The Universe Google’s Online Tools for improved Productivity and Communication Marketing, productivity and communications through cloud computing G. William

The

Universe

Google’s Online Tools for improved Productivity and Communication

Marketing, productivity and communications through cloud computing

G. William James Handheld Computer Solutions

Handouts and Downloads

www.pdapowerplus.com

Contact Me

[email protected]

Ever Wondered If You Could Have...

A unified online solution for:

•Email

•Voicemail and custom messaging

•Blogs and social networking

•Easily sharing listing photos

•Sharing listing video to buyers?

•Enhancing my web site?

•An easy way for potential clients to vet me?

•Map locations for my showings?

•Manage and share my calendar with colleagues

•Share documents with anyone, anywhere, anytime…

…And manage my budget all at once?

Gmail Google Drive Google Talk

Google Latitude

Google Calendar

BlogSpot Google Chrome

What is Cloud

Computing?

Information resources and services

Software Applications

Data

Processing of information

All done on the Internet from a “cloud” of resources over the network.

•No software installation

•Intra-nets: Private cloud applications for organizations

What is Cloud

Computing?

•An internet-based model for groups to become more efficient through sharing.

• Does not bog down your server, no software installation is required.

•Businesses may choose to create a private cloud within their own firewalls

•Cloud computing groups may be scalable or virtualized.

•Some businesses offer services whereby one may purchase only the services used.

- Business insider.com

Google Docs Google Calendar

Google TalkGoogle Voice

CRMClient Relationship

Management system

•Communication•Productivity•Marketing

•Sales management

•The Three Steps To Building Your CRM

Step One: Start with what you already have

•Go through each of your contacts, looking for empty spaces•Fill those gaps as much as possible, with a focus on future marketing

•Step Two: Customize, categorize and downsize

•Create custom categories, and identify who goes where•Place contacts in multiple categories if possible•Delete or archive contact information you no longer need or use

Step Three: Back up your data and share it on the cloud

•Export your entire database and save it on an external disk•Export and copy your data into Gmail or another online PIM system•Store a copy in an online file storage server- it can easily be shared from here•Set a weekly date for backing up and renewing stored data

Select Menu > Import and Export > Export to a file (Outlook 2007)

Select Comma Separated Values (Windows)

Select Contacts

Save the file to an easy to find folder on the computer

Map the custom fields – choose the fields you want to export

Save the file

How to export your CRM to Google Contacts from your current contact

database

Regardless of the PIM you currently use, the process of exporting your contacts and importing the data into Google Contacts is relatively easy, if you follow the steps, you’ll have your contacts copied over in no time. In this case we will use Microsoft Outlook. Click these links to learn to export from other databases:

Export Act! to a CSV Save Excel contacts as a CSV

Export Top Producer to a CSV Export Blackberry to a CSV

Export Mac Contacts to a CSV Export from Outlook 2010

Open Gmail Contacts, select Import from the left column

Importing ContactsOpen Google Contacts

Select Import Contacts from the left menu

Select the CSV file saved on the PC

Click Import

account Interoperability with Microsoft Outlook email and calendar

Select All, then move imported contacts into a new group.

Generous (15GB) mailbox

Simple to organize

Flexible and transparent

Easy to set up on mobile devices

account Interoperability with Microsoft Outlook email and calendar

Mobile email, calendar and IM access

Gmail contacts compatible with many applications

An IMAP server for mobile use

Converge all your email accounts to one Gmail account

Telephone and videoconferencing functions

Google Gmail

Gmail Features and Benefits

Start by creating a Google account

Select Gmail from apps list, log in using Google account

Set up Gmail mail send and receive options

Set up user interface options

Customizable options for Gmail offline

Gmail offline lets you work with your email from the browser without an internet connection

With new options for Gmail offline, you can:

•Configure how much of your old email is available when offline.

•Enable Offline Gmail from the Labs, and customize which labels are synchronized,

•Configure how far back messages are included for offline use

•Determine which attachments you can access offline

Google Gmail

How To Set Up And Use Gmail

Google Gmail

Start by creating a Google account

1. Set up User interface

Plug-ins – Adds functionality to your Gmail both for PC and mobile device

General tab – sets the screen settings, signature and vacation responder

Labs – Your source for many enhanced plug-ins and other features

Labels – Categorize incoming mail, make sorting much easier

Filters – Organize labeled messages, and choose features

Stars – Click on star to highlight a message, as a reminder


Google Gmail


Customize Settings

1. Personalize your display

General settings – Settings for message display, font, signature, etc.


Accounts – Forward all your email accounts to Gmail, and control them!

Filters – Customize how mail is delivered and organized

Forwarding & POP/IMAP – Settings to bring other email accounts to Gmail

Chat – Set up features for IM, telephone and video Hangouts in Gmail

Labs – Add some useful features to improve and personalize Gmail

Offline – Turn offline access on and read delivered email without internet

Google Gmail

Create a folder to hold just these emails

Leave a copy on the original server

If the email server denies Gmail access, simply forward the email account manually from the email account. You will have to add the email account to the list by selecting “Add another email address you own”.


In Accounts, Select “Add a POP3 account you own”

Add the email address to be forwarded

Choose to skip the inbox, into folder

Google Gmail

You must verify the account before it will add to the list. Gmail will send an email with a confirmation code to enter on the next screen.


To add an account manuallyAdd another email address you own

Check to box to treat as an alias

Select to send through Gmail servers

Google Gmail

Create a folder to hold just these emails

Leave a copy on the original server

If the email server denies Gmail access, simply forward the email account manually from the email account. You will have to add the email account to the list by selecting “Add another email address you own”.


Create Labels to better organize your email

Add the email address to be forwarded

Choose to skip the inbox, into folder

Google Gmail


Customize Settings

Create Labels to organize incoming mail in folders

Left click mouse on each label to color code and add sub-labels

Google Gmail


Customize Settings

Assign incoming mail to be delivered into a folder

Future messages will automatically file into the folder

Google Gmail


Customize Settings

Create filters to customize mail delivery

Future messages will automatically file into the folder

Google Gmail

Apply the filter to previous messages

Select the filter parameters


Create Filters and customize incoming mail

Add the email address to be filtered

Google Gmail


Customize Settings

Create Labels to organize incoming mail in folders

Left click mouse on each label to color code and add sub-labels

Google Gmail

Customize Settings

3. Set up phone and video chat features

Turn on Chat – Located in Settings

Download the plugin –The http://www.google.com/hangouts/

For Mobile Devices– Add the Hangout or the Google+ app onto devices.

Free Video and phone – connect with contacts on mobile or desktops


One number rings all your phones

Customize your business phone number

Works with both land lines and mobile phones

Incoming Call Control– Direct certain callers multiple phones, or voicemail

Easy to set up and customize

Create custom greetings to give a personal and professional reception

Transcribed and forwarded voicemail messages

Record calls, block callers, conferencing features

Keep detailed records of calls and text messages

Google Voice

Google Voice Features and Benefits

Customize Settings

Start with your Gmail Contacts

Organize Groups – Decide what users will receive which greeting

Customize Google Voice Settings


Calls & Chat – Create the settings for free calls, SMS, chat or AIM

Web Clips – Choose or create screen access to your favorite RSS feeds

Offline – Turn offline access on and read delivered email without internet

How To Set Up And Use Google Voice

Google Voice

Start by creating a Google Voice account

1.Establish the account with a valid mobile or desk phone

2.The number must be verified by Google before proceeding


Google Voice


1.Set up a Google Voice number

2.The best choice here is to choose I want a new number


Google Voice


1.Enter your mobile number to see your setup options


Google Voice

Google Voice


1.Sprint mobile customers can easily use their own number

2.Other carriers must port their number- restrictions may apply

3.Use the Lite version- get the voicemail but not all the features


Google Voice

Using a Google

numberUsing a non-Google

number

You chose a custom number from Google during sign up. Or use your Sprint number

You are using a phone number assigned to you by

your mobile carrier.

Receive a new custom number

Google voicemail

Forwarding calls

Recording calls

SMS

International calling

Voicemail transcription

ListenInTM

Custom Voicemail Greetings

Blocking callers

Conference calling

Mobile apps

How To Make International Calls

From your mobile phone:

GV Mobile App – Call through the app on iPhone, Windows and Blackberry

Android users make calls normally, after installing the GV app.

You will be charged the low international rate to your Google Wallet account

Calling from outside the US, use WiFi to dial the call through your Google

Voice number, prompt #2 to dial out. Calls back to the US are $.01/minute

Calling from your tablet:

Install the free Talkatone app, make all US calls free via WiFi

Use Talkatone while abroad to call at Google rates over WiFi

Google Voice

How To Avoid Being One Of These People

Treat your smartphone in many ways as you do your computer

Managing the memory of your smartphone is key

Simple steps will avoid frustration, and perhaps embarrassment

Regular maintenance can keep you and your phone running smoothly

Monthly

Maintenance Tips

Clean out your email and text messages (Archive or Delete)

See the smartphone as a convenience for email, and save email on computer instead

Move all media (photos, video, music) to the memory card if necessary

Organize media files for quick access, especially listing photos

Delete temporary Internet files, cookies, clear browser history

Can typically be found in the Web browser settings menu

Reset your device once per day

Removing the battery is best, if possible. This also refreshes your wireless network connection

Delete and reinstall Supra eKey application (if applicable)

MLS update cache files grow over time, and can cause major problems with your smartphone

•Web Browser

•Menu > More

•Settings

•Clear caches

Android 2 & 3

•Web Browser

•Settings > Privacy

•Delete Personal Data

•Select All

•Click Done

•Web Browser

•Settings > Privacy

•Clear Browsing Data

•Select All

•Select Clear

ChromeAndroid 4

Mobile Device Maintenance

Tips(For All Phones andTablets)

Turn off wi-fi and bluetooth

Don’t turn it off wi-fi if you use “Find my iPad or iPhone, or any device location app. Bluetooth is OK.

Turn down the screen brightness

The high-resolution screen is the biggest battery user

Delete those apps you’ve installed but don’t use

Lots of memory can be restored if you get rid of useless apps

Shut down automatic notifications by apps (Polling)

Facebook, Twitter, and other apps that update during the day are draining your battery

Kill running apps in the background to save battery

Using one of these tools multiple times a day can extend battery by closing apps running in the background

Google Calendar

Cloud- Based Time Management and Productivity

Create, edit, and share multiple calendar categories

Customize alerts and reminders

Create your own custom login page

Two-way sync to your PC or Mac over the Internet

Share one or multiple calendars with anyone online

Attach items to calendar events

Collaborate in real-time with others

Upload any type of file for storage up to 1GB

Tons of useful new features

Create, edit, and share multiple calendar categories

Customize alerts and reminders

Create your own custom login page

Two-way sync to your PC or Mac over the Internet

Share one or multiple calendars with anyone online

Attach items to calendar events



Google Calendar Features and Benefits

Google Calendar

Start by setting up your Google Calendar account

1.Click Calendar located on the black bar atop any Google app

2.First time users complete the setup wizard

How To Set Up And Use Google Calendar

Google Calendar


1. Set up User interface

General – User options for time zone, screen layout, etc.

Calendars – Add up to 25 calendars to use and share

Mobile Setup – Have Calendar alert you on your mobile phone & tablet

Labs – Optional, very useful features and add-ons for your convenience


Google Calendar


1.Click on the gear, select settings

2.Select the Calendars tab at top left


Google Calendar


1.Select Calendars, add a new calendar

2.If desired, invite a user to share the calendar

3.Choose access permissions for each sharer

4.This shared calendar is a mirror image to all sharers

5.Calendars may also be made public and searchable

6.Import iCal or Outlook CSV calendar files into a Calendar


Google Calendar

Google Calendar

Creating Calendar Events

1.Select Create

2.Enter event details, select calendar, save


Google Calendar

Add Custom Calendars, add a Birthday and anniversary calendar

1.Left click mouse on the arrow for Other Calendars

2.Select Browse Interesting Calendars

3.Select More, add Contacts’ Birthdays and Events


Google Calendar

Make The Calendars On All Your Devices Say The Same

Google Calendar

For Apple iPhone, and iPad

•Open Settings on your Apple device.

•Select Mail, Contacts, Calendars from the menu

•Select Add Account. From the list select Gmail.

•Fill in the page with your Gmail account and password, username is the same as your email address

•Turn on the settings for each function. If you have the prompt to archive messages, turn the choice to ON.

•Select Add Account once again, this time select Other from the list..

•Select Add CardDAV Account

•Enter the server address www.google.com, then your Gmail address and password. Enter the description as you like.

• Tap Save. The process will configure to now sync your Google Contacts, located in Gmail. Any contacts currently on

your iPhone and iPad will now sync with Google Contacts in Gmail/

•Finally, open Safari, and enter the URL www.google.com/calendars/syncselect. Sign in and choose which of your 25

Google calendars you want to show on your iPhone or iPad calendar. Your Apple device calendar will have Google

calendar events now.

Create a Gmail account to sync your email, calendar and notes to your laptop, smartphone, iPad and other tablets all at the same time. Then add a CardDAV account to be able to sync contacts effectively.

Open Settings

Select Mail, Contacts and Calendars

Select Gmail

Create Gmail account

Sync Mail and Calendars On Apple Devices

Select ‘Other” account Select CardDAV

Sync Contacts On Apple Devices

Enter Account Data, Save

Configure Calendar Sync in Safari

How To Make The Apple Calendar Mirror Your Google Calendar

Open Safari

Enter the URL

Choose Calendars

Google Drive

Create, edit, and share documents, spreadsheets and presentations

Upload your current docs from your PC or DropBox

Easy to convert documents to other formats (DocX, PDF, etc.)

Share documents with anyone online, publicly or secured

Create folders and store documents online as a backup




Cloud-Based Document Management and Storage

Google Drive

Create, edit, and share documents, spreadsheets and presentations

Upload your current docs from your PC or DropBox

Easy to convert documents to other formats (DocX, PDF, etc.)

Share documents with anyone online, publicly or secured

Create folders and store documents online as a backup




Cloud-Based Document Management and Storage

Google Drive

15 GB of Free Storage Shared between Gmail, Drive, and Google+ Photos

Converted Docs are not counted in used storage space!

Google Drive

Begin by downloading the Drive for PC or Mac

1.The desktop app will sync with the cloud app automatically

How To Set Up And Use Google Drive

Google Drive

Create new documents and folders to organize them

1.Create from either the desktop or the cloud app


Google Drive

Google Drive File Formats – Only converted files editable

MS Word File uploaded, not converted

MS Word File uploaded, converted

MS PPT File uploaded, converted

MS PPT File uploaded, not converted

MS Excel File uploaded, not

convertedMS Excel File uploaded, converted

Google Docs Form Generator File

Adobe PDF File uploaded, Stored

Google Drive

Create sub-folders to share with other Drive users

1.Users can see only what you share with them.

How To Share Google Drive Files and Folders

Google Drive

Use this link for email, Facebook, etc.

Choose viewing or editing rights here

Invite people to share and use Docs

How To Share Docs With Other Drive Users

Select “Share” in the upper left

screen

Google Drive

Share Docs with other Drive users

Invited users can either view or edit

Owner can change who owns the doc

Those who do not have a Google Drive account will view shared docs via the Google Drive Viewer, which accompanies the document, which cannot be edited in this mode.

Google Drive

Collaborate On Docs With Others In Real Time

Invited users can either view or edit

Owner can change who owns the doc

Those who do not have a Google Drive account will view shared docs via the Google Drive Viewer, which accompanies the document, which cannot be edited in this mode.

Documents you’ve shared with others can be viewed on all screens at the same time. Users who can edit may make changes that are seen in real time by all viewers.

Great for meetings from remote locations or sales presentations

Google Drive

Collaborate On Docs With Others In Real Time

Collaborators online will be shown at the top of the screen, with different colored cursors while editing.

Collaborators who do not have editing rights may be given the ability to make comments during the process.

Google Picasa Web

Online Photo Sharing Service

Simple to organize

Upload thousands of photos

Share photos by link in email or social media

Create slideshows for your website or blog

Desktop companion application

Create video slideshows or collages

Version 3.0 Auto-tags recognizable faces

Picasaweb.google.com

•Ten times more albums. Those of you who have close to 1000 web albums on Picasa Web Albums will be happy to learn that you can now store up to 10 thousand web albums on the site. Since each web album can hold 1000 photos, this means you can potentially post 10 million photos on Picasa Web Albums!

•Edit photos with Picnik. Apply Picnik magic to your photo by selecting Edit in Picnik or from the new Picnik icon above your photo. Picnik allows you to edit photos easily, share them and save them back to Picasa Web Albums, right in your browser.

•Share your Unlisted Gallery. Forget sharing unlisted albums one by one! Use the unlisted gallery URLto share with family and friends. You can always reset the authorization key in the Settings page if you'd like to change who can view your unlisted albums.

•Post to Buzz, Blogger and Twitter. Share your Picasa Web Albums photos with friends in more places! Just click the Buzz, Blogger, and Twitter icons to the right of your photo to post links in those networks.

Google Picasa Web

•Upload to Collaborative albums. Every album in Picasa Web Albums is now potentially collaborative. Make an album collaborative by adding contributors in Picasa (version 3.6 and beyond) or Picasa Web Albums. Your friends and family can then add their photos directly to your album.

•Picasa Web Albums metrics: View counts & 'Like'. We're excited to introduce two ways to gauge the reach and quality of your photos. 'Views' allow you to see how many people have seen your photo. 'Like' lets you give other people feedback on their photos when you can't think of anything clever to leave as a comment. Both are available below each individual photo and are visible to anyone that can see the photo. Learn more about Views and I like this

•Upload larger videos to Picasa Web Albums and play them back at higher quality. We raised the video upload limit from Picasa to Picasa Web Albums to one GB for both PC and Mac users. Plus, videos larger than 320 pixels will now play back in higher-quality MPEG4 format.

Google Picasa Web

Google Picasa Web

Your Private Album Dashboard

Google Picasa Web

Photo Album slideshow in Fullsceen

Google Picasa Web

Paste this link to email or social media

Embed this code into a website or blog

Drop photos onto a Google map here

Embed a slide show into a website here

Share to Google+ or email to

prospects

How To Share Your Picasa Web Albums

Google Picasa Web

Embed A Slideshow To A Website

Google Picasa Web

Create A Location Map And Insert Photos

Google YouTube

Upload, edit, and share video captures

Upload your current videos from smartphone, tablet or camcorder

Edit and enhance video files with easy to use editing tools

Share video files Publicly on YouTube, by email or your websites

Create a YouTube Channel and broadcast your favorite videos

Invite subscribers to follow your YouTube Channel

Cloud-Based Video Service

Google YouTube

Upload, edit, and share video captures

Upload your current videos from smartphone, tablet or camcorder

Edit and enhance video files with easy to use editing tools

Share video files Publicly on YouTube, by email or your websites

Create a YouTube Channel and broadcast your favorite videos

Invite subscribers to follow your YouTube Channel

Cloud-Based Video Service

Google YouTube

YouTube Channel Page

Choose Type

Upload from Source

How To Upload To YouTube

Google YouTube

Use the Video Manager to create, upload and edit

Create a video directly from your webcam or upload from your computer or video recorder.

Create a video slideshow from a list of photos

Learn to broadcast your video Hangouts (see Gmail features)

Use the video editor tool to enhance those you have uploaded.

Google YouTube

Edit and enhance your video Files

Edit title and privacy, trim and color enhance, add free music, annotations and captions

Choose a thumbnail image for YouTube search

Edit privacy (public, unlisted, or private)

Use keywords (tags) to improve your position in the search results in YouTube video search

Google YouTube

Begin by downloading the Drive for PC or Mac

1.The desktop app will sync with the cloud app automatically


Google YouTube

“Tough times never last but tough agents do.

The very best compliment I could ever receive is a referral from you.

My commitment is to not only meet but exceed your expectations.”

- B.J. Martin, Distinguished REALTOR®, Harry Norman Realtors Atlanta

A referral to your Association’s Executives would be of tremendous value to me.

Send me an email with their names, and please tell them about me next time you contact the office

G. William James, [email protected]

Handouts and Downloads

www.pdapowerplus.com

Contact Me

[email protected]

Thank You!

Handheld Computer SolutionsMaster Of The PDA

G. William James

How To Avoid Being One Of These People

Treat your smartphone in many ways as you do your computer

Managing the memory of your smartphone is key

Simple steps will avoid frustration, and perhaps embarrassment

Regular maintenance can keep you and your phone running smoothly


Tips

Clean out your email and text messages

See the smartphone as a convenience for email, and save email on computer instead

Move all media (photos, video, music) to the memory card if necessary

Organize media files for quick access, especially listing photos

Delete temporary Internet files, cookies, clear history

Can typically be found in the Web browser settings menu

Reset your smartphone and tablet at least once per day

Removing the battery is best, if possible. This also refreshes your wireless network connection

Delete and reinstall Supra eKey application (if applicable)

MLS update cache files grow over time, and can cause major problems with your smartphone

•Settings

•Safari

•Scroll down

•Clear Caches

•Web Browser

•Menu > Options

•Cache Operations

•Clear Browsing Data

•Press Escape

•Alt + LGLG > Menu> Clear

•Web Browser

•Menu > More

•Settings

•Privacy

•Clear caches

iPhone Blackberry 5 & 6 Android


Tips(For All Phones andTablets)

Turn off wi-fi and bluetooth

Don’t turn it off wi-fi if you use “Find my iPad or iPhone, or any device location app. Bluetooth is OK.

Turn down the screen brightness

The high-resolution screen is the biggest battery user

Delete those apps you’ve installed but don’t use

Lots of memory can be restored if you get rid of useless apps

Shut down automatic notifications by apps (Polling)

Facebook, Twitter, and other apps that update during the day are draining your battery

Kill running apps in the background to save battery

Using one of these tools multiple times a day can extend battery by closing apps running in the background