Getting the most out of Gmail

[Cross-posted from the Google Enterprise Blog]

Last week we posted some tips to help you move from Microsoft Outlook® and other client-based software to Google Apps. Today we’d like to share some more thoughts on making the most of Gmail.

Save time with Priority Inbox

A busy day often affords few email breaks. When you do get a chance to scan your mail, Priority Inbox helps you prioritize by identifying the messages that require your immediate attention. Gmail uses a variety of signals to predict which messages are important, including the people you email most and which messages you open and reply to. The best part is it gets better the more you use it. Turn on and manage Priority Inbox in your mail Settings – and read our tips to become a real Priority Inbox whiz!

Seamless chat, video and calling

We work with people in multiple ways, and Gmail makes it easy for you to choose the most effective means to communicate: email, chat, text messaging, video chats and phone calls are all available from your inbox. For example, voice and video chat lets you have an actual conversation with someone or meet face-to-face in brilliant resolution. And for those early adopters transitioned to our new infrastructure, we recently added the ability to call phones in Gmail, so you can place phone calls from your computer to any landline or mobile phone number and receive calls as well. For phone calls and video chat, download this plugin to get started.

Get more attached to your email

Attachments in other email systems can be cumbersome; they take up space, can be hard to find and you have to open another program to take action, which slows you down. Gmail has some helpful features that let you quickly view attachments without the need to open or download them on client-side software. The Google Docs Viewer allows you to view .doc, .pdf, .ppt and other attachments in a new browser tab simply by clicking the "View" link at the bottom of a Gmail message. If you decide you want to edit the file, click "Edit online" to open it in Google Docs, or download it to your desktop.

Gmail also includes a Google Docs preview lab that lets you read the entire contents of a Google document, spreadsheet or presentation right in Gmail. Note that your administrator needs to have enabled Labs for you to access them.

Put email in context

Wouldn’t it be great if you could update a sales lead without leaving your inbox? With contextual gadgets, you can. They display information from social networks, business services, web applications and other systems, and let you interact with that data right within Gmail. Your administrator or any third-party developer can build and distribute Gmail contextual gadgets to the domain with just a few clicks via the Google Apps Marketplace, which we launched in March. To learn more, browse for apps in the Marketplace that have ‘Mail Integration’.

The keys to productivity

With Gmail, we built in keyboard shortcuts to help you get through your mail quickly and efficiently. Once you enable this feature in Settings, you can archive (e), reply (r), compose (c), delete (#) or take just about any other action with one key or a short combo. For a handy guide, type “?” while you’re in Gmail – for maximum efficiency, print it out and post it at your desk.

Experiment in our Labs

Gmail Labs give users experimental – sometimes whimsical – features to customize Gmail in a way that works best for them. Some Labs accommodate preferences, such as adding a “Send & Archive” button, while others help you communicate, such as the Google Voice player and SMS in Chat. Still others help you stay organized, like the Google Docs and Calendar gadgets. If your administrator has enabled Labs for your domain, check them out for yourself.

What’s your favorite feature in Gmail? Feel free to let us know in the comments below. Happy (productive) emailing!

Posted by Rajen Sheth, Google Apps Product Manager

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Google Places and Tags Holiday Guide

As the holidays approach, we’ve put together five quick and easy ways Google Places can help your business reach customers.

But first things first: claim the Place page for your business on www.google.com/places. This unlocks your ability to take advantage of all of these useful ideas:

• Create a coupon highlighting holiday specials: Are you offering a package of products or services to your customers this holiday season? Let people know by creating a coupon for your special on your Place page. From your Places dashboard, click on the “Coupons” tab and then “Add a new Coupon.” Fill out a few details and watch your coupon go live! You can also give the coupon an expiration date, so it only runs for a set time period. Coupons are also a great way to track how many customers found you through Google Places. For more details on creating a coupon, check out our Help Center.

• Link to a menu of holiday offers and prices: Manage the holiday rush by providing a link to your menu of products and services, or even your reservation page, on your Place page. To add your link, sign in to your Places dashboard, go to your listing and click "Edit." Scroll down to "Additional Details," add a column by typing in the label “Menu,” and then enter the URL of where you host your menu! If your website also handles reservations, then you can link to “Reservations” too. Check out this example and sign in now to add your links.

• Make your business listing stand out with Google Tags: Show customers your holiday offer or menu when they search on Google and Google Maps. Tags are yellow markers that allow business owners to highlight important or unique aspects of their business, such as that coupon you’ve just created, a video, photos and more. To create a tag, go to your Places dashboard and click on “Add a tag.” Simply choose your tag type and let it run. To get you started, we’re giving business owners 30 days free!

• Update your holiday business hours: Are you extending your operating hours on some days to accommodate the holidays? Update the business hours listed on your Place page for the days you’ll be open early or late. This helps local customers, especially last-minute shoppers, who may be interested in visiting your store take advantage of your extended hours.

• Write a post to engage with your customers: Whether you’ll be closed for a certain holiday or open on days when most businesses aren’t, a post is the perfect way to let your customers know. You can also use it to tell people about your latest shipment holiday inventory. Posts are short custom messages of up to 160 characters and appear on your Place page. For more details on writing a post, check out our Help Center. You can also highlight your post with a Google Tag.

Posted by Bernadette Cay, Associate Product Marketing Manager

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Revenue grows 48% with help from YouTube videos

Editors note: Today’s guest bloggers are Troy Olson, Digital Advertising Manager, and Jeff Loquist, Search Marketing Manager, for ShoppersChoice.com. ShoppersChoice.com owns and operates a family of web stores with a wide selection of products, from barbecue grills and accessories to patio sets.

With the tagline, “we smoke the competition,” BBQ Guys has built a hot business around home furniture, fireplaces, and kitchen cookware – but the company’s true passion is barbecuing and grills. We’ve created our own YouTube channel around all things related to outdoor cooking, from recipe how-tos to grill reviews. For us, YouTube has been a recipe for success. Visit the YouTube blog to learn more about how we’ve used Google tools to build a fun, rewarding small business.

Posted by Serena Satyasai, The YouTube Team

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Going Google Across the 50 States: North Carolina based American Support relies on Docs, Sites and Chat to run its business

[Cross-posted from the Google Enterprise Blog]

Editor’s note: Over 3 million businesses have adopted Google Apps. Today we’ll hear from Matt Zemon, President of American Support, headquartered in North Carolina. To learn more about other organizations that have gone Google and share your story, visit our community map or test drive life in the cloud with the Go Google cloud calculator.

At American Support, we provide back office services to over 400 cable, phone and internet franchises in 29 states. Our services include billing and subscriber management along with 24/7 customer care and technical support.

When I originally founded the company in 2006 we had a joint venture with a Philippines-based call center to provide customer service at a reasonable cost to our clients. In the first couple years of business it became evident that our clients and their subscribers wanted to have American-based customer service. Our clients were not happy with the off-shore customer service we were providing and we were having difficulties winning new business. As a customer service outsourcer the challenge was finding a way to provide the American customer service they desired at a price point they could afford.

To save our business we ended up rethinking our business model and looking to the cloud to drive down costs and increase our efficiency. The first change was migrating to a call center in the cloud platform which enabled us to recruit, train and route calls to rural American home-based employees who needed and wanted the work. With this technology solution in place we began bringing our call center jobs back to America. As of May of last year we are a 100% American customer service organization.

The second change was moving from Microsoft Exchange to Google Apps in 2009, which allowed us to more efficiently and effectively collaborate with our employees and clients spread out across the United States.

Today we maintain a small office in North Carolina and a technical assistance center and network operations center in Montana. The rest of our management team is spread out between Arizona, Colorado, Kentucky, Georgia and Nebraska. Our entire customer support team works from home.

Tools that fostered collaboration were absolutely essential to running our business. Each manager and their team really live in the Google Apps environment. All of their meetings are done through Google Docs and video chats. I’ve never met 90% of our employees in person. Every meeting agenda is built off of a doc with everyone logged into the same doc at the same time, taking notes and keeping track of next steps as we move along through the meeting agenda. Plus, our clients across the country have started getting used to the value of moving away from attachments to using Google Docs. Working together internally and externally is so much easier when we’re always sure we’re looking at the most current document and you can collaborate on it in real-time.

Google Sites is also a key aspect of our business operations. We create a custom site for each of our clients that contains the most frequently asked questions, their unique policies and procedures, and other useful information for our teams. Sites allows us to keep all information in one place that everyone on the team can update and reference.

We had initially looked at Google Apps for its 25 GB of mail and shared calendars, but it’s Google Sites, Docs and Talk that allow us to communicate successfully and efficiently so that we can support customers with a team all over the country. We attribute our successful collaboration and the ability to run a coast-to-coast virtual team to our use of Google Apps.

Posted by Ashley Chandler, Google Apps Team

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Top Tips on Cloud Computing

A far off reality only a few years ago, today cloud computing has become mainstream. However, many small business owners we meet are still unclear about what cloud computing is and, more importantly, how it can benefit their business. If you're in this camp, you're not alone. A recent survey of European IT Heads by Portio Research found that 56% were not familiar with cloud computing.

Cloud computing, or software as a service (SaaS), is when IT software and services are delivered over the web and through a browser. This transfers the responsibility for IT maintenance, software upgrades and any system issues onto the service provider, allowing enterprises like yours to focus on your core business instead of your infrastructure. That's why the cloud is especially appealing to small-to-medium sized businesses, which often have a smaller workforce and less capacity for time-consuming and expensive IT maintenance.

To help you get more familiar with this concept that can streamline and improve your business operations, we've put together the following 10 things to consider when getting started in the cloud:

• Moving to the cloud is easy: The transfer of business information into the cloud is very straightforward. There is no need to install new hardware or software as everything is run by the cloud provider.

• Cost savings could be higher than you anticipate: Businesses that move to the cloud can make savings on many different levels - IT hardware and software expenditure is cut dramatically and fewer staff or support resources are needed for IT maintenance. Last September, analyst group IDC estimated that business can instantly reduce their IT spend by approx. 54% by moving to a cloud based solution.*

• Improved productivity: One of the key benefits of cloud computing is that employees can access documents and emails whilst away from the office. If your business demands mobility and flexibility or you have staff keen to extend their use of home or remote working, the cloud could be a straightforward and affordable way of addressing these needs.
  

• Greater level of security: Cloud computing can be more secure than traditional IT. It's all about economies of scale - many established cloud suppliers employ leading security experts, invest vast amounts of money into securing their applications and develop technology beyond the means of any small business. In addition, the risk of losing confidential data on a laptop or a USB stick is also diminished, as everything is stored in the cloud and not on your devices. (Last year a survey from CREDANT Technologies found that 55,843 mobile phones and 6,193 other devices, such as laptops, had been left in the back of London black cabs over the previous six months.** In November 2009, it found that New Yorkers forget on average around 5,000 mobile phones and more than 500 other handheld devices, including iPods, laptops and memory sticks, in the back of taxis, every month.***)

• Manage the cultural adjustment: Today's employees expect to have the same technology at work that they enjoy at home. Google designs its applications with users in mind and many staff will already be familiar with Google Mail and Google Docs. However, internal communication about the change of service and in-house training sessions will help staff to feel more comfortable using the new technology.

• A more collaborative way of working: Using cloud computing applications, people can work more closely together, accessing and working in the same documents in real time - without the need for hundreds of emails with attachments. Improved knowledge sharing and communication encourages creativity amongst your employees which can help drive the business forward.

• Flexibility to scale up or scale down your business: Cloud based "pay as you go" style services allow you to easily increase your use of cloud services as your business grows, or decrease your spend if you need to temporarily scale down.

• Employees of tomorrow: Look at how teenagers interact - on Facebook, Bebo or MySpace - all cloud environments. These teenagers will soon become employees, accustomed to collaborating online and accessing their data from any mobile device at hand, not expecting to work in one location and from 9 to 5.

• Your business resiliency can be improved: Cloud computing providers should not only offer 24/7 support but also the increased resiliency and redundancy afforded by multiple data centres to ensure your information is always available. This means that you experience less downtime than when managing IT in-house, and any problems can be solved far quicker by being fixed centrally. IDC estimates that businesses operating in the cloud achieve 97% greater IT reliability.*

• More choice: In contrast to traditional IT models which can involve expensive software licenses and long lock-in contracts, the cloud model offers far more flexibility. You can switch provider far more easily and regularly in order to get the best experience and value for money. However, it is important to check with your cloud provider as to how you retrieve data from their cloud should you choose to switch in the future.

*IDC White Paper sponsored by salesforce.com, Force.com Cloud Platform Drives Huge Time To Market and Cost Savings, Doc # 219965, September 2009
** CREDANT Technologies London taxi survey 2008
*** CREDANT Technologies New York taxi survey 2009

Posted by Malgosia Rigoli, Small Business Blog Team

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Custom shoes made possible with custom AdWords campaigns

Mike Knapp and Michael Fox had always dreamed of founding a start-up. Jodie Fox (Michael’s wife) had always loved custom-made shoes. When her friends started asking her to design shoes for them and to bring these handmade shoes back from her travels, she, Mike and Michael saw a business opportunity. The trio founded their online custom shoe design company Shoes of Prey to share the design experience with the rest of the world.

The business first took flight in Australia, where the founders live and their company is headquartered. Their first customers were trusted friends, who tested the online creation tool and proudly wore their personalized designs. The ability to create custom shoes quickly went viral. It seemed that with each step they took, the initial testers received questions about where they found their fabulous footwear. Soon strangers began making purchases, and when the website spread to overseas locations, the team began offering different currencies to allow for international sales.

The team had already created an AdWords account to promote Shoes of Prey to online customers in Australia. As they expanded internationally, they created new AdWords campaigns targeted at English-speaking countries with currencies they could process. They used AdWords location-targeting to show ads in new locations: Canada, Ireland, New Zealand, the U.K. and the U.S. Michael says, “Despite being based in Australia, it took only a matter of days for our first orders to start coming in from the other side of the world. It was exciting to see!”

Currently, about 10 percent of Shoes of Prey’s shoe sales come from AdWords customers—and about 40 percent of those sales are from international buyers. One of the main reasons they’ve been successful in reaching international audiences is the ease with which they can edit ad texts for each location. “Gift certificates have been really popular on our site,” Michael says. “So we use AdWords to promote our gift certificates. Key events for us are Mother's Day, Valentine's Day and Christmas.”

Michael then uses Google Insights for Search to identify each country’s peak search traffic dates for these occasions. “We time specific AdWords campaigns to target each of these events. Mother's Day is on a different day in different countries, so AdWords lets us run ads at different times of the year for the various countries, and edit the ads so they speak to users in those countries. For example, we’ll mention the price of our shoes in euro in Ireland and in dollars in the U.S.”

After only a year of operation, the founders have hired three new employees and have formed partnerships with local firms in Japan and Russia to localize their offering in those markets. “Early on in the life of our business, AdWords showed us the potential our business has for growth outside Australia, so we now offer Japanese and Russian versions of our website, complete with local marketing and customer support in those markets,” says Michael.

With AdWords, Michael, Jodie and Mike have been able to share their passion for custom shoes with international customers who share their love for customization. Their next step is to inspire all shoe lovers to design their own footwear. Michael tells us: “We're starting to experiment with the Google Display Network to help us find those first customers while they're browsing the web.” And they’ll continue to use AdWords location targeting and ad text customization to reach new international customers who might not know just how much fun designing shoes can be!

Posted by Maren Bean, Sr. Associate, Ads Communications

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Going Google across the 50 States: Pharmacy Development Services communicating from Florida and beyond

[Cross-posted from the Google Enterprise Blog]

Editor’s note: Over 3 million businesses have adopted Google Apps. To share their stories, we've talked to businesses across the United States. Today we'll hear from Mat Silverstein, Research and Development Officer for Pharmacy Development Services based in Florida. To learn more about other organizations that have gone Google and share your story, visit our community map or test drive life in the cloud with the Go Google cloud calculator.

Based in Florida, Pharmacy Development Services (PDS) is a business coaching company that works specifically with independent pharmacies. Over the last 12 years, the company has helped hundreds of pharmacy owners build solid business plans and achieve success.

“As a small business with employees spread across the country, internal communications have always been a challenge. In the home office, we make hundreds of decisions a week that affect our customers and employees, and this, combined with rapidly changing information, makes it tough to keep up. Information is constantly flying back and forth between members of our team, so it only made sense to give it a home in the cloud. Life before Google Apps went something like this:

Me: Did you get my email?

Co-worker: No

Me: Check your spam folder.

Co-worker: There it is. Wait. This is the old version of the document. I updated the document and sent it to you yesterday.

Me: I know, but I couldn’t open it. I have an older version of the software you used.

This scenario was typical, and it wasn’t until we moved to Google Apps that our team saw a huge boost in productivity. Right now, we have a team of on-site and off-site employees planning the biggest event in the history of our company; they’re using Google Docs to share the latest conference plans, instant messaging, integrated in Gmail, for quick communication, and Google Calendar to schedule all their meetings.

The Gmail interface is light-years better than our old email system and we can access it anywhere. Some of us travel a lot, and accessing email from our iPhones, Android-powered phones, and Blackberry devices is essential — we couldn’t imagine it any other way. Information is ubiquitous; it shouldn’t be bound to a particular device.

As a company that is closely tied to the health industry, I can best put how Google Apps has helped us into medical terms — we’ve been cured of spam-itis, old-versions-of-documents-osis, and most importantly, missing-documents syndrome. We can spend less time searching for files and fixing scheduling mishaps, and more time helping our customers.”

Posted by Michelle Lisowski, Google Apps Team

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