Tools You Can Use Oct 2008


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  • Tools You Can Use Oct 2008

    1. 1. Free and Low Cost Tools You Can Use October, 2008
    2. 2. Adam King [email_address] Tools You Can Use
    3. 3. NPower’s Mission <ul><li>To inspire and empower nonprofits to use technology to better serve their communities. </li></ul>
    4. 4. NPower Locations Los Angeles Seattle Portland Denver Phoenix Philadelphia Washington D.C. Charlotte Indianapolis Michigan New York Atlanta Texas
    5. 5. Today’s Session File sharing Email Website Calendars Backup Blog Donations Database CRM Collaboration Remote Mobile Hardware Software Connect Photos Videos Hosting Training Meetings Conferencing Security Maintenance E-newsletter
    6. 6. Today’s Session Have you ever used it? How? How might you use it? Alternatives?
    7. 7. Presentations <ul><li> </li></ul>
    8. 8. Wikis <ul><li> </li></ul>
    9. 9. <ul><li>Wouldn’t it be nice? </li></ul><ul><ul><li>Share calendars </li></ul></ul><ul><ul><li>Share contacts </li></ul></ul><ul><ul><li>Access ENTIRE mailbox (inbox & all folders) anywhere </li></ul></ul><ul><ul><li>Access all your own contacts, calendar, and tasks anywhere </li></ul></ul><ul><ul><li>Internal website for announcements, discussion </li></ul></ul><ul><ul><li>Share & collaborate on documents online </li></ul></ul><ul><ul><li>Organization-wide calendar </li></ul></ul>Email / File Share / Collaborate +
    10. 10. Email / File Share / Collaborate <ul><li>Option 1: Exchange & Sharepoint </li></ul><ul><ul><li>Need T1 internet: $300 per month minimum </li></ul></ul><ul><ul><li>Need your own server: hardware + labor $3000 every 5 years </li></ul></ul><ul><ul><li>Need large backup hard drives: minimum 2 @ $150 each </li></ul></ul><ul><ul><li>Need separate antivirus protection: $85 dollars @ </li></ul></ul><ul><ul><li>Maintenance and updates required </li></ul></ul><ul><ul><li>Server goes down = email goes down </li></ul></ul><ul><ul><li>Internet connection goes down = email goes down </li></ul></ul><ul><li>Option 2: Hosted Exchange & Sharepoint </li></ul><ul><ul><li>Basic DSL connection </li></ul></ul><ul><ul><li>No server needed </li></ul></ul><ul><ul><li>Backed up by Hosted Exchange provider </li></ul></ul><ul><ul><li>Antivirus protection included </li></ul></ul><ul><ul><li>Maintenance and updates included </li></ul></ul><ul><ul><li>$9 to $12 per month, per user </li></ul></ul><ul><ul><li>Makes sense for 25 or fewer staff </li></ul></ul><ul><ul><li>Recommended providers: </li></ul></ul><ul><ul><ul><li> </li></ul></ul></ul><ul><ul><ul><li> </li></ul></ul></ul>
    11. 11. Email: Hosted Exchange
    12. 19. Email & Online Collaboration
    13. 20. <ul><li>Google Apps for Nonprofits </li></ul><ul><ul><li>Email with your domain (i.e. [email_address] ) </li></ul></ul><ul><ul><li>Shared calendars </li></ul></ul><ul><ul><li>Organizational calendar </li></ul></ul><ul><ul><li>Internal team website </li></ul></ul><ul><ul><li>Share and collaborate on documents online (word processing, spreadsheet, etc) </li></ul></ul>Email & Online Collaboration
    14. 25. <ul><li> </li></ul><ul><ul><li>Web based email with your domain (i.e. [email_address] ) </li></ul></ul><ul><ul><li>Shared calendars </li></ul></ul><ul><ul><li>Online file storage </li></ul></ul><ul><ul><li>$4.95 per user, per month </li></ul></ul>Email
    15. 26. <ul><li> </li></ul>Email
    16. 27. <ul><li> </li></ul><ul><ul><li>Online apps (word proc., spreadsheet, presentation) </li></ul></ul><ul><ul><li>Web conferencing, Contact Database </li></ul></ul><ul><ul><li>Basic versions of all apps are free </li></ul></ul>Online Productivity
    17. 28. File Sharing <ul><li> </li></ul><ul><ul><li>Post documents, audio clips, videos, pictures </li></ul></ul><ul><ul><li>Share with staff, board members, etc. </li></ul></ul><ul><ul><li>100 MB free storage </li></ul></ul>
    18. 29. <ul><li> </li></ul><ul><ul><li>Use as a shared network drive </li></ul></ul><ul><ul><li>Your files accessible on any computer </li></ul></ul><ul><ul><li>$2 per user per month, plus 15 ¢ per GB </li></ul></ul><ul><ul><ul><li>(Workgroup Edition) </li></ul></ul></ul>Online File Sharing Less than half the price of purchasing and maintaining a file server…
    19. 30. File Server vs. Online <ul><li>Server </li></ul><ul><ul><li>Hardware - $2000 </li></ul></ul><ul><ul><li>Software - $200 </li></ul></ul><ul><ul><li>Setup - $1000 </li></ul></ul><ul><ul><li>Backup Media - $300 </li></ul></ul><ul><ul><li>Total: $3500 every 5 years </li></ul></ul><ul><li>Online File Service </li></ul><ul><ul><li>10 staff ($2 each per month) - $20 </li></ul></ul><ul><ul><li>20 GB data (0.15 per GB, per month) - $3 </li></ul></ul><ul><ul><li>$23 per month </li></ul></ul><ul><ul><li>$1380 per 5 years </li></ul></ul>
    20. 31. <ul><li> </li></ul><ul><ul><li>Virtual file server </li></ul></ul>File Sharing
    21. 32. File Sharing <ul><li> </li></ul><ul><ul><li>Share and work on Office files from anywhere </li></ul></ul>
    22. 33. File Sharing
    23. 34. <ul><li>More Online File Sharing and Backup </li></ul><ul><ul><li> </li></ul></ul><ul><ul><li> </li></ul></ul><ul><ul><li> </li></ul></ul><ul><ul><li> </li></ul></ul><ul><ul><li> </li></ul></ul><ul><ul><li> & </li></ul></ul>File Sharing & Online Backup More listed at:
    24. 35. Software <ul><li>Productivity Software at </li></ul><ul><ul><li>Microsoft Office 2007 Professional - $20 </li></ul></ul><ul><ul><li>PeachTree Premium Accounting 2009 - $65 </li></ul></ul><ul><ul><li>Quickbooks Premier 2008 - $45 </li></ul></ul>Should I get Office 2003 or Office 2007 from TechSoup?
    25. 36. Software <ul><li>Donor Management Databases </li></ul><ul><ul><li>Exceed! Basic by - $299 via TechSoup </li></ul></ul><ul><ul><li>eTapestry – online database, free for under 500 records </li></ul></ul>
    26. 37. Software <ul><li>Security </li></ul><ul><ul><li>Antivirus – under $100 at TechSoup </li></ul></ul><ul><ul><ul><li>Norton Antivirus 2008 </li></ul></ul></ul><ul><ul><ul><li>Norton Internet Security </li></ul></ul></ul><ul><ul><ul><li>Corporate Edition version 10.2 </li></ul></ul></ul><ul><ul><li> – free firewall software </li></ul></ul>
    27. 38. Software Vs. Adobe Acrobat 9 - $299 retail <ul><li>PDF Makers </li></ul><ul><ul><li>PDF Creator - </li></ul></ul><ul><ul><li>PDF 995 – </li></ul></ul><ul><ul><li>SaveAsPDF for Office 2007 -- </li></ul></ul>
    28. 39. Online Database <ul><li> </li></ul><ul><ul><li>Free Enterprise version of CRM (Constituent Management Database) </li></ul></ul><ul><ul><li>Online, accessible anywhere, automatically backed up/updated </li></ul></ul><ul><ul><li>Tracks donor, clients, volunteers, board members </li></ul></ul><ul><ul><li>Needs to be customized for nonprofit </li></ul></ul>
    29. 40. Online Database <ul><li>Network For Good’s Donor Suite </li></ul><ul><ul><li>Customized Salesforce database </li></ul></ul><ul><ul><li>Customized and integrated online donations page on your website </li></ul></ul><ul><ul><li>Integrated E-newsletter </li></ul></ul><ul><ul><li>$99 a month </li></ul></ul>
    30. 41. Hardware <ul><li>Computers </li></ul><ul><ul><li>Refurbished computers: </li></ul></ul><ul><ul><ul><li> </li></ul></ul></ul><ul><ul><ul><li>Access-Interactive – </li></ul></ul></ul><ul><ul><li>WARNING! </li></ul></ul><ul><li>How much should you spend on a new computer? </li></ul><ul><li>About $1000 – 5 year life span </li></ul><ul><li>Intel Core 2 Duo, 2 GB RAM, Win XP Pro, 160 GB hard drive, DVD+/-RW, 17” LCD </li></ul>
    31. 42. Hardware <ul><li>USB Flash Drives and Hard Drives </li></ul><ul><ul><li> </li></ul></ul><ul><ul><ul><li>2GB Kingston DataTraveler - $5.99 ( ) </li></ul></ul></ul><ul><ul><ul><li>4GB Kingston DataTraveler - $11.49 ( ) </li></ul></ul></ul><ul><ul><ul><li>120 GB Western Digital Passport Drive - $89.99 ( ) </li></ul></ul></ul>
    32. 43. Hardware <ul><li>Palm Centro </li></ul><ul><ul><li>Lowest cost smartphone </li></ul></ul><ul><ul><li>Sync Email </li></ul></ul><ul><ul><li>Calendar </li></ul></ul><ul><ul><li>Contacts </li></ul></ul><ul><ul><li>Browse the web </li></ul></ul><ul><ul><li>Requires a data plan </li></ul></ul><ul><ul><li>Available on AT&T, Sprint, Verizon </li></ul></ul>Priced on 9-9-08 with 2 year plan
    33. 44. <ul><li> </li></ul><ul><ul><li>Send a single meeting request to many people with proposed dates and times </li></ul></ul><ul><ul><li>Choose the time that works best for most </li></ul></ul><ul><ul><li>Automated email reminders </li></ul></ul>Scheduling
    34. 45. <ul><li> </li></ul><ul><ul><li>Quick way to schedule a meeting with multiple people </li></ul></ul><ul><ul><li>Quick polls </li></ul></ul><ul><ul><li>Track online </li></ul></ul>Scheduling & Polling
    35. 46. <ul><li> </li></ul><ul><ul><li>Create a committee, add agenda, invite members, automated meeting reminders post minutes, discuss/edit online </li></ul></ul><ul><ul><li>Free for 1 committee </li></ul></ul>Meetings
    36. 47. <ul><li> </li></ul><ul><ul><li>Free E-newsletter marketing for nonprofits </li></ul></ul><ul><ul><li>Send up to 10,000 emails a month </li></ul></ul><ul><ul><li>15% discount beyond 10,000 </li></ul></ul><ul><ul><li>Discounts on Online Surveys </li></ul></ul>E-newsletter
    37. 48. <ul><li> & </li></ul><ul><ul><li>Free way to extend your online presence </li></ul></ul><ul><ul><li>Promote your organization </li></ul></ul><ul><ul><li>Less formal way to communicate your message </li></ul></ul>Blogs
    38. 49. <ul><li> </li></ul><ul><ul><li>A way to read many updated blog entries on one page </li></ul></ul><ul><ul><li>Also called RSS readers </li></ul></ul><ul><ul><li>Stay up-to-date in your area of specialty </li></ul></ul>Blog Reader
    39. 51. <ul><li>Ex: – Google Reader – </li></ul>Blog Reader – RSS Aggregator
    40. 52. <ul><li> </li></ul><ul><ul><li>Easy and free way to gain supporters </li></ul></ul><ul><ul><li>Message people easily, less formally </li></ul></ul><ul><ul><li>Invites to events </li></ul></ul><ul><ul><li>Can generate donations </li></ul></ul><ul><ul><li>Sign up on Facebook and start a “fan page” ( ) </li></ul></ul><ul><ul><li>Keep it up to date! </li></ul></ul>Social Networking
    41. 53. Social Bookmarking <ul><li> </li></ul><ul><ul><li>Shared (“Social”) Bookmarking tool </li></ul></ul><ul><ul><li>Sign up for an account and share bookmarks across your organization </li></ul></ul><ul><ul><li> </li></ul></ul>
    42. 54. <ul><li> </li></ul><ul><ul><li>Enforce best practices and processes – Everyday business activities </li></ul></ul><ul><ul><li>Assign tasks, track progress </li></ul></ul><ul><ul><li>Upload files and supporting documents </li></ul></ul>
    43. 55. <ul><li> </li></ul><ul><ul><li>Online project management and team collaboration </li></ul></ul><ul><ul><li>Manage programs, share files, discussion boards </li></ul></ul><ul><ul><li>Free for 1 or 3 projects… </li></ul></ul>Team & Project Collaboration
    44. 56. Team & Project Collaboration <ul><li> </li></ul><ul><ul><li>2 free projects – 5 users </li></ul></ul>
    45. 57. Team & Project Collaboration <ul><li> </li></ul><ul><ul><li>Free, online document collaboration service </li></ul></ul>
    46. 58. <ul><li> & </li></ul><ul><ul><li>Online To Do list </li></ul></ul><ul><ul><li>Share with staff </li></ul></ul><ul><ul><li>Prioritize, due dates, etc. </li></ul></ul><ul><ul><li>Email and RSS alerts </li></ul></ul>To Do Lists
    47. 59. <ul><li> </li></ul>To Do Lists
    48. 60. <ul><li> & </li></ul><ul><ul><li>Host a conference call for free </li></ul></ul><ul><ul><li>Usually not a local number </li></ul></ul>Conference Calls
    49. 61. <ul><li> </li></ul><ul><ul><li>Free person-to-person video calls </li></ul></ul><ul><ul><li>Free conference calls up to 25 people </li></ul></ul>Video Conferencing
    50. 62. <ul><li> </li></ul><ul><ul><li>Free video conferencing for up to 3 people at a time </li></ul></ul>Video Conferencing
    51. 63. Online Conferencing <ul><li> </li></ul><ul><ul><li>Online voice, video </li></ul></ul><ul><ul><li>Share slides, show your computer Desktop </li></ul></ul><ul><ul><li>Free for 20 or less attendees </li></ul></ul>
    52. 65. Online Conferencing
    53. 66. Instant Messaging <ul><li> </li></ul><ul><ul><li>Free web-based IM service </li></ul></ul><ul><ul><li>Quick messaging to co-workers (in or out of the office) </li></ul></ul><ul><ul><li>Saves time </li></ul></ul>
    54. 67. <ul><li> </li></ul><ul><ul><li>Free access to your computer at the office </li></ul></ul><ul><ul><li>Work on files, email, etc. </li></ul></ul>Remote Access
    55. 68. <ul><li> </li></ul><ul><ul><li>One phone number to ring on all of your phones </li></ul></ul><ul><ul><li>Be reachable when you are out of the office </li></ul></ul><ul><ul><li>View and listen to voicemails online </li></ul></ul><ul><ul><li>Listen to voicemails as they are being sent </li></ul></ul>Phone Number & Messaging
    56. 69.
    57. 70. Texting/SMS <ul><li> </li></ul><ul><ul><li>SMS surveys with instant results </li></ul></ul><ul><ul><li>Free for 30 votes </li></ul></ul>
    58. 71. <ul><li> </li></ul><ul><ul><li>Free webhosting for nonprofits ( ) </li></ul></ul><ul><ul><li>Includes email accounts, domain registration </li></ul></ul>Webhosting
    59. 72. <ul><li> </li></ul><ul><ul><li>Website & Online Donations - e-Newsletter tool </li></ul></ul><ul><ul><li>Event/Class registration - Integrated blog </li></ul></ul><ul><ul><li>Constituent database - Members only login </li></ul></ul>Website & Database Pricing based on size of database: $25/month for 250 $50/month for 500
    60. 73. <ul><li> </li></ul><ul><ul><li>Website </li></ul></ul><ul><ul><li>Online Donations </li></ul></ul><ul><ul><li>Donor database </li></ul></ul>Website & Database Pricing: $35 per month
    61. 74. Online Donations <ul><li>’s Basic DonateNow </li></ul><ul><ul><li>Register for free </li></ul></ul><ul><ul><li>4.75% fee of online donations </li></ul></ul><ul><ul><li>One-time or reoccurring donations </li></ul></ul>
    62. 75. <ul><li> & </li></ul><ul><ul><li>Free for less that 100 responders </li></ul></ul><ul><ul><li>Survey staff, members, board, etc. </li></ul></ul>Online Survey Tools
    63. 76. Online Photo Sharing <ul><li> </li></ul><ul><ul><li>Pro Account for free at </li></ul></ul><ul><ul><li>Tell your story with photos: Post pictures of events, community, staff, etc. </li></ul></ul><ul><ul><li>Embed on your website </li></ul></ul>
    64. 77. Online Video Sharing <ul><li> </li></ul><ul><ul><li>Video campaigns educate/raise awareness </li></ul></ul><ul><ul><li>Promote your org or an event </li></ul></ul>
    65. 78. Classroom Training <ul><li>Training at New Horizons </li></ul><ul><ul><li>10-30% discount for Michigan Nonprofit Association members </li></ul></ul><ul><ul><li>Desktop Applications like Microsoft Windows & Office, Photoshop, Dreamweaver </li></ul></ul><ul><ul><li> </li></ul></ul><ul><ul><li>6 locations </li></ul></ul><ul><ul><li>Contact James Graff at 734-853-2067 or [email_address] </li></ul></ul>
    66. 79. <ul><li> </li></ul><ul><ul><li>Free training and demos for Office 2003 & 2007 </li></ul></ul>Online Training
    67. 80. <ul><li> </li></ul><ul><ul><li>Basic computer, email, Office suite training </li></ul></ul>Online Training
    68. 81. <ul><li>Nonprofit Technology Webinars </li></ul><ul><ul><li>Choosing a database </li></ul></ul><ul><ul><li>Blogging </li></ul></ul><ul><ul><li>Web Redesign </li></ul></ul><ul><ul><li>Online Donations </li></ul></ul><ul><ul><li>Social Media </li></ul></ul>Online Training
    69. 82. <ul><li> </li></ul><ul><ul><li>Plain English explanations of: </li></ul></ul><ul><ul><ul><li>Blogs </li></ul></ul></ul><ul><ul><ul><li>Wikis </li></ul></ul></ul><ul><ul><ul><li>Social Media </li></ul></ul></ul><ul><ul><ul><li>Zombies </li></ul></ul></ul>Online Training
    70. 83. Computer Maintenance <ul><li>Free tools </li></ul><ul><ul><li>Ccleaner – clears out temp files, browser history, log files, more </li></ul></ul><ul><ul><li>Spybot – scans for spyware </li></ul></ul><ul><ul><li>Disk Defrag by Auslogics – better defrag tool </li></ul></ul><ul><ul><li>Go to and search by keyword </li></ul></ul>
    71. 84. $40 per desktop / $100 per server <ul><li>NPower strategy, budgeting and planning </li></ul><ul><li>Toll Free 24x7 Help desk </li></ul><ul><li>Security (anti-spyware and anti-virus) </li></ul><ul><li>Windows Security updates </li></ul><ul><li>Remote assistance </li></ul><ul><li>Software deployment </li></ul><ul><li>System monitoring </li></ul>NPower Michigan’s Services <ul><li>Consulting and Assessments </li></ul><ul><li>IT Project Implementation </li></ul><ul><li>Managed Services </li></ul>
    72. 85. <ul><li>Adam King </li></ul><ul><li>[email_address] </li></ul>