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Breaking Down 5 Free Google Tools - Gmail, Contacts, Calendar, Alerts and Drive
- 1. Free Google Tools
Gmail | Contacts | Calendar | Alerts | Drive
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 2. Free Google Tools
Objective
My goal with this course is to show you how you
can use 5 of the free tools from Google in your
real estate business every day.
Each tool has been selected because it can be
useful to you and your business. I don’t expect
you to jump in and use each one, but I would like
to show you the possibilities.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 3. Look for the Gear!
To access the settings now in almost any Google
service, locate and click on the GEAR – usually to
the top-right of your browser screen!
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 5. Why Gmail?
Why I heart Gmail:
Labels – the new web’s version of a folder
Filters – make sorting your inbox easy
Conversation View – ahhh togetherness
Multiple Signatures – for multiple accts
Contacts – manage with ease
LABS – super cool and handy
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 6. Gmail - Labels
Labels are just the first step to creating Inbox
Zen with Gmail. Try filters, stars, priority inbox,
the bulk folder and archiving too!
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 7. Gmail – Labels
Labels are the new web’s
version of a folder. Not
every email fits perfectly
into one folder. Now, you
can label emails to fit how
you work.
Additionally, you can set
up filters to automatically
label your email.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 9. Gmail - Labels
Make Gmail your online Outlook! An
email might not fit perfectly into one
folder. Label it with as many Google
labels as you need! Emails can be
filtered to have a label automatically
applied. Use the flags for importance.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 10. Gmail - Filters
Creating email filters is a
great way to manage your
inbox. Click on the gear >
Settings > Filters and
Create a new filter!
Notice the smart filters
that are automatically set
up with my SmartLabels.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 11. Gmail - Filters
You can filter by:
o From (any emails from this
person or alias)
o To (great for people with
multiple accounts – s.hahn gets
a CBH label, yahoo another)
o Subject
o Has the words (YPN, addresses)
o Doesn’t have (yep)
Click Search (to see what you get)
Click Create filter with this search
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 12. Gmail - Filters
Once you decide WHAT to filter,
you have to tell Gmail what to do
with it – that happens here.
Select the options you want – I use
“Apply the label” often. You can
create the label on the fly too
(here) in case you didn’t think of
that in advance.
Click Create filter AND decide if
you want to apply the filter to any
other messages that fit the criteria
(old messages).
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 13. Gmail - Conversation
View
Conversation View
keeps an email string
together – even when
others are added or
taken off of the string.
You can turn this on
or off under the GEAR
> Settings > General >
Conversation View
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 14. Gmail - Multiple
Signatures that forward into my Gmail
I have 5 different accounts
inbox. I respond out as if I were answering from each
different account.
So if you sent me an email at
stefanie@stefaniehahn.com – my return email to you
would have that same address, even though I am
answering you from within my Gmail inbox.
Additionally, I can have signatures for ALL of my
different email addresses!
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 16. Gmail – Photos in
Signaturein your email signature …
My thoughts on photos
Consider that many people are reading your email on
their mobile device.
Be aware that many email services (Gmail included)
block photos in your email by default – the user can
allow photos in a setting change.
Formatting is a challenge – every service, every device,
every user might see your email differently than you
intended (sizes, position, etc.)
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 18. Gmail - Contacts
Gmail is NOT a contact
management system. However,
they have some great tools for
working with your contacts!
Take the time to set up Groups –
they come in handy across other
Google tools that you use.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 19. Gmail - Contacts
To create a group …
Click on Contacts and then New Group in the left nav
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 20. Gmail - Contacts
To view a group, click on My Contacts
and then the group name. From here,
you can add to the group! Click More
for additional options …
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 21. Gmail - Contacts
When I pull up a contact
record, I can see the
groups that I have that
person in, some basic
info – including custom
fields if I want them and
recent conversations.
Photos will only come
up for contacts if you or
the contact adds the
pic.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 22. Gmail -
Contacts
When you click Add, you see this
menu, filled with tons of additional
fields that you can add to a contact
record as you need them!
Plus create your own custom field.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 23. Gmail - Labs
I heart GMail labs. Tons of fun and helpful tweaks
to help you achieve Inbox Zen. Go to the gear >
click Settings > Labs*
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 24. Gmail - Labs
GMail Labs I Use:
Authentication Icon Refresh POP Accounts
Canned Responses Send and Archive
Text Styling Signature Tweaks
Filter Import/Export Smart Labels
Insert Images Undo Send
Mark As Read
Nested Labels
Preview Pane
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 25. Why Gmail?
Find it: mail.google.com
Gmail can function as your all-in-one email
inbox. Import your different email accounts &
respond out from each individual address.
Labels – the new web’s version of a folder
Filters – make sorting your inbox easy
Conversation View – ahhh togetherness
Multiple Signatures – for multiple accts
Contacts – manage with ease
LABS – fun and handy
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 27. Google Calendar
So handy, you will wonder how you ever
lived without it.
1. Share your schedule
2. Access everywhere
3. Handy reminders in many formats
4. Send invites & track RSVP's
5. Sync with desktop apps
6. Offline component
7. Create to-do lists that tie in
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 28. Google Calendar
Load your own calendar up with events and tasks, add a
another calendar for your significant other, kids, office,
groups, whatever! Layer the calendars for the whole
picture or just view certain ones. Add a task with to-do
items, color-code everything & share away!
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 29. Google Calendar
The GENERAL tab has basic layout/feel settings.
The CALENDARS tab will allow you to add calendars (to your
account) and hook up with public and friend calendars.
Use the MOBILE tab to set-up text alert # and mobile
settings.
Check out the LABS tab for fun and helpful calendar extras.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 30. Google Calendar
Create New – click to add a new calendar item
See Month – view month, skip back or ahead
Your Calendars – click to turn calendars on/off
Other Calendars – view shared & public too
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 31. Calendar – Create New
1
Click on CALENDARS to
manage your calendars, click
Create New Calendar to create
another calendar on your
2 account.
Create calendars for your
work, family and groups off
one Gmail account.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 32. Google Calendar -
Sharing
Sharing calendars is easy peasy! Click Sharing on a specific calendar
and then add the person you want to share with by email address.
Decide on Permission Settings and click Add Person (you can always
remove someone). Click Save! 1
2 3
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 33. Calendar – Reminders &
Invites
You can set up multiple reminders for one
event via email, SMS or pop-up for minutes,
hours, days and weeks.
Add Guests to events by typing in their
email address and clicking Add. Guests
will appear in a list below the Add box.
You can email guests, suggest times
and set permissions for guests here.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 34. Google Calendar –
Task List
If you are showing your Task List (listed
under calendars) – the Task List appears on
the right-side of your calendar.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 36. Google Calendar
Clicking on Actions will give you a little
menu that pops up with all sorts of items.
Click + to add a task
Click to delete
Click on to switch
between your task lists
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 37. Google Calendar
Google Calendar is a great way for a busy real estate
agent to manage work and everything else going on ...
Find it: calendar.google.com
Layer multiple calendars (color-coded)
Get your daily agenda via email every morning
Get event reminders via text
Easily invite/add people to events
Allow others to schedule meetings with you
Get stuff done (with to-do lists)
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 39. Why Google Alerts?
Google Alerts will alert you whenever your
search term is posted on the internet.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 40. Google Alerts
When was the last time you googled yourself?
Googling yourself is an important step in
managing your online reputation these days.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 41. Google Alerts
Find out whenever
your search term is
posted on the web
– an awesome way
to manage your
online presence.
google.com/alerts
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 42. Google Alerts
Get a preview of your results as you set the alert!
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 43. Google Alerts
This is an example of the email from Google
with your alert information. I can see where
my name came up and click the link to view
the post.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 44. Google Alerts
Google Alerts allow you to monitor the web for
the content that you care about …
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 45. Google Alerts
Google Alerts will alert you whenever your
search term is posted on the internet. Useful for
managing your online presence.
Find it: alerts.google.com
Search term ideas:
Your name
Your name misspelled
Your brand, company, competitors
Listing address(es)
Niches (green building, 55+, etc.)
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 47. Google Drive
Reasons to consider Google Drive:
- Share docs/folders in real-time
- Live collaboration within shared docs
- Edit between MS Office seamlessly
- Google templates/themes
- Drive folder right on your desktop
Google Drive just works with real estate …
store essential forms keep your listing
track leads presentation in the cloud
share marketing plans
less printing/more sharing
with sellers
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 48. Google Docs :)
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 49. Google Docs Drive
Stop paying for Microsoft Office – you don’t need it!
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 50. Google Drive Basics
Your Docs
“collections” have
now become
your Drive “files”
(yey!)
Click on My Drive
to see all of your
folders.
Click on
To create a NEW
folder on your
Drive
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 51. Google Drive – Shared
w/Me with me” to access files that others
Click on “Shared
have shared with you. You will get an email with a link
anytime someone shares a drive file or folder with you.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 52. Google Drive - Menu
Create Menu
<<<<<<<<<<<
Upload Menu
>>>>>>>>>>>>
Let’s create a
new document
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 53. Google Drive – Sharing
Out Click on Create, click on Document
Click on Share in your document to collaborate
LIVE! Just add the person by email address and
click Done.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 54. Drive – Live
Collaboration
Google Docs will tell you when the other
person is viewing the document. You can
collaborate LIVE within the document
itself OR you can chat off to the side.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 55. Google Drive –
Everywhere now Drive has always
Google Docs,
been cloud storage, but Google has
made the save and upload process
much faster by allowing you to
Download Google Drive – which
puts a folder on your desktop and
will sync whatever you tell it to
during initial set-up. Also, throw
new items into Google Drive to make
them available in the cloud.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 56. Google Drive -
Templates
Love the Microsoft
template gallery?
Google has one too.
Click on Create
Click From Template
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 58. Google Drive
Stop paying for Microsoft Office. You really don’t
need it. Impress your consumers with your cloud
productivity and save time, printing costs and
hassle with Google Drive.
Find it: drive.google.com
Share docs/folders in real-time
Live collaboration within shared docs
Edit between MS Office seamlessly
Google templates/themes
Drive folder right on your desktop
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 60. Get Your Google To Go
…
On your phone, open a browser window and
type: m.google.com
Yes, even if you have an iPhone.
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 61. iPad Users
Grab the free Google app from the
App Store to have all of your
Google favorites at your fingertips
…
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 62. Mobile Users
Sign in for
personal results –
get your history,
applications, voice
search and Google
Goggles!
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 66. Google Mobile
Many of us work across platforms. We have a
PC and/or laptop, an iPad and an iPhone or
Android. The mobile app from Google just
works so easily – get your data, email, calendar,
social and more right there on any device.
Find it: m.google.com
© Stefanie Hahn | www.StefanieHahn.net | September 2012
- 67. Thank You!
For slides and video from
today’s class, go to:
http://www.stefaniehahn.net/
google-tastic
Stefanie A. Hahn
stefanie@stefaniehahn.com
© Stefanie Hahn | www.StefanieHahn.net | September 2012
Notas do Editor
- Make Gmail your online Outlook!
- One problem … who has time to Google themselves everyday? Who would actually remember? Enter Google Alerts …