Q/A Friday: 5 Ways to Make Google Even More Useful

Q: Ok, so I get that Google is great. What little tricks might I not know that will save me time or help me in some way?

A: Excellent question! There are literally thousands of ways to tweak Google products, but you'll find my top five below. If you're looking for a tip or trick that's not listed... Google it!

1. Google Calendar: Get your day delivered.

If you're anything like me, the first thing you do in the morning is check your email and day's schedule on your phone. Kill two birds with one stone by setting up Agenda Delivery in your Google Calendar. Once this is set up, you will receive an email at 5am with the day's plan.

Step 1: Click the drop-down arrow next to My Calendars and select Settings.

Step 2: Click on Notifications for the calendars that you would like to receive daily emails for. In my case, I keep separate calendars based on the activity type.

Step 3: Check the box for Daily Agenda and click Save. Repeat for as many calendars as you want in your agenda.

That's all there is to it! From now on, your agenda will be delivered to your inbox first thing in the morning to inform you about your day:

2. YouTube Subscriptions: Content you need comes to you.
Are there certain YouTubers that you can't get enough of? These are people or businesses who provide useful videos that are central to your success (or just make you laugh... I won't judge!). When you're logged into YouTube, just look for the Subscribe button:

You will get an email once a week with any new videos uploaded by the channels you subscribe to:

Consider subscribing to:

• Companies or products you use, such as Google Chrome or Samsung Mobile
• Any trainers for your company, both at a franchise and enterprise level
• Hint: Century 21 YouTube and C21Award Social Marketing YouTube :)
• Your local association, the California Association of REALTORS®, and other real estate sources such as Trulia or Zillow.
• Any sources creating video for your area, like a community newspaper or local businesses

3. Google Alerts: Keep your finger on the pulse.

We all know that it's good practice to know what is out there about ourselves on the internet. Make this easier than ever by setting up a Google Alert! Rather than needing to search the web on a regular basis, the Alert does the scouring for you and will email you when something comes up. Just go to Google.com/Alerts to get started.

Consider creating a Google Alert for:

• Your name, phone number, email, address, etc. (Same thing for your kids or spouse)
• Your business' name and contact information
• Your town or community
• Any key words or topics that you would like to keep tabs on
• The address of any properties you have listed
• This is especially useful if you are worried about Craigslist rental scams on your vacant properties

4. Google Chrome: Work smarter and faster.

We talked earlier in the week about why using Google Chrome with your Android phone is amazing, but there are plenty more ways to make this sleek browser work for you. For example, did you know that if you share a computer, you can add multiple Google Chrome users so you each get your own experience?

Never accidentally lose a session again. My favorite Chrome feature by far is the Recently Closed section in the bottom right of every new tab. Even if you accidentally closed an entire mountain of tabs, you can recover them in a snap!

Extensions and Plug-Ins. A few of my favorites include IETab, JoinTabs, the Hootsuite Hootlet, Evernote Web Clipper, Turn off the Lights, and Chat for Google. See all the options in the Chrome Web Store.

Pin Tabs. If you tend to keep multiple tabs open during the day, you can Pin them (make them less conspicuous):

Start from scratch, with familiar tabs, or return to your last session. Did you know that when you start Chrome, you can start at a blank page, the tabs you had open when you closed your last Chrome session, or with a specific set of pages (Facebook, your company website, the MLS, etc.)? Pick your poison in your Chrome Settings- just click on the wrench on the upper right corner. 

5. Google Talk: Keep the convo going.

If you work with a team or have clients who favor Android*, Google Talk is one of the most efficient ways to connect. Reasons I prefer GTalk over texting:

• Start a chat on your computer, pick it up on your phone/tablet (and vice versa)
• All chats are logged in a special section of your Gmail account ("Chats")
• Video chat from your computer or compatible Android phone/tablet
• Adding additional chat participants is simple and doesn't result in unwanted text spamming
• Desktop version allows sending of files
• Faster than texting
• It's free with your data plan
• *iPhones welcome! Just got to http://www.google.com/talk in your iPhone browser to get rolling.

So, do you feel faster and more efficient yet?!?

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Hot App Alert: Chrome (Beta)

Chrome (Beta)

If you work with multiple devices (computer, phone, tablet), wouldn't it be nice to be able to access the same data regardless of what device you are on? Wouldn't it be great to have all your bookmarks and browsing data at your fingers whether you're at your desk or on the go? If any of this sounds appealing, I guarantee you will love this app!

Hot App Alert: Photoshop Express

Photoshop Express

Have you ever taken a photo with your mobile phone that was perfect except for being slightly tilted or in need of cropping? Wouldn't it be great to be able to easily edit your photos, or add fun effects or borders? If any of this sounds appealing, I guarantee you will love this app!

Q/A Friday: 5 Ways to Backup Outlook

Image via Microsoft

Q: How to I backup my emails, contacts, calendar (basically my entire life) on Outlook? And what if I only want to backup a portion of it?

A: Excellent question! I can’t stress enough how important it is to backup your files, just in case something goes wrong. Backing up your Outlook files will also make for a seamless move to a new computer, without having to reconfigure your calendar or contacts.

Here's what you need to know first: 
Outlook data is stored in what's called a Personal Folders (PST) file, which can grow to be rather large depending on how many emails/attachments/calendar events/contacts/other data you have. If your email account is set up as POP (see below), your emails are stored in this PST file also. If your account is set up as IMAP, your emails are not stored in Outlook (see below).

The PST file is meant to be difficult to find so that it will also be difficult to delete/move/corrupt. As stated above, it can also be quite large, meaning that some storage services (for example, Carbonite) will not automatically backup this file. Also, a PST file can also only be opened in Outlook. If you need to create an electronic communication log that can be opened without Outlook, see Option 5 below.

It is also recommended that you clean up your emails before backing up. Empty your Deleted Mail folder (after verifying that you’re totally done with whatever’s in there), sort your mail into folders (for example, keep all your buyers/sellers/etc emails together on your transactions) and just make sure that everything is in order. However you back it up is how you’ll get it back if you need it at a later time. Once you’re happy with your organization, time to do the actual backup.

And now, without further ado, here are 5 ways to backup Outlook.

1. Use IMAP instead of POP

*Note: This isn't a true backup, but it's a good start!

There are two mail ways to have mail delivered into Outlook: IMAP and POP. 

POP: Outlook downloads your email from the server and removes them, making those emails accessible only from the computer in which Outlook is installed. 

IMAP: Outlook accesses your emails directly from the server. This is especially handy if you use multiple devices (Outlook, online log-in, cell phone, tablet, etc.) as it will mark those same messages as read, deleted or moved to a folder.

Should something disastrous happen to your computer and your email is set to POP without being backed up, those emails are lost forever. However, when your email is set to IMAP, you will still be able to access them from the server. Recreating your account in Outlook will bring back all those old emails as well as their organization.

2. Manually backup your entire PST File (calendar, contacts, emails, etc.)

Use this method for: Moving to a new computer, Manual data backup any time, Manual backup of POP emails

1. In Outlook, select “File” and “Import and Export.” This will open the Import and Export Wizard.
2. Select “Export to a File” and click “Next.”
3. Under File Type, select “Personal Folder File (.pst)” and click “Next.”
4. Under Select Folder to Export From, select “Personal Folders” and check the “Include Subfolders” box below. Click “Next.” 
5. On the Save Exported File As page, click the “Browse” button. In the browse window, navigate to your Desktop, and name the file OutlookBackup[Date] (IE: OutlookBackup05312012). Click the “OK” button. Click the “Finish” button.

Depending on the size of your file, it may take a little bit to complete the backup. Let your computer work and don’t interrupt this process!

Once the backup is complete, you will see the file on your desktop. Simply burn this file to a CD (if less than 700MB), DVD (if less than 4.7GB) or to your external hard drive or thumb drive.

3. Automatically backup your entire PST File

Use this method for: Knowing your data is safe anytime
If you are using an automatic backup system such as Carbonite, you can include your PST file in your regularly scheduled backups. Since it is very likely that your PST file will be larger than 4GB, you will most likely need to manually include that file for backup. Each cloud-based back up system is different,  but adding any file larger than 4GB to Carbonite is as easy as Right Click > Carbonite > Back This Up:

Since there are so many different configurations, the easiest way to find your Outlook file is to Google "Access PST Outlook [year] [Operating System]".

4. Manually backup a portion of your emails or data

Use this method for: Manually backing up specific pieces of data, Manually backing up specific files (IE, a seller file after a transaction is closed)
Repeat the steps from Manually back up your entire PST File, with this exception:

• 4.  If you only want to backup one folder, select that folder. IE: If your client John Smith has closed escrow and you don’t need his emails any longer, select the “Smith, John” folder that you have been keeping his emails in.

A few examples:

Backing up only the Calendar in Outlook

Backing up only the Contacts in Outlook

Backing up only a specific folder in Outlook

5. Manually backup a portion of your emails to PDF

Use this method for: Creating an easily accessible communication log of emails
Sometimes, you need a backup that can be opened outside of Outlook. For example, your real estate broker might require you to submit a communication log for your transaction. *Note: if you have a large amount of emails that you are including in the PDF, this process might take a little time!

1. Install a PDF Printer on your computer. I like PrimoPDF, NitroPDF or CutePDF.
2. Select the emails that you would like to include in your PDF. The fastest way to do this is huge amounts of email is by using Ctrl+A to select all:
   
   
3. Ctrl+P or File>Print. Instead of selecting your normal printer, select your PDF printer. I'm using PrimoPDF:
   
   
4. Each PDF Printer is a little different. PrimoPDF will bring up the following screen. Make sure to select Print quality:
   
   
5. Your PDF will be created. Save it, store it, share it, upload it, or back it up. 

Congratulations; you did it! Now sit back and relax, knowing that your data is safe :)

Hot App Alert: Handcent SMS

Handcent SMS

Wouldn't it be nice if you could change text message notifications for your contacts, just like you can have dedicated ringtones? What if you could pre-schedule one-time or recurring text messages, or backup your texts easily and restore them if needed? If any of this sounds appealing, I guarantee you will love this app!

Q/A Friday: What are 5 ways to save time in my day?

Q: I feel like there's never enough time in the day! How can I save small bits of time that will add up?

A: In today's fast-paced world, literally every second counts. There are tons of ways to save time here or there, but here are the five that I depend on most frequently:

1. Hack Microsoft's Autocorrect
Traditionally, autocorrect is a system that will change spelling errors like "teh" to "the," but did you know that you can manipulate this system to create an abbreviation for something you type frequently? Watch this tutorial to learn how you can shave TONS of time from writing repetitive emails:

2. Use Quick Keys

Image via Stuart Miles

By now you are probably familiar with copy and paste with CTRL+C and CTRL+V, but did you know that you can switch back and forth between windows using ALT+Tab? What about ALT+F4 to close a window or CTRL+T to create a new browser tab? Keeping your hands at the keyboard and away from the mouse can shave off tons of time over the course of your day if you live at your computer. Click here to download a printable quick keys cheat sheet (2 per page so you can share with a friend!)

3. Dual Monitors

Double your screen's real estate, double your productivity! Dual monitors are great for a number of reasons. Here are some sample ideas: Watch a tutorial on one monitor while actually DOING it on the other When creating a report, keep your report open on one monitor and research with the other When writing an email or blog, have the email open on one monitor and get your source material (links, research, etc) from the other Adding an additional monitor to your laptop is a relatively cheap and insanely easy way to increase your productivity. You can connect via VGA or HDMI (if you computer and monitor support an HDMI connection). And yes, that's my actual work station.

4. Use Google Products

Part of Google's philosophy is Focus on the user, Fast is better than slow and You don't need to be at your desk to need an answer, all of which are reflected in the products that they create. Use Google to manage your contacts & calendar as well as keep them in sync across your computer and devices. Use Google Docs (transitioning to Drive) to work collaboratively or gather information. Use Chrome to Phone to send important information from your browser to your Android phone (like a detailed map of a property tour), or Google Voice to manage your voicemail. On a personal or business level, Google has the tools to make your life easier, from your desk or your phone.

5. Keep all your To-Dos in one place

Image via David C. Dominici

With today's cloud and smartphone technology, there's simply no reason to make your life difficult by keeping your to-dos scattered across notebooks, Post-Its and random scraps of paper. Find a cloud- and app-based solution that works for you and your team (or family) and watch your productivity soar! My team and I are currently using Astrid to manage our group tasks, but I also like Producteev and Wunderlist.

So tell me: How do YOU save time in your day?