Google Apps

Office Products in the Cloud

What Is Google Apps?• A Web-based suite of workplace tools• Managed at the company level• No company hardware• Accessible from any computer with an

Internet connection• Key features sync with mobile devices• Low cost

– Standard version (≤ 50 accounts) free– Premier version $50/account/year

What Does It Contain?

• Gmail• Calendar• Google Docs• Sites• Consumer apps

• Groups• Video• Marketplace

apps

Standard and Premier

Premier Only

Gmail • Uses company’s own domain

– Example: @zavee.com not @gmail.com• Standard email features

– Integrated contact management– Anti-spam filters– User-defined message filters– Category labels

• Other features– Integrated chat– Outbound SMS from gmail– Outbound voice calls from gmail

• Mobile access/sync

Calendar

• Scheduling– View/manage multiple calendars– Manage invitations/RSVPs/reminders– Task management

• Email integration• Sharable project calendars• Mobile access/sync

Google Docs• Web-based suite of office tools

– Documents– Spreadsheets– Presentations– Drawings

• Works on Windows, Mac, Linux

• Supports most common file types

• Files can be uploaded and shared

• Files can be downloaded for offline work, then uploaded and sync'd

• Common not to rely exclusively on Google Docs

Documents

• Has commonly used word processing features

• Does not equal Word for certain functions– Formatting– Fonts– List management/mail merge

• Can upload Word docs and retain most formatting

• Documents can be shared and edited/commented on by multiple users simultaneously

Spreadsheets

• Has commonly used features• Does not equal Excel, especially for

functions, macros and charts• Contains form creation tool for lists,

questionnaires, etc.• Spreadsheets may be shared and

edited by multiple users simultaneously

Presentations• Has commonly used features• Not equal to PowerPoint, especially in

animation, object support, styles• PowerPoint presentations can be uploaded

without losing formatting, but not all fonts supported

• New drawing tool supports basic drawing and editing features for charts, tables, designs

• Presentations may be shared and edited by multiple users simultaneously

Sites

• Used for organizing and sharing diverse types of information– Project management– Training– Sales and Marketing– Group wiki

• Drag and drop - no HTML knowledge needed • Sites can be shared internally or externally

– But admins can manage site sharing permissions

Google Consumer Apps• Google’s consumer apps now integrated with

Google Apps accounts• No need for separate gmail account for apps

such as– Reader (RSS feeds)– Alerts (automated updates on search topics)– Picasa (photo hosting and sharing, like Flickr)– Scholar (search research papers)– Books (full-text search of books in public

domain)• Ongoing development means that some

consumer apps don’t work (or won’t for long)

Groups

• Easy to configure workgroups• Can centralize shared access to

documents, spreadsheets, etc.• Can centralize email communication

to/from group• Has subscription/syndication tools

Video

• Secure internal video channel– Training– Sales– Customer Service

• Alternative to YouTube

Google Apps Marketplace• Business applications that integrate with Google Apps

– Accessible from Google Apps toolbar

– No separate login• Wide range of categories• Many are free or low-cost• Examples

– Project management & productivity

– Financial management– Design/image management

Standard vs. Premier

Standard Premier

Maximum Accounts 50 Unlimited

Annual Cost FREE $50/account

Storage/account 7.5 GB 25GB

Uptime Guarantee NONE 99.9%

Real Time Help NONE 24/7

Email Security Standard inbound spam filters

Enhanced spam filters; custom outbound filtering to protect sensitive data

Marketplace Apps Some Many

Pros and Cons• Advantages

– Very low cost– Small business can project a big-firm image– Feature set may be adequate for many businesses– Groups, Sites and other features good for

workgroups– Marketplace makes it easy to expand feature set

• Disadvantages– DIY tech support, especially on Standard Edition– Bandwidth-intensive - need fast, reliable connection– Some files may be too large (e.g., graphics) or too

sensitive (e.g., financial data) for comfort

Is Google Apps For Me?• Standard Edition

– Very small, simple businesses– Comfortable with DIY tech support

• Have vendor or in-house capability• Premier Edition

– Larger, more complex businesses– Workgroup/collaboration needs– Requires vendor support and uptime

guarantee– Able to mix non-cloud storage/security with

Google Apps environment

Presentation Courtesy: Ron Stack

Cloud Computing

20%

Rise of Cloud Computing

20 Percent of Businesses Will

Own No IT Assets By 2012

--Gartner, Jan. 2010

Cloud Computing

$55billion

Rise of Cloud Computing

55 Billion Dollars Per Year Will be Spent on Cloud Computing in 2014, Growing 27%

Annually--IDC, June 2010

2010

2011 2012 2013 2014

Cloud Computing

75%

Rise of Cloud Computing

75% of IT Managers Report They are

Currently Using or Evaluating

Cloud Computing --IDC, June 2010

What IS cloud computing?

SOFTWAREAS A SERVICE

PLATFORMAS A SERVICE

INFRASTRUCTUREAS A SERVICE

Why Exchange Online?

Customers Are Embracing Cloud Productivity with Microsoft

Customer Examples

Anywhere Access to Your Information

For more information go to http://www.tmr-tech.com/services-solutions/microsoft-online-services/

Prevent Viruses From Entering Your PC

• Exchange Online has allowed only 2.4% of all email to be delivered to this client.

• This results in greater productivity and reduced support costs

OverviewSharePoint Online

Create sites to share documents and insights with colleagues, partners and customers

TEAM SITES

Keep teams in sync and manage

important projects

INTRANET SITES

\Keep up to date with company information

and news

EXTRANET SITES

Share documents securely with partners

and customers

WEBSITES

Market your business using a simple public-

facing website

SharePoint Online

MY SITES

Manage and share personal documents

and insights

My Sites

Manage and share personal documents and insights with colleagues

• Solve document version control

problems

• Share personal information and

professional expertise

• Follow colleagues through notes

and activity feeds

• Set document-level permissions to

protect sensitive personal content

• Access important documents from

anywhere

Team SitesKeep teams in sync with shared document libraries,

task lists and calendars

• Manage and share important

documents to help teams work

together efficiently

• Co-author documents and proposals

in real time and manage important

meeting notes with Office Web Apps

• Track key project milestones and

schedules with shared-calendars

• Enable real-time communication with

colleagues right from within

SharePoint Online

Intranet SitesStay up to date with company information and news

• Access key business process

information (e.g. operational

policies, training guides and

expense reports)

• Search across your company for

important documents and people

• Participate in community discussion

forums and share innovative ideas

• Alert employees to new and exciting

developments using blogs

Extranet SitesShare documents and insights securely with

customers and partners

• Eliminate document control issues by

providing a single place to share

documents with customers and

partners

• Control and manage the information

shared outside the organization

• Create wiki pages for customers and

partners to find answers to

frequently asked questions

• Enable real-time communication with

customers and partners right from

within SharePoint Online

WebsitesMarket your business with a simple and professional

public-facing website

• Designed for small businesses

and professionals

• Simple out-of the box web

templates to personalize sites

• Update your content quickly and

easily using familiar tools

• Allow customers to search for

information easily on your site

Presentation Courtesy: Terry McCullagh

Online/Web Collaboration

Pros•   Higher availability of data,

spreadsheets or documents•   Device, OS and browser

independent (most of the time)•   Real time / simultaneous

collaboration

Online/Web Collaboration

Cons•    Perceived security risks• Tied to broadband connection•   Commitment issues – must login

Online/Web Collaboration

Available tools

•     Office Online•     Google Office / Documents online

Remote Control and Meeting tools

Remote Control•   What is it useful for?•   Most are very thin clients – won’t

bog down your PC’s performance•   Use from ANY PC, anywhere in the

world

Remote Control and Meeting tools

Available tools online:•   GoToMyPC•   LogMeIn

Remote Control and Meeting tools

Online Meeting tools:• Host meetings where you can project your desktop

to other computers and users• Easy process:

1.Create a PowerPoint or Word document for your presentation

2.Sign up with online meeting service3.Log in and start services4.Send email with information for others to go to a

specific website and connect to your computer.5.Most tools allow you to give control to a meeting

attendee

Remote Control and Meeting tools

Available tools online:•  GoToMeeting• WebEx• Mikogo**• Adobe ConnectNow• Vyew**• Yugma**

Presentation Courtesy: Jason Busch

Thank you for attending!This has been brought to you by:

Delray Chamber Technology Committee