Breaking Down 5 Free Google Tools - Gmail, Contacts, Calendar, Alerts and Drive


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Monday September 10th, 2012 - Coldwell Banker Chesapeake Class

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  • Make Gmail your online Outlook!
  • One problem … who has time to Google themselves everyday? Who would actually remember? Enter Google Alerts …
  • Breaking Down 5 Free Google Tools - Gmail, Contacts, Calendar, Alerts and Drive

    1. 1. Free Google ToolsGmail | Contacts | Calendar | Alerts | Drive © Stefanie Hahn | | September 2012
    2. 2. Free Google ToolsObjectiveMy goal with this course is to show you how youcan use 5 of the free tools from Google in yourreal estate business every day.Each tool has been selected because it can beuseful to you and your business. I don’t expectyou to jump in and use each one, but I would liketo show you the possibilities. © Stefanie Hahn | | September 2012
    3. 3. Look for the Gear!To access the settings now in almost any Googleservice, locate and click on the GEAR – usually tothe top-right of your browser screen! © Stefanie Hahn | | September 2012
    4. 4. © Stefanie Hahn | | September 2012
    5. 5. Why Gmail? Why I heart Gmail: Labels – the new web’s version of a folder Filters – make sorting your inbox easy Conversation View – ahhh togetherness Multiple Signatures – for multiple accts Contacts – manage with ease LABS – super cool and handy © Stefanie Hahn | | September 2012
    6. 6. Gmail - LabelsLabels are just the first step to creating InboxZen with Gmail. Try filters, stars, priority inbox,the bulk folder and archiving too! © Stefanie Hahn | | September 2012
    7. 7. Gmail – Labels Labels are the new web’s version of a folder. Not every email fits perfectly into one folder. Now, you can label emails to fit how you work. Additionally, you can set up filters to automatically label your email. © Stefanie Hahn | | September 2012
    8. 8. Gmail - LabelsCreate, nest and color yourlabels! © Stefanie Hahn | | September 2012
    9. 9. Gmail - Labels Make Gmail your online Outlook! An email might not fit perfectly into one folder. Label it with as many Google labels as you need! Emails can be filtered to have a label automatically applied. Use the flags for importance. © Stefanie Hahn | | September 2012
    10. 10. Gmail - Filters Creating email filters is a great way to manage your inbox. Click on the gear > Settings > Filters and Create a new filter! Notice the smart filters that are automatically set up with my SmartLabels. © Stefanie Hahn | | September 2012
    11. 11. Gmail - Filters You can filter by: o From (any emails from this person or alias) o To (great for people with multiple accounts – s.hahn gets a CBH label, yahoo another) o Subject o Has the words (YPN, addresses) o Doesn’t have (yep) Click Search (to see what you get) Click Create filter with this search © Stefanie Hahn | | September 2012
    12. 12. Gmail - Filters Once you decide WHAT to filter, you have to tell Gmail what to do with it – that happens here. Select the options you want – I use “Apply the label” often. You can create the label on the fly too (here) in case you didn’t think of that in advance. Click Create filter AND decide if you want to apply the filter to any other messages that fit the criteria (old messages). © Stefanie Hahn | | September 2012
    13. 13. Gmail - ConversationView Conversation View keeps an email string together – even when others are added or taken off of the string. You can turn this on or off under the GEAR > Settings > General > Conversation View © Stefanie Hahn | | September 2012
    14. 14. Gmail - MultipleSignatures that forward into my GmailI have 5 different accountsinbox. I respond out as if I were answering from eachdifferent account.So if you sent me an email – my return email to youwould have that same address, even though I amanswering you from within my Gmail inbox.Additionally, I can have signatures for ALL of mydifferent email addresses! © Stefanie Hahn | | September 2012
    15. 15. Gmail - MultipleSignatures © Stefanie Hahn | | September 2012
    16. 16. Gmail – Photos inSignaturein your email signature …My thoughts on photosConsider that many people are reading your email ontheir mobile device.Be aware that many email services (Gmail included)block photos in your email by default – the user canallow photos in a setting change.Formatting is a challenge – every service, every device,every user might see your email differently than youintended (sizes, position, etc.) © Stefanie Hahn | | September 2012
    17. 17. > Contacts © Stefanie Hahn | | September 2012
    18. 18. Gmail - Contacts Gmail is NOT a contact management system. However, they have some great tools for working with your contacts! Take the time to set up Groups – they come in handy across other Google tools that you use. © Stefanie Hahn | | September 2012
    19. 19. Gmail - ContactsTo create a group …Click on Contacts and then New Group in the left nav © Stefanie Hahn | | September 2012
    20. 20. Gmail - ContactsTo view a group, click on My Contactsand then the group name. From here,you can add to the group! Click Morefor additional options … © Stefanie Hahn | | September 2012
    21. 21. Gmail - Contacts When I pull up a contact record, I can see the groups that I have that person in, some basic info – including custom fields if I want them and recent conversations. Photos will only come up for contacts if you or the contact adds the pic. © Stefanie Hahn | | September 2012
    22. 22. Gmail -ContactsWhen you click Add, you see thismenu, filled with tons of additionalfields that you can add to a contactrecord as you need them!Plus create your own custom field.© Stefanie Hahn | | September 2012
    23. 23. Gmail - LabsI heart GMail labs. Tons of fun and helpful tweaksto help you achieve Inbox Zen. Go to the gear >click Settings > Labs* © Stefanie Hahn | | September 2012
    24. 24. Gmail - LabsGMail Labs I Use: Authentication Icon  Refresh POP Accounts Canned Responses  Send and Archive Text Styling  Signature Tweaks Filter Import/Export  Smart Labels Insert Images  Undo Send Mark As Read Nested Labels Preview Pane © Stefanie Hahn | | September 2012
    25. 25. Why Gmail?Find it: can function as your all-in-one emailinbox. Import your different email accounts &respond out from each individual address. Labels – the new web’s version of a folder Filters – make sorting your inbox easy Conversation View – ahhh togetherness Multiple Signatures – for multiple accts Contacts – manage with ease LABS – fun and handy © Stefanie Hahn | | September 2012
    26. 26. © Stefanie Hahn | | September 2012
    27. 27. Google Calendar So handy, you will wonder how you ever lived without it. 1. Share your schedule 2. Access everywhere 3. Handy reminders in many formats 4. Send invites & track RSVPs 5. Sync with desktop apps 6. Offline component 7. Create to-do lists that tie in © Stefanie Hahn | | September 2012
    28. 28. Google CalendarLoad your own calendar up with events and tasks, add aanother calendar for your significant other, kids, office,groups, whatever! Layer the calendars for the wholepicture or just view certain ones. Add a task with to-doitems, color-code everything & share away! © Stefanie Hahn | | September 2012
    29. 29. Google CalendarThe GENERAL tab has basic layout/feel settings.The CALENDARS tab will allow you to add calendars (to youraccount) and hook up with public and friend calendars.Use the MOBILE tab to set-up text alert # and mobilesettings.Check out the LABS tab for fun and helpful calendar extras. © Stefanie Hahn | | September 2012
    30. 30. Google Calendar Create New – click to add a new calendar item See Month – view month, skip back or ahead Your Calendars – click to turn calendars on/off Other Calendars – view shared & public too © Stefanie Hahn | | September 2012
    31. 31. Calendar – Create New1 Click on CALENDARS to manage your calendars, click Create New Calendar to create another calendar on your2 account. Create calendars for your work, family and groups off one Gmail account. © Stefanie Hahn | | September 2012
    32. 32. Google Calendar -SharingSharing calendars is easy peasy! Click Sharing on a specific calendarand then add the person you want to share with by email address.Decide on Permission Settings and click Add Person (you can alwaysremove someone). Click Save! 1 2 3 © Stefanie Hahn | | September 2012
    33. 33. Calendar – Reminders &Invites You can set up multiple reminders for one event via email, SMS or pop-up for minutes, hours, days and weeks. Add Guests to events by typing in their email address and clicking Add. Guests will appear in a list below the Add box. You can email guests, suggest times and set permissions for guests here. © Stefanie Hahn | | September 2012
    34. 34. Google Calendar –Task ListIf you are showing your Task List (listedunder calendars) – the Task List appears onthe right-side of your calendar. © Stefanie Hahn | | September 2012
    35. 35. Google Calendar -TasksTasksWhen you check items off they arealso checked off on your calendar. © Stefanie Hahn | | September 2012
    36. 36. Google CalendarClicking on Actions will give you a littlemenu that pops up with all sorts of items. Click + to add a task Click to delete Click on to switch between your task lists © Stefanie Hahn | | September 2012
    37. 37. Google CalendarGoogle Calendar is a great way for a busy real estateagent to manage work and everything else going on ...Find it:Layer multiple calendars (color-coded)Get your daily agenda via email every morningGet event reminders via textEasily invite/add people to eventsAllow others to schedule meetings with youGet stuff done (with to-do lists) © Stefanie Hahn | | September 2012
    38. 38. Google © Stefanie Hahn | | September 2012
    39. 39. Why Google Alerts? Google Alerts will alert you whenever your search term is posted on the internet. © Stefanie Hahn | | September 2012
    40. 40. Google AlertsWhen was the last time you googled yourself?Googling yourself is an important step inmanaging your online reputation these days. © Stefanie Hahn | | September 2012
    41. 41. Google AlertsFind out wheneveryour search term isposted on the web– an awesome wayto manage youronline © Stefanie Hahn | | September 2012
    42. 42. Google AlertsGet a preview of your results as you set the alert! © Stefanie Hahn | | September 2012
    43. 43. Google AlertsThis is an example of the email from Googlewith your alert information. I can see wheremy name came up and click the link to viewthe post. © Stefanie Hahn | | September 2012
    44. 44. Google AlertsGoogle Alerts allow you to monitor the web forthe content that you care about … © Stefanie Hahn | | September 2012
    45. 45. Google AlertsGoogle Alerts will alert you whenever yoursearch term is posted on the internet. Useful formanaging your online presence. Find it: term ideas: Your name Your name misspelled Your brand, company, competitors Listing address(es) Niches (green building, 55+, etc.) © Stefanie Hahn | | September 2012
    46. 46. Google © Stefanie Hahn | | September 2012
    47. 47. Google DriveReasons to consider Google Drive:- Share docs/folders in real-time- Live collaboration within shared docs- Edit between MS Office seamlessly- Google templates/themes- Drive folder right on your desktop Google Drive just works with real estate …store essential forms keep your listing track leads presentation in the cloud share marketing plans less printing/more sharing with sellers © Stefanie Hahn | | September 2012
    48. 48. Google Docs :) © Stefanie Hahn | | September 2012
    49. 49. Google Docs DriveStop paying for Microsoft Office – you don’t need it! © Stefanie Hahn | | September 2012
    50. 50. Google Drive Basics Your Docs “collections” have now become your Drive “files” (yey!) Click on My Drive to see all of your folders. Click on To create a NEW folder on your Drive © Stefanie Hahn | | September 2012
    51. 51. Google Drive – Sharedw/Me with me” to access files that othersClick on “Sharedhave shared with you. You will get an email with a linkanytime someone shares a drive file or folder with you. © Stefanie Hahn | | September 2012
    52. 52. Google Drive - Menu Create Menu <<<<<<<<<<< Upload Menu >>>>>>>>>>>> Let’s create a new document © Stefanie Hahn | | September 2012
    53. 53. Google Drive – SharingOut Click on Create, click on Document Click on Share in your document to collaborate LIVE! Just add the person by email address and click Done. © Stefanie Hahn | | September 2012
    54. 54. Drive – LiveCollaborationGoogle Docs will tell you when the otherperson is viewing the document. You cancollaborate LIVE within the documentitself OR you can chat off to the side. © Stefanie Hahn | | September 2012
    55. 55. Google Drive –Everywhere now Drive has always Google Docs, been cloud storage, but Google has made the save and upload process much faster by allowing you to Download Google Drive – which puts a folder on your desktop and will sync whatever you tell it to during initial set-up. Also, throw new items into Google Drive to make them available in the cloud. © Stefanie Hahn | | September 2012
    56. 56. Google Drive -Templates Love the Microsoft template gallery? Google has one too. Click on Create Click From Template © Stefanie Hahn | | September 2012
    57. 57. Google Drive Promo © Stefanie Hahn | | September 2012
    58. 58. Google DriveStop paying for Microsoft Office. You really don’tneed it. Impress your consumers with your cloudproductivity and save time, printing costs andhassle with Google Drive.Find it: Share docs/folders in real-time Live collaboration within shared docs Edit between MS Office seamlessly Google templates/themes Drive folder right on your desktop © Stefanie Hahn | | September 2012
    59. 59. Google Mobile © Stefanie Hahn | | September 2012
    60. 60. Get Your Google To Go…On your phone, open a browser window and type: Yes, even if you have an iPhone. © Stefanie Hahn | | September 2012
    61. 61. iPad Users Grab the free Google app from the App Store to have all of your Google favorites at your fingertips … © Stefanie Hahn | | September 2012
    62. 62. Mobile UsersSign in forpersonal results –get your history,applications, voicesearch and GoogleGoggles! © Stefanie Hahn | | September 2012
    63. 63. What are GoogleGoggles? © Stefanie Hahn | | September 2012
    64. 64. Google Goggles NOW © Stefanie Hahn | | September 2012
    65. 65. Google GogglesSOON © Stefanie Hahn | | September 2012
    66. 66. Google Mobile Many of us work across platforms. We have a PC and/or laptop, an iPad and an iPhone or Android. The mobile app from Google justworks so easily – get your data, email, calendar, social and more right there on any device.Find it: © Stefanie Hahn | | September 2012
    67. 67. Thank You!For slides and video fromtoday’s class, go to: Stefanie A. Hahn © Stefanie Hahn | | September 2012