the file to NotebookLM to maintain accuracy, as automatic syncing isn’t available for PDFs.
  • PDFs: Upload text-based PDFs from your local storage. PDFs with complex formatting or those that are image-only may not be processed accurately. It’s advisable to review imported PDFs in the source viewer to ensure readability.

3. Web URLs

  • When importing content via a web URL, only the text content of the webpage will be scraped; images, embedded videos, or nested webpages will not be imported. Paywalled webpages or those that have disabled web scraping are not supported.

4. YouTube URLs

  • Only public YouTube videos with captions (either user-uploaded or auto-generated) are supported. Only the text transcript of the video will be imported as a source. Recently uploaded videos (less than 72 hours old) may not be available to import; you may try again later. Videos with no speech are not supported. Sources will be auto-deleted from your notebook within 30 days if the video itself is deleted or made private.

5. Copied Text: Pasting Directly into the Input Field

  • Adding Text: Select Copied Text under Add Source. Provide a descriptive title for the source, paste the text into the input field, and click Insert. This method is ideal for incorporating excerpts or notes not stored in a file.
  • Content Limitations: While there’s no strict word limit for copied text, it’s advisable to keep entries concise to ensure efficient processing and organization.

Organizing Your Notebooks

Now that we’ve uploaded the source files, let’s organize them.

  • View Notebooks: Access all your notebooks from the home screen, where they are displayed in a list or grid view. You can sort by Most recent, Title, and Shared with me.
  • Rename or Delete Notebooks:
    • To rename, click the notebook’s title, edit it, and press Enter.
    • To delete, click the three-dot menu (⋮) next to the notebook and select Delete.

Managing Sources Within a Notebook

The next step is to organize them inside the notebook.

  • View Sources: All added sources appear in the left panel of your notebook.
  • Remove Sources:
    • Hover over the source you wish to remove.
    • Click the Remove icon (trash can) that appears.
  • Reorder Sources: Currently, NotebookLM does not support manual reordering of sources. However, a workaround is to manually number them in order of importance. For instance, if you rename a file to 1. FAQs, it will move to the top of the list.

Setting Up Collaborative Notebooks

You can share notebooks with trusted collaborators.

  • Share Notebooks:
    • Click the Share button in the top-right corner of the notebook.
    • Enter the email addresses of collaborators.
    • Set permissions (Viewer or Editor) and click Send.

Best Practices for Managing Your Sources

When managing your notebooks in NotebookLM, it’s important to understand the specifics of adding various source types to optimize your workflow. Here’s detailed guidance on uploading sources from Google Drive, PDFs, and copied text, along with best practices to enhance your experience.

Here are some ways you can organize your notebooks:

  • Data Privacy: NotebookLM does not use your data to train AI models, ensuring your information remains confidential. However, always exercise caution when uploading sensitive information. In addition, it doesn’t delete or edit your original files. When you upload a document, it makes a copy of the original file. NotebookLM doesn’t keep track of changes to the original doc automatically, including access to it, so you have to manually refresh any local file you uploaded. Alternatively, use the Click to Sync with Drive button to refresh imported Google Docs and Slides in the source viewer.
  • Descriptive Titles: Use descriptive titles for notebooks and sources to facilitate easy navigation.
  • File Order Consideration: The order in which you upload files doesn’t impact NotebookLM’s processing. However, organizing your sources systematically can enhance your workflow and ease of access.
  • Organize by Project or Topic: Create separate notebooks for different projects or topics to maintain organized and focused research materials.
  • Regular Backups: While NotebookLM maintains copies of your sources, it’s prudent to keep backups of your original documents to prevent data loss.
  • Regular Updates: If a source document is updated, re-upload it to ensure your notebook reflects the latest information.
  • Source Limits: Each notebook can contain up to 50 sources. Plan your uploads accordingly to stay within this limit.

By adhering to these guidelines, you can enhance your productivity and maintain an organized workflow.

Organizing ‘Thematic’ Notebooks

In the last section, we looked at setting up your notebook. After you’ve done this, I suggest that you create theme-based notebooks. This is a bit like creating different sections in a library where you have different subject matter organized in different sections. Likewise, if you’re working on different projects, you can set up a notebook for each work stream.

By the way, you can add the same source to different notebooks if you wish. For example, if you wanted to upload a Vision document which will be referenced by different projects.

What is a Thematic Notebook?

In NotebookLM, a Thematic Notebook is a specialized type of notebook designed to help you organize and analyze your notes around specific themes or topics. For instance, you may have one for a product launch, another for writing a business proposal, a third for employee appraisals.

Here’s a breakdown of its key features and benefits:

  • Organization: NotebookLM automatically identifies and groups related notes based on their content. This means you can easily create thematic notebooks on subjects like “Product Launch,” “College Thesis,” or “Master Degree” without manually sorting each note.
  • Search and Retrieval: Thematic Notebooks make it easy to find specific information within your notes. You can search for notes related to a particular theme, and NotebookLM will present you with relevant results from across your collection.
  • Understanding: By grouping related notes together, you’ll get a deeper understanding of complex topics. You can identify patterns, connections, and key insights that might otherwise be hidden within a mass of unstructured information.
  • Personalized Learning: You can customize notebooks to fit your individual learning style and research needs. You can create as many thematic notebooks as you like and organize them in a way that makes sense to you.

The main benefit is that you can transform NotebookLM from a note-taking app into a knowledge management tool that helps you:

  • Organize and structure your information more effectively.
  • Gain deeper insights from your notes.
  • Improve your learning and research processes.

If you’re looking to make the most of NotebookLM, I’d suggest using this approach. It can take a while to set up, but once you have the structure in place, you’ll quickly realize the benefits.

Create Thematic Notebooks

Here’s how to create a thematic notebook:

  • Designate each notebook for a specific project, subject, or area of interest.
  • If you’re working on multiple projects, create separate notebooks titled “SaaS Product Launch,” “Market Research for China Project,” and “University Thesis.”
  • Descriptive titles enhance clarity and make it easier to locate information.

Create a ‘Catchall Notebook’

  • Maintain a general notebook for miscellaneous information, quick notes, or ideas that don’t fit into existing categories.
  • An “Inspiration” notebook can house quotes, article links, and brainstorming ideas.
  • Regularly review and categorize notes from this notebook into thematic ones to maintain organization.

Use Consistent Naming Conventions

  • Standardize notebook and note titles for uniformity and ease of search.
  • Use dates in the format “YYYY-MM-DD” for meeting notes, such as “2025-01-03 Team Meeting.”
  • Consistency in naming conventions aids in chronological sorting and quick identification.

Tags and Categories

  • Apply tags or categories within notebooks to group related notes.
  • In a “Research” notebook, use tags like “AI,” “Machine Learning,” and “Data Analysis” to classify notes.
  • Develop a predefined set of tags to avoid redundancy and ensure consistency.

Archive Completed Projects

  • Move notebooks related to finished projects to an archive folder to declutter your workspace.
  • After completing “Project Alpha,” relocate its notebook to an “Archived Projects” folder.
  • Regularly audit your notebooks to determine which ones can be archived.

Synchronize and Update Regularly

  • Ensure all notebooks reflect the most current information by syncing with updated sources.
  • If a linked Google Doc is updated, use the sync feature in NotebookLM to refresh the content.
  • Set reminders to periodically review and update your notebooks to maintain accuracy.

Share and Collaborate

  • Share notebooks with colleagues for collaborative projects, ensuring everyone has access to the same information.
  • Share the “Market Research” notebook with your team to collectively add findings and insights.
  • Manage permissions to control who can view or edit the content within shared notebooks.

Interacting with Sources in NotebookLM

In this section, we’ll look at how to interact with the sources you’ve added to NotebookLM.

Generating Summaries and Key Topics

NotebookLM allows you to distill lengthy documents and multiple sources by generating summaries and identifying key topics. This is invaluable for business, marketing, and technical writers who need to synthesize complex information into digestible content.

Benefits

  • Time Efficiency: Quickly grasp the main points without reading the entire document.
  • Improved Understanding: Pinpoint key themes and concepts crucial to your project.
  • Enhanced Organization: Structure your notes and reports more effectively.

Use Case

For instance, imagine you’re working on a technical manual for a new Biotech product. You have tons of whitepapers, user guides, and emails. How do you start to organize this stuff? Add them into your notebook and ask it to create summaries. The response will give you detailed summaries (which you can drill down into) and identify key topics. This will allow you to identify the core functionalities and features that need to be highlighted in your guide.

How to Generate Summaries

  1. Select Source: Choose the document or source you want to summarize within NotebookLM.
  2. Generate Summary: Click the “Summarize” button (often represented by a summarization icon). NotebookLM will process the document and generate a concise summary.
  3. Extract Key Topics: Click the “Key Topics” button (often represented by a key or tag icon). NotebookLM will identify and list the main themes and concepts from the document.
  4. Review and Edit: Review the generated summary and key topics. Make any necessary edits to ensure accuracy and relevance.
  5. Save: Save the summary and key topics in your notebook for future reference.

After generating summaries and key topics, you can drill down into specific areas of interest by using the “Asking Questions and Receiving Answers” feature. This gives you more detailed insights and ensures your technical manual is precise and accurate.

Asking Questions and Receiving Answers

This is a very simple and often overlooked feature. Here’s how to use it.

In NotebookLM, you can interact dynamically with your sources by asking questions and receiving relevant answers. This feature is invaluable for time-pressed writers who need to clarify complex concepts or gather specific information quickly.

Benefits

  • Clarification: Get immediate answers to specific questions, reducing the time spent searching through documents.
  • Deeper Understanding: Gain deeper insights into complex topics by asking follow-up questions.
  • Efficiency: Streamline the research process by directly querying your sources.

Example

Suppose you are writing a technical report on the intersection of crypto and blockchain. You have several sources but need to understand how consensus algorithms work. By asking targeted questions, you can quickly obtain detailed explanations and examples.

Steps

  1. Select Source: Choose the document or source you want to query.
  2. Ask a Question: Click the “Ask a Question” button (usually represented by a question mark icon). Type your question in the provided text box (e.g., “How do consensus algorithms work in blockchain?”).
  3. Receive Answer: NotebookLM will process your question and provide a detailed answer based on the selected source.
  4. Follow-Up: If needed, ask follow-up questions to gain further clarification or additional details.
  5. Save: Save the Q&A session in your notebook for future reference.

After receiving answers to your questions, use the “Utilizing Inline Citations” feature to properly attribute the information in your technical report. This will enhance the credibility and accuracy of your document.

Use Inline Citations

Inline citations in NotebookLM help you attribute information to its original source. This is crucial for technical and business writers who need to maintain accuracy and credibility in their documents.

Benefits

  • Credibility: Proper citations enhance the credibility of your work.
  • Accuracy: Ensure that all information is accurately attributed to its source.
  • Compliance: Meet academic or professional standards for citation and referencing.

Example

Let’s say you’re writing a research paper on quantum computing. By utilizing inline citations, you can ensure that all references to algorithms, studies, and data are properly credited, avoid plagiarism, and enhance your paper’s reliability.

Steps

  1. Select Source: Choose the document or source you are referencing.
  2. Highlight Text: Highlight the text or information you want to cite.
  3. Add Citation: Click the “Add Citation” button (usually represented by a quotation mark icon). NotebookLM will automatically generate a citation for the highlighted text.
  4. Edit Citation: If necessary, edit the citation to match your preferred citation style (e.g., APA, MLA).
  5. Insert Citation: Insert the citation into your document at the appropriate location.
  6. Save: Save your document with the inline citations included.

After adding inline citations, consider creating a study guide or FAQ section using the “Creating Study Guides and FAQs” feature. This will help your readers quickly find and understand key information, adding value to your research paper.

Creating Study Guides and FAQs

NotebookLM assists in compiling study guides and FAQs by extracting and organizing the essential data from your sources. Creating study guides and FAQs in NotebookLM helps you compile and organize key information in a user-friendly format. This is particularly useful for technical writers who need to provide clear and accessible resources for their audience.

Benefits

This feature aids in structured learning, quick reference, and dissemination of knowledge. For example, for a training program, you can create a study guide summarizing key concepts and an FAQ addressing common queries, enhancing participant understanding.

  • Accessibility: Make complex information easily accessible to your audience.
  • Clarity: Provide clear and concise answers to common questions.
  • Efficiency: Save time for both you and your readers by consolidating key information in one place.

Example

Let’s say you’re writing a system admin guide for a new SaaS software application. By creating a study guide with FAQs, you can help users quickly find answers to common questions and understand the product’s key features.

Steps

  1. Select Source: Choose the document or source you want to use for the study guide or FAQ.
  2. Generate Study Guide: Click “Create Study Guide” (book icon). NotebookLM will generate a structured study guide based on the selected source.
  3. Compile FAQs: Click “Create FAQ” (question mark icon). NotebookLM will compile a list of frequently asked questions and their answers based on the selected source.
  4. Review and Edit: Review the generated study guide and FAQs. Edit to ensure clarity and accuracy.
  5. Save: Save the study guide and FAQs in your notebook for future reference.

After creating your study guide and FAQs, you can share it with your team or target audience for feedback. I’d recommend using the “Generating Summaries and Key Topics” feature if you want to further refine the material.

Increasingly, I’m using this feature to generate support material for tech document projects. It’s also very helpful if you want to add FAQs to your Customer Support page or as part of your tech document set.

Finally, I’d suggest versioning the FAQs so you can track any changes between versions.

Create Podcasts

As someone who is always listening to podcasts, I’ve really been blown away by the podcast feature in NotebookLM. Basically, I can create my own little bespoke podcasts based on the source material I provide, and NotebookLM generates a one- or even two-person podcast explaining whatever topic I want to dive into. I know this is a cliché, but this is a real game-changer for me. Whether I’m researching a complex technical topic or just want to absorb information hands-free, this feature has transformed how I learn and work.

Benefits

  • Hands-Free Learning: Listen to your content while multitasking, commuting, or relaxing.
  • Personalized Content: Create podcasts tailored to your specific interests or project needs.
  • Enhanced Retention: Audio content can improve comprehension and retention, especially for auditory learners.
  • Time Efficiency: Quickly turn dense source material into digestible audio formats without manual effort.

Example

Imagine you’re a technical writer working on a guide for cloud computing. You’ve gathered several whitepapers, case studies, and technical articles, but you’re struggling to synthesize the information. With NotebookLM’s podcast feature, you can upload these sources and generate a 15-minute podcast that explains the key concepts, like serverless architecture, containerization, and microservices. Now, instead of spending hours reading, you can listen to the podcast while taking a walk or commuting, absorbing the information effortlessly.

Steps

  1. Upload Source Material: Upload the documents, articles, or research papers you want to convert into an audio overview to your NotebookLM workspace.
  2. Generate Audio Overview:
    • Select the “Audio Overview” option: This is usually found within the document view or in a separate menu.
    • Customize (if available): Some tools may offer customization options, such as:
      • Voice selection: Choose from a variety of AI-powered voices (male, female, different accents).
      • Speed control: Adjust the speaking speed to suit your preference.
      • Background music: Add subtle background music to enhance the listening experience.
    • Initiate generation: Click “Generate” or a similar button. NotebookLM will process the text and generate the audio overview.
  3. Review and Adjust: Listen to the generated audio. If needed, refine the source material, adjust the generation settings, or request revisions to improve the quality of the audio output.
  4. Download or Export: Download the audio file in your preferred format (e.g., MP3, WAV).

Generate AI-Powered Podcasts

  1. Open NotebookLM: Launch the NotebookLM application on your device.
  2. Upload Source Material: Click “Add Source” and upload the documents, articles, or notes you want to base your podcast on. For example, upload whitepapers on cloud computing or technical articles on AI.
  3. Select the Podcast Feature:
    • Navigate to the “Audio Overviews” or “Podcast” section in the toolbar.
    • Click on “Generate.”
  4. Customize Your Podcast:
    • Choose the format: one-person narration or a two-person conversational style.
    • Specify the length (e.g., 10 minutes, 20 minutes) and the depth of detail (e.g., high-level overview, in-depth analysis).
    • Optionally, add a title and description for your podcast.
  5. Generate and Review:
    • Click “Generate” and wait for NotebookLM to process your source material and create the podcast.
    • Once generated, listen to the podcast to ensure it meets your expectations.
  6. Edit if Necessary:
    • If you need to tweak the content, you can edit the script or regenerate the podcast with adjusted parameters.
  7. Save and Export:
    • Save the podcast to your notebook for easy access.
    • Export the audio file to your device or share it directly with your team or audience.

Next Steps with AI-Generated Podcasts

After generating your AI-powered podcast, consider using it as a foundation for creating additional resources. For example:

  • Build a Series: If your project covers multiple topics, create a series of podcasts to explore each one in depth. This can serve as a valuable resource for your audience or stakeholders. Generate audio overviews for a series of related articles or research papers to create your own customized “podcast” on a specific topic.
  • Collaborate with Others: Share audio overviews with colleagues or team members to quickly disseminate key information and facilitate discussion.
  • Create a Transcript: Use the podcast audio to generate a transcript, which you can then edit into a blog post, article, or FAQ section.
  • Experiment with Different Styles: Explore different voice styles, background music, and sound effects to create unique and engaging audio experiences.
  • Share with Your Team: Distribute the podcast to your team for onboarding or training purposes, ensuring everyone is on the same page.
  • Use for Presentations: Incorporate audio overviews into your presentations to enhance audience engagement and provide an alternative way to consume information.

I really love this feature. In a few clicks, I have my own bespoke podcast. You can transform dense technical content into engaging, accessible audio formats that save time and are tailored exactly to what I want to listen to. Whether you’re a technical writer, researcher, or student, this tool opens up new possibilities for how you consume and share knowledge.

Chat with Your Knowledgebase

In NotebookLM, the ‘Interactive Mode’ feature allows you to engage dynamically with your notes and sources. It’s designed to feel like a conversation with your documents, where you can ask questions, explore ideas, and get instant AI-powered insights.

For me, NotebookLM’s Interactive Mode is one of its most interesting features. It allows me to engage dynamically with my source material, asking questions, exploring ideas, and refining my understanding in real time.

It’s very similar to Perplexity in the way it works. Think of it as having a conversation with your notes—where you can dig deeper, clarify concepts, and uncover insights that might not be immediately obvious.

In addition, it’s especially useful when working on complex projects or when I need to quickly extract specific information from a large group of documents and text fragments, such as email chains.

Benefits

  • Real-Time Exploration: Interact with your sources dynamically, asking questions and receiving instant answers.
  • Deeper Insights: Uncover hidden connections or details that static reading might miss.
  • Efficiency: Save time by quickly locating and understanding relevant information.
  • Flexibility: Adapt your exploration based on the responses you receive, making it ideal for iterative research or brainstorming.

Example

Imagine you’re writing a technical report on renewable energy technologies. You’ve uploaded several research papers, government reports, and industry articles into NotebookLM. In Interactive Mode, you can ask questions like:

  • “What are the key differences between solar and wind energy in terms of efficiency?”
  • “Can you summarize the latest advancements in battery storage technology?”
  • “What are the economic challenges of implementing geothermal energy?”

NotebookLM will analyze your sources and provide concise, relevant answers, allowing you to quickly gather the information you need without sifting through hundreds of pages.

How to Use the Interactive Chat Mode

Select the Source (or sources) you want to chat with. If you click the Select all sources check box, this will allow you to chat with all of the sources. However, if you only want to interact with a single source, select only that source. Of course, you can add multiple sources if you wish.

How to Access Interactive Mode

  1. Log in to NotebookLM and open the notebook you want to work with.
  2. Select the Source (or sources) you want to chat with from the Sources pane.
  3. In the chat field in the lower part of the Chat pane, start typing. The right-hand side of the chat field also highlights the number of selected sources.
  4. You can also click the pre-populated questions displayed at the bottom of the chat field. Use the left and right arrows to cycle through the list of questions.
  5. Click the copy icon to save the response to the clipboard.
  6. Click Save to note if you want to save the response to a note. This will appear in the right-hand pane.
  7. Click Refresh (top of Chat pane) if you want to remove the responses and restart.

What You Can Do in Interactive Mode

  1. Ask Questions:
    • Ask specific questions about your notes or sources. Type your question into the input box. For example: “What are the main advantages of hydrogen fuel cells?” NotebookLM will analyze your sources and provide a detailed answer, often with relevant citations or links to the source material.
    • Use follow-up questions to dive deeper into a topic. Follow Up for Clarity: If the answer isn’t clear or you need more details, ask follow-up questions. For example: “Can you provide examples of countries successfully using hydrogen fuel cells?”
  2. Generate Insights:
    • Request summaries, key themes, or action items from your documents.
    • Example: “Summarize this research paper in three bullet points.”
  3. Clarify Concepts:
    • Ask the AI to explain complex ideas in simple terms.
    • Example: “Can you explain how blockchain works in plain language?”
  4. Brainstorm Ideas:
    • Use Interactive Mode to generate ideas or explore new angles.
    • Example: “What are some potential use cases for this feature?”
  5. Test Hypotheses:
    • Pose hypothetical scenarios and see how the AI interprets them based on your sources.
    • Example: “If we implement this feature, what challenges might we face?”
  6. Save Key Insights: Create a separate note within NotebookLM to capture key insights, questions, and answers.

After using the Interactive Mode (aka chat) to explore your sources, consider leveraging the insights you’ve gained to create additional resources or refine your project. For example:

  • Generate Summaries: Use the “Generating Summaries and Key Topics” feature to condense the information you’ve gathered into a concise overview.
  • Create a FAQ Section: Compile the questions and answers from your Interactive Mode session into a FAQ document for your audience or team.
  • Build a Presentation: Use the insights to create a slide deck or presentation that highlights key findings or recommendations.
  • Collaborate with Your Team: Share your notebook with colleagues, allowing them to explore the same sources and contribute their own questions and insights.

Use the interactive mode to transform static documents into a dynamic knowledge base. This will make your research process more efficient and insightful. If you’re writing a technical report, preparing a presentation, or just brainstorming, it will help you engage with your content in a way that’s both intuitive and impactful.

Add a Note

You can manually add a note.

  1. Log in to NotebookLM and open the notebook you want to work with.
  2. Click Add Note from either the Chat or Studio pane. Both actions open the Note window.
  3. You can type in your note or copy/paste from the clipboard.
  4. Format the note if you wish.
  5. Click Convert to source if you want to add the note to the sources.

Creating and Editing Notes

“There must be a better way to capture all my notes.” Ever hear yourself saying this?

When I say notes, I mean everything that you’ve written down in some form or other, and all those docs, reports, white papers, case studies saved to your PC.

Where are they? Some are probably written up in MS Word, others in To Do lists, email chains, note-taking apps like Otter, Obsidian, and Notion. You probably also have them down on paper and maybe even drawn diagrams that need to be put into PowerPoint. So, we have fragments of important scattered everywhere.

How do we organize all of this? As mentioned, you could start copy/pasting into Notion but the limitation here is that you still have to know where to look to find the note you added, say 3 months ago. Yes, you can search by keyword and trawl through the results. But it’s very time-consuming, isn’t it?

As a technical writer, I’m always looking for ways to refine my workflow and elevate the quality of my work. For me, NotebookLM has transformed how I create, edit, and organize my notes.

Whether I’m capturing ideas from a brainstorming session, structuring research for a complex project, or drafting content, NotebookLM provides a single platform to capture notes, and… retrieve them in an organized manner. In short, I now focus less on managing information and more on writing well-structured content.

Benefits

  • Organization: It helps me organize my research and writing materials effectively, making it easier to find relevant information when I need it.
  • Accessibility: Search and tagging features allow me to quickly find and retrieve specific notes.
  • Productivity: It streamlines my note-taking process, freeing up more time for creative writing and editing.
  • Creativity: It encourages me to explore new ideas and connections, fostering a more creative and dynamic approach to problem-solving and content creation.
  • Research: I can now track my research progress, identify gaps in my knowledge, and ensure that I’m citing my sources correctly.

Example

Imagine I’m writing a technical article on the latest advancements in crypto. I create a separate note for each research paper I read, summarizing key findings, identifying relevant quotes, and noting any questions or concerns I have. I then link these notes together to create a comprehensive overview of the topic, easily identifying areas of overlap or contradiction and ensuring that my research is well-rounded.

Steps

  1. Create a New Note:
    • Open NotebookLM and click on the “New Note” button.
    • Title the note descriptively, e.g., “Introduction Section” or “Feature Details.”
  2. Compose Your Note:
    • Begin typing your notes directly into the editor.
    • Use headings, bullet points, and code blocks to organize your thoughts effectively.
    • Incorporate images, videos, or audio recordings to enhance your understanding and recall.
  3. Organize with Tags and Folders:
    • Assign relevant tags to each note (e.g., “AI,” “Machine Learning,” “Ethics,” “User Guide”).
    • Create folders to group related notes together (e.g., “Research Papers,” “Project Notes,” “Client Meetings,” “Design Documentation”).
  4. Link Related Notes:
    • Connect related notes using NotebookLM’s linking feature to create a network of interconnected information. This helps you easily navigate between related concepts and build a comprehensive understanding of the topic.
  5. Edit and Refine:
    • Regularly edit and refine your notes as you progress through your research and writing process.
    • Add new information, correct errors, and refine your thoughts.
  6. Save Your Note:
    • Regularly save your work to avoid losing information.

Next Steps

  • Leverage Notes for Document Outlines: Use your organized notes to generate outlines for documents, ensuring a logical flow of information.
  • Export Notes for Inclusion in Projects: Export notes for seamless integration into larger projects or presentations.
  • Collaborate with Team Members: Share notes with colleagues for collaborative editing and input.
  • Utilize Search Functionality: Quickly find specific notes or information within notes using NotebookLM’s search feature.
  • Create Custom Note Templates: Develop templates for frequently used note structures.
  • Experiment with Advanced Features: Explore advanced features like note history, version control, and collaborative editing.

By following these steps and leveraging NotebookLM’s features, you can significantly enhance your note-taking process, resulting in more organized, accessible, and effective technical writing.

Leveraging Notes for Document Outlines

Creating effective outlines is crucial for producing well-structured and coherent technical documentation. NotebookLM empowers you to seamlessly transform your organized notes into comprehensive document outlines.

Benefits:

  • Improved Structure: Ensures a logical flow of information and avoids disjointed or fragmented content.
  • Enhanced Clarity: Helps identify gaps in information or areas that require further research.
  • Increased Efficiency: Streamlines the writing process by providing a clear roadmap for your document.
  • Improved Consistency: Maintains consistency in structure and presentation across multiple documents.

Steps:

  1. Review and Organize Notes: Review your existing notes and ensure they are well-organized and accurately reflect the information you’ve gathered.
  2. Identify Key Sections: Based on your research and the overall scope of your project, identify the key sections that will comprise your document (e.g., Introduction, Background, Methodology, Results, Conclusion).
  3. Group Notes by Section: Group related notes under each corresponding section heading.
  4. Create an Outline: Use the grouped notes to create a preliminary outline for your document.
  5. Refine the Outline: Review and refine the outline, adjusting the order of sections, adding or removing sub-sections as needed, and ensuring a clear and logical flow of information.

Example:

If you’re writing a technical report on a new software feature, you might have notes on:

  • Technical Specifications: System requirements, hardware compatibility, performance metrics.
  • User Interface: Design considerations, user workflows, accessibility features.
  • Implementation Details: Development process, testing procedures, deployment strategies.
  • Benefits and Limitations: Advantages, disadvantages, potential risks, and future improvements.

By grouping these notes and using them as a framework, you can easily create a well-structured outline for your technical report.

Exporting Notes for Inclusion in Projects

Integrating your NotebookLM notes with other tools can significantly streamline your workflow. Exporting notes allows you to easily incorporate them into larger projects, presentations, or other documents.

Benefits:

  • Improved Workflow: Facilitates the seamless transfer of information between different applications.
  • Enhanced Collaboration: Enables easy sharing of research and findings with colleagues.
  • Increased Efficiency: Reduces the need for manual data entry and minimizes the risk of errors.

Steps:

  1. Select Notes for Export: Choose the notes you wish to export, either individually or as a group.
  2. Choose Export Format: Select the desired export format, such as PDF, Markdown, or other supported formats.
  3. Export Notes: Click on the “Export” button and choose the desired export location.
  4. Import into Target Application: Import the exported notes into your chosen application (e.g., word processor, presentation software).
  5. Refine and Edit: Refine the exported content as needed to fit the specific requirements of your target application.

Example:

You can export your notes on a specific software feature as a Markdown file and then import it into a Markdown editor to begin drafting the corresponding section of your user manual.

Collaborating with Team Members

NotebookLM facilitates seamless collaboration by enabling you to share your notes with colleagues, enabling real-time feedback and fostering a cohesive team effort.

Benefits:

  • Improved Communication: Facilitates clear and concise communication within your team.
  • Enhanced Collaboration: Encourages team members to contribute their insights and expertise.
  • Improved Efficiency: Streamlines the review and feedback process.
  • Increased Transparency: Ensures all team members have access to the latest information and updates.

Steps:

  1. Share Your Notebook: Share your notebook with relevant team members by granting them appropriate access permissions.
  2. Collaborate on Notes: Team members can view, comment on, and edit shared notes, fostering a collaborative environment.
  3. Utilize Collaboration Features: Utilize features like real-time co-editing and version history to track changes and ensure everyone is working with the latest information.
  4. Communicate and Provide Feedback: Use the built-in commenting and messaging features to provide feedback and discuss notes with your team.

Example:

In a collaborative software development project, you can share your research notes with the development team, allowing them to provide feedback, suggest improvements, and ensure that the technical documentation accurately reflects the latest project developments.

Using Search

NotebookLM’s powerful search functionality allows you to quickly find specific notes or information within notes, saving you valuable time and effort.

Benefits:

  • Increased Efficiency: Quickly locate specific information without having to manually sift through numerous notes.
  • Improved Accuracy: Ensure that you are using the most up-to-date and accurate information in your work.
  • Enhanced Productivity: Streamline your research and writing process by quickly accessing the information you need.

Steps:

  1. Access the Search Bar: Locate the search bar within the NotebookLM interface.
  2. Enter Search Terms: Enter relevant keywords, phrases, or tags into the search bar.
  3. Refine Your Search: Use filters, such as date range, tags, or folders, to refine your search results.
  4. Review Search Results: Review the search results and select the relevant notes.

For instance, if you’re looking for information on a specific software feature, you can simply enter the feature name into the search bar. NotebookLM will quickly locate all notes containing that term, allowing you to quickly access the information you need.

Creating Templates for Common Structures

Creating templates for frequently used note structures can significantly streamline your note-taking process and ensure consistency across different projects.

Benefits:

  • Increased Efficiency: Save time by quickly creating new notes based on pre-defined templates.
  • Improved Consistency: Ensure consistency in note format and structure across different projects.
  • Enhanced Organization: Maintain a consistent organizational system for all your notes.

Steps:

  1. Create a New Note: Create a new note and structure it according to your desired template (e.g., meeting notes, research summaries, project proposals).
  2. Save as a Template: Save the note as a template within NotebookLM.
  3. Utilize the Template: Create new notes based on the saved template by selecting it from the available options.
  4. Customize as Needed: Customize the template as needed for each specific project or situation.

You can create a template for meeting notes that includes sections for:

  • Date and Time
  • Attendees
  • Agenda Items
  • Discussion Points
  • Action Items
  • Next Steps

By using this template, you can quickly and consistently document meeting minutes for all your projects.

By effectively utilizing these procedures, you can significantly enhance your note-taking workflow within NotebookLM, resulting in more organized, accessible, and effective technical writing.

Organizing with Tags and Folders

In NotebookLM, organizing your notes with tags and folders, and linking related notes, can significantly enhance your productivity and ease of navigation. This guide will walk you through the process, ensuring your notes are well-organized and easily accessible.

Creating and Managing Tags

Step 1: Accessing the Tag Feature

  • Open NotebookLM and navigate to the note you wish to tag.
  • Look for a “Tags” field or section within the note editor. If not visible, check the note’s properties or settings.

Step 2: Adding Tags

  • Type relevant tags directly into the tag field. For example, use “ProjectA,” “Research,” or “Meeting.”
  • Separate tags with commas to create multiple tags for a single note.

Step 3: Managing Tags

  • To edit or delete tags, return to the note and modify the tags in the tag field.
  • Some systems allow you to manage tags globally from a settings or preferences menu.

Applying Tags to Notes

Step 1: Selecting Notes

  • Browse through your notes or use the search function to find the notes you want to tag.

Step 2: Tagging Notes

  • Open each note and add the appropriate tags as described above.
  • Consistency in tagging is key for effective organization.

Creating and Organizing Folders

Step 1: Creating a Folder

  • Look for a “Create Folder” option in the sidebar or main menu.
  • Name the folder according to the project or category, e.g., “ProjectA.”

Step 2: Organizing Folders

  • Use a hierarchical structure if supported, creating subfolders for specific aspects like “Research” or “Meetings.”

Moving Notes into Folders

Step 1: Selecting Notes

  • Find the notes you want to move into a folder.

Step 2: Moving Notes

  • Drag and drop the notes into the desired folder, or use the context menu to move them.

Linking Related Notes

Step 1: Identifying Related Notes

  • Determine which notes should be linked together for easier navigation.

Step 2: Linking Notes

  • In the note editor, type the title of the note you want to link. If NotebookLM supports auto-linking, it may automatically create a link.
  • Alternatively, use a specific syntax like [[NoteName]] if Markdown is supported.
  • Look for a “Link” button or feature that allows you to insert a link to another note.

Step 3: Navigating Linked Notes

  • Explore if NotebookLM offers a graph view or a list of related links to help navigate connected information.

Tips and Best Practices

  • Consistency: Use a consistent tagging system across all notes.
  • Limitations: Be aware of any limits on the number of tags or folder depth.
  • Examples: For a project, create a folder named “ProjectA,” tag related notes with “ProjectA,” and link them for easy reference.

By effectively using tags, folders, and note linking in NotebookLM, you can streamline your workflow, enhance collaboration, and maintain a well-organized workspace. This guide should provide a solid foundation for mastering these organizational tools.

Sharing Notebooks with Team Members

As a remote worker, I’m always looking for ways to refine my workflow, especially when it comes to collaboration. Sharing notebooks in NotebookLM can enhance teamwork, ensures consistency, and streamlines your workflows. Here’s a step-by-step guide on how to share notebooks with your team members, along with the benefits and an example to illustrate its value.

Benefits

  • Enhanced Collaboration: Facilitates real-time collaboration, allowing team members to contribute simultaneously.
  • Consistency: Ensures that all documentation is consistent and up-to-date.
  • Efficiency: Reduces redundancy by providing a centralized location for notes and resources.
  • Communication: Promotes better communication and ensures no critical information is overlooked.

Imagine I’m working on a technical manual for a new software product. I have separate notebooks for installation, troubleshooting, and features. By sharing these notebooks with my team, everyone can add their insights, ensuring the manual is comprehensive and accurate.

Steps

  1. Open NotebookLM: Launch the NotebookLM application and navigate to the notebook you wish to share.
  2. Access Sharing Options: Look for a sharing button or option in the notebook’s settings or toolbar.
  3. Enter Team Members’ Details: Input the email addresses or accounts of the team members you want to share the notebook with.
  4. Set Permissions: Choose the level of access for each team member (e.g., read-only, edit).
  5. Confirm Sharing: Finalize the sharing action by confirming the details.

Next Steps

  • Organize Contributions: Set up a system for organizing contributions, such as clear naming conventions or categorization.
  • Utilize AI Features: Use NotebookLM’s AI features to summarize shared notes, making them easier to digest.
  • Integrate with Project Management Tools: Link shared notebooks with project management software like Trello or Asana for a seamless workflow.
  • Monitor and Manage Access: Regularly review who has access to your notebooks and adjust permissions as needed.

Considerations

  • Security: Ensure that sensitive information is protected and complies with data privacy policies.
  • Version Control: Check if NotebookLM supports version control to manage changes effectively.
  • Best Practices: Maintain a shared glossary or terminology guide within the notebook for consistency.

By following these steps and considerations, you can maximize the value of shared notebooks in NotebookLM, fostering a more collaborative and efficient work environment.

Real-Time Collaboration in NotebookLM

NotebookLM’s real-time collaboration features are a game-changer, enabling seamless teamwork and ensuring everyone is working with the latest information.

Benefits

  • Enhanced Collaboration: Facilitates real-time interaction and brainstorming, fostering a dynamic and productive team environment.
  • Improved Communication: Streamlines communication and reduces the need for separate meetings or lengthy email threads.
  • Increased Efficiency: Saves time and effort by enabling simultaneous editing and reducing the risk of version conflicts.
  • Enhanced Quality: Ensures that all team members have access to the latest information and can contribute their expertise, leading to higher quality outputs.
  • Improved Accountability: Increases transparency and accountability by making it clear who has made what changes to the document.

You can use NotebookLM’s real-time collaboration features to:

  • Simultaneously edit drafts: Work together on the same document in real-time, observing each other’s edits and providing immediate feedback.
  • Brainstorm ideas together: Collaboratively brainstorm solutions to technical challenges or discuss the best approach to a particular topic.
  • Review and provide feedback: Easily review and provide feedback on each other’s work within the NotebookLM interface, streamlining the review process.

Steps

  1. Share the Notebook:
    • Share the notebook with your team members as described in the previous section.
    • Ensure that the appropriate permission levels are set for each team member.
  2. Start Collaborating:
    • All collaborators can now access and edit the notebook simultaneously.
    • Use the built-in chat or commenting features to communicate and discuss changes with your team.
  3. Utilize Collaboration Features:
    • Take advantage of features like real-time co-editing, version history, and change tracking to monitor and manage contributions effectively.

Next Steps

  • Establish Collaboration Protocols:
    • Agree on clear communication protocols and guidelines for collaborative editing within the team.
    • This may include guidelines for commenting, resolving conflicts, and managing versions.
  • Utilize Version History:
    • Regularly review the version history to track changes and revert to previous versions if necessary.
  • Explore Advanced Collaboration Features:
    • Investigate advanced collaboration features, such as assigning tasks and setting deadlines within the notebook itself.

Learn More

NotebookLM is more than just a note-taking tool—it’s a powerful assistant designed to help you work smarter and more efficiently. By exploring its features, you can find new ways to organize your thoughts, uncover insights, and connect ideas.

Whether you’re summarizing lengthy documents, crafting a university thesis, or simply keeping your notes in order, NotebookLM will accelerate the process. We encourage you to experiment with its capabilities and discover how it can streamline the way you work.

This guide has shown you how to:

  • Organize your notes efficiently using NotebookLM’s easy-to-use tools.
  • Interact with multiple sources to generate insights and connections.
  • Create summaries and key takeaways from lengthy documents.
  • Enhance your productivity and streamline workflows. No more manual trawling through PDFs and email chains
  • Explore advanced features like generating FAQs or Study Guides.

By following this guide, you’ve learnt how to make the most of NotebookLM’s capabilities, so you can work smarter and achieve more with your notes and documents.

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