From Outlook to Google Contacts

Since January 2002, Outlook has served as a very complete address book. Back then, most people maintained three address books: the pencil/paper one with names, addresses, and phone numbers; the one on their phones containing phone numbers; and the one in their email programs containing email addresses. I had only one, and it contained all of that information and more. Birthdays or anniversaries I recorded in Outlook Contacts showed up on the Outlook Calendar as repeating appointments. The large "notes" block gave me a place to put information about the person—names of their children, clothing sizes, account numbers for businesses, etc.

From those early days, everything in my Outlook Contacts synced with my Palm. When I migrated from the Palm to the BlackBerry, my Outlook Contacts synced seamlessly with this device as well.

When contemplating a move from BlackBerry to Android, I faced the same challenge with my contacts as I had with my calendar. How would I sync those contacts with this new mobile device? Just as with the calendar, the answer was move the contacts to Google Contacts. 

Introducing Google Contacts
My first interaction with Google Contacts came when my an update to my tablet introduced a native contacts app. The app would allow the user to merge all contacts from the contacts list, Facebook, and Twitter into one place. Contacts which appeared in multiple places were merged into one record with all of the contact information from all sources appearing together. The question on my plate was, "How am I going to get my Outlook Contacts into my tablet?" I downloaded a free program called "Google Sync." I wrote this post, which explains where to download the program, how to set it up, and how I used it with my tablet.

So, as I started planning a move from BlackBerry to Android, I was already a step ahead. My Outlook Contacts were already also in Google Contacts. Now, instead of maintaining information in Outlook and letting Outlook push the new information to Google Contacts, I would use Google Contacts as my one and only address book.

If you have a Google account but cannot figure out how to get to Google Contacts, go to Google and log into your Google account. On the bar towards the top of the screen, you will see links to Calendar, Documents, Gmail, etc. Choose "Gmail." On the left side-bar, click on "Gmail" to reveal a dropdown which includes a link to Google Contacts.

Learn the keyboard shortcuts
In the last post, we talked about the keyboard shortcuts available in Google Calendar. Google Contacts also has a few that are helpful. While in Google Contacts, hitting the "?" in conjunction with holding "Shift" reveals the shortcuts:

• j and k move up and down the list, just as in Google Calendar they moved to "next" and "previous."
• / moves the cursor to the search window, allowing for immediate typing of the desired contact. This same shortcut is present in Google Calendar.
• Enter opens the contact on which the cursor is placed.
• u is like an "escape." After viewing a contact, "u" returns the screen to the list of contacts.
• Control+s saves changes.

While there are other shortcuts, the ones listed here are those that seems to be needed on a regular basis.

Syncronizing with the phone
Copying contacts from one phone to another is a standard process when you buy a new phone. The dealer will probably offer to perform this task. Immediately, you have on the new device what you had on the old one.

The concern need not be how to copy the contacts. The concern needs to be how to sync the contacts on the new phone with the Google Contacts. When I bought my Android, I stressed was that I already had Google Contacts established. I did not want to copy contacts from my BlackBerry and then simply have a static set of contacts on the new phone. I also did not want to risk winding up with a duplicate set of contacts.

At the AT&T store, we logged into my Google account and indicated what functions we wanted to sync. That one act brought over to the Android my Gmail, Google Calendar, and Google Contacts.

On my phone, I was able to import pictures of everyone who was also a Facebook friend, although I don't remember the exact steps. It did make for a nice feature. I thought those pictures would then sync with my Google Contacts, but that did not happen. To this point, I have not been able to find a way to make it happen. If anyone else has an answer, I would welcome the input.

Each device has a mechanism for merging contacts. For those instances where one source had some information for a person and another source had different information, having a mechanism to merge the contacts is a time-saver..

Summary
The move from Outlook Contacts to Google Contacts was very simply, as was getting those contacts to appear on my tablet and phone.

Do you use Google Contacts? What advice or other input do you have?

From Outlook to the Google Calendar

For years, I have thought of the Google Calendar as a good auxiliary tool. Principals often ask about structuring a method for their administrative assistants to see the principal's Outlook Calendar if they are not on an Exchange Server. My recommend has been to download a free tool called Google Calendar Sync. The tool syncs the Google Calendar it finds on that computer with the principal's Google Calendar. The principal then shares that Google Calendar with the administrative assistant, granting privileges to view or privileges to view and edit.

Likewise, I have used Google Calendar Sync to give my wife access to my Outlook Calendar. So, even though I have used Outlook for my calendar and synced that calendar to my BlackBerry, the same information has also been available to me in my Google Calendar.

When I moved from the BlackBerry to an Android device a month ago, syncing my Calendar was easy. Since the data was already in a Google Calendar, logging in to my Gmail account on the Android imported all of my calendar data into the native calendar on the phone.

With the Google calendar automatically syncing over the air with the calendar on my phone, I do all of my work on the Google Calendar rather than opening Outlook. Having worked with both calendars and comparing ease of use, I have suggestions for Google Calendars users:

Use multiple calendars, but not too many
While I could have multiple calendars on Outlook and multiple calendars om the BlackBerry, I could choose only one to sync through the BlackBerry Desktop Manager and only one would to sync with Google through Google Calendar Sync. For that reason, I was limited to one calendar on Outlook.

My Google Calendar now consists of three calendars. First is the main calendar, the one which was synced with Outlook. Second, I have a calendar for my wife's appointments. Finally, I have a calendar labeled "FYI" where I list events I might want to attend or might impact my planning.

Those at all familiar with Google Calendars know I can turn any of these three calendars on or off. I can overlay the FYI calendar on top of my main one, or I can turn off the FYI and see only the events that I will actually attend. The color coding allows me to see which entries belong to which calendars.

If an "FYI" items turns into a something I will attend, or if an appointment for my wife turns into one we will both attend, pulling from a drop-down list allows me to change that event from one calendar (and color) to another. When I view the calendar on my tablet or phone, I see the same three calendars and have the same ability to turn any one of them on or off.

Learn the keyboard shortcuts
Keyboard shortcuts are a time-saver in any program. Every time we grab for the mouse, we lose speed. I have used "Control+P" to print, "Control+C" to copy, and "Control+V" to paste for as  long as a I can remember across a wide variety of programs. In Outlook, I have made great use of these shortcuts:

• Shift+Control+A creates a new Appointment from anywhere in the program.
• Shift+Control+C creates a new Contact from anywhere in the program.
• Shift+Control+T creates a new Task from anywhere in the program.
• Shift+Control+N creates a new Note from anywhere in the program.
• Shift+Control+M creates a new Email Message from anywhere in the program.

As I was trying to decide if the Google Calendar was going to function for me as well as Outlook had, looking at the available keyboard shortcuts was important. As it turns out, there are some good ones, and they are not hard to learn. To access the shortcuts, while looking at your Google Calendar, hit the questions mark (while holding the Shift key):

• n and p move the calendar to the "next" or "previous" day, week, or month, depending on the current view.
• j and k serve the same function as "N" and "P." Their location makes them a little easier, but the word association is not as strong. Take your pick between these two alternatives when you need to look forward or backwards on your calendar. One advantage of learning "J" and "K" is that they move through the list forwards or backwards in Google Contacts and Gmail.
• t returns the calendar to "today."
• d, w, m, and a changes the calendar to the Day, Week, Month, and Agenda view respectively. The numbers 1, 2, 3, and 5 will be the same thing.
• x or 4 changes the calendar to the "Custom" view. If seeing the entire week is too much, but today alone is not enough, in the calendar settings, find the "Custom" drop down and define it as being 2 days, 3 days, etc.
• c creates a new event. A screen appears and all information is added there.
• q is for "quick add." Instead of opening an entire screen, a single line opens, Enter the event, date, and time on one line. Hit "Enter," and the event appears on the calendar. Quick add understand phrases like "tomorrow," or "Friday at 8."
• Delete an item by clicking on it and hitting the "Delete" key. This motion is quicker than grabbing to the mouse to click the "Delete" link.
• Control+S saves (just as in many other programs).
• / moves the cursor to the search window.

As I was learning the shortcuts, I forced myself to refer to shortcuts chart. At first, it would have been easier to grab the mouse and click in the obvious places. I knew, however, that if I started off clicking, that is the habit that would form. If I took the time to learn the shortcuts, they would become second nature. Within a few days, I was comfortable enough with them I no longer needed to refer to the chart.

Again, you can access the shortcuts by going to the Google Calendar and hitting the "?" while holding "Shift."  Here is a chart you can view to see the shortcuts.

Syncing with the phone and tablet
Syncing with phone and tablet was easy. Logging into my Google account brought over Gmail, Google Contacts, and my Google Calendar.

Summary
I am finding the Google Calendar to be as easy to use as my Outlook Calendar. The synchronization between it and my phone and tablet have been quick and free of problems. Because of the ability to have multiple color-coded calendars, I find myself more willing to add items to the "FYI" calendar than before when all items appeared on a single calendar.


For those who are already making extensive use of the Google Calendar, what have I left out? What are other tricks and tips you can offer?

Moving My Organizational System to the Cloud

The last two posts are important in understanding this one. In January 2002, I moved from a paper-based organizational system to a digital one using Outlook synced to a Palm. Ever since, Outlook has taken responsibility for housing each of the following:

• My calendar
• My tasks (or "to-do" list)
• My one and only address book 
• Commonly-accessed reference information
• Email

The Palm synced with all of the Outlook modules except email. When I moved to the BlackBerry, it synced with all 5 Outlook modules.

The last post talked about my change from the BlackBerry to an Android device. The ability to synchronize my data between my desktop software and phone was a primary concern. Syncing Outlook to the BlackBerry was a piece of cake. Install a piece of software called the "BlackBerry Desktop Manager," which shipping on CD-ROM with the device or could be easily downloaded. Work through a little initial setup. From there on, syncing Outlook with the BlackBerry was simply a matter of plugged a cord into the BlackBerry and watching the data update.

With the advent of iCloud, syncing Outlook with the iPhone became considerably easier. Having experimented with the "Reminders" app on the iPhone, however, I was a little suspicious of just how good my experience with it would be compared with the Task app on my BlackBerry.

Syncing Outlook with an Android device provided fewer clear-cut solutions. Third-party software would be required to convert Outlook data to something else which could then be read by software on the Android. Reviews of various software options were mixed. The most promising seemed to be a program called gSyncit. The app—at roughly $20—would convert the Outlook calendar and contacts to Google Calendar and Google Contacts, Outlook Tasks to Google Tasks or ToodleDo, and Outlook Notes to Evernote or other options.

Clearly, syncing Outlook to Android would mean going through a middle-man to get my Outlook data to the cloud. While Outlook has been a great tool, the future seems to be moving away from syncing data to a single computer and more towards syncing data to the cloud.

I have used my extensive use with Outlook to help others set up their own systems.Yet, not everyone has Microsoft Office, and therefore do not have Outlook. Also, my understanding is that Outlook for Macs is not nearly as good as the version for PC. Having first-hand experience with free, cloud-based tools enhances my ability to provide digital organizational systems to everyone. 

So, a month ago—when I moved from my BlackBerry to my Android phone—I also moved my data from Outlook to a set of cloud-based alternatives. The next few posts will outline what I use, how I moved the data, and initial tips shortcuts I have learned.

For that reason, I moved my data from Outlook to the cloud, thereby avoiding an intermediary which may or may not be reliable.

Why I Chose an Android Phone

My last post tracked the personal organizational systems I have used from high school to present. The tools have changed, yet the tools are not the most important thing. The importance lies in the strategy; however, good tools make implementing sound strategy easier.

Several weeks ago, I changed Smartphone platforms from BlackBerry to Android. Those who know me well may be surprised that someone as satisfied and productive with the BlackBerry as I was would choose anything different.

First of all, it's not about the tools. Give me an Android device, a BlackBerry, an iPhone, a memo pad, or an index card, and I can structure a system which gives that tools responsibility for holding all of my to-dos, both present and future, and handing them pack to me at the right time. Therefore, a more away from the BlackBerry does not mean a move away from what that tool has helped me do.

Secondly, the American market, and especially the consumer market, has defined a two-horse race in the Smartphone arena: iPhone and Android. Clearly, Windows is preparing for a serious run. RIM insists that BlackBerry 10 will re-establish them as a leader. However, all credible sources point to the iPhone and Android dominating the market..

My business revolves around helping people organize their surroundings and manage their time. That job includes helping people be productive with the phone they already have in their pockets and purses. Being relevant in this arena means being up-to-date on the tools others have. Much of decision on whether to go Android or whether to go iPhone has to do with current market share. Android claims more users in the United States than all other platforms combined. The release of the new Samsung Galaxy S III accompanied by a strong marketing campaign and good reviews did not hurt the allure of going Android.

Others undoubtedly wrestle with which platform to choose. This article, from USA Today, provides a balanced view. This article provides an argument for Android while this one argues in favor of the iPhone.

Finally, the Android operating system is the product of Google. By definition, we can expect phones running on a Android system to play well with all of the tools Google has to offer, and those tools are many. Google has defined the way we find information. With Google Docs, they showed us what "cloud computing" was all about before that term was ever part of our vocabularies. Google Calendar gave everyone the ability to not only have a digital calendar, but allow us to share our calendars and subscribe to the calendars of others. They provided a vehicle for us to blog for free. The words you read this instant are made possible through a creation of Google. Most importantly, because they offer it free to the consumer, their influence reaches practically everyone.

The learning curve was not bad. Before I made my purchase, I searched online for a user guide. During my first several days with the phone, working through that user guide page by page became a high priority. My fear was that if I did not get from cover-to-cover in a short period of time, other demands would take priority. I would navigate the phone with the techniques I had learned to that point, and while those techniques would become second nature, I would be oblivious to many other concepts simply because I did not even realize they were there.

I do not mean for anything in this post to take away from the iPhone and the large percentage of the population who enjoy that device. Likewise, it is with mixed emotions that I leave the BlackBerry. RIM was a pioneer in mobile communication. They make reliable products, and they are still the leader when it comes to security. I am still committed to providing great professional development to BlackBerry users.

Being productive is not about the tool; however, the tool we carry in our pockets and purses can help us on the journey. In the posts which follow, I will examine the components of the organizational system I use on my Smartphone, my desktop, laptop, and tablet, and which I can access from any computer with Internet access.

Why Smartphone do you use? Why did you make that choice?

My Move to a New Smartphone

Those who have attended my "5 Keys" workshop or have read much of my writing have heard me talk about the value of having a "signature tool." It serves as the place which provides the marching orders for the day. I call it a "signature tool" because when people see you, they see it. People associate that tool with you, and they also associate that tool with your level of productivity.

Index Cards, a File Box, and a Folder
My first "signature tool" took for form of 3" X 5" index cards and file box for them. Each card represented a day on which I had an appointment or some task scheduled. Beside the file box was a single file folder, a very rudimentary tickler file. Items such as the term paper completed two weeks before the due date was placed in that folder. A scrap of paper clipped to a corner told me when the paper needed to be seen again, and was placed in chronological order in that folder.

My morning routine consisted of pulling the index card for the day from the box and opening the file to see if there was any paper which needed to go to school that day. During the course of the day, the index card insured I didn't forget anything. During the day, I would trap new "to-dos" on the back of the card. New calendar dates, homework assignments, or new projects which would need to later be broken into individual steps were all immediately written on the back of the card. My evening routine was to "clear the back of the card." I either did what was written, or I wrote the appropriate instructions on cards for future days. Nothing slipped through the cracks.


Memo Pad
The index cards worked well through high school and college, but the world of teaching required more—although not a great deal more. Afull set of tickler files replaced the single file. A memo pad replaced the single index card. Thoughts went immediately to the memo pad, one sheet per task. Later in the day, those sheets were torn out of the memo pad and each one dropped in the appropriate tickler file.

Every morning, the tickler file for the day was dumped on the desk and those little slips of paper arranged in the order they should be handled. I was ready to take control of my day. Nothing slipped through the cracks.

Paper Planner
After a few years, responsibilities grew, the need for  a tool which would provide a more bird's-eye view of my total commitments grew. A small loose-leaf notebook with a page per day gave me a place to list appointments and to-dos. I could build tomorrow's list today. The tickler file continued to handle the papers needed in the future.

In many ways, the tickler file and the notebook were two sides of the same coin. Be it a piece of paper or an idea, I asked one question, "When do I want to see this again?" The answer to the question told me where to file that piece of paper, or on what page of my notebook to write that idea.

The homemade notebook was replaced by a Day-Timer, but the system remained constant. The Day-Timer saw me through my later days as a band director, through 4 years as an assistant principal, and through the first 4 years as a principal. During that time, I got married, completed three graduate programs in school administration, including a doctorate, and transitioned from teaching to school administration. Nothing fell through the cracks.

Going Digital
Our society has witnessed enormous change in the last century, and the changes that seem to have impacted us most have to do with things that plug into walls. The evolution of the personal computer is not only a shining example, but one that has escalated change to warp speed.

E-mail presented challenges to my paper-based organizational system. How to use the Internet without resorting to turning digits into paper presented its own puzzle. Digital problems seemed to require digital solutions. It was time to change once again.

Microsoft was setting the standard for how we would work. While Outlook Express was providing a free way to communicate through e-mail, I also had a more powerful tool at my disposal...Outlook. At the same time, a company called "3-Com" was producing a "Personal Digital Assistant" known as the "Palm Pilot." While calendar software had been around for a few years, it had not been practical. When you got up from your computer, you also got up from your calendar and to-do list. The only other alternative was to print off the material, and now you are right back to paper.

3-Com renamed itself "Palm," their device dropped "Pilot" from its name, and the Palm gave us a way to have our digital cake and eat it too. Do the heavy entry with 10 fingers on the computer. "Hot sync" Outlook to the Palm. Now your data could go with you anywhere.

The attraction was too great to ignore. The Outlook/Palm duo replaced my Day-Timer. I still asked the question, "When do I want to see this [idea, to-do, goal] again?" Instead of the answer being written on the page of the paper planner, it went into my digital system with the appropriate due date. The search features of this digital system allowed me to ask a second question—"What if I want to see it now?" No more flipping through pages to find where I had written instructions to myself when I wanted to retrieve them ahead of the appointed date. A quick search gave me the information instantly. Nothing fell through the cracks.

BlackBerry
Five years after the switch to Outlook and the Palm, the school system issued a BlackBerry to each administrator. While most used it only as a phone which could retrieve e-mail, I had bigger plans. I synced my Outlook to the BlackBerry, giving me my calendar, complete address book, all of my tasks and goals, and a wealth of reference, all in my jacket pocket.

Five more years have passed, and that same system has served me well. However, the world of technology is shifting to the clouds. Along with it, we are seeing some great organizational tools which take advantage of it. I have been a BlackBerry fan, and have been watching RIM's plight hoping they could regain the place they once held. For me, RIM's announcement that the already delayed BlackBerry 10 would be postponed by at least another three months was the final nail in the coffin.

Moving Forward
Several weeks ago, I bought a Samsung Galaxy S III, the current "must-have" Android. Over the course of the next month, I will be writing about other major changes I am making in the desktop software I am using with it.

The exciting part is that I will be talking about tools which are free. I continue to believe in the BlackBerry and Outlook as great productivity tools. I will be able, however, to more effectively reach people who either do not or, because of their situation, cannot use those particular tools.

Along the way, I will welcome your comments, as many of you may already be using some of these same tools.  

Follow-Up for Fort Bend Independent School District

This post is intended for those who attended one of my sessions at the Fort Bend Leadership Institute.

iGoogle
If you are interested in adding to your iGoogle page some of the same gadgets I have on mine, here is an easy way to get them. As you click each link, you will be taken to a page that describes the gadget and lets you click a button to automatically add it to your iGoogle page.

GoogleCalendar
Toodledo
Gmail
Evernote
Google Bookmarks
Google Reader
WolframAlpha 
GoogleDocs
Yahoo News
Twitter
Facebook 
Remember the Milk
Bit.ly URL Shortener
Weather
People.com
MapQuest Driving Directions
Area/Zip Code Lookup
Music
YouTube
Document to PDF
Movies
Google Map Search
Portfolio Monitor
Calculator
Stopwatch
Flight Status

Here is how to make iGoogle your homepage.

Netvibes
If you wish to use a Netvibes page, click the green "Add content" button at the top of the screen. Clicking on "Essential widgets: will provide several screen of popular widgets from which to choose.

Also, click on "Browse categories:." Set the drop-downs to "United States," "Recently popular first," and "Applications." Choose from each of the categories the widgets you wish to have. I have found that some widgets will be listed on the screen which are no longer available.

Google Docs Forms
What are some paper forms you use now which Google Docs could handle in a paperless fashion?

Click here to see what other people have answered.

Search Google With "Handwrite"

Making input an a small piece of glass as fast as input on a full qwertyui keyboard is an ongoing challenge. Predictive text, some which not only predicts the word you are typing, but also the next word, Swype, and voice-enabled searches provide several solutions. Now, Google is providing one more.

I just enabled "Handwrite" on my Android phone. Handwrite is a brand new feature which provides an additional input option when searching on your mobile device.

I went to Google.com on my phone's browser and tapped the "Settings" option at the bottom of the screen. On the next screen is an option to enable Handwrite. After saving the setting and refreshing the screen, Handwrite was ready.

Now, when I go to Google.com on my phone, in the lower right-hand corner is a a small script "g." Tapping it starts Handwrite. With my finger, I can write my search terms anywhere on the screen. Google changes the handwriting into text in the search window. A space bar appears at the bottom of the screen which can be used to help the search understand where one word leaves off and the next begins. The accuracy of the search is determined by how accurately Google reads the handwritten text, so being half-way legible is important.




 I did not find the Handwrite option on my BlackBerry Playbook. A little research revealed that Handwrite is available on on Android phones from 2.3 up, Android tablets from 4.0 and, and Apple iOS 5. Handwrite is supported in 27 languages.

I still prefer the voice search. However, background noise, or being in an environment where you must be quiet, sometimes prevent it.

Sometimes You Move Your Own Cheese

Newsletters subscribers started this month by reading how Google Moved My Cheese. August will be about how I moved my own cheese. Finding a balance between sticking with things which work and being open to something potentially better is always tricky. There will be lot of content, so hang on...

Update for Contacts Sync

In February 2012, I composed this post about a program called "Contacts Sync." The free program syncs your Outlook Contacts with Google Contacts. The reason I downloaded it was the BlackBerry PlayBook 2.0 update had just been released, with that update featuring a native Contacts application. The application pulls together all contacts along with Facebook, Twitter, and LinkedIn contacts.

The native Contacts on the PlayBook combines all of my Facebook, Twitter, and Linkedin data with my Outlook Contacts. Each person has one record which displays all of the information I have on them from each of those four sources. 

I have experienced no problems with Contacts Sync; however I received the following email the other day:


Hi, 

Thanks for downloading Contacts Sync. If you had difficulty in using our software, then please download this new version and try. 

 Direct Link to Download Contacts Sync New version - v2.8 (Freeware) 

What's New: 

• Tray icon animation during sync operation 
• Click on tray icon anytime to get sync status 
• Minimize/Maximize and Exit anytime during sync 
• Proxy support - option to use default system proxy or enter your own 
• Bug Fix: Outlook RPC error, Rel/Label error during sync 

Always open Log file to check for any errors. 

Direct Link to Download Contacts Sync New version - v2.8 (Freeware) 

If you are unable to make it work, we are available by email and online chat to assist you. Reply to this email with your query or chat with us online by clicking on "Live Help" button on Contacts Sync website.

Online Support / FAQ 
Visit Contacts Sync website and click "Support and FAQ" link and get answers/solutions to common errors, including a solution to securely overcome Outlook Security Warning (if you get one).

If you use Contacts Sync to synchronize your Outlook Contacts with Google Contacts, you may want to try the download.

Want to Have This Blog Come to Your E-Mail?

As always, thanks for reading this blog. In the almost eight years of its existence, the positive comments have let me know that what is being written here makes a difference.

Who do you know that would benefit from reading this blog but has not been introduced to it? Why not take a moment to compose a email, include the link, and send it to one or more friends.

An easy way to make sure you and your friends never miss a post is to subscribe by e-mail. You will see toward the top of the sidebar a subscription box. Enter and submit your email address. That's it! When a new post appears on this blog, it will appear in your email.

Right now, while you are thinking about it, send that email. I hope others thank you for it.

HootSuite Adds Automatic Scheduling

The world of technology is filled with surprises, some good and some bad. I wrote earlier this month about the bad surprise I received when I opened my iGoogle page. This past week, I was delighted by an enhancement in HootSuite.

I use HootSuite to organize my Twitter feed. I also use it when I compose tweets, because it allows me to schedule a date and time for that tweet to post. HootSuite also allows me to schedule the same information to post on Facebook at that same date and time. Furthermore, HootSuite provides me a little "Hootlet," which resides on my browser's toolbar. When I read an article on the Internet and decide at that moment I want to share with others, I click the Hootlet. A box populates with the title and URL for the article. I then designate whether I want to it to post to Twitter, Facebook, or both, as well as choosing the date and time.

HootSuite made things even easier. They have introduced "AutoSchedule." Instead of choosing a date and time, HootSuite will handle that decision for me, scheduling my tweet to post at what it says are the best times. I do not fully understand the algorithm it uses. I do know that the best times to post on Twitter (between around 9:00-3:00) and the best times to post on Facebook (early evening) are different. So far, I am seeing that if I schedule a tweet to post on both platforms, HootSuite assigns one time for it to post on Twitter and a different time for Facebook.

The new AutoSchedule feature in HootSuite will sound a great deal like a service called "Buffer," which also schedules your Twitter posts. Buffer is free for up to 10 tweets scheduled at any one time. The HootSuite AutoSchedule imposes no such restrictions.



Technology is full of surprises. This one is very welcomed, and one I see myself using extensively to simplify life for me, and to offer an better experience for those who follow my posts on Twitter and Facebook.

Great Book for Writers

Writing is something we learn as small children and continue to craft for a lifetime. In today's world, where ordinary people communicate to the world through social media, good writing is more important than ever.

I recently read On Writing Well: The Classic Guide to Writing Nonfiction by William Zinsser. This post is really one I am writing to myself, one where I am simply listing some of the points that got my attention. While many are no "news flash," they provide clarity in areas where writers often err.

Sentence Structure:

• Wordiness—Strip sentences to remove all unneeded words.
• Length—Keep sentences short.
• Voice—Use active voice.
• "That" versus "which"—Use "that" unless it makes the meaning ambiguous. If the sentence needs a comma to achieve its meaning, use "which."
• Sexism—Instead of "him," use "we" or "our." Use plurals, so that later in the sentence, the pronoun will be "them" instead of "him."

Paragraph Structure:

• Sequence—The first sentence is the most important one. It must lead you to the next sentence, the second sentence to the third, and so forth.
• Mood—Alert the reader to mood changes as soon as possible. The following words at the beginning of the thought accomplish this purpose: but, yet, however, nevertheless, still, instead, thus, therefore, meanwhile, now, later, today. The last four in the list are helpful because they establish a time frame for the reader.
• Troublesome though—When a passage is giving trouble, leaving it out altogether is often the best idea.

Punctuations:

• Adverbs—Most adverbs are unnecessary.
• Adjectives—Most adjectives are also unnecessary.
• Qualifiers—Prune the "little qualifiers" such as "a bit," "a little," "pretty much," "kind of," "sort of," "rather," "quite," "very," "too," "in a sense," etc.
• Exclamation—Use exclamations only to achieve a certain effect. Do not use them to illustrate something cute or funny or to make a joke. Humor is achieved by understatement.
• Semicolon—Use a semicolon to provide the "on the one hand"; "on the other hand" balance to sentences.
• Dash—Use a dash amplify or justify the first part of the sentence. Use a pair of dashes —one before and one after a group of words—to enclose a thought which would otherwise require parentheses.
• Colon—Use a colon to introduce a list.

I was fortunate to have some great English teachers along the way. We all need review to keep bad habits from creeping into our writing. On Writing Well provides a good start.

Has anyone else read this book? What other books do you recommend for improving the craft of writing?

Need a Free Plagiarism Checker?

Plagiarism has been the scourge of English teachers for generations. With the advent of the Internet, the problem of plagiarism has only become worse.

Face it, back in the days when term papers were produced on a typewriter, the plagiarizer had to do a little work. If you were going to lift someone's words, you at least had to go to the trouble of typing them onto your paper. In fact, it was often  just as easy to paraphrase, to combine ideas from multiple sources, and to insert some of your own thoughts as it was to blindly steal word-for-word from another source.

Today, the easiest thing is to copy entire paragraphs or pages from a single source and paste them into ones own paper. With this temptation. what is a teacher to do?

Problems caused by technology often have their solutions with technology. If technology is encouraging plagiarism, let's use technology to solve plagiarism.

A free site called Plagiarisma.Net gives the teacher a way to spot-check student work.Copy and paste a selection from a student's submission into the site and watch the results. You will see URLs for the various pieces of text which were plagiarized.

It's just enough help to the teacher battle the problem a good Google search can cause. It may be just enough to keep students from replying on a cut-and-paste to pass for a term paper.

Myfaves as a Possible Homepage

During my search for an iGoogle replacement, I looked at Myfav.es. The service is ridiculously simple. The video below explains how to use it. If you blink, you will miss it:




See what I mean.

I created an account, and here is what I produced in just a few minutes.:

If Myfave.es were my homepage, then each time I open my browser on any of my devices, I would see this array of icons. Clicking on any one would take me to that site.

The only control you will see is a cog in the lower right corner. When you click it, you can add a featured site, click "All Sites" to choose from a wide array of sites (Google Calendar, Evernote, Fox News, etc.), or "Create a Fave." The "Create a Fave" option lets you choose an ion and assign any URL to it.

 Once you have added an icon to your page, mousing over the bottom of the icon displays a cog that allows you to flip the icon over and either change its URL or delete it.

What I Like About Myfav.es

1. The look is uncluttered and attractive. The icons are large and colorful.
2. The site is simple to create.
3. Like other personalized homepages, if you are on a computer other than your own, you can log into Myfav.es and you are viewing all of your stuff.

What I Don't Like About Myfav.es
You must click on an icon to see anything. With iGoogle or Netvibes, we have a "dashboard" where we can read a great deal of information without ever leaving that page. Clicking one of the gadgets/widgets would take us to the full site where we could see more detail.

I want the "dashboard" effect, the ability to keep my most common tools in front of me and see information without leaving the homepage. For that reason, Netvibes became my choice over Myfaves.

Special Implications for Schools
In any classroom or computer lab, there are generally a few sites which students access regularly. For example, elementary schools use Accelerated Reader, STAR, and search the holdings of the school library, just to name three. Teachers try to make it as easy as possible for students to get to these programs. Created shortcuts on the desktop has been a common way to solve the problem. Of course, that means going to computers individually to create those shortcuts. As changes are made, it also means gonig to each computer to make them.

With Myfaves, the only thing which must be done on individual computers is to set the homepage to Myfaves. After that, the teacher makes a change in one place. Myfaves makes an attractive homepage each time the browser is opened. Students are presented with commonly-accessed sites featured in large, colorful tiles. I would think the younger the student, the more benefit teachers will find with Myfaves as the homepage.
 
Is anyone already using Myfav.es? Have you found any advantages I have not mentioned? Are there concerns?

Sharing on Netvibes

The last two posts have examined Netvibes as an alternative to iGoogle. Last week, Google announced iGoogle would shut down in November 2013, meaning current users need another way to organize our online lives.

In this post, we explore how to share Netvibes content with others. Sharing can happen in three ways: sharing a widget, sharing a tab, or creating a public page.

Sharing a Widget 
Suppose you want to share your entire Google Bookmarks widget with someone else. Click on the curved arrow which appears on the widget's title bar.

Share a Netvibes Widget

When the box appears, choosing the "grab a link" tab produces a URL. Give that URL to others with whom you wish to share the tab. When they visit that URL, they will be able to add the widget, with its contents, to their own Netvibes page."Send by e-mail" would accomplish the same outcome.

Share by E-Mail or "Grab a Link" (URL has been whited-out)

Sharing a Tab
Sharing an entire tab is much like sharing a widget. Beside the name of the tab, click the arrow point to reveal the option to "Share this tab."

Share a Tab

A box appears that looks exactly like the one you saw when sharing a widget. In this example, I am showing how the box appears when you "share by email." You can change the text of the message if you wish.

Share a Tab Through E-Mail

Here is how the e-mail appears to the recipient:

Here is the E-Mail They Receive

Clicking the green button will add the tab to their Netvibes page. How you could use this in your organization? One person could build a page of widgets which would be needed by everyone. Rather than everyone building the same tab, sharing it saves time and insures everyone has the same information. I am not sure if others can change the contents of the tab and those changes be applied to that tab for all who share it. If someone else has had experience in that area, I would be interested in hearing what you found.

Creating a Public Page
You have the ability to create a tab that is public. With this option, one does not need to have a Netvibes account to see the page. All they need is the URL.

To create a public page, click "Dashboards" in the upper right corner, and "Activate my public page."

Create a Public Page

 You will see a box where you will click to create your public page.

Activating Your Public Page

Click the "Enable" radio button. Choose a category and save changes. Clicking on the URL just under "My public page" (see the diagram above) takes you to your public page. You may now create content. Anyone who has the URL will be able to access the page even if they do not have a Netvibes account.

This option would be perfect for a teacher who wants to set up resources for students. The page might include the weather forecast and news feeds. It could include a list of bookmarks. It could include a Google Calendar where assignments and upcoming school events are posted.

Please realize I have been using Netvibes only a few days. On the one hand, you see that a page can be set up quickly. On the other hand, I am surely missing some tricks along the way. I welcome ideas from others who have more experience with Netvibes. I also welcome comments from those those new to the service.

If you would like to learn more about the capabilities of Netvibes, you can download a complete user guide.

Come on over and continue the Netvibes discussion on my Facebook page. Please "Like" the page and join the discussion.

Netvibes: When You Can't Find a Widget

Monday's post explored Netvibes as an alternative to iGoogle following Google's announcement that the popular start page would shut down on November 1, 2013. iGoogle users will naturally look at the "gadgets" they current have on their iGoogle pages and look for parallel "widgets" in Netvibes. What happens when you can't find a widget you need?


When You Can't Find a Widget You Need
Many of the iGoogle gadgets function within the start page, but clicking on the gadget takes you to the actually website. What happens when you can't find the parallel gadget on Netvibes?

Go to the green "Add Content" button and click "Essential widgets." Look for a widget labeled "Link module" and add it to your Netvibes page.

This widget allows you to add a title and URL for a single site. You can add as many of the "Link module" gadgets as you wish. Each one will take you to a single site.
 
For example, I have a gadget on my iGoogle page for Google Reader. To this point, I have not found a way to add that Google Reader into my page. So, I added a "Link Module" widget. Clicking on it opens a new browser tab and takes me to Google Bookmarks. It's not the same as being able to scroll through posts on the start page; however, I almost always clicked on the gadget to go straight to the page Google Bookmarks page anyway.

A Link Module is Used to Link to a Single Site

The other major void was widget for Google Bookmarks. I did find a "Bookmarks" widget. I was able to export my Google Bookmarks and import them into this widget. Because these were no longer "Google Bookmarks," clicking the "Google Bookmarks" bookmarklet would not add new items to the Bookmarks widget on the Netvibes page. For that reason, I deleted that widget. Instead, I added another "Link Module" widget for Google Bookmarks.  

On Friday, we will finish the discussion of Netvibes by exploring how you can share tabs or widgets with other people.

Who else has created a page on Netvibes? How do you like it so far?

No More iGoogle? What Will We Do?

iGoogle has been my homepage for six years. Every time my browser opens, I see my dashboard of tools. It's always the same from device to device. I can log into it from any computer. If I make a change, the change shows up on all of my devices.

Imagine my shock when I opened my browser this past Tuesday evening to see an announcement that Google is shutting down iGoogle effective November 2013. I am not alone. A post on the subject appeared on Lifehacker the same day. A poll at the bottom of that post demonstrates just how popular iGoogle is.

Yes, I know November 2013 is more than a year away and much can change in a year. Google may reconsider. Google may come up with something better. But the reality is I have shown countless people the magic of iGoogle as a way to organize all Internet resources in a single place. Starting now, I will be offering another option.

Enter Netvibes
In June 2007, Mashable published this article comparing 14 different personalized homepages. While the article is five years old, it was the most on-point resource I found. Being impressed with the description for Netvibes, I created an account and started building my page.

• To begin, go to Netvibes.com.
• Click on "Get Started" and select "Go Basic" for your account.

Get Started With Netvibes

• You are presented with a a box asking you to create a dashboard. I clicked on "Productivity" and my dashboard was built.

Creating a Dashboard

• A helpful directions box walked me through the steps to adding and managing content. The green "Add Content" button at the extreme upper left of the screen is the secret. Just like iGoogle, once a widget is added to the dashboard, you can drag it to any position or use the controls on the title bar of the widget to make modifications.

Adding Widgets is easy

• You will probably find you want to keep a number of the widgets that Netvibes automatically included. Likewise, you will want to delete others and add your own. I was pleased with the variety of widgets available.
• Just like iGoogle, you may choose from a variety of "themes."  Click the "Settings" icon in the upper right just to the left of the word "Dashboard."

Netvibes offers a wide variety of themes

• The very last step is to chose a user name and password. This action will save the dashboard you created. Look for a confirmation email from Netvibes sent to the email address you provided. You will need to respond to that e-mail.

So far, here are the widgets I have added to my page:
Productivity Apps

• Google Calendar
• ToodleDo
• Gmail
• Calculator
• Stock Portfolio
• Google Bookmarks
• Google Reader
• GoogleDocs
• Bit.ly Link Shortener
• Google/Bing Maps Search

Social Media

• Twitter
• Facebook

News

• CNN News
• Fox News
• ESPN
• People

Here is the finished product

On Wednesday, we will examine how a workaround when you cannot find a widget you need. On Friday, we will look at how you can share widgets or entire tabs with other Netvibes users.

Miss Brodie and Twitter Part 3

Miss Brodie set up her Twitter account in Part 1 (this past Friday) and downloaded TweetDeck (on Monday). Today, she shares content through re-tweeting and composing her own material.



Twitter: Miss Brodie's Adventures in Twitterland (Part 3) from Scottish Book Trust on Vimeo.

Think of people you know who do not have a Twitter account but would probably enjoy it. Why not introduce them to Twitter? Give your friends a link to the posts from last Friday, Monday, and today to get them started.

Are You Doing Your Part?

On Writing Well: The Classic Guide to Writing Nonfiction is a book I wish I had read long ago. First copyrighted in the year of America's bicentennial, it is a gem for those who wish to communicate a clean, clear, inspiring message to readers. One particular passage from the book seems especially appropriate for this Independence Day.

Author William Zinsser devoted a chapter to writing about places. Authors often approach the subject from the standpoint of how the first-time visitor feels about the experience. The richer account, however, comes from those who live or work there every day, as they recount what attracts people to that place. Zinsser illustrates his point in this paragraph about Mount Rushmore, spoken through the words of a park ranger. Quoting from page 131 of the 25th anniversary issue:

"In the afternoon when the sunlight throws the shadows into that socket," one of the rangers, Fred Banks, said, "you feel that the eyes of those four men are looking right at you, no matter where you move. They're peering right into your mind, wondering what you're thinking, making you feel guilty: 'Are you doing your part?'"

Independence Day is a day of celebration. It is a day to remember those who did their part so long ago, so that we enjoy a way enjoy the freedom that is the envy of the world. It is also a day to ask ourselves a question, the same question Fred Banks sees in the eyes of those four figures every day. Are we doing our part? Are we giving at least as much as we are taking? What is it we do today that in some way is making tomorrows better for us and for those to come?

Happy Independence Day!

Miss Brodie and Twitter Part 2

On Friday, followed Miss Brodie as she created her Twitter account. In this video, Miss Brodie learns to use TweetDeck as a way to organize her Tweets.

I composed this post in April showing users how to use TweetDeck. I personally prefer to use HootSuite. I composed a post including a video tutorial. You can view that post here.


 
Twitter: Miss Brodie's Adventures in Twitterland! (Part 2) from Scottish Book Trust on Vimeo.

Tune in Friday for the third and final installment of Miss Brodie's Adventures in Twitterland.

Anyone already use TweetDeck or HootSuite? What are your impressions?