Jane Ribadeneyra, LSC Brian Rowe, Northwest Justice Project / LSNTAP Liz Keith, Pro Bono Net Glenn Rawdon, LSC David Bonebrake, LSC
JANE Tip #1: Draw.io - easy web based diagramming software - free for now (will likely start charging in the future, but all existing users will be grandfathered in for free accounts). Integrates with Google Drive, OneDrive and Dropbox. Lets you create flow charts, mind maps, network diagrams, any kind of process flow or visual diagram.
Brian Tip 1
Liz Tip 1
Glenn Tip 1 Slide 1 of 2 Namechk.com and justdelete.me - You can use Namechk to see where you might already be registered,
Glenn Tip 1 - Slide 2 of 2 then use justdelete.me to get rid of accounts you don’t want.
David’s Tip #1 – Slide 1 of 2. We’ve all received that document from a colleague. It’s an absolute mess – it appears it was drafted by a group of dozens of people, each one making more stranger and stranger formatting decisions. and we’re not sure how we’re going to fix it. You’ve tried style and format painter – previous 50 Tech Tips, I might add – but there are still are a lot of issues. Luckily, Microsoft Word’s Find & Replace feature actaully has some really handy functions that will help out.
Let’s say some users are still interesting two spaces after a period. This is an easy fix with Find and Replace: (1) Press [Ctrl]+H to open the Find And Replace dialog box, or just choose that option from the ribbon; (2) click inside the Find What control, delete any existing contents, and enter two spaces; (3) click inside the Replace With control, delete any existing contents, and enter one space; and (4) click Replace All or use the Replace and Find Next buttons to find (and replace — or not) each occurrence individually.
David’s Tip #1 – Slide 2 of 2.
Bonus tip: The best way to determine if double spacing is a problem in your document is to use the Show/Hide Formatting Mark button in the ribbon. You’ll see two dots to represent two spaces between sentences. The keyboard shortcut is CTRL + SHFT +8.
Jane Tip #2 - Slide 1 of 2: Learn the Law.org is a national repository and portal for legal aid organizations, courts, law schools and non-profit organizations to build online trainings and share content. Users can create online classes where “learning checklists” can be authored, tested, and delivered to users on their own websites. All of our classes are mobile friendly.
To build classes you need to be an Organization Administrator on LearnTheLaw.org. As an Organization Administrator you can create, modify, publish and remove classrooms, approve other users for your organization and add/modify your organization profile. Sign up to be a Classroom Builder/Editor. As a Classroom Builder/Editor you can create, modify and publish classes and upload files.
Jane Tip #2 (slide 2 of 2): The online classes are designed to help people with legal problems that can take a long time to fix and may be confusing. Each class will walk the person through a legal process by breaking down the things you need to do into smaller steps, with checkboxes to help them keep track of what they’ve done. Some pages may have a video or they may help them write a letter or fill in a form. If they sign up for an account, the steps checked off will be saved and shown when they come back. They can also send themselves an email reminder and save notes for later. These classes should work on most computers, tablets, or smartphones.
Brian Tip 2
Liz Tip 2
Glenn Tip 2 Inexpensive mini-PCs like the Kangaroo, Intel NUC, and HP Pavilion mini. The Kangaroo has a battery so it is extremely portable. The NUC comes in many variations and will even support two hard drives and up to 16 Gb for ram. It has a VESA mount so you can just hand it on the back of your monitor. All support wireless and Bluetooth.
David’s Tip #2 – Slide 1 of 3. Tabs can also be a big challenge in a document. If you’re cutting and pasting text from, say, a legacy web application like LSC Grants, you might find that you have unnecessary tabs in your document. You can use the ^t to represent a single tab mark in a document. So you might want to replace
David’s Tip #2 – Slide 2 of 3. I eliminated all of the tabs, and then did another find and replace to turn three spaces into a period plus one space. Then, after about 30 second of clean-up, I got a document that was easy to edit in Word. I can also apply styles to make it look a little nicer.
David’s Tip #2 Slide 3 of 3. I got these tips from a 2012 TechRepublic article called 10 Cool Ways to Get More from Word's Find and Replace Feature. It goes over some pretty advanced functions. You can access it online at: http://www.techrepublic.com/blog/10-things/10-cool-ways-to-get-more-from-words-find-and-replace-feature/
Jane Tip #3 - There’s a free version of GotoMeeting available - it allows you to have an online meeting between 3 connections, with video, audio and screensharing. It’s all browser based, with nothing to download - the meeting organizer doesn’t even need an account. There’s not an option to connect by phone, but if you have a laptop or inexpensive webcam, it works really well. You can setup meeting invitations in advance, or have impromptu meetings. They have extensions to let you setup meetings right from Google Calendar or Outlook.
The Legal Aid Foundation of Los Angeles has been using the free version for a video conferencing project that connects a prospective client with law students and an attorney in 3 locations. They use Chromebooks in a kiosk mode that are available at a library for clients, and at the law school for students.
There is a change coming May 30 - it looks like you might have to try to Pro version for 30 days before they switch you to the free version, but they just say the free version is being improved, not that it’s going away.
Brian Tip 3
Liz Tip 3
Glenn Tip 3 Camelcamelcamel.com - see prices on items in which you are interested and see when a good time to buy might be
David’s Tip #3 Slide 1 of 1. We’re moving to Office 2016 as well as Office 365 at LSC, and a lot of us have already begun using Office 2016 on our home computers. One new feature I like in Word in Smart Lookup. Smart Lookup uses a Bing search -- yeah, it’s not Google, but it still does the trick – to provide information and context for a highlighted term in a Word document. Just highlight a word or phrase, right click, and select Smart Lookup. Related information will be presented in a righthand Insights sidebar. In Excel, select a cell with a formula and use Smart Lookup to understand its function with the description Bing brings up.
JANE TIP #4 Slide 1 of 2 - How many people have heard of Trello? Used it? It’s a totally free online platform to help organize projects and teams, or even processes and procedures. It’s a very visually based system of cards - similar to the Kanban card system developed by Toyota in the 1940s to improve their business process. Trello lets you create boards that contain lists which contain cards. These boards can be shared with other Trello users. Cards have titles, descriptions, a message log for activities, checklists, due dates, labels, links, attachments and be assigned to other Trello users.
They also have sample boards, for instance how you can use Trello for an Employee Manual, to track a new employee or volunteer’s orientation process, or to keep track of IT support requests. The sample here is from the Portland non-profit technology meetup group I volunteer for - and we use Trello to track the things to do for each meetup event - there’s one master template board that can be copied for each new event, so nothing gets forgotten as new volunteers come and go.
JANE TIP #4, Slide 2 of 2 - This just shows the detail of one card on a board - we’ve set it up with checklists to track when each item is completed. Some people prefer to move boards from a To Do list to In Process to Completed to track the progress of any project.
Brian Tip 4
Liz Tip 4
Glenn Tip 4, Slide 1 of 2 Are you tired of being nagged to upgrade to Windows 10? Noticed that icon in the Notification Tray that wants you to upgrade. See GWX.exe running in the task manager as a process? But maybe you don’t want to upgrade or be nagged to do so. Enter The GWX Control Panel http://www.softpedia.com/get/System/System-Miscellaneous/GWX-Stopper.shtml. It will disable those nags forever.
Glenn Tip 4 - Slide 2 of 2 But hopefully this will go away after July 29 when the free upgrades are over.
David’s Tip #4 Slide 1 of 3. https://findtime.microsoft.com
FindTime is a new tool from Microsoft for gauging folks availability and scheduling meetings. The best thing about it is that it easily integrates with Microsoft Outlook 2016 and Outlook for Office 365. That makes it more convenient than a lot of other scheduling apps out there. FindTime is useful when you need to schedule a meeting with people across organizations. The built-in scheduler in Outlook calendar can be used for internal meetings.
David’s Tip #4 Slide 2 of 3
David’s Tip #4 Slide 3 of 3
Jane Tip #5 Slide 1 of 2 - OneTab - so, is anyone else out there a digital packrat? Do you leave 30, 40, 50 tabs open on your browser to remind you to look at or do something later? (see image for example!) There’s a really easy Chrome or Firefox extension available called OneTab that will create a page with all your open tabs - all on one tab, and can save 95% of your computer’s active memory. It’s takes just a couple seconds to install, and it's also easy to remove: just right-click the icon and select "Remove from Chrome".
Once it’s installed you just click on the OneTab icon - I’ve enlarged it here for you and ...
Jane Tip #5 Slide 2 of 2 - And 43 Tabs are instantly reduced to one list on one tab - you can rearrange them, restore them one by one or all at once. You can even export them or share them. It’s easier to use than Google’s Bookmark all Tabs feature, and easier to restore/manage your tabs from there.
Some legal aid organizations are still running old PCs - they may only have 2GB installed. In these cases, 1GB or 2GB of Chrome tabs can cause real performance problems, and OneTab offers a quick solution. It's certainly quicker and easier than bookmarking each site separately. And sometimes you don’t really need a bookmark - you just want to save something to go back to it.
Brian Tip 5
Liz Tip 5
Glenn Tip 5 “Tell me what you want to do” in Office 2016. Better than Help. Instead of telling you how, it takes you to the menu options themselves. You don’t have to remember in which ribbon option they are hidden.
David’s Tip #5 Slide 1 of 3
Delaying when an email is sent can be useful for a number of reasons, but I’m including today as a public service announcement. Summer is coming up, things are going to be a little more relax, and a good way to maintain that positive vibe is avoiding sending emails to someone on Saturday or Sunday afternoon. I’m not criticizing people for working over the weekend or claiming that I don’t do it myself. I’m simply saying that you should at least consider scheduling that email to arrive in your colleague’s inbox after the weekend is over.
This is very easy to do in Outlook. When you’re sending a message, go to Options above the ribbon and select Delay Send. If you need to make edits to the email before it goes out, you can find it in your outbox folder.
Weirdly, this doesn’t work in Office 2016 for the Mac.
David’s Tip #5 Slide 2 of 3 – You can delay sending messages in Gmail with Boomerang, which is a very nice email scheduler. It also allows you to get reminders about important email messages later in Gmail. Boomerang is a browser extension that works in Chrome, Firefox and Safari. There is a free trial and the basic version allows for 10 delayed sends per month. There is a pay version that offers a range of features and might also be worth considering.
David’s Tip #5 Slide 3 of 3
Delay send is particularly considerate in the summer. Why not let people enjoy the rest of their weekend without emails accumulating in their inbox? Schedule that email for Monday morning at 8:00 am!
Brian Tip 6
Liz Tip 6
Glenn Tip 6 Slide 1 of 2 WX privacy settings to check - you won’t like the defaults. As you install, if you choose Use Express Options you might not like it.
Glenn Tip 6 - Slide 2 of 2 These are examples of the Express settings.
David’s Tip #6 Slide 1 of 1 - https://compressor.io/
Compressor.io is a helpful tool if you do web development work. The web application will reduce the file size of your images significantly, particularly if you’re using photos you’ve taken, which tend to be saved in very large file sizes. You’re actually looking at an image they was compressed using this application. In this case, it only cut down the file size 21%. A family photo I took on my iPhone was compressed by 43% -- from 1.6 MB to .958 MB without any noticeable loss in quality. Keep in mind that Facebook and Twitter will compress your photos if you put them on your service, so this is more for websites you maintain on your own.
I mentioned that I’d share instructions for getting high quality photos on Facebook given that their compression can have a real impact on quality. Here’s the link: http://photography.tutsplus.com/tutorials/facebook-jpeg-compression-how-to-get-the-best-image-quality-on-your-timeline--cms-23043
Jane Tip #7: Guide Clearly is a tool that lets you create simple interactive widgets with branching logic that can be embedded on your website. It can help a user find an answer or information they need that is most appropriate for their situation. This is a page from the Landlord/Tenant area of the Idaho Legal Aid Services’ website. The screenshots on the right show the beginning and end of the guide - depending on the user’s answers, it will help them determine if they have interactive forms they can use, or it will direct them to visit the Court Assistance Office website for more appropriate forms. The tool is very easy to use, with a visual editor to create the guides and a simple embed code for your website. You don’t need to know any code to create a guide. It’s free to create an account and use for up to 100 sessions per month, and it’s $19/month for up to 10,000 sessions. It’s also free for up to 10,000 sessions if you are on the OpenAdvocate website platform.
Brian Tip 7
Liz Tip 7
Glenn Tip 7 Opera just added a free VPN to its browser for anonymous internet access.
David’s Tip #7 Slide 1 of 2 – Census Reporter - http://www.censusreporter.org
Census Reporter is funded by a Knight News Challenge grant. It’s a site set up to help journalists use census data for reporting, but it also can provide legal aid programs easily to access and understand data and data visualizations that, among other things, can easily be broken down by geographic areas. This could be very helpful to programs doing strategic planning or needs assessment. As a grant funder, I also think this could be very valuable to organizations applying for funding.
This data is all generated from a simple search for Prince William County, VA. I think this would be really useful if you’re seeking funding from PWC, which I believe the local LSC-funded organization does. Obviously, it’s useful if you need to do a needs assessment.
David’s Tip #7 Slide 2 of 2 – http://www.censusreporter.org
(2 or 2) This next slide drills down a little further into income and poverty data for Manassas Park, which is a town of about $15,000 is Prince William County. All of the visualizations allow you to see the underlying data and embed the charts on your website or a social media feed (CONFIRM). It will also tell you the data source, which is typically the American Community Survey (1, 3, or 5 year surveys, depending on the size of the area.)
There’s an API that allows technical users to do a lot more advanced work with this data. You can learn more about that on the Census Reporter Blog: http://censusreporter.tumblr.com/
Jane Tip #8 Slide 1 of 4 - Subscribe to your Google Calendar: Does anyone else use Google for a personal calendar, and you want to sync that with your work Outlook calendar? Me too - if you have an easy way, let me know! Ever since Google discontinued the Google Sync tool, there isn’t an easy way to do it - at least not w/o an outside utility, most of which are paid services and don’t get great reviews. But, you can easily show your Google calendar on your Outlook, and by using Outlook.com or on most cell phones you can add multiple calendars - so I can see my work and google calendar on my phone together, but if I added something just to Google, I want to see it on my Outlook.
An Internet Calendar (iCal) Subscription keeps your Outlook copy of your Google Calendar up-to-date. Log in to your Google Calendar account. In the left column, click My calendars to expand it, click the arrow button next to the calendar that you want to add to Outlook as an Internet Calendar Subscription, and then select Calendar settings. From the Settings, scroll down to the Private Address item and click on the green ICAL item - this will bring up the private address for your Google Calendar. Right click the private address and select ‘Copy link address’ or ‘Copy Shortcut’
Jane Tip #8 Slide 2 of 4 5. In Outlook, click File > Account Settings > Account Settings. On the Internet Calendars tab, click New. Paste the ICAL address of your Google Calendar, by using CTRL +V, then click Add
6. On the Subscription Options screen, just create a name for your Google Calendar, and click OK
Jane Tip #8 Slide 3 of 4 - Or, if you have Office 365 - just go to your outlook.office.com account in an Internet browser, Go to Calendars, select Add Calendar and add the ICAL link address, and give it a Calendar Name.
Jane Tip #8 Slide 4 of 4- Either way, when you go to your Calendar in Outlook, you will see both your work calendar and your Google Calendar - either side by side, or if you click the arrow on the calendar tab, they will be overlapping by color - blue is work, peach is Google.
Brian Tip 8
Liz Tip 8
Glenn Tip 8 Outlook 2016 - Attach file choice now remembers the last twelve documents and has a Forgotten Attachments reminder (apparently the latter was in 2013 as well but had to be turned on). You turn it on and off in Outlook, Options, Mail.
David’s Tip #8 Slide 1 of 1 - Datto
Two thoughts on the Datto appliance. First, it looks a lot like the Pied Piper server rack device from Silicon Valley. Second, though, is that it’s a pretty great data backup and business continuity device. Datto is a hybrid cloud backup. What that means is that the system backups to a Datto drive that is located in your office and then replicates off-site to a cloud backup so that you have a dual backup system in place. If a server in your organization dies, you either fail over to the Datto device or spin off a virtual machine in the cloud. That’s because the device backups the operating system, software, and files for that server. This allows you to be up and running quickly and you have a redundant backup source. Cost vary, but mid-sized, statewide legal aid program reported they paid around $300/month.
Datto also offers a service hat takes cloud-based data in systems like Office 365, Google Apps, and Salesforce and provides an on-premise back-up. That may be overkill, but it’s an option if you want to be extra safe.
Competitors include Ancient, eFolder, Intronis, and Zenith InfoTech — all of which are worth considering if you’d like to implement this type of backup/business continuity system.
Jane Tip #9 - A2J Author Project Matching Portal - A2J Author is software that creates guided, branching logic interviews - it can be used for online intake, or used in conjunction with HotDocs to create court forms, letters and other documents. Through a model created by Chicago-Kent College of Law, the A2J Clinic Project introduces law students to technology tools like A2J Author, where they learn to program guided interviews that could be most beneficial to low income people. To help match the needs of legal aid organizations and courts with the law school clinic projects, they created the A2J Author Project Matching portal available at www.a2jauthor.org/matching.
Legal aid organizations and courts post project requests to create A2J Guided Interviews. Law faculty browse the list of available projects and email the project contact to start a conversation that will hopefully lead to a match.
Brian Tip 9
Liz Tip 9
Glenn Tip 9 Remix OS - http://www.jide.com/remixos - This is a desktop version of Andriod that will run on a PC. It has such features as multitasking, taskbar, notifications, mouse support, file manager, Google Play, and updates. And it’s free!
David’s Tip #9 Slide 1 of 1 – Voice Typing in Google Drive
Google Drive, which some of us can’t stop calling Google Docs, now includes Voice Typing. The nice things about voice transcription is Google is (1) it’s free to use and (2) it leverages Google’s speech recognition technology, which means it’s accurate and it’s always improving. This is really easy to access in Google Drive. When you’re typing a document, just go to Tools and then Voice Typing.
Jane Tip #10: As part of a 2014 TIG project to Central MN Legal Services, they are working with MInnesota State Support to determine the most effective way to post interviews and instructions to take people from the MN statewide website to the forms on LawHelp Interactive. As part of this, they are using Optimizely to do what is called A/B testing - Optimizely let’s them setup 2 versions that will display equally to users. Then it tracks what users do and they can look at the analytics to see which option is best. For example, one of the questions they wanted to test was: “Will more users click on our document assembly page if we change the button on our homepage and rearrange where it is posted on our right navigation bar?” They had a graphic designer redesign the button on the LawHelp MN homepage for document assembly tools. They had previously called the document assembly landing page “FormHelper,” and listed it on the homepage with Button A on the left. They ran three Optimizely experiments with the new button B vs. the old button A testing out both the buttons as well as different positions of the buttons on LawHelpMN.org. Any guesses about which button did better? Results: Regardless of position, the new button fared much better than the old button. Improvement ranged anywhere from a 209% increase in people clicking it to a 747% increase in traffic based on where they positioned the new button.
Brian Tip 10
Liz Tip 10
Glenn Tip 10 Co-Editing Documents in Word 2016 To co-edit a Word document using Word Online on your Windows computer or tablet Using the web browser on your computer, go to http://portal.office.com and sign in to Office 365 for business using your work or school account. Do one of the following: If the file you want to edit is yours, from either your home screen or the app launcher, choose OneDrive, and then select a Word document to open it in your browser window. If someone shared a document with you and you want to edit that file, choose OneDrive, and then choose Shared with me. Then select document to open it in your browser window. (Our example is called Example document.docx.) On the Edit Document menu, choose Edit in Word Online. Or, if you have Word 2016 installed, choose Edit in Word. To see real-time co-authoring, ask one or more teammates to open the same document for editing on their devices. If your teammates are using Word 2016 or Word Online, you'll see their changes in real time.
David’s Tip #10 Slide 1 of 2 - (The Fake) Professor Jeff Jarviss -- https://twitter.com/ProfJeffJarviss
Some days do you just wake up and think all this talk of technology and innovative is a bunch of garbage? That in 30 years we’ll all be living in some version of a post apocalyptic world laughing about how we used to pay attention to tech start-ups and try to understand articles about how big data/AI/mobile/whatever would change everything about how we lived and worked? Sometimes this tech stuff seems all so pointless, right?
Well, snap out of it! Technology is changing the world and making things better! If you don’t believe me, consult @ProfJeffJarviss. It’s a parody account making fun of all things new and innovative and start-up related. If you’ve never been included in one of those X under X lists, you’ll appreciate that ProfJeffJarviss made the 40 Self-Promoters Under 40 list (again!) Great tweets about social media services you’ve never heard of (Peach) and how Silicon Valley style innovation can be applied to all aspects of life.
There is a real Jeff Jarvis – and he sort of it an obnoxious innovation thinkfluencer. He probably doesn’t deserver this, but that’s not for you to worry about.
David’s Tip #10 Slide 1 of 2
I went through his feed from the past few weeks to find something funny, and, amazingly, Prof. Jeff Jarviss actually re-tweeted a picture someone took of Glenn getting ready for this year’s EJC on a plane.
JANE - Bonus Tip Slide 1 of 2 - There’s a great app called Nextdoor - does anyone else use this? Nextdoor is a free private social network for you and your neighbors. It’s a great way to share information and connect with your neighbors. They have a variety of ways that they verify someone’s address, and you can only see posts from people in your immediate neighborhood and a few bordering neighborhoods. It’s great for asking for help, giving away or selling things and reporting crimes - some city departments have access to send out community alerts and messages - it will be a good tool for disasters and disaster preparedness.
It’s also great at finding lost pets. A black lab escaped last fall, and there were hundreds of people out looking for her - people even volunteered to man grills to grill meat 24 hrs to try to attract her. It became a story on 3 local news stations. Happily, she was finally found 9 days later. In addition to lost dogs, it wouldn’t be Portland if there weren’t also ...
JANE - Bonus Tip Slide 2 of 2
Posts about LOST CHICKENS! This one is for a Black and white Polish chicken. 4 people replied within a day, and pointed out that the day before Bob from Hillsdale had posted about having a “lost chicken in my yard” that his dog was going to eat.
50 tech tips ejc 2016
50 New Tech Tips - 2015
Liz Keith, Pro Bono Net
Jane Ribadeneyra, LSC
Brian Rowe, Northwest Justice
Project / LSNTAP
Glenn Rawdon, LSC
David Bonebrake, LSC
● Send typing and inking data to Microsoft to improve
the recognition and suggestion platform.
● Let apps use your advertising ID for experiences
● Let Windows and apps request your location,
including location history, and send Microsoft and
trusted partners some location data to improve
● Automatically connect to suggested open hotspots.
Not all networks are secure.
● Automatically connect to networks shared by your
● Send error and diagnostic information to Microsoft.