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If you joined the conference via telephone, please enter your audio pin if you haven

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Title: If you joined the conference via telephone, please enter your audio pin if you haven


1
Welcome!
  • If you joined the conference via telephone,
    please enter your audio pin if you havent
    already. (The image on the right is an example -
    your audio pin will be different.)
  • If you joined with a microphone and headset or
    speakers (VoIP), please be sure your device
    volume settings are properly adjusted.
  • If your mic headset is not working, please try
    unplugging and re-plugging in your device.
  • We will begin promptly at the top of the hour.

2
COLL130 Introduction to Google Apps
  • March 27, 2009
  • Rachel Medina, LSNTAP
  • David Bonebrake, LSNTAP
  • Molly French, Colorado Legal Services
  • Brian Lawlor, Legal Services of Northern
    California

3
Please, let us know your questions and comments
during the training
  • Maximize/minimize your screen with the chevron
    symbol
  • Telephone participants need to enter their audio
    pin
  • Ask a question in the questions log
  • Raise your hand

4
Ensuring we can hear you
  • Mic Speakers users should make sure the
    microphone volume is turned up.
  • You can always switch to telephone at anytime in
    the training.
  • Ensure that you have not muted yourself

Un-muted
Muted
5
Questions?
  • Raise your hand, please!

6
Todays training
  • is being recorded
  • will be archived on our website
  • Registered attendees will receive an email
  • with a link to this information once it has
  • been posted

7
Presenters
  • Rachel R. Medina LSNTAP
  • Molly French Colorado Legal Services
  • David Bonebrake LSNTAP
  • Brian Lawlor Legal Services of Northern California

8
Todays Presentation
  • Introduction to Google
  • Gaining Personal Workplace Efficiency Through
    Google Apps
  • GMail, GCal, Google Reader, Google Voice
  • Organizations Employing Google Apps
  • Applications of GCal and GDocs at Colorado Legal
    Services
  • Applications of Google Sites at Legal Services of
    Northern California

9
Introduction
  • Google Timeline

10
The Google we all know and love
11
Google quickly became everybodys favorite search
engine
  • Google it has become part of our everyday
    vernacular

12
There is more to Google than the basic search
tool
  • How many have used the Advanced Search to
    narrow results?

13
How many use Google as their search engine? How
many have a Gmail account?
14
Behind the very simple interface, there is a
Google world of fun.go aheadclick more!
15
Be brave.click even more!
16
(No Transcript)
17
Privacy Issues Cloud Computing
  • The web is a vulnerable place is the tradeoff
    acceptable?
  • Are the ethical issues overstated?
  • If its okay to use Gmail, then why not a brief
    bank on a Google Site?
  • Is it possible that Google is as secure as
    anything youre capable of creating with your own
    systems?
  • Privacy Policy http//www.google.com/mail/help/pr
    ivacy.html
  • More resources on this issue will be posted to
    the Training Module for this training at
    http//lsntap.org/coll130

18
If you are not using any Google applications
(beyond the search engine and GMail), why not?
19
Google Apps for Personal and Workplace Efficiency
  • Gmail
  • Gcal
  • Google Reader
  • Google Voice

20
GMail
  • Googles free web-based email system
  • Good Intro http//www.youtube.com/watch?vkS5XLxs
    v798
  • Powerful spam, virus, and phishing protection
  • Fast and comprehensive message search
  • Many of Outlook and Thunderbirds features are
    available in Gmails web client
  • Can be installed on a Mobile Device

21
GMail Labs
  • Added in 2008, Gmail labs allows users to test
    new or experimental features of Gmail.
  • Currently about 45 features available, including
  • Offline Access
  • Tasks to-do list
  • Undo Send
  • Mail Goggles

22
GMail Offline Access
  • Offline Lab for Gmail standard or Google Apps
  • Setting gt Labs gt Offline gt Enable
  • Uses Google Gears
  • Can create a shortcut from your desktop
  • Takes a few minutes to setup and synch emails

23
GMail Tasks
  • Simple, straightforward to-do list within Gmail
  • You can access your list through Gmail, mobile
    devices, and iGoogle

24
More cool Labs
  • Undo send Gives users a five second window to
    undo a sent message
  • Forgotten Attachment Detector Prompted if you
    use attach in your email but dont include an
    attachment.
  • Create a Document Create a Google Document from
    an email conversation or to start a blank
    document

25
And a Quick Note on Security
  • Turn on Gmails SSL feature now!
  • Settings gt General gt Browser connections
  • SSL is an encryption protocol that protects data
    sent over networks
  • On a public WiFi, its easy to hack a webmail
    account not protected by SSL

26
Google Calendar
  • Add and share multiple calendars among users
  • Integrates with other Google Services
  • Gmail
  • iGoogle
  • Google Deskop
  • Offline access
  • Can be embedded into a website

27
(No Transcript)
28
(No Transcript)
29
Google Reader
30
Google Voice
  • Googles free phone manager service
  • Provides one single, unified phone number that
    can be connected to work phones, cell phones, and
    other lines
  • Calls to your unified number would ring all of
    your other phones
  • Lots of options for how calls are handled

31
Google Voice
  • The features I described were basically the Grand
    Central features Google had added more
  • Free voicemail transcriptions
  • Free conference calling
  • Cheap international calls
  • Text messaging organization
  • David Pogue article on Google Voice
  • http//www.nytimes.com/2009/03/12/technology/perso
    naltech/12pogue.html?scp5sqGoogle20Voicestcs
    e

32
How do you envision using Google Applications? Or
what do you wish you could do with Google
Applications?
33
Google Apps for Your Organization
  • Applications of GCal and GDocs at Colorado Legal
    Services - Molly French
  • Applications of Google Sites at Legal Services of
    Northern California - Brian Lawlor

34
Getting Your Feet Wet Primary Uses
  • Google Calendar
  • Personal Work Calendar
  • Intake Managing Attorney tracks intake staff
    schedules
  • Managing Attorney in FCU suggested to Judge as
    tool for scheduling parenting time between
    adverse parties

35
Google Calendar Continued
  • Why this application?
  • On net and available 24/7 online
  • No syncing required
  • No Google email account required to share
  • Can share calendar with others give them
    control to add to calendar (or not)
  • Can make personal appointments and meetings
    private only you can see them when you share
    the calendar
  • Easy for a unit or smaller office (such as our
    Intake Unit) to coordinate schedules/track each
    others attendance and leave time
  • Ease of use overall

36
Google Calendar Continued
  • Challenges
  • Must have Internet access
  • Not extremely intuitive to more novice computer
    users to join calendar initially
  • Can get cumbersome (tight) if more than 2 busy
    people using same calendar

37
Google Documents
  • Document
  • Presentation
  • Spreadsheet
  • Form

38
Google Documents
  • Document
  • Work off-site on projects prepared for
    meetings, trainings
  • Collaborate with others by sharing document
    prepare for EJC presentation with consultant
  • Spreadsheets
  • Use to track software licensing, staff software
    updates
  • Use to track tech issues (never formally tracked
    tech issues prior to this)

39
Google Documents Why this application?
  • Documents
  • Work at home, pull up most recent copy at work
    (no flash drives, emailing, etc.)
  • Collaborate easily simultaneously edit
    documents while talking on the phone, know where
    the latest version is
  • Spreadsheets
  • Data was not being tracked prior to using Google
    apps, move into using other methods if needed
  • Easy to invite all Tech Unit staff into documents
    dont have to use email, etc. to keep up with
    these projects
  • Inexpensive in cost and resources if we used
    tech tracking/license tracking software more
    software we have to maintain

40
Google Documents Why this application?
  • Cost Savings http//tinyurl.com/ddny2g
  • How to Use Google Apps to Increase Your
    Organizations Productivity http//tinyurl.com/2k
    bzbe
  • http//tinyurl.com/yo3bpe

41
Google Apps Google Sites Intranet
42
What is Google Apps?
43
Google Sites a publishing platform for creating
private or public wikis or websites
44
LSNC had used MediaWiki for its intranet
45
LSNC now uses Google Sites for its intranet
46
How easy is it to create?
47
How easy is it to create?
48
How easy is it to create?
49
How easy is it to create?
50
What are the file limits?
"At this time attached files and uploaded images
are currently limited to 10 MB."   "Each domain
is limited to 10 GB in total size with ...
Education Non-profit Edition domains receiving
500 MB per user beyond the initial
quota."   (Google October 2008)
51
How user friendly is it?
  • everything we got with MediaWiki... only more and
    better
  •  
  • zero learning curve for viewers, since it relies
    on familiar web design metaphors search,
    navigation, content, sitemap, etc.
  •  
  • very easy for contributors from multiple
    locations to create and edit and share content
  •  
  • way Way WAY better search, including content of
    uploaded files

52
Yeah, but do people use it?
53
What is the cost?
  • Zero. Totally free for non-profits
  •  
  • http//www.google.com/a/help/intl/en/npo/
  • No hidden fees, subscription or maintenance
    costs.
  •  
  • Free, real email technical support.
  •  

54
Google Sites give it a spin in your regular
Gmail account
http//sites.google.com/
55
Google Apps Overview
http//services.google.com/apps/resources/overview
s/welcome/topicWelcome/index.html
56
Brian Patrick Lawlor, Regional Counsel Legal
Services of Northern California Sacramento,
California blawlor_at_lsnc.net http//lsnc.net/ htt
p//webdogs.org/  http//findabilityproject.org/

57
So Many Applications.So Little Time!
  • Other Google Apps
  • iGoogle/Start Page
  • Set up Google Gadgets, RSS feeds, personal To-Do
    List, etc.
  • Other Google Search applications
  • Blog Search, Government Search, Google Scholar
  • Google Translate
  • Possible Creative Uses Think Outside the Box!
  • GCal
  • Use for your case docket
  • Google Sites
  • Formulate your own project management tool

58
Google Apps support through the NTAP Help Desk
  • http//www.lsntap.org/helpdeskchat
  • On-demand support available for LSC-funded
    programs
  • Live chat available Monday Thursday, 12 3 pm
    PT

59
Questions?
60
Thank you
  • Dont forget to complete our survey ?
  • Rachel R. Medina rachel_at_lstnap.org
  • Molly French mfrench_at_colegalserv.org
  • David Bonebrake david_at_lsntap.org
  • Brian Lawlor blawlor_at_lsnc.net
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