Transcript 50 Tech Tips for Advocates May 2007 National Technology

50 Tech Tips for Advocates
May 2007
National Technology Assistance Project
www.lsntap.org
Presenters
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Gabrielle Hammond, NTAP
Glenn Rawdon, LSC
Hugh Calkins, PTLA
Steve Gray, LSSCM and NTAP
Where Can I Find This?
www.lsntap.org/50techtips
How Many of You…?
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Use MS Word as your word processor?
Use Outlook as your email client?
Use Adobe as your PDF creator?
Know what RSS means?
Connect to the Internet by IE (the blue e) ?
Connect to the Internet by Mozilla?
Consider yourself tech-savvy (or at least
not tech adverse!)
Overview of Session
• Part 1: Tips for Managing the Basics
– Outlook and Word Tips
– PDF and Alternatives to Adobe
• Part 2: Tips for Managing Information
– Internet Browsing, RSS and Uses of RSS
• Part 3: Tips for Managing Projects & Meetings
– TaDa Lists, Basecamp, TeamViewer, LegalMeetings,
GotVoice, Meeting Wizard, FreeConfercence.Com
• Part 4: Tips for Sharing
– Jabber, Campfire, TeamViewer, LegalMeetings
• Part 5: Just Some Spiffy Tips
Tips for Managing the Basics
Outlook & Email
Word
PDF
Outlook and Email
Glenn Rawdon, LSC
Outlook: Get a Handle
on your Email & Schedule
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Folders
View in Groups
Reminders
PDF emails
Work Offline
Multiple
Calendars
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Favorite Folders
Rules
Canned emails
Work Offline
Shared Calendars
Outlook 2007
Folders
More than just your inbox
Favorites Folders
Create Rules
Viewing in Groups
Use ▲and ▼ to review email
Reminders and Follow Up
Reminders Options
Outlook Reminder Tip –
Shortcuts
• Outlook accepts shortcuts:
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4d (for 4 days from now)
115p (for 1:15 PM)
Formulas: 3/14 + 12d (converts to Mon 3/26/2007)
Natural language - type Christmas in the date field and Outlook
knows it's Dec 25.
– It also knows three weeks from tomorrow, although 3w + 1 is
less typing
• Shortcuts will work in the snooze field - just type a
number for the number of minutes, or add a d if you want
to snooze it for days.
Delete Old Email Addresses in
Outlook
Use Signatures for
Standard Emails
Cached Mode to Work Offline
Share Calendars
View Multiple Calendars
New To Do Bar in Outlook
Indexed Searches!
Refine searches as you go
to narrow results
Support for RSS Feeds
Archive Emails to PDF
Managing the Basics: PDF
Hugh Calkins, PTLA
The Typewriter Tool!
When someone opens the
document in Reader, they will see
the message that the form can be
completed using the Typewriter
Tool.
Someone who opens the
document in their browser will
see the typewriter available.
Why Update? Because
only Adobe 7.0 or 8.0
(and on) have the
typewriter tool…(and
have addressed
security flaws.
What are some
alternatives to Adobe?
Depends on your needs.
PDFforge allows you to
create and merge PDF
files…open source.
Another Alternative:
PDF995 -- Also free (not
open source)
Allows you to convert
PDF files to html or
Word (.doc) format.
You can pay 9.95 to get
rid of advertisements.
Need to save interactive
forms? One option is Foxit
Reader (only Windows).
PTLA recommends it to
clients who use interactive
forms.
CutePDF Form Filler:
$29.95, but there is a
free trial version.
Manage the Basics
MS Word Tips
Three Tips for Every Advocate
• Format Painter
• Find & Replace (Advanced)
• AutoText (and turning off AutoCorrect)
Format Painter
• What? Looks like a paintbrush in Toolbar.
• Why? Can apply formatting you have in
one part of a document to any other part of
the document with one click.
• Revolutionizes your work!
AutoCorrect! Use it to:
1. Turn off the
“corrections” Word
forces you to make
(like ©)
2. Add phrases that you
want replaced with
shorter codes to speed
your typing.
3. AutoText: faster
fingers -- make word
recognize words you
use often so you type
less.
AutoCorrect:
-- Delete
“corrections” you
don’t want Word to
make.
-- Copy in a short
phrase in “With”,
put a codename in
“Replace” to save
extra typing.
AutoText in Action….
AutoText:
When I start typing my name (or a
certain set of keystrokes MS
Word is trained to watch for), it
will popup an “faster fingers”
option…In the middle of my
typing, I can hit ENTER and that
word will appear.
Consider AutoText for:
• Your program name
• Staff names
• Opposing counsel names
• Partner programs…etc.
Find & Replace Can Save Formatting
Part 2: Tips for Managing
Information
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Mozilla Firefox (or IE 7)
RSS
Poverty Law RSS Aggregator
Netvibes
Mozilla Firefox
Gabrielle Hammond
www.mozilla.com
It takes 2 minutes
to download.
Why Mozilla?… Internet at your Fingers
•Easy to use and improves your efficiency.
•Tabbed browsing
•Easy creation of folders for bookmarks
•LiveFeeds
Now for some ADD-ONs by HUGH
Hugh: Firefox Add-ons are easy to
download and install
Hugh’s Favorite Add-Ons:
Forecastfox = updated weather
IE Tab lets Hugh
toggle back and forth
between a web page
viewed in IE or
Mozilla…
What if the Web Came to You?
• RSS (Really Simple Syndication) is simply a
technology that allows you to – with a couple
clicks SUBSCRIBE to online information, news,
blogs, and content.
• Have you seen its logo?
It indicates content you can subscribe to.
This means it comes to you.
Where Can You Subscribe To?
• RSS can be received in your browser.
• RSS can be received in your email inbox.
(Glenn mentioned Outlook supports it.)
• RSS can be received on a webpage.
How Do You Subscribe?
• Browser: If you use Mozilla, it is Easy.
– Find content you want to subscribe to.
– Click on the logo.
– Drag to LiveFeeds Folder on your Bookmark
Bar.
• Let’s try it.
Anything can be RSS’d (or subscribed to). Even my GMAIL Account.
• See the Orange RSS symbol in the address bar? Click it.
• A popup window appears asking where you want it to go. Click OK
• Mine goes in a folder called LiveFeeds in my Bookmark Toolbar.
News and RSS
Hugh Calkins
http://news.google.com:
-- You can SEARCH for news.
-- You can have the news come to you
via RSS
What if you don’t want to
search?
There are “readers” or
“aggregators”.
These provide a directory
of resources by topic for
you to pick from.
Google Directory is a
directory of all news
readers -- in other words,
all news that can be
subscribed to, you can
search and pick what you
want.
IntraVnews is free to
nonprofits.
It is a news reader
(aggregator) that works
with Outlook.
intraVnews
creates a folder in
your Outlook
Inbox. You
subscribe to feeds
easily. Can
display feeds as
html page or
snippet with link
to source.
myFeedz (http://www.myfeedz.com -combines RSS aggregators
(compilations of feeds AND social
tagging
What if you wanted
an aggregator for all
the feeds relevant to
poverty law?
http://rss.lstech.org
More info -- List of
Feeds for Advocates:
http://www.lsntap.org/no
de/1758
More on the RSS
National Server
(how to add your feeds
and add them to your
websites):
http://www.lsntap.org/tec
hlibrary | RSS
Final Step from Steve Gray:
Netvibes.Com
Take all the feeds
and create your
own online
newspaper -takes 2 min!
Poverty Law Newspaper
You can have tabs to your
paper. Steve has a Poverty
Law Paper page.
Managing Projects:
TaDa, Basecamp and
TeamViewer
Steve Gray
Managing Tasks, Projects,
Meetings
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TaDa Lists
Basecamp Project Management
TeamViewer
LegalMeetings
GotVoice
Meeting Wizard
FreeConference.Com
TaDa Lists: Free way to create online lists
for tasks you need to do.
(And, you can
RSS them so
they come to
you in your
email or
bookmark folder!
Or put them on
Netvibes!)
Basecamp
Basecamp: Project
management online.
View who is doing what and
by when.
All messages and updates
are centralized (but it sends
you an email).
Files are centralized per
project.
Reduces email clutter!
Teamviewer
Managing Tasks and Meetings
LegalMeetings * GotVoice *
Meeting Wizard *
FreeConference.Com
Gabrielle Hammond
LegalMeetings Web
Conferencing
• Uses Citrix GoToMeeting
• Panels for:
• Screen Sharing
• Attendee List
• Chat Log
• Facilitates staff training, document
review, and any meeting where you
are reviewing a document!
• $10 - 40/month depending on
program size.
• www.legalmeetings.org
Tips for Meetings and Phones
• Meet-o-Matic (www.meet-o-matic.com)
• MeetingWizard (www.meetingwizard.com)
• Free Conference.Com
(www.freeconference.com)
• GotVoice (www.gotvoice.com)
– Voicemail transferred to your email
Tips for Sharing
YouSendIt, Jabber, Campfire
Gabrielle Hammond
YouSendIt: Send Large Files
Free (limited features)
Can send a large file to
another person without
email inbox limitations.
Jabber: That Instant Messenger
Campfire: Group Chat
• http://www.campfirenow.com/
• Free for four users
• File Transfer capability
Part 5: Just Some Spiffy Tips
Steve Gray
Broadband Wireless Access
• Remote internet access from anyplace you
can get a cell signal at broadband speed
• Sold by cellular providers – most major
cell providers have an option
• $50-60 per month
• Easy to share among laptops
Instant Network
Plug your wireless
cellular card into
this router and
share you wireless
broadband
connection with
others.
Instant internet
access network
anywhere you can
get a cell phone
signal.
Autoruns
Free Download from
Microsoft to disable
all programs that
run on startup of
your computer.
SeatGuru.com
Priceline
PortableApps – for your thumb drive
Gliffy Online - Diagramming Tool
Calgoo – Google Calendar Offline
Foxmarks – Bookmark Sync
Tabinita – Firefox Extension
Poverty Law Surveys
Free online surveys at:
http://survey.lstech.org
Poverty Law Surveys
http://survey.lstech.org
#1 Feature: Share Your Surveys with Others
• Usable by Non-Techie who is Willing to Learn
• Sign Up:
http://survey.lstech.org
• More info:
http://lsntap.org/techlibrary
Final Tip: PublicRoutes.Com
• Picks a public transportation route from
two address points in major cities:
• NY, LA, SF, Seattle, Chicago…
www.publicroutes.com