Connecting Businesses and Staff Tools for the Virtual Office Microsoft Groove Office Collaboration Software Skype VOIP Telephone Transferring Files the Safe and Secure way By Dawn M. Draper Virtual Paralegal/Assistant Providing alternative staffing solutions to law firms and businesses

Microsoft Groove Office Collaboration Software

Skype VOIP Telephone

Transferring Files the Safe and Secure way

What is Collaboration? When two or more individuals work together to meet a common goal. For example, you create a document and another proofs and edits the document, sending it back to you for final approval. Working together to meet a common goal in an efficient manner.

When two or more individuals work together to meet a common goal. For example, you create a document and another proofs and edits the document, sending it back to you for final approval. Working together to meet a common goal in an efficient manner.

Advantages of Collaborating with Colleagues Work as a team on one or more projects Allows for creative thinking and involvement of more than one mind You can share ideas and work from one document to implement changes Share one calendar for project deadlines and meetings Real time chat and meetings no matter where your office is located Synchronization of files

Work as a team on one or more projects

Allows for creative thinking and involvement of more than one mind

You can share ideas and work from one document to implement changes

Share one calendar for project deadlines and meetings

Real time chat and meetings no matter where your office is located

Synchronization of files

Microsoft Groove All in one collaboration software for group interaction Simultaneous access to files Access to your files from anywhere, even when you are not connected to the internet Serves as a secure backup for your office files More secure access and delivery of files then E-mail Changes to any file or document can be seen by all Can be used in both an online or offline setting

All in one collaboration software for group interaction

Simultaneous access to files

Access to your files from anywhere, even when you are not connected to the internet

Serves as a secure backup for your office files

More secure access and delivery of files then E-mail

Changes to any file or document can be seen by all

Can be used in both an online or offline setting

Groove Functions Calendar – collaborate schedules and deadlines Discussion – hold conversations with other members of the workspace Documents – review and edit one document with other members Files – share files, store, and organize for access to all members Meetings – record meetings and upcoming tasks Pictures – share images and photos Chat – real-time chat with all members of the work space E-mail – share files, record voice messages, share ideas

Calendar – collaborate schedules and deadlines

Discussion – hold conversations with other members of the workspace

Documents – review and edit one document with other members

Files – share files, store, and organize for access to all members

Meetings – record meetings and upcoming tasks

Pictures – share images and photos

Chat – real-time chat with all members of the work space

E-mail – share files, record voice messages, share ideas

The Launchbar Shows workspaces Contacts in workspaces Create new workspaces Invite members

Shows workspaces

Contacts in workspaces

Create new workspaces

Invite members

Easy File Organization in Groove Create folders for projects – subfolders – upload files – edit directly in Groove – save to Groove – Shows modified date and individual who last modified the document – Think of Groove as your virtual office – Accessible to all members

Groove Shared Calendar

Sharing the Calendar Share calendar with all members of the workspace Deadlines Appointments Vacations View by day, week or month One calendar – many can view and edit – no more messy desk calendars or more than one calendar to view

Share calendar with all members of the workspace

Deadlines

Appointments

Vacations

View by day, week or month

One calendar – many can view and edit – no more messy desk calendars or more than one calendar to view

Issue Tracking Original Assignment Assign projects – track progress – know the status

Meetings & Minutes Agenda Attendees Minutes Your meeting is all in one place with everyone Virtually Attending.

Agenda

Attendees

Minutes

Your meeting

is all in one

place with

everyone

Virtually

Attending.

Where Can I Get Microsoft Groove? If you have Microsoft Office 2007 Professional, you may already have Groove as part of the program If you don’t have Microsoft Office 2007 Professional, you can purchase Groove at: http://office.microsoft.com/en-us/groove/fx100487641033.aspx For a one-time fee of $229.95

If you have Microsoft Office 2007 Professional, you may already have Groove as part of the program

If you don’t have Microsoft Office 2007 Professional, you can purchase Groove at:

http://office.microsoft.com/en-us/groove/fx100487641033.aspx

For a one-time fee of $229.95

SKYPE – Voice Over IP Phone Free PC to PC telephone calls and video conferencing File sharing capabilities Real time chat Low cost long distance calls Low cost local telephone number for incoming and outgoing calls Costs less money per year than your office local and long distant telephone services

Free PC to PC telephone calls and video conferencing

File sharing capabilities

Real time chat

Low cost long distance calls

Low cost local telephone number for incoming and outgoing calls

Costs less money per year than your office local and long distant telephone services

SKYPE Telephone Software Your Skype contacts are in one place and can be exported from your Microsoft Outlook contacts. Double click on a name and that begins the process of calling that contact.

Your Skype contacts are in one place and can be exported from your Microsoft Outlook contacts.

Double click on a name and that begins the process of calling that contact.

File Sharing and Data Transfer When Emailing a large file just doesn’t cut it, Dropbox is a great alternative for transferring the data. Free Version allows you to collaborate, transfer and store up to 2 Gig Paid versions costs $9.95 per month for 50 Gig or $19.99 for 100 Gig This is a free software download that collaborates the files you transfer only with those you invite by email. Very secure and safe alternative to emailing your sensitive files to colleagues.

When Emailing a large file just doesn’t cut it, Dropbox is a great alternative for transferring the data.

Interested in Learning More If you are interested in learning more about how you can save your business money by working virtually, collaborating with colleagues, alternative staffing solutions, such as utilizing a virtual assistant, or getting your office set up with Microsoft Groove, please contact The Virtual Paralegal at: Dawn M. Draper [email_address] www.thevirtualparalegal.com http://thevirtualparalegal.wordpress.com/ © 2009 The Virtual Paralegal – All rights reserved You do not have permission to redistribute, sell or copy any material provided in this PowerPoint presentation without the express permission from Dawn M. Draper.

If you are interested in learning more about how you can save your business money by working virtually, collaborating with colleagues, alternative staffing solutions, such as utilizing a virtual assistant, or getting your office set up with Microsoft Groove, please contact The Virtual Paralegal at:

Dawn M. Draper

[email_address]

www.thevirtualparalegal.com

http://thevirtualparalegal.wordpress.com/

© 2009 The Virtual Paralegal – All rights reserved

You do not have permission to redistribute, sell or copy any material provided in this PowerPoint presentation without the express permission from Dawn M. Draper.

SKYPE Features Free PC to PC Chat Video Conferencing Real time chat Organization of contacts and telephone numbers Share your documents and pictures as attachments Low cost alternative to landline telephones http://www.skype.com

Free PC to PC Chat

Video Conferencing

Real time chat

Organization of contacts and telephone numbers

Share your documents and pictures as attachments

Low cost alternative to landline telephones

http://www.skype.com