free and low cost tools - coldwater 10-09
TRANSCRIPT
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Free and Low Cost Tools You Can Use
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Mark Shawmark@npowermichigan
.org
Tools You Can Use
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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
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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”
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Presentations• SlideShare.net/NPowerMichigan
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Wikis
• http://NPTechguide.pbwiki.com/
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• 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
+
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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
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Email: Hosted Exchange
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Email: Hosted Exchange
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Email & Online Another Option!
• Google Apps for Nonprofits – www.google.com/a/npo – Email with your domain (i.e. [email protected]) – Shared calendars– Organizational calendar– Internal team website– Share and collaborate on documents online (word processing, spreadsheet, etc)
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• Using Google Apps…For Email
Register for Nonprofit edition to use your domain i.e. [email protected]
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• Using Google Apps…For Shared, online calendars
Create organizational internal calendars and even public “calendar of events” to add to your website
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• Using Google Apps…For shared docs
Create and share spreadsheets, word docs, slideshows
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• Using Google Apps…For a website to serve just your staff
Share info, manage projects, post announcements, etc.
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Get Started with Google Apps
www.nonprofittechblog.org/how-tos
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• Zoho.com– Online apps (word proc., spreadsheet, presentation)– Web conferencing, Contact Database– Basic versions of all apps are free
Online Productivity
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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
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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
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• 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…
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• Egnyte.com– Virtual file server
File Sharing
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File Sharing
• Workspace.Officelive.com– Share and work on Office files from anywhere
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File Sharing
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• 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/
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Software
TechSoup.org Software AND NPO Information– Microsoft Office 2007 Professional - $20– PeachTree Premium Accounting 2009 - $65– Quickbooks Premier 2008 - $45
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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
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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
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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
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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
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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 ??
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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
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Smartphone
• Email anywhere• Faster scheduling• Task management (“to dos”)• Address book always available• Look up information / search• Directions
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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
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Meetings
• MyCommittee.com– Create a committee, add agenda, invite members, automated meeting reminders
post minutes, discuss/edit online– Free for 1 committee
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• Wiggio.com– Free online collaboration tool– Manage small group projects– Shared calendar, group task list, share documents
Project Management & Collaboration
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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
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Blogs• Blogger.com & Wordpress.com
– Free way to extend your online presence– Promote your organization– Less formal way to communicate your message
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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
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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!
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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
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Team & Project Collaboration
• Huddle.net– Online project management and team collaboration – Manage programs, share files, discussion boards– Free for 1 or 3 projects…
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Team & Project Collaboration
• Planzone.com– 2 free projects – 5 users
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To Do Lists
• RememberTheMilk.com & ToodleDo.com– Online To Do list– Share with staff– Prioritize, due dates, etc.– Email and RSS alerts
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To Do Lists
• ToodleDo.com
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• FreeConferenceCall.com & Rondee.com– Host a conference call for free– Not a local number
Conference Calls
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• Skype.com– Free person-to-person video calls – Free conference calls up to 25 people
Video Conferencing
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• Oovoo.com– Free video conferencing for up to 3
people at a time
Video Conferencing
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Online Conferencing
• DimDim.com– Online voice, video – Webinar!– Share slides, show your computer Desktop– Free for 20 or less attendees
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Online Conferencing
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Instant Messaging
• Meebo.com– Free web-based IM service– Quick messaging to co-workers (in or out of the office)– Saves time
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• LogMeIn.com– Free access to your computer at the office– Work on files, email, etc.
Remote Access
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• Zolved– Free remote access to assist (support)– More “light duty” than LogMe In
Remote Access
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Texting/SMS
• DropCard.com– Setup
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Texting/SMS
• PollEverywhere.com– SMS surveys with instant results– Free for 30 votes
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Webhosting
• Dreamhost.com Not a Website builder– Free webhosting for nonprofits (
http://www.dreamhost.com/hosting-nonprofit.html) – Includes email accounts, domain registration
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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
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Website & Database
• CharityAdvantage.com– Website– Online Donations– Donor database
Pricing: $35 per month
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Online Donations
• NetworkForGood.org’s Basic DonateNow• Register for free
• 4.75% fee of online donations
• One-time or reoccurring donations
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• SurveyMonkey.com & Zoomerang.com– Free for less that 100 responders– Survey staff, members, board, etc.
Online Survey Tools
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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
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Online Video Sharing
• YouTube.com/nonprofits– Video campaigns educate/raise awareness– Promote your org or an event
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• Office.Microsoft.com– Free training and demos for Office 2003 & 2007
Online Training
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• HP.com/go/learningcenter– Basic computer, email, Office suite training
Online Training
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• Nonprofit Technology Webinars– Choosing a database– Blogging– Web Redesign– Online Donations– Social Media
Online Training
NTEN.org Idealware.org
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• CommonCraft.com“Our Product is Explanation”
• What’s a: Blog, Wiki, Social Media, Zombie??
Online Training
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FREE COOL COMPUTER MAINTENANCE
STUFF!
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Desktop Maintenance
• Disk Cleanup – www.ccleaner.com
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Desktop Maintenance
www.auslogics.com/disk-defrag.• Disk Defrag -
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• Spyware Scanning – www.MalwareBytes.org
Desktop Maintenance
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Computer Maintenance
• Microsoft Security EssentialsFree Antivirus and Malware
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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