ISG Blog

In addition to using Drive to distribute files you can use Google Apps to create the files in the first place. This makes it possible for you to create new documents right in a browser on ANY computer you're in front of WITHOUT Office needing to be installed.

Better than that is once you have created a Doc, spreadsheet or presentation, you can share it with people and they can add comments or even (if you allow them) edit it directly! No more waiting for people to email you edits then you making them yourself. 

Do you often need to print out and then distribute files prior to a meeting? Would it be easy if you could do this electronically WITHOUT having to email people? Well Google Drive lets you do this. 

Store and manage images, videos, PDFs, and other files using Drive. Drive then syncs to the cloud so everyone’s always accessing the most up-to-date content. The sharing features and access controls in Drive make working with internal teams and external partners simple and secure.

We've talked about Google Keep in quite a lot of detail previously. It is a fantastic little app that can act like little post-it notes, or checklists, and do clever things like remind you to do something when you arrive at a specific location (that is my favorite feature, when I arrive at work my phone (thanks to Google Keep) pops up with a note or to-do list)!

Anyway, I stumbled on the following blog post which provides some great tips for using Google Keep. Things like putting labels on your notes so you can filter them easily. After all, if Google Keep were a notebook I kept in my pocket it would be big enough to demand a bag to carry it in now!

See the post here. 

And if you want to look at our previous blog posts providing Google Keep tips look at these:

Get Organised Digitally
Intro to Google Keep
Google Keep #1
Google Keep #2
Google Keep #3
Google Keep #4
Google Keep #5

Now enjoy having all your notes always in your pocket, or purse, or wherever your mobile phone is!

The last couple of weeks have been busy and nothing has been posted on the blog, sorry . So by way of reminding myself, I thought I would post a couple of the apps I use (on my phone) to stay on top of both work and personal commitments.

Calendar - If I don't put things in my calendar then I run out of time to do them or I forget where I'm supposed to be! In addition to inviting others to meetings I put things I need to get done into my calendar. This means people can't steal that time from me, and I will see what I set as a priority to complete at that time. Running my calendar lets me set my priorities and achieve what matters each day.

Alarms - This seems so simple, but using the alarms on my phone ensure I don't get caught up in something. One goes everyday for the team check in. Then I set different alarms so I can stop one thing and move onto the next. This is most helpful if I have to be somewhere (out of the office). An alarm reminds me that if I don't want to be late I better start moving now!

Google Keep - I use this to jot myself little notes or make check lists. What makes it so powerful is that I can set reminders on each note. The reminders can be a day and time OR a place! This is really helpful for little things I need to pickup or drop off. The reminder goes when I arrive in the office (or at home, or one of our centres)!

Silent Mode! - Every now and then there is something that I need to close my door and just get finished! I may have a Google Keep note about it, have set an alarm so I start it and have blocked time in my calendar BUT sometimes we still get interrupted by our phones. So I switch it to silent and place it face down so I can focus on the task that really matters and not be distracted by the noise.

All of these are freely available and easy to use, but make a huge difference for me. The most helpful aspect is that my phone is nearly always with me so I've always got my notes and reminders! What do you use to get done what you need to get done?

Hopefully you managed to login to Google Drive following our post last week (Google Drive). Today we're going to step you through uploading a file to your Google Drive. It can be any type of file you like (Word document, Excel spreadsheet, PowerPoint presentation, PDF, etc). For the purposes of the blog today we are going to upload a Word Document. Today we're going to step you through uploading a file to your Google Drive. It can be any type of file you like (Word document, Excel spreadsheet, PowerPoint presentation, PDF, etc). For the purposes of the blog today we are going to upload a Word Document. 

Start by ensuring you've logged into Google Drive, assuming you have then you should see a screen similar to the following:

Start by clicking on the red NEW button, then select the File upload option:

You will then see a Windows Explorer (assuming you're running Windows) window that you should be familiar with. Find a file that you want to upload, select it (click on it), then click on Open and the upload will commence.

The file will start uploading and you will see a progress indicator in the bottom right corner of the webpage. It will be similar to this screenshot:

Now you have successfully uploaded a file to Google Drive! Now you can access it from almost any device wherever you are at the time! You can edit it (depending on what kind of file it is) and share it with people. Over the next couple of posts we will let you know how to do some of those things which are part of why Google Drive is a helpful tool for The Salvation Army moving forward.

Staying with Google Sheets today we're sharing a tip that makes using it quick and easy. Remember that you can access Sheets from any computer with a browser, and from your phone with the app (just ensure you use your @salvationarmy.org.nz account so your data is protected).

Shortcuts make spreadsheet work a lot easier and there are plenty of great shortcuts available! In Google Sheets, adding a row one at a time can get repetitive. With the right-click drop down menu, you are able to add multiple rows at once.

Watch the video to see this quick tip in action:

Increasingly we're moving to Google Drive for storage of TSA information. In addition to the accessibility it provides, we are able to have a lot more confidence in the security of information. It also makes it easier for you to access your information for anywhere on whatever device you have (and is particularly great from a mobile device)!

Today we're sharing a tip about using Google Drive in the form of a 2 minute video. Google Drive makes sharing information really easy and stops the need to rely on email attachments which can be problematic. 

UPDATE: The original video was taken down for some reason unknown to us. Here is another that is reasonably helpful and just over 5 mins.

It is possible that you will have multiple Google accounts. You DO have an @salvationarmy.org.nz account which is the one that you SHOULD be using for all work related information. However it is possible that you will also have a personal account (most likely an @gmail.com address).

When logging into your Google Drive you may be prompted with the following screen:

If you're about to do some work then you should use the Organizational Google Apps link. This ensures that all of your work related information will stay within an environment that is managed by The Salvation Army (a computer code of conduct requirement).

Tip: If you want to access work and personal information, open an incognito tab in Chrome. This will let you login with a different account and access different data! Alternatively use Chrome for work and a different browser for your personal login.

Here is a link to some videos that show you how to Google. There is a lot you can do (even more than just a normal Google)! Check out youtube.com/google

It is the video camera that you always have with you, so chances are you've got some video clips on your phone. The trouble is (well for me), that often the video needs to be edited a little to make it more viewable. But how do you that? Is it even possible on your mobile?

Yes it is! Check out Adobe Premiere Clip in the Google Play Store or read more about it in this LifeHacker article. Then make the most of the video clips and remove all the garbage that precedes and sometimes follows the amazing video you captured!

Did you know that using Google Drive with your Salvation Army logon account will give you access to your files anywhere on any device? Google Drive isn't just for the Google Apps files, you can upload any of your existing files then access them from wherever you are. 

At home? No problem ... drive.google.com then your This email address is being protected from spambots. You need JavaScript enabled to view it. and your password and there all files are! On your mobile? Install the Google Drive app (here), login, and find all your files wherever you are!

Want to transfer your files? Go to drive.google.com, signin with your salvationarmy.org.nz account then drag & drop your files into Drive. Tip: Once you have something in DRIVE remove it from your H: drive (or wherever it was). This will save you having 2 versions of files and using the wrong one!

Bookmarks in Chrome are a great way to quickly get to the sites you use most often. They let you save sites you frequently visit or stumble on and want to save for later reference. I have the bookmark bar (in Chrome) on so I can click on the sites I most often use. To turn this on click through as the screenshot below shows:

One great thing about Chrome is when you're signed in you have all your bookmarks AND they go between your desktop/laptop, phone, tablet (if you have one)! You can also sign into anyone elses Chrome and get your bookmarks.

The other thing that I love about Chrome bookmarks is that when I start typing an address it autocompletes (much like when you're typing somebodies name into Lotus Notes). Autocomplete uses sites you've previously visited AND your bookmarks. Meaning within a couple of letters typed the site I want is visible for me to simply press <ENTER> on.

Happy browsing!

We regularly get asked to give people access to systems and often they already have the access! Can't figure out how to access something you need? Wondering what you actually have access to? We can help you with that through information you already access most days.

There are two ways to view your Links.  Firstly by logging into the Supportal and then clicking the blue ‘chain’ icon shown here:

Secondly, you can access your e-mails via Webmail on any computer that has an internet connection. Head to webmail.sarmy.net.nz, log in and it will open up the Home Page (circled at the top of the screenshot).  Here you will see “My Links” (circled below):

Once you’ve loaded the Links page it gives you many generic and useful links including Citrix, SAMIS and iSG Remote Assistance.  Below these are links specifically for your account:

Click on any of these links and it will open up a web version for you.  Give it a go and see how easy it is!

Increasingly we're able to use our EFTPOS or credit cards to tap and pay. When it works this is a really convenient and fast way to pay and carry on with your day (because paying for things isn't something I look forward to or try and draw out)! However there is the occassional time I forget my wallet which does make paying a little more challenging. Of course I didn't forget my phone (probably because I use it more than I use my wallet)!

Did you know that Semble is a replacement SIM for your phone that lets you tap and pay with just your phone?

It only works on certain handsets, but if you find yourself more often with your phone than your wallet then you may want to consider it as an option. It certainly saved me a few weeks ago when I was out of town without my wallet. Of course I had to check if the places I was going to buy coffee had a tap and pay system before ordering ...

Did you know there is an app called Meter which acts as a live wallpaper for your phone.

It shows remaining battery life, mobile signal and notifications in the wallpaper which is easier to see than the small notifications that usually exist.

It is a data-driven live wallpaper. The wallpaper cycles through three visualizations with every unlock, and each can be manipulated by tilting and moving the device. This simple ambient display creates a peripheral awareness of your phone's status over the course of a day.

To download it, simply go to Google Play Store and search "METER".

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. 

Sometimes the old analogue world seems better. Paper & pen don't have batteries that run flat. They do run out of ink and blank pages, but typically we see that coming long before it happens. And you can grab a new pen & notebook in about 3 seconds whereas getting enough charge to work can take hours (unless you can plug in or have an external battery).

Of course there are some advantages digital has over the analogue world. Assuming you're connected (to the internet) any notes I take on my phone (using say Google Keep, Evernote, or other app) is accessible from any other device. I can't lose them (but I can delete them) and I can set a reminder so that when I get to the office OR a specific time arrives I'm reminded to do something (I haven't found a notebook that does that yet). 

The challenge is we need to adjust to digital. It is different and presents new challenges and new opportunities to work smart. Google Keep lets me assign a note to someone else. Evernote enables the same and lets me email it to someone.

So next time you're heading to a meeting why not consider using your smartphone to take some notes. After all your phone will be with you, and you're probably going to fiddle with it during the meeting ...  

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: