Google Apps Races Laps Around the Competition

Well, Summer is officially here!  Memorial Day weekend begins in a matter of hours ... grills will be fired up, pools will be packed, and families will be getting together to celebrate!  The Indy 500 is also happening this weekend and in light of this American tradition, we want to show you how Google Apps runs laps around the competition with features that other legacy systems do not have!

Conversation Threading in Gmail

Do you ever have an email thread that starts at 9am and is replied to throughout the day?  How many times have you needed to refer to an email in that conversation that was sent around 11am during your 3pm meeting?

With Conversation Threading in Gmail, all of the emails that follow the original message are stacked together creating one flowing email message thread.  One thing to note is that to keep these messages together, they need to have the same subject line in the message.  This is beneficial because every time you open this message thread, you have the ability to catch up and review the messages so that your reply is in order and not out of context.

Other email systems have the messages come in as separate emails which can be time consuming as you look for the specific message you need to reference.  

Real Time Collaboration in Google Docs

If you work in a distributed workforce environment, it can sometimes be challenging to get everyone together to work on an important document for a project.  

Not anymore!  Google Docs allows you to create, share, and edit a document in REAL TIME!  No matter where people are located worldwide, as long as they have an internet connection, they can log in and open the specific Google Document and begin adding their 'two cents.'  

Simply open Google Docs --> Create a Doc --> Click on 'Share' in the upper right hand corner of the document --> Enter the email address of the person(s) you wish to share it with --> Begin to add information to the document.  

Depending on how many people you have shared the document with, you'll see them appear in the document adding the information they key in.  You can also add comments, chat within the document, and come & go as you please.  Each keystroke is saved as it is typed in!

Follow Your Favorite Sports Team in Google Calendar

Along with picnics, pools, and parties during the summer ... there is always Baseball.  If you're a true fan, you'll subscribe to your favorite team using your Google Calendar ... you never want to miss a homerun :)

To begin following your favorite baseball team, simply open your Google Calendar --> Click on the drop down arrow next to 'Other Calendars' --> Click on 'Browse Interesting Calendars' --> Select 'Sports' --> Select 'Baseball' and then select 'Major League Baseball MLB' --> Locate your home team and click 'Subscribe' to the right of the team name.

Now, the calendar for your favorite baseball team will appear in your 'Other Calendars' list.  This calendar will display all the games that will be played throughout the season.  For additional information about the game, click directly on the event and click 'More Details' to find out what TV station it's being shown on and inning by inning scoring stats!

These are just a few features that put Google Apps ahead of the pack.  Please let us know of any features you've found valuable in Google Apps the are not available in other email systems in the comments section below.  Also, please give this post a +1 if you found it fun and informative ... others can benefit from this post as well.

Have a safe and happy Memorial Day weekend!!!

How To Use the NEW Research Tool within a Google Doc

Its crunch time, you're in the middle of a project, and need to do some research. We all have been there, and used Google to quickly help us find the information we are looking for. While using Google Docs, we are used to opening up a new tab and typing in our secret weapon of Google.com to perform a search. This is now ancient history. Google has now made it even more convenient to search while working inside a Doc by introducing the Research Pane. The Research Pane uses the power of search from within your document, making it easy to add information from the web. 

How To Use Research Tool

• Select the 'Research' option form the 'Tools' menu.

OR

• Right-click on a specific word and select 'Research.' 

OR

• Use the keyboard shortcut (Cmd + Opt + R on Mac, Ctrl + Alt + R on PC).

The Research Tool will appear on the right side of your document. You can search by typing into the search bar, and narrow your results by images, scholar, and quotes. 

Web Results

When searching for websites, the Research Tool gives you several options. 

• Select 'Preview' to see a preview of the website. You can click on the site link to have the site open in a separate tab. Select 'Insert Link' to add a link to the website into the body of your document. Select 'Cite' to create a footnote citation within the body of your document. 

Images

Images will appear in the general search, however you can narrow your results to only images by select 'Images' from the drop-down menu in the search bar.

You can then drag an image into your document. 


Quotes


By selecting 'Quotes'  from the drop-down menu, you can select a quotation you'd like to use in your document, and then click 'Insert' to add it with a footnote citation. 


Scholar


You can search articles by selecting 'Scholar' from the drop-down menu in the search bar. The search results will include both Web and PDF results. You will then be able to insert the article citations into your document. You can change the format of the citation by clicking on the drop down. 

Places


If you search for a specific location using Research, your results may include a map. You can 'Edit' the map allowing you to zoom in and out, and then 'Insert' the map directly into your document. 


Tip: You also can insert the map by dragging it directly into your document.

Please leave any questions or comments about this blog post in the comments section below. Also, if you found this post fun and informative, give it a +1 so others can benefit from it as well. 

Use Google Apps to Plan Your Next Company Picnic (Part 2 of 2)

Use Google Forms to Reward your Employees


What is a company picnic without some company awards? Make your company picnic rival the 'Oscars' or 'Dundies' by using Google Forms to create awards and allow your colleagues to vote on the winners.  Who is your companies ‘Ace in the ‘Hole’, ‘Best Coffee Barista’, ‘Deadline Buster’, and 'Jetsetter’? Google Forms will give you instantaneous results by compiling the information in to a spreadsheet telling you who the winner.

• Open up your Google Docs or Drive and select 'Create' and then 'Form'. 

• Name your form and provide any necessary instructions in the description text box. 

• Select 'Add Item' and then 'Text'.

• Type in the award to be given and a brief description, then select 'Save'.  Repeat the step above to add additional questions with different formats (eg. multiple choice, scale).

• Once the questions have been added, give the form some 'flavor' by giving it a picnic theme.  Select 'Theme' at the top left corner of the page. Browse through the themes, make your selection, and click 'Apply'. 

• When you're ready to send the form to your staff, select 'Email This Form' and type in your colleagues email address or group email address, and then click 'Send'. 

     **If you want users to see the form with the theme that you applied, uncheck the box next to 'Include form in the email' so users can click on a link and be sent directly to the form.

Take a few minutes to fill out our example form by clicking here. 

Share the Fun and Excitement with Google+


You’ve planned out the events, shared the company calendar, made awards, and now its time to get your company amped up for this event. Google+ can help you create a buzz and get your employees excited. 


Post announcements and teasers to this rocking event on Google+ by creating a company circle so your posts are only viewable to your employees and not customers and clients. After the picnic, use Google+ to post your favorite pictures of the event for all employees to see. Using the company circle, everyone can share their pictures and recap their favorite moments.


• From Google+ Select 'Circles' and then select 'Create Circle'.

• Name your circle, add the appropriate parties to the circle, and click create. 

Now, when you upload the pictures and videos, you can choose to make them public or you can share them with the specific company circle you just created.

We hope that your company picnic is as fun as the planning process was!  Google Apps is a one stop shop for all your companies needs, business and pleasure.

Please leave any questions or comments about this blog post in the comments section below. Also, if you found this post fun and informative, give it a +1 so others can benefit from it as well. 

Use Google Apps to Plan Your Next Company Picnic (Part 1 of 2)

As the weather gets warmer and Memorial Day approaches, we get closer and closer into what I like to call 'Picnic Season.' Spring turns to summer and the smell of hot dogs, potato salad, and desserts fill the air. Everyone gets the picnic fever, including your company. 


Businesses plan their company picnics by setting a location, designing the company shirts, and planning the pot luck and activities. Planning such an event can be a bit overwhelming, thankfully Google Apps is here to help you with your picnic planning needs!


Create a 'Picnic Calendar' and Schedule the Events


Google Calendar can help you plan out the perfect picnic hour by hour. Create a ‘Company Picnic’ Calendar and share it with your entire company by following the steps below. After creating this calendar, you can add all of the days events from the egg toss to the three-legged race!


• First, select the drop down arrow from 'My Calendars,' and then select 'Create New Calendar'

• Name the calendar 'Company Picnic' and check 'Share this calendar with others.' Make sure 'Share this calendar with everyone in the organization' is also selected and click 'Create Calendar.' 

• Once you're back to the main Calendar window, select 'Create' in the upper left hand corner of your screen --> title the event, select 'All Day,' and choose the 'Dito Company Picnic' as the Calendar.

• Next, it's time to add any events to the calendar.  Select a time on the day of the event by clicking directly on the calendar and then select 'Create Event' or 'Edit Event' to add additional details.

• This is where you can add details like where the event is taking place, the event time frame, change the event color, invite specific guests or groups, and add reminders. 

Continue the steps above for all of the days events so your colleagues can see the whole agenda. 

Announce the Picnic to your Company with Google Sites


Google Sites is a great way to promote internal messages within your company. You can create an intranet site so all employees have a central location to find useful information available to them. On your companies Google Site, create an 'Announcements' page. From within that page, add your announcement about the company picnic, and embed the calendar that you just created.

• Select the 'Announcements' page in Google Sites and select 'Edit'

• Select where you would like to embed the calendar, click 'Insert' and then 'Calendar'

• Check the box next to the Company Picnic, and click 'Select'. 

• You can change the size of the calendar to better fit your page, and then select 'Save'.

• If you are satisfied with your calendar, select 'Save'. 

You are now able to view what the calendar will look like inserted on your companies Announcements page.  

Next week, we'll take a look at how to reward your staff using Google Forms and generate some excitement around this awesome company picnic with Google+ in part 2 of our company picnic planning with Google Apps series!  

Please leave us any comments in the section below and give this post a +1 if you found it fun and informative.  See you next week!

How To Enable Keyboard Shortcuts in Google Sites

Google Sites is a great application to promote business communication. Your business or organization can utilize Google Sites to build a company intranet to post announcements, provide direction, and promote company information. Now, with Google Sites, users can use keyboard shortcuts to perform many tasks without using the mouse. Key board shortcuts will make editing your Google Site a breeze!

Enable Keyboard Shortcuts

Select the gear in the top right of the screen and select user settings

Select the checkbox to enable keyboard shorcuts. Be sure the save the changes!

Learning Keyboard Shortcuts

Keyboard shortcuts allows you to use commands to replace using your mouse. These commands can be used for page level commands, site level commands, and application-level commands. These commands are displayed below.

Page Level Commands

Site Level Commands

Application Level Commands

Using Keyboard Shortcuts

Now that you can begin learning and using keyboard shortcuts, it's easy to see how utilizing the shortcuts will make site construction and editing a breeze. You will be able to edit pages, create new pages, explore the revision history, and share your site without every taking your hands off the keyboard! 

We have showed you have to master keyboard shortcuts in Google mail and now with Google Sites! I am happy to learn that Google has decided to add this time saving feature to Google Sites to make editing that much easier!

Not familiar with Google Sites yet? That's okay! Check out our other blogs to help you get started with the functionality of Google Sites! Be sure to leave us comments about other ways we can help you get started with Google sites. 

How To Add an Image to Your Google Mail Signature

Your signature is a very important part of each and every email you send.  It should contain your name, contact information, a website, and a logo.  In Gmail, the logo in your signature can only be added via a specific URL.  In today's blog post, we'll take you through the steps necessary to properly add an image to your Gmail signature!

Your administrator may have provided you with a URL for the company logo that needs to be placed in your signature.  If not, you can simply perform a Google Image Search by typing in your company name in the Google Search bar and then clicking on 'images' in the upper left hand corner.  Once you have found the image you want to use, right click on the image and click 'Copy Image URL.'  This works best when using the Google Chrome browser.

After you've located and copied the URL for your image, you'll need to access your mail settings by clicking on the gear and select Settings.  Under the General section, scroll down to locate where you can add/edit your signature.

Once you have located the 'Signature' section, you'll want to place the cursor where you want to embed the image (typically at the bottom of your signature).  Next, click on the 'landscape' icon in the set of 'rich text' options to enter the URL of the image you would like to place in your signature.

You will notice a pop up window appear asking you to enter the URL of the image you would like to add to your signature.  Enter the URL you copied from the web or the URL your administrator provided to you by right clicking and selecting 'Paste' (or, Control + V).

If this looks good to you, click on 'OK.'  You'll then notice the image in your signature.  If it looks to big or to small, click directly on the image and you'll have the option to resize.

REMEMBER to click 'Save Changes' at the bottom of your General Settings page to ensure your logo is saved in the signature!

Now that you have embedded the image in to your signature, you can click on 'Compose' to double check if everything is to your liking.  I think mine looks pretty good....what do you think?

If you found today's blog post interesting, fun, and informative ... give it a +1 so others can enjoy the information provided as well.  Please leave us any comments in the comments section below!

A Day In The Life Of A Google Apps Mom: Happy Mother's Day!

From Business meetings to family dinners, and seminars to story-time, Google Apps abets even the busiest mother while she juggles the demands of her professional and personal life. Mothers play essential roles both in the corporate world and the household, and they need technology to keep up with them. So step aside soccer moms, Google moms have arrived!

Meet Gabby Apps

Gabby Apps is a mother of three and a successful business woman. Every day is action packed with business meetings, sports practices, deadlines, and homework checks. Let’s take a look at how Google Apps has helped Gabby maintain Super Mom status while keeping Super Job status. Perhaps you will take away some new tricks that will help balance your own routine.

Scene #1: Working as Team

Working together is an essential component of a successful business team and family. Trying to maintain the busy schedule of this Mom-on-the-move  is a task for Google Calendar. Gabby and her Husband, Garry, maintain their personal lives and family schedule with a shared calendar. Garry coaches their youngest daughter's swimming team and can easily post all practices and swim meets on the Family Calendar.

As Gabby plans each day, she always has access to her events so she prioritizes her daily agenda. Gabby has never missed a swim meet and is sure that she never plans a 5:00 PM business meeting on swim meet days.

Scene #2: The Homework and Project Checks

Gabby’s oldest son, Gavin Apps,  is in 10th grade and is due to turn in his term paper at the end of the week. Gavin is quite proud of the work he has accomplished thus far and would like his mother to help out with some proof reading. 

Gavin has shared his term paper, Cloud Computing: A Paradigm Shift In Technology, via Google Docs. When Gabby has some down time, she post comments throughout the paper to help guide Gavin’s direction. Just comments though, Gavin has to make the edits himself!

Since Gabby oversees 5 other employees at her company, she relies on Google Docs to monitor progress of current projects. With Google Docs, Gabby’s team can collaborate together and Gabby can easily track progress at any time!




Scene #3: Deadlines and Emergencies
Today Gabby hopes to close a deal with a client. Unfortunately, Gabby received a call that George, her middle son, has taken ill at school.


Gabby immediately initiates a video chat with Garry to determine the best action plan. Gabby and Garry cross reference calendars. Garry will be in a meeting for the next two hours and Gabby has the big meeting later in the day. They decide that Gabby will pick George up from school and work from home until Garry gets out of his meeting. Thank goodness Gabby can access her Google Apps account from anywhere!


Gabby’s colleagues are able to continue working on the presentation for the client while she hurries off to the school. Gabby’s assistant promised to ping her (send her a Google Chat) once the presentation is completed. Gabby has gone mobile by signing into Google Talk on her Android Razr phone so she knows immediately when the presentation is ready.


Gabby is able to pick up her son from school, review the final presentation, and close the deal with her clients. Now that’s a Google Apps Super Mom!

Google Apps Gift to Mom

Are you and/or your siblings geographically dispersed? Can’t make the trip to see Mom? No worries, Google Apps can help!  Bring the family together this Mother’s Day with a Google+ hangout! If you have no siblings, or 10 siblings, Google+ hangout can accommodate your family size. Plan some time to get the family together to catch up through this group video chat and wish your Mom a Happy Mother’s Day!

Honoring All Super Moms!

We would like to take the time to wish all mother's a happy and peaceful Mother's Day! Know that you are appreciated for all you do for your family and your business. A special shout out to our very own Google Apps Super Moms .. Michelle, Trish, and Dorey!