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The
Universe
Google’s Online Tools for improved Productivity and Communication
Marketing, productivity and communications through cloud computing
G. William James Handheld Computer Solutions
Ever Wondered If You Could Have...
A unified online solution for:
•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
How To Set Up And Use Gmail
Google Gmail
How To Set Up And Use Gmail
Customize Settings
1. Personalize your display
General settings – Settings for message display, font, signature, etc.
Labels – Categorize incoming mail, make sorting much easier
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”.
How To Set Up And Use Gmail
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.
How To Set Up And Use Gmail
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”.
How To Set Up And Use Gmail
Create Labels to better organize your email
Add the email address to be forwarded
Choose to skip the inbox, into folder
Google Gmail
How To Set Up And Use 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
How To Set Up And Use Gmail
Customize Settings
Assign incoming mail to be delivered into a folder
Future messages will automatically file into the folder
Google Gmail
How To Set Up And Use 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
How To Set Up And Use Gmail
Create Filters and customize incoming mail
Add the email address to be filtered
Google Gmail
How To Set Up And Use 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
How To Set Up And Use Gmail
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
Labels – Categorize incoming mail, make sorting much easier
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
How To Set Up And Use Google Voice
Google Voice
Start by creating a Google Voice account
1.Set up a Google Voice number
2.The best choice here is to choose I want a new number
How To Set Up And Use Google Voice
Google Voice
Start by creating a Google Voice account
1.Enter your mobile number to see your setup options
How To Set Up And Use Google Voice
Google Voice
Google Voice
Start by creating a Google Voice account
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
How To Set Up And Use Google Voice
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
Collaborate in real-time with others
Tons of useful new features
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
Start by setting up your Google Calendar account
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
How To Set Up And Use Google Calendar
Google Calendar
Start by setting up your Google Calendar account
1.Click on the gear, select settings
2.Select the Calendars tab at top left
How To Set Up And Use Google Calendar
Google Calendar
Start by setting up your Google Calendar account
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
How To Set Up And Use Google Calendar
Google Calendar
Google Calendar
Creating Calendar Events
1.Select Create
2.Enter event details, select calendar, save
How To Set Up And Use Google Calendar
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
How To Set Up And Use Google Calendar
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
Collaborate in real-time with others
Upload any type of file for storage up to 1GB
Tons of useful new features
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
Collaborate in real-time with others
Upload any type of file for storage up to 1GB
Tons of useful new features
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
How To Set Up And Use Google Drive
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
How To Set Up And Use Google Drive
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]
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
Mobile Device Maintenance
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
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