Tools for Managing and Sharing Information


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Webinar slides for Tools for Managing and Sharing Information, presented to Inverness College UHI.

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  • Today’s webinar will look ata few tools that are available to use to aid you in managing the huge amount of information you are subject to on a daily basis, these tools will assist in you defining your interests and specifying what resources are of most interest to you, we’ll also look at some of the cloud storage services available that can offer access to your information from any device that has web access we’ll call this personal informaiton management.We can look at the use of feeds and aggregatpors that will automate and push delivery of items of interest
  • Feeds turn traditional searching on its head a bit – so instead of constantly going looking for information you can request to have it presented to you when it’s pulished. Websites or blogs that you like that have a feed (look for the icon) are set up for this. You use a feed reader to view all your feeds from one place.To subscribe / click the orange logo and you will be given a list of the items usually with a short summary and a link to the full article. Copy the url and paste it into the tool you want to use to look at your feeds. So there are options for this and I’ll go through some of them.
  • There are many feeds and aggregators out there and the main reason for them is that they save time and pull information to you on areas of interest.You can find RSS feeds in many forms of online information from websites to blogs and magazine sites, publisher or bookseller feeds and much moreThere are two main considerations for RSS If you want to keep up to date whilst at work Microsoft Outlook has RSS feed incorporated and you can add feeds to your outlook.If you read RSS feeds when you’re on the go, and on multiple devices, you will want a cloud-based RSS Reader — something like feedly. There’s no doubt about it and I’ve mentioned NetVibes as it’s one of the most popular cloud-based RSS readers and offers a very simple user interface, and tons of features.
  • Outlook has a feed reader inbuilt – you’ll maybe have noticed this already -
  • Right clicking on the RSS icon will then give you the option to add a new RSS feed
  • You can search to find the website or blog you’re interested in and click on the RSS icon on the page and it will then give you the option to subscirbe to the the Feed using your chosed reader
  • Byright clicking on a feed you can edit deleted or rename the feed, open it in a new window, mark all as read etc, pretty much what you can do with an email
  • Within an article it gives you further options for sharing the informationYou can forward it to work colleagues or anyone else you think would be interested, you can choose to download the contents as an htm file to forward you can view the article which opens up the webpage
  • http://feedly.comWhen the very popular Google RSS feed reader died last summer, within three months, Feedly saw its userbase triple from about 4 million to 12 million and being a young dynamic company used thhis to their advantage by also creating a one click migration to move all your Google reader content to FeedlyFeedly is now processing over 25 million feeds a day and billions of articles. It’s built on a cloud architecture that delivers services to the web, mobile apps, and a platformBe aware however that since last november however feedly changed their options for creating an account that you now need a google account, creaing the as expected negative stor of abuse on twitter and some gchanging the name from feedly to greedlyOnce you’ve logged in using your google account you can add content to your readerOPML (Outline Processor Markup Language) is an XML format that enables you to group multiple RSs feeds together, for example if a webiste offers many RSS feeds you can bundle them togetherBut for our purposes we will look at adding content to feedly
  • Adding content in feedly is simple you can browse the popular topics that feedly suggests suc as tech, business fashion etcBe aware however that since last november however feedly changed their options for creating an account that you now need a google account, creaing the as expected negative stor of abuse on twitter and some gchanging the name from feedly to greedlyOnce you’ve logged in using your google account you can add content to your readerOPML (Outline Processor Markup Language) is an XML format that enables you to group multiple RSs feeds together, for example if a webiste offers many RSS feeds you can bundle them togetherBut for our purposes we will look at adding content to feedly
  • You can do a search on any given topic and feedly will provide suggested feeds by clicking the plus sign on a feed you can add to your reader
  • When you come to add your new source of informationYou can edit and rename the title of the feedChoose an existing collection to add the feed to or create a new collection to group related content
  • Feedly has incorporated so much more flexibility in the reader sharing with other software packages and networks compared to the traditional desktop services offered in OutlookIn feedly you can share this article and view it within other services you may use such as evernote and instapaper, you can also tag articles which enables you to sart creating your own curated bank of information on any given topic of interest, your tags are then available within your homepage and can also be shared with other services.As with most cloud services and aggregators the ability to share amongst your networks such as tiwtter, faecebook and lnkedin is available along with old school forms of communication such as email
  • Netvibes' main business is in providing social media analytics to businesses, but its platform also makes for a pretty good RSS reader. Netvibes offers the best of both worlds: there's a widget-based display that delivers Tweetdeck-style monitoring of RSS feeds and different kinds of searches, and there's a more traditional Reader view that to our eyes is a lot more useful. Pulse is an app and services that puts RSS feeds into a nice layout to make everything look pretty, and it does an excellent job. Adding feeds is a little odd - rather than just pasting in the feed's URL, Pulse takes your search criteria and looks at the web, Tumblr, Facebook pages and Flickr groups - but it's an approach that works very well and it often exposes you to interesting things you might otherwise have missed. NewsBlur (iOS/Android/Web) is a web-based feed reader that looks and feels a bit more like a desktop reader. You can see stories on the original site, create categories and tags that help highlight the stories you want most, and even create a "Blurblog" of all your favorite stories for others to read.
  • The now ubiquitous nature of “Smart” mobile devices means being able to access information on the go is more critical than ever.Storage -iCloud / dropbox / evernote / owncloudApplications in the cloudGoogle apps / Micorsoft 365
  • Dropbox is a free service that lets you bring your photos, docs, and videos anywhere and share them easily. I’ve been using dropbox since its beta version in 2007 and have found it one of the most useful and simple tools available for document managementYour files, anywhereAny file you save to Dropbox also instantly saves to your computers, phones, and the Dropbox website.Starting at 2 GB for free and up to 16 GB with referrals.Pro accounts with up to 500 GB. Business accounts start at 1 TB for 5 users.Your files are always available from the secure Dropbox website.Dropbox works with Windows, Mac, Linux, iPad, iPhone, Android and BlackBerry.Works even when offline. You always have your files, whether or not you have a connection.Dropbox transfers just the parts of a file that change (not the whole thing).
  • How do I add or upload files to my Dropbox?« Back to Help CenterFirst, make sure you install the Dropbox desktop application. It creates a new folder on your computer called Dropbox. Your Dropbox folder works just like any other folder on your hard drive, except everything in your Dropbox folder automatically syncs to the web and to any other computer with Dropbox installed.Drop your files in your Dropbox folderIt's easy to add files to Dropbox. Move your files into your Dropbox by dragging and dropping them into your Dropbox folder. That's it. The files in your Dropbox folder will automatically be synced online and to your other computers. You don't have to do anything. You can even use the Save As... menu option in most applications to save files directly to your Dropbox folder.Dropbox also enables easy sharing of folders and at file level with specific contacts so you don’t have email documents ever again and can share them in one single point of access
  • EvernoteRemember everythingEvernote makes it easy to remember things big and small from your everyday life using your computer, phone, tablet and the web.Key features of Evernote:Create text, photo and audio notesClip web pages including text, links, and imagesSynchronize your notes across your devicesSearch for text within snapshots and images
  • When you think Amazon and clouds, you probably think about Amazon Elastic Compute Cloud (Amazon EC2), the biggest public cloud service. But Amazon's services aren't just for corporations.Amazon Cloud Drive provides 5GB of free storage. When it was first introduced, you could also use it to stream music. Now that functionality is in a separate service: Amazon Cloud Player. With this latter service, you can upload and steam up to a rather minimal 250 songs to Windows PCs, Macs, and Apple and Android devices.You can access Amazon Cloud Drive from either the web or use a Windows app (Vista and 7 only, it currently has neither Windows 8 or XP native support), Mac, or Android devices. This app though, only adds the ability to upload files. For most of your file work, you'll still be in a web browser.If you want more storage, Amazon offers several tiers of storage, ranging from 20 to 1,000 gigabytes at a price of 50 cents per gigabyte. So for instance, 20GB will run you $10 per year.As a standalone cloud storage service with some extras, Amazon is OK, but to really like it, I'd need it to be more fully integrated with my desktops and devices. If your Kindle Fire is your main computing device, Cloud Drive might be your best choice, but most people can do better.Apple iCloudApple iCloud comes with 5GB of free storage, but it's more than just storage. Music, apps, books, and TV shows you purchase from the iTunes store, as well as your Photo Stream, can also be stored and streamed from it, and none of the purchased media counts against your storage quota.Apple iCloud also works hand in glove with iTunes Match. Match, which is built into the iTunes app, lets you store your entire music collection, no matter where you got your tunes, for just $24.99 a year. Even if you didn't buy the music from Apple, it doesn't count against your storage limits.In addition, Apple's iCloud gives you not just storage and an online music server, but Apple's wireless services as well. These include contact synchronization, its own email service, mobile backup, and location awareness.That sounds great, but it can actually be very confusing, even for dedicated Apple fans like Chris Maxcer of MacNewsWorld, who found that iCloud's constant syncing of files from all his devices with full read/write permissions and an inability to tell what was on the cloud and what wasn't, had him wanting to throw his "iPhone into the street", and then to run out in traffic so he could stomp it into oblivion. I feel his pain.Basic iCloud services are available via the web on any platform. To really use it to its full potential, you need to be running a Mac with Lion or above or an iPad, iPhone, or iPod touch running iOS 5 or better. It also runs reasonably well on Windows with the latest version of iTunes. What about your Mac running Snow Leopard or an older version of Mac OS X? You're out of luck.Google DriveGoogle Drive takes the tried and true Google Docs cloud-based office software and adds simple, easy to use file storage to it. As Google has continued to improve Drive, I've grown to quite like it.Like Dropbox, Google Drive automatically syncs with the cloud so that everything is consistent across all of your devices. Also, like Dropbox, it integrates with Windows and Mac file systems. I'm sorry — and annoyed — to report that, despite many promises, Google Drive still doesn't natively support Linux. Come on, Google, get off the stick! Google Drive does, however, support Google's own Chrome OS, Android, and Apple's iOS.Another nice feature is that Google Drive enables you to share and collaborate on any kind of file, including documents, music, images, and videos. Any content you create in Google Docs doesn't count against your storage quota.Speaking of storage, Google Drive comes with 5GB of free storage. 25GBS will run you a mere $2.49 a month, and 100GB will cost you $4.99 a month. And, if you really wanted to, Google will rent you as much as a mind-boggling 16TB (that's terabytes folks!) for $799.99. Google also offers business storage options.For my purposes, since I'm a Linux desktop user, Google Drive is "close, but no cigar" to being my cloud storage service of choice. You, however, may find that it's exactly what you need.Microsoft SkyDriveLike most of the cloud services, SkyDrive lets you save, share, and access files, but on most operating systems, you must use it through a browser — IE by choice, but it will work with others. However, SkyDrive does work hand-in-glove with the Windows 8 file manager. It also works well in partnership with Microsoft Office. Like Google Drive, it comes with its own cloud-based office software: Office Web Apps.It also has a feature that troubles me; SkyDrive will let you grab files from any PC that's associated with your account and pull them into the cloud remotely. That's great if you left your PowerPoint presentation at home. That's not so great if someone gets your Microsoft account login information and your phone for SkyDrive's two-factor authentication code and decides to start downloading your Quicken finance files. You can turn this function off, but it's set to be on by default. This seems like a potential security hole to me.On the plus side of the ledger, SkyDrive, with 7GB of free storage, offers more free storage than many of the other services. If you want 20GB more, it will cost you $10 a year. 50GB is $25, and 100GB is just $50 annually. Price right SkyDrive is a bargain, but I'd be remiss if I didn't point out that Microsoft's business cloud service Azure just suffered a major cloud storage failure.For Windows users, SkyDrive has become the cloud storage solution of choice. The price is great, it works really well with Windows 8 and, along with Box, it's the only service that works natively with Windows phones. Just be very careful when you use that ability to download remotely from your PC.
  • Related especially to Twitter:I’m a slowly becoming a twitter convert – I’ve used it effectively at conferences when users create a “Back Channel” of commentary, with links to related stuff and I do believe that it can add value – I’ve also use twitter to follow conferences wthat I’ve been unable to attend – and we use it to to disseminate information bout up and coming events and the activities if the team here at RSC Scotland. My best tweet ever was when I was setting up for a days’ event in Aberdeen and tweeted that I could do with some gaffer Tape – in the morning a delegate turned up with some gaffer tape – Result!Join by creating a user name and password, accept terms and condition and that’s you - Be discerning about who you follow – twitter helps by making suggestions once you become active using your history.
  • So lots of TV shows are using hash tags – but they also are being created organically - when I was watching the olympics opening ceremony I used the hash tag #olympics2012 and had an additional source of entertainment – some of it really quite funny.Search around first in case of inappropriate info already using hash tagLast about two weeks once they stopped being used.
  • Did you know that your tweets have an expiration date on them? While they never really disappear from your own Twitter stream, they become unsearchable in only a matter of days.At first, Twitter held onto your tweets for around a month, but as the service grew more popular, this "date limit" has dramatically shortened. According to Twitter's searrch documentation, the current date limit on the search index is "around 1.5 weeks but is dynamic and subject to shrink as the number of tweets per day continues to grow.”Twitter may be a great way to keep up with what’s happening, but it’s not so good at keeping track of what's happened. That’s because Twitter itself offers no way to keep an archive of your tweets. It’s true that you can search your own postings (from your Twitter page). But those searches are limited to the last 3,200 tweets you have made. And if you want to store your tweets for posterity, there’s no built-in way to do so.
  • Did you know that your tweets have an expiration date on them? While they never really disappear from your own Twitter stream, they become unsearchable in only a matter of days you can however request your twitter archive and further search by month, topic or hashtag, there are services popping up everywhere that enable arhciving of your tweets, services such as Hootsuite archives allows you to archive based on hashtags but the free version only archives up to 1,500 tweets with options to upgrade at a price.Storify is a useful tool for sharing and summarising information pulled from lots of social media services including twitter, Twitter, Facebook, YouTube, Flickr, Instagram and more to gather material for your stories.
  • All browsers have bookmark functionality – so when you’re on a site you can bookmark it. It does rely using the same hardware although you can import and export bookmark.Online services are being used more and more
  • Your page is part of the online community and you can find out how many views its had you can share the resrouceswihin the community with your fellow followers or embed yoru link within other services.
  • Edit information if you want to give your own description of a resource, you may want to change the image used and upload yor own image, you can suggest it to others you may follow withinthe community and you can also decide which other of your social media presence youd like to share it with
  • – updated every 24 hours – daily / weekly / associated with social media accounts(twitter/facebook/google+/feeedreader
  • Wiki spaces A free wiki host providing community wiki spaces, visual page editing, and discussion areas. Wikispaces ClassroomWe took the best parts of Wikispaces and added a newsfeed, realtime assessment, and a beautiful mobile experience. We think you'll love it. Learn MoreMedia WikiMediaWiki is a free softwareopen sourcewiki package written originally for use on Wikipedia. It is now also used by several other projects of the non-profit Wikimedia Foundation and by many other wikis, including this website, the home of MediaWiki.
  • Tools for Managing and Sharing Information

    1. 1. *Please test your audio settings before we begin Tools > Audio > Audio Setup Wizard or use the icon at the top RHS of the audio/video window Tools for managing and sharing information
    2. 2. Managing information • Using Feeds & Aggregators • Using cloud services to access information
    3. 3. RSS Feeds & Aggregators (really simple syndication) • Feeds allow you to see when websites have added new content. • By subscribing to a feed, new information is brought to your computer or mobile device when it is published. • You can get the latest news, blog post or special offers without having to visit the site itself.
    4. 4. 21/01/2014 How can I use RSS feeds • Desktop based: Microsoft Outlook • Cloud based: Feedly
    5. 5. Feeds in Outlook
    6. 6. Feeds in Outlook Add a new RSS Feed
    7. 7. 21/01/2014 Choose the online service you want updates from Select Microsoft Outlook as your RSS Reader 7
    8. 8. 21/01/2014 RSS Feeds and article for further viewing and reading 8
    9. 9. 21/01/2014 If you want to change the properties of your RSS Feeds 9
    10. 10. 21/01/2014 Further stuff to do with an RSS article 10
    11. 11. 21/01/2014 Microsoft Outlook RSS Feed • Work based news digest • Forwarding articles easily with colleagues and peers • Embedded within Outlook • Integrated RSS reader treats news items like emails. 11
    12. 12. 21/01/2014 Feedly Click on the Add Content button 12
    13. 13. 21/01/2014 Feedly Browse to topics of interest 13
    14. 14. 21/01/2014 Search using keywords of interest Add to your feedly reader 14
    15. 15. 21/01/2014 Change the title of the Feed Organise into collections 15
    16. 16. 21/01/2014 Viewing articles in Feedly 16
    17. 17. 21/01/2014 Feedly • Allows integration with document management services such as Evernote • Personalisation for creating collections of interest • Categorise by tagging articles to create your own unique collection • Share with your peers and social network contacts • Available as an app for Apple and android users 17
    18. 18. 21/01/2014 Other readers and aggregators worth checking out • Netvibes (for the minimalist, no fuss or frills) • • Pulse (for the visual) • • NewsBlur (desktop reader fans) • 18
    19. 19. Using the Cloud to Access your Information
    20. 20. 21/01/2014 20 Dropbox
    21. 21. 21/01/2014 21 Dropbox
    22. 22. 21/01/2014 Evernote 22
    23. 23. 21/01/2014 Other personal cloud storage services Amazon Cloud Drive Apple iCloud Google Drive Microsoft Sky Drive 23
    24. 24. 21/01/2014 Managing information 1. If you don’t read it unsubscribe 2. Time management 3. Effective file management 4. Personalise to aid no 2 & 3! 5. Spring clean 6. Ignore format, topic/content is king 7. One central point for all your many devices 24
    25. 25. 21/01/2014 Sharing information • Social Media • Curating tools • Blogging • Wikis 25
    26. 26. Hash Tags, Lists & Archives Twitter is an online Social Networking / Microblogging service that enables users to send and read text based messages of up to 140 characters knows as “Tweets” Image by Fanie! from flickr licensed through CC
    27. 27. 21/01/2014 Tweet to: • Use Twitter to disseminate news, links & images : • “Retweet” things you find interesting – your followers may be interested too. • Add web links to tweets to provide context or further reading. • Add images on the move. • Listen in to conversations at conferences you can’t attend 27
    28. 28. Hash tag to searching for topics # • Hash tags are used to filter tweets by topic: • Advertised – organised for a conference or event e.g. • Trending – often spontaneous, reflecting world-wide / local activity or personalised for you depending on settings • Have a guess or start your own
    29. 29. Lists & Archives Create lists by topic / role / relationship and add people to them to filter them out of your main twitter stream.
    30. 30. Creates an archive of an event / add narrative and media Embed in other social media tools
    31. 31. Bookmarking Alternatives: Digital Curation Organise topic based collections using online tools Add “bookmarklets” to you browser toolbar
    32. 32.
    33. 33. Share content and ‘scoops’ with other online services
    34. 34. Set up sources for to trawl based on your interests Pick and choose what you want to include
    35. 35. Sharing Resources
    36. 36. Sharing Resources
    37. 37. Sharing Resources • Decide if you want to restrict use • Check terms and conditions • Consider adding creative commons license • Check with your institution
    38. 38. Online Magazines
    39. 39. Online Magazines
    40. 40. Online Magazines
    41. 41. Blog – Short hand for Web Log • Online Postings of Information, Opinion or Diary Entries • Chronologically ordered • Allow comments from readers & and provide a mechanism for the exchange of views • Searchable by keywords • Designed to integrate with other web based, social media
    42. 42. Blogging • Easy recording of relevant events • Informally written • Reflective and authentic • Scope to include new media • Searchable • Interactive & dynamic • Accessed through RSS feeds
    43. 43. 21/01/2014 Blogware WordPress Tumblr Square Space 44
    44. 44. 21/01/2014 Using Wikis Great for project documentation and sharing One single space for sharing and collaborating on documents All documents have version control Reduces the need for emailing documents Easy to keep up to date with what’s going on through the ‘recent changes’ updated information 45
    45. 45. 21/01/2014 Wiki software Wiki Spaces Wiki Spaces Classroom Media Wiki 46
    46. 46. 47 Questions? For further queries or feedback, contact: | @PennyRobertson To find out about courses, webinars and workshops we offer visit: