COLL131: Employ Google Applications Now!

COLL131: Employ Google COLL131: Employ Google Applications Now!Applications Now!April 17, 2009

PresentersPresentersRachel R. Medina

LSNTAP

Sandra W. QuilesMass. Law Reform Institute

Training AgendaTraining Agenda

OverviewOverviewGMail

◦ Filters◦ Getting/sending email from other email

addresses◦ Labs features

Google Apps ◦ Domain/email setup ◦ Integrating domain ◦ Web host support ◦ Setting up mail.<mydomain>.org ◦ Introduction to the dashboard ◦ Catch all email

OverviewOverviewGoogle Calendar

◦ Setting Up Individual Calendars◦ Setting Up Master Calendars

Holiday Calendar, Vacation Calendar, Master Docket

◦ Best Practices for Calendar Use◦ Syncing Calendars & “Going Mobile”

Google Docs◦ Best Practices

Plan for Implementation

InterludeInterludeWhich camp are you in?

Which apps are an easy Which apps are an easy sell?sell?

Case Study: Legal Services of Northern California

Case Study: Legal Aid of Western New York

“None have been "hard" to sell. I think the issue is whether theutility of the particular Google App is self-evident as a usefulalternative to something the users already do. To use Google apps thatare not so, takes time or circumstances to make its utility apparent.”

Not a question of which apps are an easy sell. It’s a question of who to sell to first.

Look at the population of your staff.

Younger staff and tech savvy staff may already may be using various Google applications on their own. Start with those folks.

Any of the Google apps will be easier to sell to late-adopter-types once they see others using the applications.

Which apps are an “easy Which apps are an “easy sell” to staff?sell” to staff?This is a management of change issueDon’t confuse this with an issue of

utility, though the two may be intertwined◦E.g., if folks can’t see the utility in the

switch, then you may have a difficult time “selling” the switch to them

FIRST STEP: ◦make your own individual case for Google◦Determine why the switch would be good

for your organization (or not?)

“Making the Case”

MESSAGING TOOLS(GMAIL & GCAL)

COLLABORATION TOOLS (GDOCS & GOOGLE SITES)

From Google

Education Edition Available to NonProfits for free. Continuous Innovation. Universal Access. Secure Infrastructure. Control of Spam. Archiving. Find Messages Instantly. - HERE

Worker mobility. Information Access Control (Public/Private). Protect Documents (control over sharing). Revisions saved. Publish through the web (read only copies). Import/export a variety of formats. – HERE

LSNC’s Experience

“self-evident” – “it resolved in a practical way how to have universal web access without the need for syncing work/home desktops”RE Gmail: “totally eliminated the spam problem for us, which had been the number one tech complaint in our organization”

GDocs: “was more slowly adopted…not immediately self-evident how it would be helpful. …utility has become apparent to more staff as others do shares, form invites, etc. Google Sites use is still at an embryonic stage…it’s use is fairly self-evident to those who have experience with project management software”

LAWNY’s Experience

Easy to use by staff; management is easy – see J.Hogue’s presentation here.

GDocs attributes to advertise to staff: versioning and revision history; no need to send multiple emails back and forth

GMail & Google AppsGMail & Google Apps

Google Apps and GmailGoogle Apps

Gmail, Docs, Calendar, Intranet! This is just the beginning

GmailSecure email access anytime anywhere, excellent spam filter, mobile email access, and much more.

GmailAccounts: getting/sending email

from other email addresses (Labels)Filters Lab features

Gmail

Gmail Settings Customize your Gmail

account through Settings, from basic Timezone to vacation emails.

◦ Accounts◦ (Labels)◦ Filters◦ Labs

Star events:Undo star when event is done

Send spam directly to trash:“is:spam”

Finding emails with attachments: “has:attachment”

Delete old emails: “before:2006/06/01 label:sent”

http://www.bspcn.com/2007/05/30/20-ways-to-use-gmail-filters/

Gmail Filters

AT&[email protected]: [email protected]

Cingular [email protected]

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

Gmail Creating a Filter

Send email as:“[email protected]”

Get email from other accounts:“[email protected]”“[email protected]”“[email protected]” (!)...

Have your own domain

Gmail Accounts

Gmail Use Other Address

Gmail Compose Email

Gmail LabsDave’s Favs

◦ Undo send: Gives users five seconds to undo

◦ Attachment Detector: Prompted if “attach” is found in your email but no attachment is found.

◦ Create Google Document from an email conversation or to start a blank document

◦ GMail Tasks

Others◦ Offline◦ Custom Label

Colors◦ Superstars◦ Email Addict :)◦ Mark As Read◦ Text Messaging

(SMS) in Chat ◦ Send & Archive

Showtime!Any Questions?

Google AppsIntegrating domain Discuss web host supportDashboard

◦Setting up http://mail.mydomain.org ◦Email setup

Catch all email

Google AppsIntegrating domain

Email and Google servers ◦http://google.com/a◦Email, Docs, Calendar (iCal), etc. ◦Excellent spam filter!◦Mobile access◦Limit of email accounts: 50

Support◦http://google.com/support/a

Google Appshttp://google.com/a

Google AppsStandard EditionGmailGoogle CalendarGoogle Docs

◦ Documents◦ Presentations ◦ Spreadsheets

Google Sites◦ Websites ◦ Group wikis

Let’s Get Started

Google AppsDomain IntegrationBasic Information

◦ Name◦ Email

Use a backup email address: [email protected]

◦ PhoneOrganization Information

◦ Name◦ Type (next)

Administrator Account◦ [email protected]◦ password

Terms and Conditions

!!

Google AppsDomain Integration cont.Verify Account

◦ CNAME - Host Control Panel access◦ HTML file - FTP access

googlehostedservice.htmlDiscuss Host Support

◦ Dreamhost◦ Other Hosts◦ http://www.google.com/support/a/bin/

answer.py?answer=140034

Google AppsDomain Integration cont.

!!

Showtime!Any Questions?

Thank you :)Thanks to LSNTAP for this

opportunity

Google CalendarGoogle CalendarUsing Your Individual CalendarSetting Up Master CalendarsSyncing Calendars & “Going

Mobile”

Google’s Reasons For Using Google’s Reasons For Using Google CalendarGoogle CalendarShare Your ScheduleGet Your Calendar On-The-GoNever Forget Another Event

Again (Customizable Reminders)Send Invitations and Track RSVPsSync with Desktop ApplicationsWork Offline http://www.google.com/intl/en/googlecalendar/

about.html

Setting Up Individual Setting Up Individual CalendarsCalendarsYou have a Google Calendar by virtue

of having a Google Account ◦Select Calendar, then Settings to

personalizeSharing Calendar with Specific People

◦Settings>Calendars>Shared:Edit Settings>

◦Enter E-mail address & Select level of permissions

◦Add Person

Share with Everyone in the Share with Everyone in the DomainDomain

Click on the down arrow to the right of your e-mail address under “My Calendar”

Select “Share this Calendar”

Share with Everyone in the Share with Everyone in the DomainDomainClick on the down arrow

Calendars “On-The-Go”Calendars “On-The-Go”

Google SyncGoogle Sync

Setting Up Group Setting Up Group CalendarsCalendars

Master CalendarsMaster CalendarsPros and Cons

◦Master Calendars allow for one person to add important dates that are relevant to everyone in an office or that require more than one person’s attention

◦Depending on how your office workflow is set up, you may end up with duplicate entries which could ultimately be messy and confusing

Public Calendars & the Public Calendars & the WeatherWeather

Public CalendarsPublic CalendarsSettings>Calendars>Import

Calendars>Browse Calendars

……more on Calendarsmore on CalendarsList of Calendars:

◦ http://icalshare.com/top.php

Article re Public Calendars: http://www.googletutor.com/2008/01/17/adding-public-calendars-to-your-google-calendar/

Short-cut to add calendars:

Syncing Calendars - Syncing Calendars - OutlookOutlookWhy?

◦Allows “late adopters” to continue to use Outlook, but also gives them the added benefit of convenient GCal interface

◦Serves as a dedicated syncing tool – connects all calendars iCal (Mac) at home Outlook at work GCal in the cloud + Outlook and iCal

Syncing CalendarsSyncing Calendars1-way sync or 2-way sync1-way:

◦Sync GCal events to MS Outlook◦Sync MS Outlook events to Gcal

2-way:◦Sync both Gcal and MSOutlook with

each other

Syncing CalendarsSyncing Calendars1-way sync or 2-way syncDownload and install Google Calendar

Sync.Enter your Google account email

address and password.Select your sync method and the sync

frequency you prefer. Hit Save and you're done. Easy, right? --How to Sync Any Desktop Calendar with Google Calendar by Adam Pash.

Lifehacker. July 29, 2008. Located at: http://lifehacker.com/399407/how-to-sync-any-desktop-calendar-with-google-calendar

Google DocsGoogle DocsBest Practices for Managing Work

Product◦Most folks have not entirely

converted to using Google Docs yet◦But we do have some idea about

what folk are using it for…

Syncing with BasecampSyncing with Basecamp1. Copy subscription URL

◦ RightClick on " Subscribe to iCalendar" link in Basecamp,

◦ Then click on "Copy Link Address.”2. Add URL to subscribe

◦ Get to "Add via URL" page, ◦ Press "Ctrl"+"V" to paste link,◦ *IMPORTANT* Change first part of URL from "webcal" to

"http", resulting in something like this [http://***.basecamphq.com/feed/project_ical?token=***&project_id=***]

--From Google Calendar Help: http://www.google.com/support/forum/p/Calendar/thread?tid=763b6dd81325650c&hl=en

Syncing with BasecampSyncing with Basecamp

Paste Link Here

Google DocsGoogle Docs

Google DocsGoogle DocsDemo

Implementation PlanImplementation Plan



Change ManagementChange ManagementRolling it out to all the other offices –

Contact each office and set up appointments to discuss plan for implementation

Go back and look at accounts for people who have either never used it or are making little use of the apps and offer additional assistance

Continue to make visits to other offices to make presentations

Sample Timeline - LAWNYSample Timeline - LAWNY

March April May June July August September October November December January

Invited EarlyAdopters toHelp Test

Teaser EMailsto the Region(all offices)

Discussed rollout with

regional techcommittee &

Createdaccounts for all

technologycommittee

people

Beganconducting site

visits to office toassist with

training/roll out

Last holdoverconverted toGoogle Apps

:)

Sample Timeline - LAWNYSample Timeline - LAWNY

March April May June July August September October November December January

Invited EarlyAdopters toHelp Test

Teaser EMailsto the Region(all offices)

Discussed rollout with

regional techcommittee &

Createdaccounts for all

technologycommittee

people

Beganconducting site

visits to office toassist with

training/roll out

Last holdoverconverted toGoogle Apps

:)

QUESTIONS?QUESTIONS?

THANK YOUTHANK YOUDon’t forget to complete our survey

Rachel R. [email protected] Coordinator LSNTAP