The Mobile Office System That Works

The

Universe
A Step-By Step Guide To Making Google Apps Work For You
Simple yet powerful (and free) apps to turn your PC and smartphone into a most effective
resource for maintaining client relationships, productivity and social networking

Updated March 2014

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Summary

Sales professionals in todays marketplace are challenged from a number of fronts, from being
able to quickly respond to leads generated at the website, to working with tech-savvy
consumers who demand a rapid response to almost any request, with a personal touch.
Successful Agents tend to be the ones who are using these latest technology tools and
applications to keep them in communication and allow them the opportunity to provide value
added services, and enhance their marketing strategies all at once- from the mobile PC or
smartphone.

Google, who is best known for its most intuitive Internet search engine, has provided to the
public space some innovative online tools that allow any mobile professional, especially
entrepreneurs an unprecedented access to information, documents, and a customized business
presence online, accessible by a connected smartphone, tablet devices or computer. This is an
extraordinary opportunity for Agents to learn about the free applications developed by Google,
and how best to implement them as part of their mobile business strategy.

There are hundreds Google apps available at the Google Apps Marketplace both free and paid ,
but this course will focus only on ones considered to be most useful to the Agent-consumer
relationship: Many more third party apps integrate into Google apps.

Introduction

Its been a little while for me, but I can remember at the age of 25, I was just finishing college,
working full time, struggling to eke out those last few credits, and make ends meet. I had no
garage hobbies or any real activities outside of a good party quite honestly. How I wish I had on
my mind at 22 what Larry Page and Sergey Brin had on their minds at 25. I wouldnt be writing
this book- there would be books written about me.

I chose the age of 25 here because that was how old Larry Page was when he founded Google
in 1996, along with his friend Sergey Brin, who is his same age, both being born in 1973.

Google was originally a school project for the two, looking at a new way for Internet search
engines to rank search results. They eventually named the project Google, after the
mathematical term Googol, the number one followed by one hundred zeros.

Today, Googles presence around the world is nearly as significant, running a search engine
with more than 70 percent of the search activity, and generating most of its revenue through
ads, with a revolutionary math formula called AdSense, which allows companies who buy ad
space from Google get an equal opportunity for visibility, giving the small business equal footing
with the bigger businesses. In 2006 earnings were around $10 billion. The earnings report for
2012 was closer to $30 billion dollars.

Not bad for a couple of guys who should be just paying off their school loans.

Googles mission statement, "to organize the world's information and make it universally
accessible and useful", is fitting to the strides they have made to bring many applications weve
paid dearly for in the past to the open source- free to use, free to share, and open for
development. To add to this, their unofficial slogan Dont be evil, is often taken as a direct slap
to the face of software behemoth, Microsoft.

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Whatever the companys mission or the ultimate goal may be, Google has developed and
offered an entire library of online cloud applications designed to make communicating, and
sharing what we want a lot easier- for free. This is a guide to making those free apps work for
you. Technology changes almost daily, and these apps get updated and refreshed all the time.
Ill teach you the basics here- you will catch on as the apps get better.

Google Apps are designed for the mobile professional. Whether you are a real estate Agent, a small
business owner or in pharmaceutical sales, your office is now wherever you happen to be. If you
want to be responsive to the needs of your client base, you must have the tools to be ready: a good
smartphone, backed by a well developed CRM, or Client Relationship management system is a great
start. A suite of apps on your smartphone that keep you prepared for your clients, along with your
marketing tools to have you ready for the new prospects is even better.

First, lets create a Google account:

www.google.com/accounts

Once you have completed this process, your username and password unlocks all of the Google
Apps for you. Youll just need to sign into them.

Secondly, you will be asked to create a profile for Google+.

Google+ is a social network very similar to Facebook, but with many enhancements. We will look at
G+ in another chapter, but for now we will focus on how Google+ integrates with the other
applications. First, your public profile is tied to your G+ account, as are your photo albums. Whether
you use the social network actively or not, you may still use its components to organize your Google
life. Your friends and followers in G+ are organized into Circles. You will be able to manage your
communications with people in circles from within a number of Googles apps, such as labels in
Gmail, contacts in Google Voice, etc.
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Click the link if you would like to add a picture to your profile

This will be your formal introduction to the world through Google, so consider that as you enter
information.

Click the link to browse your computer and select a picture that you would like to be displayed.

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Once you have chosen a picture click to set as profile picture.

Youre almost done, click to move on to the next step.

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Now that you have successfully created a Google account and a Google+ profile you can click Get
Started

which will take you back to the Google homepage.

There you will click on Gmail shown on the black tab

Finally, lets setup a Gmail account:

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www.mail.google,com
Once youve signed in, click onto the gear icon in the upper right corner and select Settings. Here
we will customize the Gmail experience. Before we go there, lets take a look at some of the latest
features of Gmail:

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Begin at Settings:

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General Tab

In Settings, the General tab is to the upper left. Here we have the options to:

Set the Page size- number of messages and contacts per page
Keyboard shortcuts- learn to use the keyboard instead of the mouse
Toggle the Conversation mode setting- emails shown separately or in a continuing thread
External Content option- ask before displaying external content
Undo Send (enable in Labs)
Default text style- customize font and size to your style
Add Your Photo- will be the photo associated with your Google account
Contacts Pictures Option- show your contacts embedded photo
Add Signature Option will be added to the bottom of new messages

Starred messages

Assign stars to special conversations or messages, or use them as a visual reminder that you need
to follow-up on a message or conversation later. Drag any star from not used up to use. Toggle the
star outline to the left of your messages to select the star color you wish to use.

Archiving and Muting Messages

If you want to clean up your message box without deleting messages, you may simply
Archive them. Check the box to the left of the message, and then click the Archive button
above. Messages will not show in the inbox, but will be searchable or located in All Mail on
the left panel.

Sometimes you may receive frequent email from a recipient thats not spam. Its worth
saving but not always filling up your box. Muting a message (click the More Actions button)
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will simply store the messages away before reaching your inbox, into the filter youve
assigned it or into All Mail.

Accounts Settings
Send Mail As- here you can create multiple email identities for email to use. If you receive an email
forwarded from your websites email for example, Gmail can send the reply using the same address
of the original message. Also known as an Alias.

Check mail using POP3:- A new feature that will make regular searches of your POP3 email from
other clients, If the client doesnt allow forwarding, this feature will just sign in as you and download
your mail into Gmail.

Before adding email accounts to be forwarded to Gmail make these two small changes:

Go to Settings > Forward POP and IMAP

In POP Download, select Enable POP for all mail that arrives from now on.

In IMAP Access, select Allow IMAP. Save the changes at the bottom.

Return to Settings > Accounts>

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Select Add a POP3 mail account you own. Enter the email address to forward into the wizard.

Check Leave a copy if you want the original email box to store a copy of the forwarded email.
Leave Always use a secure connection checked if it is, leave unchecked if its not.
Check Label incoming messages if you choose to create a folder and automatically store them, and
Check Archive incoming messages if you want them to go into a folder and not show in the inbox.
Any archived messages not assigned to a label (folder) will be found in All Mail on the left.

If the wizard is denied access by your email server, simply go to that email provider (not Outlook) and
by going into settings forward that email to your Gmail address. You will have to add the account
manually to the Alias list as if it were a second Gmail account, using the steps below.

Once you have completed forwarding a POP3 email address to Gmail, you will then see a setting
When replying to a Message. Choose to reply to the same address the email was sent to, to keep
your outgoing messages organized and flowing as you would like. (see above illustration).
If the email account is not a POP3, but instead an IMAP such as Gmail or AOL, you must forward these email
accounts manually.

Although AOL is IMAP, you must use the POP3 wizard to forward the email to Gmail, using these settings:

Email Address; your full address @aol.com

Your AOL password
POP Server is pop.aol.com
Port 995
Check the SSL Box.

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To forward a second Gmail account, sign into that account, go to Settings > Forwarding and POP IMAP.
Select Add a forwarding address. Enter the Gmail number 1 address here. Now your second Gmail account
will forward to your primary Gmail account along with your POP3 accounts.

You will then have to manually add this account to your list of email Alias names. Follow these steps to add the
alias:

Select Settings > Accounts > Add a mail account you own. Add the Gmail address and click Next Step.
Select to use as an alias. When you click Next, Gmail will prompt to send email through the Gmail
server. That will work best for you here. Next, select to send an email message to the account with a
verification code. Copy and paste the code into the wizard. Your email account has now been
verified and ready for use

If the wizard is denied access by your email server, simply go to that email provider (not Outlook) and
by going into settings forward that email to your Gmail address. Now you have to manually add the
account name to the list by selecting Add another email address you own. Add your name and
email address. Select to use as an alias. When you click Next, Gmail will prompt to send email
through the Gmail server. That will work best for you here. Next, select to send an email message to
the account with a verification code. Copy and paste the code into the wizard. Your email account
has now been verified and ready for use.

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Labels Tab
System labels are the named folders on the left panel. You may choose to hide the folders you dont need and
only show those you use. Labels and Filters work together to create a filing and organizing system for email.

Labels are the folders you create and name. Provide a unique name here, or from the main Gmail screen. Check
the box to the left of the message, and open the Labels tab above to assign it to a labeled folder, which will
display on the left panel. Select a folder, and with the left click of the mouse, open the palette which allows you
to color code each folder. You can assign more than one label (category) to a sender. Scroll down a bit and
select subfolder to nest, or assign a sub-label within a label.

Its easy to move a label into a different folder you have created. Simply select Edit Label and then select the
new label for which to nest the folder into.

If you want to no longer see Googles new tabs for Primary, Promotions and Social mail, here is where you turn it off:
Click the gear in the upper right corner, then select Configure Inbox. Uncheck the tabs you want to disable.

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The update to labels adds your Google+ Circles as an option for people to whom you communicate
via the social networking site.

Filter Tabs
Filters and Labels work closely together. Filters may be assigned to a message from a specific
sender, a specific topic, or assign a label to incoming messages. Set filters from this tab, or check the
box to the left of a message, open the More Actions tab, then select Filter messages like these. From
here you can filter similar messages to come to be directed by way of your filter. You may filter
messages by email address, or keywords. You may also filter messages from Settings > Filters >
Create new filter.

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What is Rapportive?
Rapportive shows you everything about your contacts right inside your inbox. You can immediately
see what people look like, where they're based, and what they do. You can establish rapport by
mentioning shared interests. You can grow your network by connecting on LinkedIn, Twitter,
Facebook and more. And you can record thoughts for later by leaving notes. Imagine relationship
management built into your email. For free. Sign up and install Rapportive at
http://rapportive.com/install. Rapportive for now works only for Chrome, Firfox and Safari.

I use Rapportive to easily add contacts to my CRM in Google. Highlight an email address and a
dialog box will appear here, Rapportive replaced ads on the right panel with the contacts photo and
contact methods:

Try Boomerang
Another Gmail third-party add on is Boomerang, a service that allows you to schedule when
your emails will be sent from your account. If you type a message on Sunday but dont want
it sent until Monday at 9am, Boomerang can handle the job. Also get delivery receipts.

Try Powerbot
Powerbot is another add on that brings cloud apps and data organization to a new level of
convenience. If you are a Dropbox or Evernote user, Powerbot will allow you to clip an
email or an attachment directly into your cloud storage in Dropbox or any notebook in
Evernote.

Dropbox starts with free 3gb account, plenty of space for many people, or you may
purchase more space. Evernote is free as well to a point, but a subscription gives you more
useful space and offline access, as a premium. Powerbot is $2.99 per month or $19.99 per
year after a brief trial.

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It All Begins With Your CRM
Your CRM or Client Relationship Management System is essential to the success of your
business and the best use of these Google apps. Fortune 300 companies spend hundreds of
thousands of dollars to compile and maintain their CRM databases, and for good reason: it is simply
the easiest and most effective way to develop customer profiles, target their customer base, and to
ensure customer satisfaction and retention. As small business owners we can use tools like
Microsoft Outlook, ACT!, Top Producer or other Personal Information Management (PIM) systems as
our CRM. Now that we are moving our business to a more mobile arena, and we can use the cloud
to maintain this information, its time to learn how to put your CRM on the cloud, using Google
Contacts, a part of Gmail:

Exporting your CRM to Google Contacts

Regardless of the PIM you currently use, the process of exporting your contacts and importing the
data into Google Contacts is relatively easy, if you follow the steps, youll have your contacts copied
over in no time.

Step One: Prepare your CRM data

Since this information is the life blood of your business, it is important that we have each contact
profile as complete and organized as possible. Take the time to go through each item, fill in as many
empty spaces as possible. Make sure you have at least the five essentials- full name, mailing
address, email address, office & mobile phone and birth date (yes, birth date!) If you can, add
anniversary dates, and other demographic information that can be stored under notes.

Step Two: Assign all profiles into at least one category

Assigning a profile into one or more categories will be useful to your marketing efforts moving
forward, as well as allowing the Google apps to target specific markets for you. Missing this step will
cause you lots of work in the future.

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Step Three: Export your CRM data into a file

The easiest way to get your data into Google Contacts and have it organized from the outset is to
export the contacts one category at a time. Sort your contacts by category, then Highlight the group
you intend to export. The example below is how to export from Microsoft Outlook 2007:

Select File > Import and Export

Select Export To A File

Select Comma Separated Values (Windows)

Select the location of the data to import, in this case Contacts

Save to a location on the computer, and name the file the same as the category you are importing.

VERY IMPORTANT: Mapping the custom fields will assure that the data you export will be the
complete contact profile when you import it into Google contacts.

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In Outlook, simply drag from the left box what you want to include in the export box on the right.
Other systems will have similar options for you to customize which data fields you are exporting.

Now, you are ready to import the data into Gmail contacts.

Step Four: Import your CRM data into Google Contacts

Following the steps described above, import your contacts into Google one category at a time, so
they will be organized at the outset. This will have your Outlook data better organized, and the
Google apps will be able to better target your communication.

How to export your CRM to Google Contacts from your current contact database

Regardless of the PIM you currently use, the process of exporting your contacts and importing the
data into Google Contacts is relatively easy, if you follow the steps, youll have your contacts copied
over in no time. In this case we will use Microsoft Outlook. CTRL + Click these links to learn to export
from other databases:

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Export Act! to a CSV Export Top Producer to a CSV Export Blackberry to a CSV

Export Yahoo! to a CSV Export Mac Contacts to a CSV Export from Outlook 2010

Export Hotmail to a CSV Export from Outlook 2007 Export from Verizon backup Assistant

A Tip: It may be easier to create a CSV file for your entire contact list, then clean it up in
Microsoft Excel as a spreadsheet.

Import your CRM data from Mac Computers

Click which group of contacts or the individual contact you want to export from your Address
Book on your Mac (e.g. "All Contacts" or "John Doe"). From the File menu select Export. Click
"Export Group vCard" or "Export vCard" depending on whether you are exporting a group of
contacts or just a single contact. Save vCard file to a known location.

From Gmail click "Contacts". Click the "Import" link on the right side of the screen. Click
"Browse" and find the location of the vCard file you saved above. Click the "Import" button.

Note: Macs do not use CSV files, and you don't need to use conversion software, as mentioned
in other posts. Import/Export on a Mac using vCard files.

Google Chat and Talk Features

Gmail has a few more nice features to offer. Instant messaging, SMS text messaging, even
making and receiving phone calls! Google Talk is an instant messaging app, great for Android
mobile devices too. Google Talk allows you to make free calls to US mobile and land lines, and
very low-cost international calls worldwide. Connect a headset to your computer and save the
minutes on your mobile phone.

Now, in addition to video calls with a contact, you may now create a Hangout, and invite
several people to join in! install the plugin to your computer, and send the link to others you
would like to Hangout with. Copy and paste this link to your browser to get the install page:
www.google.com/chat/video

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Gmail Tip: Create an Canned Responder for your listing flyers and signs

In Gmail settings, go to Labs, and enable Canned Responses. Make sure to save your changes.

Open to compose a new email, select Canned Responses from the menu.

Write your automated response message, and name the message when you save it.

In Settings, go to Filters, select Create new filter.

Put in the address of the incoming message (you may want to create a second email account)
and below, check Canned Responses and choose one of your saved messages. Save the filter
settings

The next time that email address comes to your inbox, the chosen canned response message
will be automatically sent to the sender as a reply.

To add an attachment, I used my Evernote account. I produced the information in a note, then
generated a link to the note. Next, I simply added the link to my canned response, so when
clicked will open the information as an Evernote attachment.

Try it- it works!

Gmail Tip: Can I generate mailing labels from my contacts?

Absolutely! In Google Drive, select the Address Labels script from the Template
menu. Here is a link: Gmail Contacts Address Labels

Run the script, select the groups of addresses in your CRM to populate the labels.
On the back of the labels you purchased will be the size and column width of the
labels. Complete this information on the script, place the label pages into the
printer, and select print.

The Label template will conform to the label sizes you entered, populate the
address information of each contact that contained an address in that field and
what shows on the screen will be what will print. Try a few pages with paper and
match them first to be sure without wasting expensive labels.

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 Chapter 2:
Using Google Voice for Your Office & Mobile Phones

Google Voice is a telecommunications service started in March 2009. A free service, Google Voice,
allows you to choose your own phone number from a list of available numbers within any US area code
with your account. You also have the option of still using your own phone number along with a Google
Voice number, but access to the advanced features is limited with this option.

All of your inbound calls to this number are then re-routed to other phone numbers, such as your mobile
numbers or your office and home. The service offers free outbound calls and may be placed for free to
domestic locations and to international destinations for a low fee, based on current rates posted on the
Google website. Free calling areas also include Alaska, Hawaii and Canada.

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Lets begin.

www.google.com/voice Once you open the page, bookmark it on your browser for easy access.

For Mozilla FireFox and Google Chrome, click on the star at the right end of the URL. Save to the
Bookmarks Toolbar.

Sign in using your Google account username and password

Once logged in, Google Voice prompts you to first add a working phone number to establish the account.
Add any number, landline or mobile that you can verify at the time. Google Voice will call you and ask to
enter the verification code on the screen.

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To set up your number, choose a Google Voice provided number or use your own mobile number. As of
this printing, only Sprint users can use their mobile number without porting, which could generate extra
charges or create issues with your contract with your carrier. My suggestion is to choose the Google
Voice number, for now. Select I want a new number. Choosing the new number gives you future
flexibility should you get new phones with new numbers. People calling the GV number will still reach
you.

Even after you verify the phone number you must manually Activate Google Voicemail before it
will switch over from your current voicemail. If you have messages on your current voicemail you
need to keep, retrieve and write them down now. You may not have access to them later.

Using A Google Number vs. A Non-Google Number

There are a number of useful features that are unavailable to users who choose the non-Google number
route. To best explain the differences, below is information from the Google Voice Help website:

http://www.google.com/support/voice/bin/answer.py?answer=164819

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Using a Sprint Number with Google Voice
If you are a Sprint subscriber, your mobile number may be used as your Google Voice number and use all
the features listed above. This means your Sprint number may now be used to ring all your phones and
your computer, as they are assigned to your Google Voice account.

Another benefit is the International calls at low rates. International calls made from Google Voice users
Sprint phones will be connected by Google Voice at Google's very low rates.
These benefits will be available to Sprint users in the USA and will gradually be available to all Google
Voice users.

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Other carriers may enjoy this feature in the near future, but until then, you must choose a Google Voice
number or port your current number with Google Voice.

Porting Your Number: Is it necessary?

The following information is directly from Google Voice engineers:

One of the most frequent requests we hear from people who use (or want to use) Google Voice is that
theyd like to get all of Google Voices features without having to give up their long-time phone
numbers.
Today, were excited to announce that Number Porting is available for all existing Google Voice users.
This means you can make the mobile number youve always used your Google Voice number, so it can
ring any phone youve added to the accountor even your computer.

To get started with Number Porting, log in to your Google Voice account, visit the Settings page and click
on Change / Port next to your Google Voice number.

Porting your number to Google Voice costs $20 and is usually completed within 24 hours. You may incur
additional charges, including early termination fees, from your wireless carrier. Contact your carrier to
get more details about the charges applicable to you.

After porting your number to Google Voice your mobile service plan will be cancelled, and there are a
couple of steps that youll have to take to continue making and receiving calls on your mobile device. For
more detailed instructions on how Number Porting works and to find tips for making the process as
smooth as possible, visit the Google Voice Help Center.

Number Porting is currently available for existing Google Voice users and will become available to new
users within the next few weeks, and at this time, Google Voice is available in the U.S. only

I could not explain it better than that, so there you have it. Now, back to my text:

Once you have completed the number selection process, you will see your Google Voice web page. Click
onto the Settings tab to the upper left of the screen.

Select Voice Settings.

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Starting with the Phones tab, Click Add Another Phone.

Fill in the spaces for the name, number and type of phone,

Now, click the option to Show Advanced Settings to set custom incoming call features.

Make your choices here for Voicemail access, set your requirement for entering your PIN number when
you call Google Voice to hear your messages. Here, you can set weekday and weekend access separately.

Under Ring Schedule, customize the schedule by which Google Voice will allow calls to ring your
phone, or be sent directly into voicemail. This is a great feature for shutting down a home office phone
after 8pm, for example. Select Use Custom schedule to set specific times for caller access.

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 Google Voice Tip: Switch phones in the midst of an incoming phone call

If you received a call to your Google Voice number and wish to switch the call to another
phone, such as your office or home phone, press the * key while in the call, and the
other phones will ring as long as they are programmed into your Voice account.

Click Save at the bottom left of the screen to save your options.

Even after you verify the phone number you must manually Activate Google Voicemail before it
will switch over from your current voicemail.

The Google Chat option I will mention a bit later in this chapter.

Voicemail and Text

For each number you add to the service, you may customize an outgoing message, like you would any
answering machine. The real benefit here is in how you may record multiple greetings, and tell Google Voice
which caller groups will get the message you record to them.

Voicemail Greeting

Click Record New. A window will appear for you to name this greeting.

Select for which phone this message greeting will play, click Connect. Google Voice then dials the
number. Answer the call, and follow the prompts to record and save this greeting. Follow these steps for
each greeting you record, and for each phone number you have assigned to the service.

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Recorded Name
Like most mobile phone voicemail systems, the service asks you to record your name. This greeting is used
whenever you choose to use the Google Voice standard greeting. Youve heard them before:

You have reached the voicemail box of (recorded name). To leave a message press 1, or begin recording at
the end of the tone.

Voicemail Notifications
Set the alerts for new voicemail messages. Choose to be notified by email, SMS text messaging, or both.

Text Forwarding
You can opt to have text messages sent to your Google Voice number automatically forwarded to your email
address. Check the box to activate this feature. With this feature you can hold SMS conversations on your full
keyboard instead of your phone.

Voicemail PIN

When you first setup your account, you were required to assign an access PIN number. Use this feature to
change your PIN number.

Voicemail Transcripts
Check this box to have Google Voice transcribe your voice messages. Messages are sent to your email (if you
opted in under voicemail notifications), and also by signing in to Google Voice on your computer or compatible
smartphone. The system is not perfect, so it may be a good idea to remind callers to speak slowly and clearly
while leaving a message, giving the transcriber a better opportunity to convert the message to the correct text.

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Calls Tab
Settings under the Calls tab allow you to customize your incoming calls experience. These are unique features
unlike those you normally experience with a mobile phones voicemail system.

Call Screening
The Call Screening feature reminds me of the answering machines of the 1990s (remember those?) where you
can hear a persons message discreetly, with the option of picking up the call. Callers will hear an
announcement requiring them to announce themselves (see next section) and begin leaving a message. Your
phone will ring, and by answering, you will hear the callers announcement discreetly, and given the option by
Google Voice to press 1 to let the call through, or press 2 to send it to voicemail.

Call screening can be customized for individual groups, for example, the feature can be activated for business
group or unknown callers, while family and friends groups calls can be directed right to your phone.

Caller ID (Incoming)
This setting gives you the option of seeing the callers number on your phones screen with the incoming call, or
your Google Voice number, indicating that the call was routed through Google Voice.

When a caller makes a call from a number Google Voice recognizes through Gmails Contacts (see chapter 1) it
will display this number through caller ID, including the photo if you added into the contacts profile. It will not
require this caller to announce (it already knows who they are), unless the caller is in a group set to be screened.

Unknown callers will be asked to announce their name in the screening process, if the box was checked in Call
Screening.

Google Voice relies upon the contacts in your Gmail account to identify incoming callers, and to route the calls
according to the settings for the group you have assigned them to. This is one reason I so highly emphasize
building and then grouping your CRM, so that you have as much info in a contacts profile as possible. (see
chapter 1 for a review).

Caller ID (Outgoing)
When sending a text from any mobile phone assigned to Google Voice, you have the option of the recipient
seeing either the original phone number, or your Google phone number.

As of this writing, it only works for text messages, but Google has it in the works to activate the feature for calls
as well.

This is one of the ways you can let your contacts know to update your profile to include your new Google phone
number, and to contact you using this new number.

Do Not Disturb
If you'd like to send all calls made to your Google number directly to voicemail, you can enable Do Not
Disturb from a phone or through the Google Voice website. Then, all calls will be sent to voicemail until you
disable the setting. If you set this on the Internet site, ALL phones will not ring. Add the Google Voice app to
your mobile phone and change the setting on the device.

Note that any text message sent to your Google number while Do Not Disturb is enabled, will also not be
forwarded to the phones you've set up to receive text messages and have marked as 'Mobile'.

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Call and Text History
Your voicemails, text messages, and calls are listed on the Google Voice website, in the left panel. They're
organized under different labels:

Inbox: lists received voicemail and text messages, as well as recorded calls
Starred: any calls, voicemails, or text messages you've starred
History: all made, received, and missed calls, voicemails, and text messages
Spam: items you've marked as 'Is Spam'
Trash: deleted items that will be auto-deleted after 30 days in Trash
Voicemail: all voicemails received in your Google voicemail system
Text: SMS messages you've sent, received, or replied to from your Google number
Recorded: all calls to your Google number that you've recorded
Placed: calls you've made through the website and phone system
Received: all received calls, voicemails, and text messages
Missed: calls to your Google number that you've missed

Also, you may type a name or phone number into the keyword search to pull a log of calls and texts.

Groups Tab
Customizing which callers receive a personalized message is a major feature of Google Voice. Here, you can
specify which callers hear that message made especially for them, whenever they call from a number Google
Voice recognizes.

The groups you see listed on this screen were created once you organized your Gmail Contacts (see what I mean
about building that CRM?).

31
Edit your Groups
Creating and editing your groups happen inside your Gmail account. From the Google Voice Calls tab, select
Manage groups.

The link goes to Contacts in your Gmail Account.

Click the link New Group.

Google Voice Tip: Make sure your greetings go to the right place

If you decide to make a special outgoing message for an individual, create a group
and make them the sole member of that group. Now you can record that specific
message. Be careful that this special individual is not in multiple groups, as I have
discovered it could direct others to get that special message as well.

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Name the group. For example, I will create the group Vendors. It adds the group vendors to the list.

Click My Contacts on the top of the list, and select contacts from your list to import into the group by checking
the box to the left of the contact.

Click onto the Groups tab on the right, and add the selected contacts to the new Vendors Group. You have the
option of keeping contacts in multiple groups.

Select from the list of groups, or add a new group.

Click on Edit Google Voice Settings link to return to Google Voice.

33
Issue: If you dont see your new group when you return, clean your Browsers cache and cookies. Log
back into Google Voice, go to Settings and Groups. Your new group should be on the list now.

In Groups, select Edit in your new group. Customize the voice greeting and call screening settings.

Those contacts you chose for this group will now be managed by these settings.

Edit Record a private message for your spouse, best friend, or anyone

Using the steps above, create a category using that persons name as the category. Edit the category
settings with a unique recording that only entries in that group will get, which will be that one person.
When caller ID recognizes its them, theyll have a treat to hear that special message you recorded just for
him or her.

Call Widgets
Call Widgets can be put on any web page, and allow people to call from that web page. When somebody
clicks on the widget, Google Voice calls them and connects them to you. Your number is always kept
private. You can create multiple call widgets and have different settings for each of them.

Select Add a New Call Widget. Select the appropriate call options for the widget. Save Changes.

34
A new page with the embed code will appear. Copy and paste the embed code into the contact page of
your website or blog page.

Google Voice Tips and Tricks

How to switch phones during a call in Google Voice

Lets say youre speaking someone on your desk phone, to someone who called your Google Voice number.
You have an appointment, and need to leave, but you also need to finish that call. Simply press the * key on the
phone, and your mobile phone will ring, if it is an active number on Google Voice too. Take your call and make
your appointment too!

35
How to make calls in Gmail (Old Chat settings)
Free Phone calls to US and Canadian landlines and mobile is a snap in Gmail Chat. International calls are
inexpensive and easy as well, with as little as a $10 deposit to your Google Wallet.

The system also allows for two calls simultaneously from which you may swap back and for

You may also make video chats with others who have the Google Chat plug-in.

Heres how:

1. Open your Gmail account

2. On the left panel, locate Chats

3. Click on Phone Icon - the dial pad opens on screen

4. Dial from the pad, click Call.

The way to make calls in the new interface is to open Chat and click the phone icon, or in Hangouts:

36
How to Video Chat in Gmail (The New Google +Hangouts)
1. Download the voice and video chat plug-in,quit all open browser windows, and install the
plug-in. http://www.google.com/chat/video
2. Sign in to Gmail.
3. Below your Labels, select the small icon that looks like quotations. Your hangouts menu will
appear.
4. In your chat list, select the contact you want to call. If they have a camera icon next to their
name, you can make a voice or video call to them; just click the Start Hangout icon to place
a video call or the + Add telephone icon to place a voice call.

If your friend doesn't have a camera next to their name in your chat list, you can invite them to download
the voice and video chat plug-in from the Video & more menu in a chat window. Even if your friend
doesn't have a video camera, you can still have a voice chat or a 1-way video chat. Invite up to 9 people to
have a 10 member Hangout. Everyone can see all parties- you can mute anyone any time as the host.

Here is the Hangout start-up page:

Type in names from your contacts to video chat, or simply to voice call.

37
Once in a video call, these options allow you to enhance or add to the conversation:

Here, you can chat privately by text with anyone on the Hangout
Share your screen, as in a webinar session
Capture any screenshot by highlighting the image.
Have fun with disguises and other fun tools with Google Effects
Play a YouTube Video or playlist, even broadcast your Hangout in YouTube
Open a Google Drive document and edit, or share so others can edit

Minimize the Hangout so you can continue to work while you chat on your computer! You will still be
seen by others in the Hangout.

38
How to make calls from abroad to the US using Google Voice

This feature gives you the ability using your Internet connected computer or Wi-Fi connected smartphone to
make calls to the US if you are out of the country using Google Voice or Gmail. Heres the info directly from
the Google Voice Blog:

"Google Voice lets you manage all your phone communications and seamlessly make
and receive calls on any of your existing phones. But what if you dont have your
phone with you? Or what if youre in a place with poor cell phone reception, or youre
travelling internationally and dont want to incur expensive roaming charges? Wouldnt
it be great if you could use your computer to make or receive calls? In order to use
the Google Voice service via Gmail, you will have to install the free voice and video
chat plugin to your Gmail account.

Before leaving from US, setup a Google Voice account @ www.google.com/voice

Step 1: Is the voice and video chat plugin installed (if needed)? See
http://www.google.com/chat/voice/ for the download.

Step 2: Is your Gmail language is set to English (US)? See

http://www.google.com/support/chat/bin/answer.py?hl=en&answer=187929 for details.

Step 3: https://www.google.com/accounts/EditUserInfo?hl=en

(Update country, zip code and time zone with USA details)

Step 4: Mic and speaker test https://mail.google.com/mail/?hl=en&shva=1#settings/chat

Step 5: Computer regional settings should be US

Also, install the Google Voice App on your smartphone. If you have a data plan, making calls through the
GV app does not incur cellular minutes, as the call is made over the Internet.

39
Dont have the GV app on your phone? Dial your own Google Voice number, enter your PIN, select 2 to
dial out, and make calls from there.

Also, download the app Talkatone to your Apple or Android devices. This will turn your tablet or iPad
into a world phone using your GV account, as long as you are connected to Wifi. Making your
international calls will be easier as well as the app never connects to your wireless provider.

Google Voice Tip: Make a Gmail voice call or SMS through your mobile phone

If your phone supports the Google Voice App, you can make calls through the app,
using your Google Voice number as the caller ID. International calls can be made as
well, simply buy credits through the Google Voice site, and pay Googles low
international rates.

From the Google Voice dashboard, select Call on the left panel. The prompts will ask
for the number to call and the number on the account from which you want to place
the call.

The selected phone will ring. Once answered, it will then place the call.

Google Voice Tip: Make a private greeting for your honey or best friend

If you want to impress a caller, record a private outgoing greeting just for him or her.
Simply begin by creating a new group in Gmail contacts, and place that contact as the
only one in that group.

Be careful not to put them in multiple groups, as others may hear that message you
would really want to reserve for that VIP in your life!

40
 Chapter 3:

Better Time Management With Google Calendar

Google Calendar is a free time-management web application. The interface of Google Calendar, is similar to
desktop calendar applications such as Microsoft Outlook or iCal on Mac OS X.

The Google Calendar graphic interface enables users to view, add, and drag-and-drop events from one date to
another without reloading the page.

It supports six view modes, daily, 4-day, weekly, monthly, and agenda. Users can "quick add" calendar events
by typing Standard English phrases, such as meeting with Michael 11am tomorrow. Users can also set the
number of days to show in their custom view mode.

Calendar entries are stored online, meaning that the calendar can be viewed from any location, from any
computer with Internet access. In the case of a hard drive crash, because the information is in the cloud, no data
is lost. The application can import Microsoft Outlook calendar files (.csv) and iCalendar files and .ics files if it is
in the US format. To use the Google Calendar offline, simply download the Google Calendar Offline tool.

Multiple calendars can be added and shared, allowing various levels of permissions for the users. This enables
collaboration and sharing of schedules between groups. General calendars available for importing into one's
account include those containing national holidays of various countries. Users can also add "live" iCalendar
URLs that update regularly.

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Google Calendar allows multiple calendars (up to 25) to be created, color-coded and shown in the same view.
Each can be shared, either read-only or with full edit control, and either with specified people or with everyone
(public calendars).

Google Calendar syncs natively with Android devices, and can be synchronized with other mobile devices
platforms (e.g., Blackberry, iPhone, Windows Phone ) and with PC applications (e.g., Microsoft Outlook) via
third-party plug-ins, or natively with Apple's iCal.

Google Calendar is natively supported on Android -based mobile phones such as the Motorola Droid series,
Android phones from HTC, Samsung, Dell, etc., and on Blackberry phones. Event reminders can be sent via
email, as well as via SMS to mobile phones. With Apple iPad and iPhone, Google calendars sync with the
calendar on the device, set up through the email settings with a Gmail account.

Google Calendar integrates with Gmail, and does so very well. When an e-mail that contains trigger words
(such as "meeting", or dates and times) arrives, an "add to calendar" button is automatically displayed alongside
it.

Begin by signing into your Google Account, then go to:

http://www.google.com/calendar/, or select Calendar from the black app bar across the top of the screen.

Setting up your Google calendar is painless and easy. Lets get started.

Select Settings, then Calendar Settings.

General Tab
Set your regional settings under this tab, and customize your calendar views.

Automatically add invitations to my calendar- Messages in Gmail that contain the words meeting or
contains specific dates or times will by default option you to add to your calendar, and to invoke a response to
the invitation. Here you can choose to add these events automatically to the calendar.

Enable keyboard shortcuts:

Speed your way through Google Calendar using the keyboard instead of the mouse. Learn these shortcuts and
master your calendar.

Save your changes before moving to the next tab.

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Calendars Tab
Create and customize up to 25 calendars in this tab.
Set the destination for reminders and notifications
Share Calendars and customize levels of accessibility by others

Mobile Setup

Enter your mobile number

Google Calendar will call and ask for the verification code sent to you
Enter the verification code to authenticate mobile access of your calendar

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Working with Google Calendar
Now that we have setup and customized the application, lets navigate the calendar itself, starting at the top left:

Search My Calendars
Type in any keyword and search all of your calendars at the same time. Click on the Show Search Options tab,
and narrow your search.

Create An Event
Add events to your calendar here, or click onto the date in the calendar.

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Quick Add: Type in the event, location, time and date. Google calendar will do the rest.

Google Calendar Tip: Make a Google Calendar for your website

When scheduling your open houses and other public events, place them in the same
calendar category (you have up to 25) and then embed that calendar on your website.
It will update instantly as you make changes within Google Calendar. Share the
calendar with your team, and their events will go on to the calendar, and their
websites too!

The Menu Bar

Today- Press the today button to instantly take you to the current date.

Selection Arrows- Moves the calendar one space forward or backward, depending on the current view

Mini Calendar View- If your favorite calendar view is weekly, there always is a month-at-a-glance view of the
calendar

My Calendars Create up to 25 different calendars to use at one time. In this area, turn various calendars on or
off at your convenience. Click the arrow of any calendar in the box to set a color for that calendar.

Other Calendars- Toggle the view of any additional calendars you have added from the tab below (see Add).

45
Add- Preview and add interesting or custom calendars. Add a holiday calendar from the Us and other countries
around the world, your favorite sports team or even the lunar calendar. Add a friends Google Calendar, with
permission, of course!

Settings- this tab will open the same menu as the settings tab in the upper left corner of the screen.

Sharing Calendars
One of the unique features of Google Calendars is the ability to share any or all of your calendars with another
person, anywhere in the world, so long as they have a computer with Internet access. Set permissions in Settings
under the Calendars tab.

Select which calendar you want to share; Click Share This Calendar The Share calendar screen will open.

Share with specific people by entering their email address. If it is not a Google address, the program will prompt
you to invite them to create a Google Account, giving them access to your calendar, based on the permission
settings you apply:

Make changes AND manage sharing

Make changes to events
See all event details
See only free/busy (hide details)

Add a calendar to your website

Select Calendar Details
Embed this calendar by copying the embed code and pasting into your website. Customize the color and other
settings to fit the scheme of your website or blog page.
By default, the embedded calendar is read-only.

46
Save your settings and continue back to the calendar.

Make The Calendars On All Your Devices Say The Same(Synchronization)

The absolute worst thing a productivity system can have is different information on your calendars. No one
should try to manage multiple devices with different calendar information. Heres how we will make the Google
Calendar become the synchronized calendar on your smartphone, tablet, netbook, laptop and desktop computer.
Updating the calendar on one will update the calendar on them all, as long as they are connected to the Internet.

Google Calendar Tip: Make A Calendar Searchable in Google

A great way to get the public to your open houses and other public events is to make that individual
calendar public in the settings. Place search terms in the description box, separated by commas. When
anyone does a Google search for, say real estate 90210, your Google Calendar for those events will
be part of the search response, provided those terms were added to the description.

Using Exchange Server

The process that will make this possible is called an Exchange Server, a cloud-based server that will send and
receive information from our mobile devices. The exchange server will keep the calendar, contacts and email
flowing and consistent regardless of the device we are using. We will set up each device here to make them
connect to the exchange server at Google:

47
Android Devices
Android smartphones and tablets are setup automatically to the exchange server when you establish your
account to sync on the device in the Settings menu. By default the email and contacts from your Gmail account
will sync, send and deliver, but you must set up your Google calendar on the PC before you will see any
calendar information.

Apple iPhone and iPad Email Setup

Apple iPhone and iPad

Begin by opening the settings app on your Apple device. Keep in mind iPhone 4 and 4S devices can set up
exchange through the Gmail setup wizard and can enter this data in that place.

Select Mail, Contacts, Calendars from the menu

Select Add Account. From the list select Gmail

Turn Mail, Calendars and Notes on to sync your Gmail account to your iPhone and iPad.

To sync multiple Google calendars on your iPhone or iPad:

1. Go to Safari on the mobile device and go to

https://www.google.com/calendar/syncselect
2. Choose which calendars to display on your mobile calendar.

3. Save your changes

48
Now its time to synchronize your contacts.

For Apple Device OS versions before OS 7 ONLY!!!

Once again, in mail, Contacts and Calendars Select Add Accounts. Instead of Gmail, select Other.

From the menu, select Add CardDAV Account

For Server, enter www.google.com, user name is your Gmail address

Enter Gmail password, then enter a description, i.e., Google Contacts
Tap Next, it will verify with Google, then go to the next page to save as below.

49
App Set Your Account Preferences

Scroll down below the Accounts box and set your preferences for mail, contacts and calendars.

50
Blackberry Devices
Begin by opening on your Blackberry Settings > Accounts > Advanced.

Select Microsoft Exchange Active Sync from the list, NOT Gmail.

Add your Gmail user name and password.

The server address is m.google.com, port 443.

Customize your preferences, and enjoy your mail, contacts and calendars syncing on your Blackberry.

Google Calendar Tip: Synchronizing to your Outlook

With your calendar data synced to the cloud, it really is not necessary to also sync to
Outlook, but for those resistant to change, it can be performed. Google no longer
supports the sync except for Google Apps subscribers, but there are third-party apps
that perform the sync very well. Try Sync2 at or Gsyncit Outlook sync

Google Calendar Tip: Add Birthdates and Significant events from Contacts

As part of your CRM discussed earlier, adding birthdays, anniversaries and other
significant dates to remember are very useful in establishing and maintaining
relationships. Below your calendars, select Add and then Browse Interesting
Calendars. Select More, and Add Contacts birthdates and events to your list of
calendars. Youll discover how great a marketing tool this can be!

51
 Chapter 4:
Google Drive (Documents)

Any mobile professional who relies upon the office exclusively to manage the flow of documents can quickly
find himself wasting time and energy, and not able to compete with the competition.

Google Documents can easily solve this problem by offering access to the documents, forms, contracts,
marketing tools, spreadsheets and presentations from anywhere, at anytime.

Fully compatible with Microsoft Office, Google Drive allows users to create and edit documents online while
collaborating in real-time with other users. The application also allows the storage of data files up to 1GB each,
even if they are not compatible. Here is a brief overview of its features:

52
 Documents may be originated, uploaded from the PC, or emailed
File save formats include Word, PDF, HTML, ODF, RTF, and Text.
A documents revision history is automatically archived
Individual documents may not exceed 1GB in size
Images embedded into a document may not exceed 2MB
spreadsheets limited to 256 columns, 200,000 cells, 99 sheets
15 GB of file storage in Drive (shared with Gmail and PicasaWeb).
Now with offline access

To begin using Google Drive, sign onto the application using your Google account name and password.
https://drive.google.com/

Storing Documents and More on Google Drive

As part of my cloud computing solution, I have always recommended signing up for a free 2GB Dropbox. This
great application provides for storage of any type of file you can save in your hard drive in your Dropbox, on the
cloud and accessible over the Internet. Files are organized on your computers in folders just like the hard disk,
and then uploaded to the cloud app in the same order. It is great for sharing large files too big to email, too.

Not to be outdone, Google introduced Google Drive, a 15GB cloud storage application. Like Dropbox, With
Drive, you can access your files from any Internet connected device. Drive differs, however in its integration
with your other Google apps, beginning with the product we will now explore, Google Drive..

Files that are created in Drive or converted during upload are NOT counted towards the 15GB storage allocated.
If you wish to conserve space on the cloud storage side, you may choose not to sync all folders.

Download Drive To Your Computer

Step one is to download the Google Drive folder to your computer. This folder, like any other in your C:/ drive
will store your files as you organize them. The difference being this folder is actively synced to the Google
cloud app whenever the computer is connected to the Internet. What appears on one shows up on the other as a
mirror image.

Creating New Documents

53
Select Create to the left or the Upload icon to retrieve a file or folder from your computers file storage

Select Create New. From the drop-down, select Document. A new document window will open.
If you are comfortable with using word processing software such as Microsoft Word, you will be very familiar with using
Google Documents.

Lets begin by choosing to create a new Collection. I will name my folder Forms, since I already have created
folders for my other document formats.

Left-click onto any collection, open a list of choices to modify the custom features of that folder, including
sharing the folder with others, giving them open or limited use of the documents, for example.

54
Save your settings and the folder will add to your list.

The arrows to the left of the folders expand or collapse the view of the documents within the folders, or the
folders themselves. The view below is the collapsed view, with all the folders shown on the full document
panel to the right.

Now that we have organized our folders, we are ready to start adding new documents.

Select Conversion Options

Google Drive uses a file format that is compatible, but not the same as Microsoft Office; therefore they may be
converted to Google Docs formats during the upload, or once it has been added to a collection.. While you dont
have to convert the documents you upload, you will not be able to edit them without conversion.

These converted documents can still be read in Microsoft Office or other applications without any effort on your
part.

To convert PDF image data to text, you must first check the second box. PDF documents are read-only files,
and the text must be extracted from the document first and inserted into a Google document.

Set the location the documents will be stored in, and privacy settings before starting the upload. Files can be
reorganized and moved into other folders at any time.

These are the file types that may be converted to Google Drive:

For spreadsheets: .xls, .xlsx, .ods, .csv, .tsv, .txt, .tab

For documents: .doc, .docx, .html, plain text (.txt), .rtf
For presentations: .ppt, .pps, .pptx
For drawings: .wmf
For OCR: .jpg, .gif, .png, .pdf
55
Use the checkboxes on the left of the docs list to select an item or a folder, using the above menu to make any
changes.

Documents or folders on the docs list may be starred simply to highlight them, marking them as an item to be
easily recognized.

Sharing folders and documents

The primary great feature of Drive is how to easy share documents, making them available for others
to edit, comment, or simply view a document.

56
Search Templates
Search through a number of useful templates in the gallery. Google users worldwide have shared pre-formatted
documents, from calendars to surveys, evaluation forms to slide shows and inventory spreadsheets.

Save this link in your browsers bookmarks bar:

https://drive.google.com/templates#

Click Share in the upper right screen. Under the Share settings, grant access to this document to other
individuals. Choose if the user can edit or only view the document.

A few useful templates: Try the Loan Amortization Schedule template: http://bit.ly/192GRSf

Google Drive Tip: Create a Contact Updater for your CRM

Your CRM can be updated in a very innovative way, by creating an updater using
Forms. Tap Create, select Forms, and a template. Decide the fields you need to
collect, and custom build your CRM update form. Send out by email, or paste in your
facebook and Google+ page, and on your website. Any responses will automatically
populate on a response spreadsheet (import ready) that creates with the form.

Gmail Tip: Can I generate mailing labels from my contacts?

Absolutely! In Google Drive, select the Address Labels script from the Template
menu. Here is a link: Gmail Contacts Address Labels

57
 Chapter 5:
Google+ Social Networking

Google+ is the latest entry into social networking on the Internet. It features many easy to use yet powerful tools
to allow you to communicate and share information like nothing before. Being tied directly to other products in
your Google account makes it that much easier to integrate information from Docs, Picasa Web Albums,
Calendar and the like.

Google+ is actually the integration of five different products:

Stream not unlike what Facebook users are familiar with, status updates and multimedia entries are shown
here on screen. Unlike Facebook, however, you may customize at any time the stream in which you are viewing
based upon your circles

Circles are merely the groups of people you follow (who, like Twitter, may or may not follow you) organized
into customized groups. Create as many as you like, and followers may be members of multiple groups. Simply
drag and drop names into the circle to add individuals to a group.

Hangouts is a clever way to communicate with small groups-up to ten people using video chat . The Google
voice and video chat plug-in is required to allow your webcam to work in Hangouts.

Photos uses the power of Picasa to provide the content made easily available to share on any of your streams.
Click on

Sparks is a content recommendation engine that finds the most relevant and interesting articles and videos on
almost any subject you can imagine. If your content often refers to residential real estate, for example, Sparks
will find sites and content that would focus on that industry.

After signing up for your account at https://plus.google.com you are taken to a page where you are asked to
create your public Profile, where you can be searched in the Google search engine. . Fill in information like your
name, birthday, and some notable things about you, and you are taken to Google+. If you have already filled out
a Google+ Profile in the past, you skip this step and are taken to Google+.

Creating Circles
Begin by selecting contacts from the list, add by name or email address, and then drag and drop the
name into the shaded, unnamed new circle. At that time you can name the circle. You can create as
many circles as you like, but its best not to have too many, making it more of a chore to distribute
your updates and messages. Contacts can be in any or all of your circles. People can add you to their
circles and follow you, but you dont have to follow their stream. To add them to your circles, simply
select people who have added you and drag and drop people into the appropriate circle. Now you
both follow each other.

58
Gmail update: Reach more people you know
Ever wanted to email someone you know, but haven't yet exchanged email addresses? Now,
when you're composing a new email, Gmail will suggest your Google+ connections as
recipients, even if you haven't exchanged email addresses yet.

How it works with email addresses

Emailing Google+ connections works a bit differently to protect the privacy of email addresses.
Your email address isn't visible to your Google+ connections until you send them an email, and
their email addresses are not visible to you until they respond.

Receiving email from people outside your circles

If you receive an email from someone outside your circles, it will be filtered into the Social
category of the inbox (if enabled) and only after you respond or add them to your circles, can
they start another conversation with you.

How to control who can contact you

You're in control of whether people can reach you with a new setting in Gmail on the desktop.
To learn more, check out the Help Center.

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Sharing Whats New in Stream
This is nothing new if you have ever used a Facebook page. What is new and even radical is how
easily you can direct content to the circles you want; Comments, photos, items directed toward friends
and family never have to be seen by your professional circles, simply by not including them in the
update. Consequently your friends and family dont have to be exposed to shop talk.

Adding Photos, Video, and Links

The lower right corner of the input area is for attaching media to your updates. Click on the camera for
example to upload a photo from your hard drive, or your Picasa Web albums.
60
Hangouts
You click on the Start a hangout button on the right-hand menu of the Stream. Clicking it opens up a
chat window where you can check your mic and choose who will be able to join the hangout (either by
inviting individuals or sharing it with your circles). Once the hangout is live, your friends will see the
hangout prompt in their stream. They can then join the hangout until a maximum of ten people have
joined. If youve never used Google Talk before, you will have to install a small piece of software before
Hangouts works properly.

Chat in Google+
From the Google engineers: We wanted to offer more control over who you can chat with in Google Plus.
So we've made a change that requires you to explicitly invite people for them to appear in your chat list.
For Gmail, Orkut, and iGoogle users, we'll continue to include the people you can already chat with in
those properties.

Please note that all users in your chat list will have access to your email address. We are working hard to
remove this restriction so that you can invite your circles more easily in the coming months.

Google+ Pages
One additional feature in Google+ is the ability to create pages. These pages can be used to focus on building
your brand, attracting business contacts to you and communicating your business message. They are similar to
Google+ profiles, with a few distinct differences. From the Google+ help page, heres an explanation:

61
Dont forget to add the Google+ app to your mobile devices for instant photo upload directly
from your cameras. Youll never lose photos even if you lose your smartphone.

Google+ Advanced Tips and Tricks

50 Google+ Tips by +Rick Eliason

1. Create A Killer Hovercard: goo.gl/ifDhJW

2. Sharing to Circles vs. Publicly: goo.gl/1qr0YO

3. Google+ Communities: goo.gl/NC21Ly

4. Share Your G+ Posts on Other SM : goo.gl/QeefiD

5. Report Issues With G+ or Suggest Ideas: goo.gl/FywX2c

6. Create A "Save For Later" Circle: goo.gl/PmBRWf

7. Add A Large Image To Your Post: goo.gl/lVr3yj

8. The Various G+ Keyboard Shortcuts : goo.gl/7BaxMs

9. Share Someone Else's G+ Post : goo.gl/DYJo3U

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10. Create A Mini Blog on G+: goo.gl/zEVIOM

11. Host A Google+ Hangout: goo.gl/2P0n0Q

12. Leave A Wake of Value-Add In Your Path: goo.gl/lpCzaD

13. Take Control Of Your G+ Notifications: goo.gl/WHU0p3

16. Formatting For Beautiful, Engaging Posts: goo.gl/mnfP5d

17. How To Disable Comments & Shares: goo.gl/Bkc6Mp

18. Attract More Comments With Gifs & Image Posts: goo.gl/VGcNhl

19. Start A Conversation With Someone : goo.gl/VXOVmy

20. Create An Event Using G+: goo.gl/IUFmlP

21. Enable Automatic Hash-tagging: goo.gl/MuoV9h

22. Dont Give Up At The First Hurdle: goo.gl/2zdPQ8

23. The Benefits of Link Shorteners: goo.gl/pwfGXo

24. Understanding Ripples & Using Them To Your Advantage: goo.gl/Z47kxp

25. What Not To Do On G+ (Part 1): goo.gl/IdP51J

26. Edit Posts - Did You Know You Could Do That?: goo.gl/aFsKU9

27. Choose The Best Link Thumbnail For Your Post: goo.gl/wXTSh4

28. Start Building Your Author Rank: goo.gl/4427P3

29. Link G+ To Your Content With Authorship Tags: goo.gl/Rn4GGJ

30. Curate & Streamline Circles for Awesome News Streams: goo.gl/e8lNhh

31. Use Eye-Grabbing Headlines: goo.gl/p45IPK

32. Use Google Drive With Google+: goo.gl/zpwHHC

33. Track Circle Shares With CircleCount: goo.gl/TXfe2j

34. Be Awesome With AutoAwesome: goo.gl/Inq2bX

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35. Build Your Following By Watching Hangouts: goo.gl/Rjgrhi

36. Overcome Difficulties With Plus-Mentioning People: goo.gl/nQsT9T

37. Write Posts That People Are Actually Looking For: goo.gl/D8NwGh

38. Use The Google+ Effect To Improve Your Twitter Experience: goo.gl/hLE1Ia

39. Learn How To Use Images Appropriately & Legally: goo.gl/D3dzCc

40. Learn To Schedule Posts With +Do Share: goo.gl/1BUcrN

41. Build A Community Around Your Passion: goo.gl/IsFrHg

42. Optimize Your Profile/Page/Community For Search: goo.gl/YMblJF

43. Share Beyond Your Circles & GPlussers: goo.gl/ryHWHQ

44. Blocking & Muting People - As Simple As It Sounds?: goo.gl/wqsXnN

45. Extend The Life Of Your Best Posts: goo.gl/tGw9g7

46. Merge Multiple Google+ Profiles Together: goo.gl/sRKzp8

47. Using Your About Tab More Effectively: goo.gl/sNqUDQ

48. Posting Multiple Photos Per Post: goo.gl/sM32aP

49. Use Google+ ...Every Day: goo.gl/fS0tIq

50. What Not To Do On Google+ (Part 2): goo.gl/3ahoO4

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 Differences between Google+ Pages and Google+ Profiles

Pages cant add people to circles until the page is added first or mentioned.

Pages can be made for a variety of different entities whereas profiles can only be made for people.

Pages can have multiple administrators.

The default privacy setting for elements on your page profile is public.

Pages have the +1 button.

Pages cant +1 other pages, nor can they +1 stuff on the Web.

Pages cant play games.

Pages dont have the option to share to Extended circles.

Pages cant hangout on a mobile device.

Local pages have special fields that help people find the business physical location

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 Chapter 6:
YouTube

YouTube is Googles video-sharing Web application by which since 2006, users can upload, share, and view
videos.

With your Google account, you can upload an unlimited amount of videos, with some quite good and useful
editing features. Unregistered users can watch the videos only.

Videos that are considered to contain potentially offensive content are available only to registered users 18 and
older.

YouTube offers mobile professionals, particularly those in sales a unique opportunity to market their business
for free, and to potentially billions of YouTube users worldwide. The secret to getting users to view your
content is to (1) create compelling videos that will generate buzz and a viral following, and (2) creating a
YouTube Channel by which you may organize videos into playlists and direct your marketplace to view your
videos by invitation or by subscription.

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Sign in with your Google account username and password:

http://www.youtube.com/

Step number one; you dont need to be signed in to read the terms of service. Understand what types of video
you may or may not upload, to make sure you dont violate copyright laws or FTC rules. This YouTube Video
will quickly illustrate the importance of this step.

http://www.youtube.com/watch?v=cNQfbbxssWU

Once signed in, click the drop-down arrow to the right of your username and select My Channel. Here, we will
customize the look and content of your personal YouTube Channel.

Starting from the Post Bulletin tab, announce to your entire Gmail contacts list by email to visit your new
YouTube Channel.

Communicate with your subscribers by posting bulletins to their YouTube homepages from the Post Bulletin
tab.

Video Uploading, Editing and Customization

To begin adding video content, click Upload.

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You can upload directly from your PC or hard drive, or record directly to a webcam (if you have one connected
to your computer). Video uploads can be;

High Definition (HD quality)

Up to 10 GB in size.

Up to 15 minutes in length.

A wide variety of formats, including Mpeg 4, .avi and .mov

Uploading From Your PC

Click on Upload, then the Upload from Video button. A window will open for you to select the location of the
file. Select and open. The video will begin to upload, the speed will be according to your computer and Internet
connection speed to the YouTube server.

Once upload is completed, your new video will add to the list of uploaded content. Check the box to the left
of the file, and you can choose from the following options:

Add to any playlists you have created, Delete, and Sort files by upload date, recording date, A-Z, etc.

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Click Video Manager to edit you playlist and uploaded videos.

Autoshare
Connect to your social media each time you upload a video to your playlist or add a favorite from the YouTube
site by giving permission to your Twitter, Facebook or other social media sites. Your followers and friends will
get the links directly to your uploads.

Promote your Videos with Promoted Videos

This is one of the few pay services. When a YouTube viewer clicks on your promotion, they see your video.
You only pay when people click to see your video - not when people see your promotion.

Upload your video. Click Get Started Now, and sign up for the promoted video service. Add tag lines and
keywords to help simplify the search and get your content highlighted.

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Video Editing
Select a video, and click the Edit button to begin your editing. The four tabs across the top allow you to
customize the video in many ways.

Info and settings tab

Create a title for the video. This is what YouTube viewers will search and view by.

The Description or synopsis of the video will display as part of the search and can attract viewers, so be
creative.

The Tags box is where you will add tag lines and keywords that will help viewers locate your content. The
more specific the keywords, the more narrow the viewer can search and ultimately locate your video.

Placing your video in the correct Category will go far in helping your video get located more easily.

Choose a video thumbnail image of your video, which will display to viewers before they click play.

Using the Date and Map modules will help viewers determine the age and the relevance of a video. This will
be especially useful for your listing videos, which will allow users to get a Google Map or satellite image of the
property location.

Broadcasting and Sharing options help determine who will see your content, and how they will get access to it.

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Privacy settings
Public videos are in the open YouTube community without restrictions. A best bet for your listings, but
remember to use the tags, description and maps modules as specific as possible to target your audience and get
seen.

Unlisted videos are less available, open only to anyone who has access to the videos link address. They wont
be completely public, but adding the link to an email, posting it on your website or blog, or social network
account will give access to the video.

Private videos are open only to specific viewer to whom you invite. Selecting this option, fill in the lower box
with up to 25 email addresses at a time, along with a message, and only those recipients will have access to
these videos. These links cannot even be forwarded, so there is some real added privacy here.

Keep in mind that according to the YouTube Terms of Service, no uploaded video is completely immune from
being seen.

Enhancements Tab
New features in YouTube include the ability to make some video editing easy. Often your video may need to be
trimmed a bit at the beginning or end to accommodate for our lack of expertise; The Trim feature makes this
process easy. Want to be creative, and enhance your video with black & white, or a different look? Its here.

Audio Tab
On occasions you would like to remove the current audio track and replace it with music, if the original video
had unacceptable background noise, for example.

Select replacement audio from the menu, starting with genre, narrowing down to artist and then track. If you
want to replace your audio with music other than these tracks, you can do so from applications available for
your computer, but seriously keep in mind the ramifications of copyright infringement. Using these built in files
to me is the safest bet.

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Annotations Tab
A unique way of adding your message to a pre recorded video is to add annotated text to the video.

Click on the Annotations tab, and your video will begin to play. Locate the exact place in the timeline you want
to add the annotation and then pause the video.

Click the + sign (see figure 1 below) to choose between speech bubble, add note, or spotlight. Add the
desired text, set the text and background colors, or add a web link (see fig. 3).

Use the timeline tabs (see figure 2) to adjust begin and end times that the annotation will display.

With each additional annotation, an editing widget will appear in the panel to the right. Edit the text, or refine
the display times down to the exact frame.

Using annotations in conjunction with a great soundtrack in AudioSwap is a very nice way to introduce your
properties to perspective buyers, especially for the novice using a camcorder or smartphone cam.

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Captions and Subtitles Tab
Adding captions and subtitles to your video gives additional flexibility to your viewers. If you keep the original
audio track recorded with the video, you can write captions to augment the speech, particularly if in some places
the speech is difficult to understand. Using Subtitles, perhaps in a secondary language can greatly expand your
market base

A "caption file" contains both the text and information about when each line of text should be displayed.

A "transcript file" on the other hand just contains the text of what was said in the video. If the video's in English,
YouTube can use speech processing algorithms to determine when the words in a transcript should be
displayed.

To add captions or subtitles to one of your videos, you'll need to have transcript or caption files with the
captions/subtitles in them.

Click View on video page to play the video as it will be seen on YouTube.

Arrange Your Playlists

Click Video Manager to sort the order of any playlists you have created.

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Your YouTube channel is now ready to play your selected videos.

YouTube Tip: Place your featured listing video on your website or blog page

Once you have completed editing and publishing your video, and adding it to your
channel, embed the video to the welcome page of your website. Set the control so
that the video plays whenever the web page is opened.

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 Chapter 7
Photo Sharing with Picasa Web Albums

Picasa is an image organizer and image viewer for organizing and editing digital photos, plus an integrated
photo-sharing website. This is a PC software application and is optional. You dont need it for the cloud-based
Picasa Web application.

It is quite useful for organizing photos, with capabilities for file importing, tracking, tags, facial recognition, and
collections for further sorting. It also offers several basic photo editing functions, including color enhancement,
red eye reduction and cropping. Other features include slide shows, printing and image timelines. Images can
also be prepared for external use, such as for e-mailing or printing, by reducing file size and setting up page
layouts. There is also integration with online photo printing services.

Face recognition
On 15 August 2006, Google announced it had acquired Neven Vision whose technology can be used to search
for features within photos such as people or buildings.

Geotagging
Picasa can identify geographic information to geotag a photo. The location where the photo was taken will
appear when the mouse pointer drags over the photo. In picas, you may also use the geotagging feature to assign
a Google map location to photos in an album.

Picasa Web Albums

If you choose not to download the desktop version (I personally do not find it necessary), simply upload your
photos into Picasa Web Albums.
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Start here: http:\\picasaweb.google.com

Enter your Google account information and begin setting up your album.

Each album may hold up to 1000 photos and video clips. Each Picasa account is allocated 1GB of storage space,
which can be increased for a low fee.

Photos can be uploaded from several sources, from the Windows PC to iPhoto in Macs, as well as mobile
uploads from the tablet PC or the smartphone. The actual resolution of the photo is maintained (even though a
smaller resolution photo may be displayed by the web interface).

Click onto Upload, and using the application wizard, select the location of each photo you wish to upload into
the album. Once the photos go into the album, select Edit, and from this menu you may:

1. Choose a photo for the album cover

2. Adding captions to items in the album.

3. Organizing the order of the images, creating the slideshow

4. Adding, deleting and editing images

5. Select the album properties, which may include:

a. Setting a location for the photo in Maps

b. Changing the broadcast/privacy settings for the album

c. Settings to share the album on Facebook or Twitter.

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Once all editing functions are complete, click Photos to return to your Picasa main page.

Sharing Picasa Web Albums

Obviously, with Picasa being a Google product, any web albums made public are accessible by the search
engine. This is a very good method of posting your listing photos online, making them easy to discover when,
for example a person searches real estate and a zip code. If your albums are meta-tagged sufficiently with
keywords and search terms, your photos may post high on the search results.

Select your album, then click on Actions > Album Properties, and place your search keywords in the description
box. Make the album public so it can be searched in Google. Adding a location on the map will allow Google
Maps to integrate, and give directions, even street views.

You also may want to share your albums on Facebook, your blog, or your website. The Share button on the
right allows sharing to Google+ or to email recipients.

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78
 Chapter 8
My Fabulous Finish

Cloud computing is the way we will communicate, be informed and entertained from now on. Television
networks and print media all understand that if they want to keep us attentive they have to be online, as this is
where we spend our time.

Google TV, Netflix, Hulu, Amazon, Apple TV and others offer on demand viewing of their content from
anywhere, while the most popular newspapers and magazines dont rely on us at the newsstand anymore. They
offer us the content on the web.

The computer itself is being replaced by devices with only minimal storage space, and no media drives,
because we all have apps that direct us where we want to be on the Internet. The same goes for our personal
data, as we have discussed in this guide to the Google suite of cloud-based apps. There will be many more to
come, in fact there are other choices out there today; however it is Google that has made it easy for us to
integrate these tools into one useful system, for free, as Facebook has done for social networking.

About The Author

G. William James has for eleven years been one of the leading training professionals for handheld computing
and mobile technology in the United States, for retail, medicine, sales, business and real estate.

A motivational speaker, sales trainer and seminar presenter since 1986, thousands have heard his enthusiastic
yet real-life approach to time management and sales excellence. James was an early user of Palm handhelds
and later became a disciple. Later he added the Windows Mobile and RIM Blackberry platforms to his
expertise, and finally The Google Android, Nokia Symbian and Apple iPhone smart devices are now part of his
workshops. He is devoted to handheld computing and has built his career on the technology.

Mr. James is internationally recognized for teaching the PDA and smartphone devices as the ultimate business
and communication tool. He has presented in nearly every state in the Union, Puerto Rico, Canada and the
Caribbean.

James was featured in Black Enterprise Magazine as Master Of The PDA.

James is an accomplished workshop presenter. His company, Handheld Computer Solutions, conducts
specialized training seminars for companies and real estate organizations throughout the United States, Canada
and the Caribbean. He is also a frequent guest speaker at corporate events and association functions, all of which
are constantly striving to remain on the leading edge in mobile technology.

James and his family are active in their community of metropolitan Atlanta...

G. William James
Handheld Computer Solutions
Mobile technology workshops and webinars
www.pdapowerplus.com
william@pdapowerplus.com

Google, its logos, insignia, and all of its product names are registered trademarks of Google, Inc. The names Twitter and Facebook are
registered trademarks of their respective owners. Copyright 2013 by the G, William James Organization. All rights reserved.
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