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Free and Low Cost Tools You Can Use
Mark Shawmark@npowermichigan
.org
Tools You Can Use
Today’s Session
File sharing
Website
Calendars
BackupBlog
Donations
Database
CRM
Collaboration
Remote
Mobile
Hardware
Software
Connect
Photos
Videos
Hosting
TrainingMeetings
Conferencing
Security
Maintenance
E-newsletter
Today’s SessionLots of Material here!
“I know about this already”“ don’t know.. But can’t use it”“ this might work to…”“ Cool! This is the answer to….”
•Try/Trial it first•Some are similar but have their own “twist”
Look closely and find your “best “fit”
Presentations• SlideShare.net/NPowerMichigan
Wikis
• http://NPTechguide.pbwiki.com/
• Wouldn’t it be nice?– Share calendars– Share contacts– Access ENTIRE mailbox (inbox & all folders) anywhere– Access all your own contacts, calendar, and tasks anywhere
– Internal website for announcements, discussion– Share & collaborate on documents online
– Organization-wide calendar
Email / File Share / Collaborate
+
Email / File Share / CollaborateOption 1: Exchange & Sharepoint
Internal Server– T1 internet: $300 per month
minimum (.. for reliability)– Internal Exchange server: hardware +
labor $3000 - $5000 every 5 years– Maintenance (up to $200/hr rates)– You do backups: hard drives
(minimum 2 @ $150 each)– Exchange antivirus protection: $85
dollars @ TechSoup.org– Exchange Mgt (Care and Feeding)– Server goes down = email goes down– Internet connection goes down =
email goes down– OWA is difficult to setup and can
“compromise” your internal LAN if not properly setup
– Outlook will only work from PC/Laptop at org site
– Smartphone's setups are difficult and costly
Option 2: Exchange & Sharepoint
Hosted Service– Cable or DSL connection – No internal server needed– Backed up by Hosted Exchange
provider– Antivirus protection included– Maintenance and updates included– $9 to $12 per month, per user– Makes sense for up to 50 staff– Recommended providers:
– Intermedia.net– Sherweb.com
– OWA is effortless and will not compromise internal LAN security
– Outlook will work anywhere– Smartphone setup is easy (Active Sync
and Blackberry)
Cost
ly -
Vuln
erab
le
Chea
per -
Rel
iabl
e
Email: Hosted Exchange
Email: Hosted Exchange
Email & Online Another Option!
• Google Apps for Nonprofits – www.google.com/a/npo – Email with your domain (i.e. me@mynonprofit.org) – Shared calendars– Organizational calendar– Internal team website– Share and collaborate on documents online (word processing, spreadsheet, etc)
• Using Google Apps…For Email
Register for Nonprofit edition to use your domain i.e. Adam@NPowerMichigan.org
• Using Google Apps…For Shared, online calendars
Create organizational internal calendars and even public “calendar of events” to add to your website
• Using Google Apps…For shared docs
Create and share spreadsheets, word docs, slideshows
• Using Google Apps…For a website to serve just your staff
Share info, manage projects, post announcements, etc.
Get Started with Google Apps
www.nonprofittechblog.org/how-tos
• Zoho.com– Online apps (word proc., spreadsheet, presentation)– Web conferencing, Contact Database– Basic versions of all apps are free
Online Productivity
Online File Sharing• www.Drop.io
Simple Private Exchange– Post documents, audio clips, videos, pictures– Share with staff, board members, etc.– 100 MB free storage
File Server vs. Online
Server– Hardware - $2000– Software - $200– Setup - $1000– Backup Media - $300– Total: $3500 every 5
years
– Still best when there are LOTS of daily data being changed/updated
Online File Service– 10 staff ($2 each per
month) - $20– 20 GB data (0.15 per GB,
per month) - $3– $23 per month– $1380 per 5 years
– Can be an “addition” your internal server
• JungleDisk.com– Use as a shared network drive– Your files accessible on any computer – $2 per user per month, plus 15 ¢ per GB
(Workgroup Edition)
Online File Sharing
Less than half the price
of purchasing and
maintaining a file server…
• Egnyte.com– Virtual file server
File Sharing
File Sharing
• Workspace.Officelive.com– Share and work on Office files from anywhere
File Sharing
• More Online File Sharing and Backup– Xdrive.com– ElephantDrive.com– Ibackup.com– Mozypro.com– Box.net– YouSendit.com & MailBigFile.com
File Sharing & Online Backup
More listed at:http://techmagazine.ws/free-online-file-storage/
Software
TechSoup.org Software AND NPO Information– Microsoft Office 2007 Professional - $20– PeachTree Premium Accounting 2009 - $65– Quickbooks Premier 2008 - $45
Software
Vs. Adobe Acrobat 9 - $299 retail
• PDF Makers– PDF Creator - http://sourceforge.net/projects/pdfcreator/– PDF 995 – http://www.pdf995.com– SaveAsPDF for Office 2007 -- http://tinyurl.com/6lpoyd
Hosted Database
• Salesforcefoundation.org/product– Free Enterprise version of CRM (Constituent Management Database)– Online, accessible anywhere, automatically backed up/updated– Tracks donor, clients, volunteers, board members– Needs to be customized for nonprofit
Hosted Database
• Network For Good’s Donor Suite– Customized Salesforce database– Customized and integrated online donations page on your website– Integrated E-newsletter– $99 a month
Hardware
How much should you spend on a new computer? • Desktop $800 to $1000 – 5yr life, 1yr Warrantee
• Laptop $1000 to $1500 – 5yr life, 3yr Accidental Warrantee
Purchase Tips
Computers• Processor
• Intel Core 2 or Quad Core• Higher Model numbers are better processors• Best performance is in more CACHE (2, 3, 6, 12 etc)
• Buy “Business” grade over “Consumer Grade”• Buy more Video if feasible• Better LCD is worth it• More value in a desktop over a laptop• The larger the laptop… the better performance (generally)• Purchase “full tower” case
XP VISTA Windows7 and MAC ??
Hardware
Stop burning CD / DVD’s!
USB Flash Drives and Hard Drives– NewEgg.com
– 4GB Kingston DataTraveler - $7.79 – 8GB Kingston DataTraveler - $14.29– 350GB Western Digital Passport Drive - $89.99
Smartphone
• Email anywhere• Faster scheduling• Task management (“to dos”)• Address book always available• Look up information / search• Directions
Scheduling• MeetingWizard.com
– Send a single meeting request to many people with proposed dates and times– Choose the time that works best for most– Automated email reminders
Meetings
• MyCommittee.com– Create a committee, add agenda, invite members, automated meeting reminders
post minutes, discuss/edit online– Free for 1 committee
• Wiggio.com– Free online collaboration tool– Manage small group projects– Shared calendar, group task list, share documents
Project Management & Collaboration
E-newsletter• VerticalResponse.com/non-profits
– Free E-newsletter marketing for nonprofits– Send up to 10,000 emails a month– 15% discount beyond 10,000– Discounts on Online Surveys
Blogs• Blogger.com & Wordpress.com
– Free way to extend your online presence– Promote your organization– Less formal way to communicate your message
Blog Reader
• Bloglines.com– A way to read many updated blog entries on one page– Also called RSS readers (Really Simple Syndication)– Stay up-to-date in your area of specialty
Social Networking• Facebook.com
– Easy and free way to gain supporters– Message people easily, less formally– Invites to events– Can generate donations– Sign up on Facebook and start a “fan page” (http://www.facebook.com/pages/create.php) – Keep it up to date!
Social Bookmarking
• Del.icio.us• Shared (“Social”) Bookmarking tool• Sign up for an account and share bookmarks across your organization• http://del.icio.us/NPowerMichigan
Team & Project Collaboration
• Huddle.net– Online project management and team collaboration – Manage programs, share files, discussion boards– Free for 1 or 3 projects…
Team & Project Collaboration
• Planzone.com– 2 free projects – 5 users
To Do Lists
• RememberTheMilk.com & ToodleDo.com– Online To Do list– Share with staff– Prioritize, due dates, etc.– Email and RSS alerts
To Do Lists
• ToodleDo.com
• FreeConferenceCall.com & Rondee.com– Host a conference call for free– Not a local number
Conference Calls
• Skype.com– Free person-to-person video calls – Free conference calls up to 25 people
Video Conferencing
• Oovoo.com– Free video conferencing for up to 3
people at a time
Video Conferencing
Online Conferencing
• DimDim.com– Online voice, video – Webinar!– Share slides, show your computer Desktop– Free for 20 or less attendees
Online Conferencing
Instant Messaging
• Meebo.com– Free web-based IM service– Quick messaging to co-workers (in or out of the office)– Saves time
• LogMeIn.com– Free access to your computer at the office– Work on files, email, etc.
Remote Access
• Zolved– Free remote access to assist (support)– More “light duty” than LogMe In
Remote Access
Texting/SMS
• DropCard.com– Setup
Texting/SMS
• PollEverywhere.com– SMS surveys with instant results– Free for 30 votes
Webhosting
• Dreamhost.com Not a Website builder– Free webhosting for nonprofits (
http://www.dreamhost.com/hosting-nonprofit.html) – Includes email accounts, domain registration
Website & Database
• WildApricot.com– Website & Online Donations - e-Newsletter tool– Event/Class registration - Integrated blog– Constituent database - Members only login
Pricing based on size of database: $25/month for 250 $50/month for 500
Website & Database
• CharityAdvantage.com– Website– Online Donations– Donor database
Pricing: $35 per month
Online Donations
• NetworkForGood.org’s Basic DonateNow• Register for free
• 4.75% fee of online donations
• One-time or reoccurring donations
• SurveyMonkey.com & Zoomerang.com– Free for less that 100 responders– Survey staff, members, board, etc.
Online Survey Tools
Online Photo Sharing
• Flickr.com/good– Pro Account for free at TechSoup.org– Tell your story with photos: Post pictures of events, community, staff, etc.– Embed on your website
Online Video Sharing
• YouTube.com/nonprofits– Video campaigns educate/raise awareness– Promote your org or an event
• Office.Microsoft.com– Free training and demos for Office 2003 & 2007
Online Training
• HP.com/go/learningcenter– Basic computer, email, Office suite training
Online Training
• Nonprofit Technology Webinars– Choosing a database– Blogging– Web Redesign– Online Donations– Social Media
Online Training
NTEN.org Idealware.org
• CommonCraft.com“Our Product is Explanation”
• What’s a: Blog, Wiki, Social Media, Zombie??
Online Training
FREE COOL COMPUTER MAINTENANCE
STUFF!
Desktop Maintenance
• Disk Cleanup – www.ccleaner.com
Desktop Maintenance
www.auslogics.com/disk-defrag.• Disk Defrag -
• Spyware Scanning – www.MalwareBytes.org
Desktop Maintenance
Computer Maintenance
• Microsoft Security EssentialsFree Antivirus and Malware
NPower Michigan’s Services
•Consulting and Assessments
•IT Project Implementation
•Managed Services
$40 per desktop / $100 per server
• NPower strategy, budgeting and planning• Toll Free 24x7 Help desk• Security (anti-spyware and anti-virus)• Windows Security updates• Remote assistance• Software deployment• System monitoring
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