ISG Blog

From time to time we all get unexpected emails. Maybe it is from a family member asking for a favour, but those aren't the ones I'm referring to. The emails I talking about are ones that invite action. They want you to click somewhere, or reply with certain information (yes I know emails from Team iSG do this at times).

The difference is what you're expecting! You should expect an email from Team iSG with information about a request. And you should expect to be asked to follow a link to update information in that email.

What if you get an email that looks like this?

My initial reaction to is simply delete this and NOT follow any of the links. Why? I wasn't expecting any files to be sent to me. So that sets off warning bells in my head (plus it means 1 less email to have to deal with).

Of course a little further down in my inbox there was an email from a friend telling me they were sending me some photos through a service called TrasferBigFiles.com. That gave me the opportunity to question them and verify that I was actually going to be getting files and not some malware or a virus on my computer.

Following on from yesterday there is a lot more talking you can do with your smartphone. The Google keyboard allows you to talk instead of typing whenever you need to enter information. This makes it possible for you to dictate emails, documents, almost anything.

Again it is simple to get underway. In the screenshots below I'm creating a Google Doc as a draft blog entry for the Team iSG blog. This first screenshot shows the keyboard with the microphone circled:

Tapping on the microphone changes your phone from expecting the keyboard to be used to listening for you to talk (and hanging on every word you say)!

When the microphone in the middle of the keyboard is teal then you can talk. Your phone will listen and transcribe everything you say into text in the app you're working in. 

TIP: If you have any difficulties try speaking a little more slowly. Personally I've found that I don't need to speak any slower than normal, just that I need to ensure I'm clear in my pronunciations and don't run words together (which I'm prone to).

Oh and just one other thing with voice typing ... You can do this in Google Docs from your desktop or laptop! That is right! When you're at your desk you can talk instead of typing with a really high accuracy rate. Try it in Google Docs by clicking on Tools / Voice Typing then tapping on the microphone when you're ready to start.

Chances are your smartphone is running Android which means you control it just by talking to it. This is a really helpful feature when you're in your car. You can just tap on your phone, then tell it, text Peter please call me about the Team Hangout. Your phone will do this for you with incredibly high accuracy.

Equally as helpful is the command navigate to Eketahuna Salvation Army which will give you directions to your destination. 

To use it start by ensuring your phone is in a cradle. Then tap on the microphone (as circled below):

Then it takes half a second before the screen below shows, which is when you simply start talking!

Of course you might not want to be sending messages when you're in your car, you may just want to listen to music. If that is the case all you need to do is say Play Queen and (assuming you have Play Music configured) it will just start playing music for you! 

To learn more about all the ways you can just tell your phone what to do (this includes communicating, appointments, navigation, entertainment, and lots more) check out this article here.

The computer code of conduct makes you responsible for securing data. Why? Well you are the one creating information and choosing where it is stored. Where it is stored dictates how secure the information is. 

Putting something on your desktop provides some security. However it doesn't provide any backups so isn't the best location. Similarly using a shared network drive (G: or P:) may mean the data is accessible by some people who might not require access to it.

Of course using your H: drive makes it secure because nobody else can access that location and it is backed up. But if it is something that needs to be shared then it isn't a great location. 

Similarly emailing documents doesn't provide any security. Once you've emailed a document it is neither secure nor manageable by you. 

So what should you do? Start by understanding what security the information actually requires. Something financial probably requires some level of restricted access. HR information definitely needs to be secured. Whereas a document about the details of your Christmas party can probably be seen by everyone at your centre.

So make sure you understand the shared drive locations available to you (G: H: P:) and who has access to them. Also consider using Google Drive (with your Salvation Army logon account). This gives you the possibility of controlling the access and not relying on standard drives and user groups.

Feel free to ask questions about your centre setup and what is available. Not every centre has a server but all centres have access to Google Drive. 

Ever been somewhere when you really wanted to get a copy of a whiteboard or piece of paper into your digital file system? It seems so hard without a scanner (all FujiXerox copiers can act as scanners and send files to your email). The great news is that you're already carrying a scanner in your pocket!

Sound difficult? Well it is really easy and working this way keeps all your information in a Salvation Army managed system which is vital for security and privacy - NB: it will only be in a Salvation Army managed system IF you use Google Drive with your This email address is being protected from spambots. You need JavaScript enabled to view it. logon.

Ready to scan?

1. Start the Google Drive app
2. Click on the floating + (usually bottom right)
3. Tap on the SCAN option (picture 1 below)
4. Take a photo of the whiteboard / paper / screen that you need to capture
5. Either add another page (picture 2 below) or complete the scan 
6. Use the file later from any of your devices

Enjoy this little feature that helps capture and secure information into a place that lets you share it with people you're working with.

PICTURE 1:

PICTURE 2:

Sometimes it seems as though if I didn't have a to do list I wouldn't actually do anything. There is so much to get done in a day, so many interruptions, and so little time! To Do lists help me catch the important things that I really need to get done today. They also let me see what I didn't get done yesterday so make it a priority today.

IBM Notes has a good To Do app included that syncs to your smartphone. This means your To Do list is on your phone (which is probably always with you) and at your desk (where things sometimes get done).

We've also just finished a series on Google Keep which can be used as your to do list. Personally I use it as a PostIt note app and have digital sticky notes with things I need to remember. In addition to Google Keep and the IBM Notes To Do app there are two other apps we think are worth considering. They are:

• any.do
• todoist

Yes there are lots of other apps out there. However we think these two work really well and let you access you To Do list not only on your phone, but at your desk. They all let you set alarms which is sometimes critical to completing a task. 

Personally I use 2 To Do apps. This means that I have a personal list and a work list. That means I don't look at my list, get depressed about how long it is, so ignore it and go buy a coffee!

This is the last post in the short series we've been running on Google Keep. It is also probably one of my favorite features and I use it a lot particularly when I'm in a driving. In my car I have a cradle so I don't have to touch my phone. Then I say OK Google Now and my phone wakes up, so I say Note to self and get prompted as follows. You can also say note to self send monthly report to executive and a similar chain of events will follow:

As you can see there are lots more options than just Google Keep. And even better whenever you have a keyboard onscreen to type you can tap the microphone and speak to your phone!

Select (with a single tap) the app you want to use to create this voice note. 

One final tip which isn't related to Google Keep, rather to Android and using your voice to control it ... If you haven't enabled the wake on OK Google Now voice command you can still speak to your phone. Just tap on the little microphone on the Google Search bar:

Don't forget about the little microphone on your keyboard either ... that lets you talk to any app instead of using seek & peck method of typing or swipe (we blogged about that in the Type FAST on Your Mobile post)!

Sometimes when you make a note it is as much for someone else as it is for you. Maybe it is a job you're working on together and Google Keep notes or checklists are helping you collaborate. Or maybe you're preparing a presentation and you want some help gathering the bullet points.

Whatever the case with Google Keep you can share your note(s) with anyone else. In fact you can share a note with multiple people! Simply start or open a note and click on the person:

Now just type the name or names of the people you want to include. By default (when you're signed in with your salvationarmy.org.nz account it will automatically find people who work for The Salvation Army. Once you've added all the people you want to include simply tap on save and then get back to your job 

Keeping a note that you have to do something is great, but sometimes (personally speaking) I need a reminder. For me the best kind of reminder is one that as I walk into work says, hey go see X when you get to work. Google Keep lets you create a reminder for either a specific date and time OR a specific location!

To create a reminder enter your text (or steal the text from photo using our tip yesterday) then tap on the reminder text at the bottom of the note:

This will popup a choice of either day & time OR location based:

Then simply type in the address you want to be reminded at. This works really well for reminding me of things I need to do when I get to work, or home, or the supermarket, or anywhere else you may go to get things done!

We've previously blogged about Google Keep and today we're starting a few posts on some really powerful features that Google Keep has. On the surface Google Keep appears to be a digital version of PostIt notes and checklists, and it is, but it is also oh so much more!

Did you know that Google Keep can transcribe text? It is a fairly simple process, just start a new note and take a photo. Then tap on the 3 dots (see screen shot below) and select the grab text option.

In my use of this feature Google Keep has performed flawlessly. I have always been trying to grab typed text off signs, or posters. Give it a try yourself and see just how helpful this feature of Google Keep can be.

WiFi is available in all sorts of places these days which can be really helpful. Of course with a smartphone on a TSA plan you get 1.5GB of data and have the My Vodafone app to keep track of how much you've used.

However sometimes WiFi is a better choice. Video is better on WiFi because typically it is faster and there aren't the same limits each month (in terms of amount of data you can use). So public WiFi can appear like a great option if you're about to video call someone, or look up some video clips as you prepare for a sermon or presentation.

Public WiFi is dangerous, in fact it is DANGEROUS all capitals. Even simple things like checking email, or posting to social media puts you at risk. So read up here about some steps you can take should you find yourself about to connect to a public WiFi hotspot: computerworld.co.nz/dangers-public-wi-fi-top-5-tips

Every wondered about apps that may be worth having on your smartphone? Today we're publishing a Top10 list of apps that help turn your phone into a tool that can make your day so much better. Click on the name of the app for a link to more information about each app.

• My Vodafone
• Google Keep
• Shush!
• iBall (technically not an app but great if you're not in the office)
• Support Portal (technically not an app but very helpful)
• Google Maps
• mySMS
• LastPass (a password management tool)
• Pocket Casts (find and listen to all sorts of podcasts)
• First Aid App

They're not in any particular order but a couple I find more helpful than others. Specifically; Google Keep (it's like a million searchable postit notes in my pocket), Shush! and Pocket Casts (my commutes are now filled with news and information)! 

If you've got an app that makes a big difference to how you use your phone or has a massively positive impact on your day tell us all about it in a comment.

Plenty of times I've left the office and not turned on the out of office feature in my email. Years ago you had to use the full client to do this, then it became possible in webmail. Now (well for the last year or so) you can do it directly on your smartphone (with the Traveler / Verse client).

From your inbox tap on the menu button (this is the lines stacked on top of each other (similar to an =) in the top left corner of the blue bar that says Inbox), then tap on settings. The 2nd option is Out of Office and tapping on that gives you all the settings you need.

So rather than not set an out of office, or spend the time on your laptop, or webmail, use your phone and turn on your out of office function quickly and easily while walking to you car before driving off into the sunset.

The support portal has the ability for you to make a suggestion now (see it here). This is your opportunity to tell us an idea that you think would be beneficial for the entire territory. There have already been a small number of great suggestions added and we're always looking for more.

You can also vote up (or down) suggestions. This helps us as we get an idea of how much support there is for the different ideas. Sometimes there are really great ideas but not a lot of interest in using them should they be created. 

So take a moment now and head to the support portal and check out the suggestions (right here).

If you're interested in technology and how it is changing the world around us and people, then there is a BBC podcast worth listening to. Called Digital Human it explores how technology is making a difference (good and bad) in our lives and society. 

Check it out here and listen either on the website or through a podcast application (hint, I recommend Pocket Casts but there are plenty of other apps).

If you have a smartphone you've most likely got Google Maps. It is one of the most useful apps on your smartphone and is good for more than just finding your way to places you don't normally go. It will actively suggest different routes to get you to your destination more quickly so could be incredibly helpful on your morning commute!

Here are two short articles that provide some excellent ways to get the most out of Google Maps on your phone:

1. Google Maps Ultimate Guide
2. Top 10 Tips & Tricks for Google Maps

Enjoy your week!

If you have IBM Notes installed on your Android phone it is possible that over the weekend you got an upgrade that on the surface appears to have changed everything! The colour and style of icons is the most obvious change but there is more than that going on.

If you use the Traveler icon to get in and out of your email, calendar, contacts and to do's then you will need to look for the IBM Verse icon (pictured below): 

Once you've started IBM Verse then the app works fairly much the same as Traveler did. There is an updated look and feel as well as some new features. Here is the updated look:

You may notice at the bottom of the picture an exclamation with the message Not connected to server. Device is up-to-date as of today at 08:30. Don't panic! This message appears because this device is set to manually update every 15 minutes (something which helps enormously with battery life).

Did you know that you can access your email anywhere, anytime, on any device? OK you may not want to and it doesn't always help with a good life balance, but equally it can help provide some balance. Essentially all you need is a computer (Windows, Mac, Linux, ChromeOS, etc), a web browser (IE, Firefox, Chrome, Opera, etc), and an active internet connection then you're set!

Go to webmail.sarmy.net.nz and you'll be asked for your name and password. Enter those and (assuming you type them correctly) you'll be in and underway!

Webmail is a great way to access everything (not just email) you have access to in IBM Notes. Calendars, other people's mailboxes, Minutes, eBoards, Connected, Manuals, MyDetails, etc ALL can be access from Webmail. Better than that it doesn't need to be configured on different machines and your settings follow you between machines!

Team iSG love webmail because it lets us access our information wherever we are without the need for our machine. We think you will love it too so give it a go.  

Hopefully you've already heard about Sally (see the post, Introducing Sally! for more details). If not we think that she is a good place to go when you've got a question. It isn't that we don't want to help, it is just sometimes you need help when we're not around, or we're busy helping someone else. 

Start (as always) by going to support.sarmy.net.nz, then (once you've logged in) type what you're looking for into the search box:

Sally searches most of the places information is stored, (Orders & Regulations, Minutes, the Intranet, this blog, etc). If you think there is a repository missing from Sally then please let us know so we can look to add it in. 

To be honest I haven't ever lost my phone, but there have been times I've been unable to locate it when I want it! Yes I know there are lots of find my phone apps but they need to be installed and setup before you get separated from your phone (so go do that now)!

Well now you just need your computer and Google. Simply type find my phone into the search box (or the address box if you use Chrome) and look what happens:

Clicking on the allow button sets Google off on a hunt and after a few seconds it should respond as follows:

Simply click on one of the options to keep your device in control.