A quick intro to how nonprofit organizations can use and benefit from Google Apps. Provides an list of 30 Google Apps that have great benefit for a wide array of nonprofits, then focuses a bit more on Gmail, Google Docs, Google Labs, Google Talk, and has a little bit on Book Search. From the February 18, 2009 MadTech—Madison, Wisconsin Nonprofit Technology Group— Meeting. Additional resources available at: http://delicious.com/allgood2/google-apps-basic

1. Google Apps.Basic
a quick intro to how nonprofit organizations
and staff can benefit from using

2. What are Google Apps?
A collection of web-based
applications, programs, services,
and file storage; available for
individual and organizational use.
Recently, a second grouping of mobility and offline access applications, have also been added. This coupled with the minor desktop application offerings of Google Desktop, etc.., round out the collect with web, mobile, and
desktop applications for Google services.

3. 30 Google Apps to Know
Web, Desktop, and Mobile
1. Web Search 11. Custom Searches 21. Shared Contacts*
2. Gmail 12. Google Scholar 22. Google Checkout
3. Google Docs 13. Book Search 23. Google Mobile
4. Google Talk 14. Blog Search 24. Google Chrome
5. Calendar 15. Archive Search 25. iGoogle
6. Google Groups 16. Google News 26. Knol
7. Reader 17. Google Maps 27. Picasa
8. Google Grants 18. Google Analytics 28. Sites
9. Google Alerts 19. Feedburner 29. Trends
10. Google Labs 20. YouTube 30. Transit
* Available with Google Domains or Google for Nonprofits
Google offers and retires so many applications, it’s hard to keep up. I found a site that details almost 60 of them. Now, the key thing is they won’t all be useful; and some are too cutting edge for your organization as a whole to take
advantage of, but maybe great for the independent consultant looking to keep abreast of tools that maybe of use to their clients.
The order isn’t absolute. I’ve tried to place them in order of significance to the nonprofit sector and not just myself. But I admit the list is influence by tools I use and how relevant I find them.

4. Notable, but Missing
If you’re not currently using them, you
won’t have access to them;
or they’re very geeky.
1. Notebook 6. Code Search
2. Transit 7. App Engine
3. Blogger 8. Gears
4. Trends 9. Friend Connect
5. Translate 10. Android

5. What’s the Significance?
EduCause does a ‘7 Things You Should Know Series’ which covers Google Apps. It has some excellent observations on ‘Why they are important” and what the potential downsides
are.

6. What’s the Significance?
• Removes issues of compatibility
EduCause does a ‘7 Things You Should Know Series’ which covers Google Apps. It has some excellent observations on ‘Why they are important” and what the potential downsides
are.

7. What’s the Significance?
• Removes issues of compatibility
• Offers robust collaboration features
EduCause does a ‘7 Things You Should Know Series’ which covers Google Apps. It has some excellent observations on ‘Why they are important” and what the potential downsides
are.

8. What’s the Significance?
• Removes issues of compatibility
• Offers robust collaboration features
• Reduces transmission of viruses
EduCause does a ‘7 Things You Should Know Series’ which covers Google Apps. It has some excellent observations on ‘Why they are important” and what the potential downsides
are.

9. What’s the Significance?
• Removes issues of compatibility
• Offers robust collaboration features
• Reduces transmission of viruses
• Transfers responsibility of updates and
maintenance from accidental techies and IT
departments
EduCause does a ‘7 Things You Should Know Series’ which covers Google Apps. It has some excellent observations on ‘Why they are important” and what the potential downsides
are.

10. What’s the Significance?
• Removes issues of compatibility
• Offers robust collaboration features
• Reduces transmission of viruses
• Transfers responsibility of updates and
maintenance from accidental techies and IT
departments
• Reduces adoption, purchase, and maintenance
costs
EduCause does a ‘7 Things You Should Know Series’ which covers Google Apps. It has some excellent observations on ‘Why they are important” and what the potential downsides
are.

12. What are the Pitfalls?
• Remote access. Everywhere internet access, is
available for some, but can be a severe limitation
for others
• Loss of control. There is no opportunity to say, I
liked v.4 better than v.5. The service gets
updated for everyone
• Security. Let’s face it, you’re the weakest link.
Using your name or other weak passwords is
massive security issue when your data is online.
• Back-ups. Yes, Google back-ups your data, but
having local backups is important. Especially, if
you loose internet access.

13. Which Edition?
Google also offers variations of the three basic editions. For example: Google for Nonprofits is a variation of the Education edition, and Team Edition is like the Standard Edition; and as always there’s just ad hoc use of all the free
applications.

14. Google Apps: Case Study 1
Abilene Christian University
Brief case study of an educational
institution using Google Apps to:
reduce costs
increase efficiency
repurpose technical staff to core mission
increase collaboration
allow enhanced communications

15. Google Apps: Case Study 1
Abilene Christian University
Brief case study of an educational
institution using Google Apps to:
reduce costs
increase efficiency
repurpose technical staff to core mission
increase collaboration
allow enhanced communications

16. Google Apps: Case Study II
East Bay Community Recovery Project
Brief case study of a nonprofit
organization using Google Apps
to:
allow all staff to focus on core mission
increase efficiency
grants collaboration
access to information sharing & portability
reduced time spent managing email

17. GMail

18. •
GMail
Threaded
Conversations

19. •
GMail
Threaded
Conversations
• Labels & Color
Coding

20. •
GMail
Threaded
Conversations
• Labels & Color
Coding
• Make
Conversations a
Document

21. •
GMail
Threaded
Conversations
• Labels & Color
Coding
• Make
Conversations a
Document
• Filters & Actions

22. •
GMail
Threaded
Conversations
• Labels & Color
Coding
• Make
Conversations a
Document
• Filters & Actions
• Intelligent
Offerings
(add to calendar, etc.)

23. •
GMail
Threaded
Conversations
• Labels & Color
Coding
• Make
Conversations a
Document
• Filters & Actions
• Intelligent
Offerings
(add to calendar, etc.)
• Robust Search

24. •
GMail
Threaded
Conversations
• Labels & Color
Coding
• Make
Conversations a
Document
• Filters & Actions
• Intelligent
Offerings
(add to calendar, etc.)
• Robust Search
• Google Labs

25. Google Docs
Documents, Presentations, Spreadsheets, and Forms

26. • Email Integration
Google Docs
w/Google Labs
Documents, Presentations, Spreadsheets, and Forms

27. • Email Integration
Google Docs
w/Google Labs
• Folders & Documents, Presentations, Spreadsheets, and Forms
Subfolders

28. • Email Integration
Google Docs
w/Google Labs
• Folders & Documents, Presentations, Spreadsheets, and Forms
Subfolders
• Collaboration

29. • Email Integration
Google Docs
w/Google Labs
• Folders & Documents, Presentations, Spreadsheets, and Forms
Subfolders
• Collaboration
• Easy Data Entry
w/Forms

30. • Email Integration
Google Docs
w/Google Labs
• Folders & Documents, Presentations, Spreadsheets, and Forms
Subfolders
• Collaboration
• Easy Data Entry
w/Forms
• Versioning
(revision history)

31. • Email Integration
Google Docs
w/Google Labs
• Folders & Documents, Presentations, Spreadsheets, and Forms
Subfolders
• Collaboration
• Easy Data Entry
w/Forms
• Versioning
(revision history)
• Robust Search

32. • Email Integration
Google Docs
w/Google Labs
• Folders & Documents, Presentations, Spreadsheets, and Forms
Subfolders
• Collaboration
• Easy Data Entry
w/Forms
• Versioning
(revision history)
• Robust Search
• No Attachments

33. • Email Integration
Google Docs
w/Google Labs
• Folders & Documents, Presentations, Spreadsheets, and Forms
Subfolders
• Collaboration
• Easy Data Entry
w/Forms
• Versioning
(revision history)
• Robust Search
• No Attachments
• Simultaneous
User Updates

34. Google Talk
Instant Messaging (Chat), Voice Over IP (VoIP), Video Chat, and Logs

35. Google Talk
• Integration w/
GMail
Instant Messaging (Chat), Voice Over IP (VoIP), Video Chat, and Logs

36. Google Talk
• Integration w/
GMail
Instant Messaging (Chat), Voice Over IP (VoIP), Video Chat, and Logs
• Saved Chats
(based on user options)

37. Google Talk
• Integration w/
GMail
Instant Messaging (Chat), Voice Over IP (VoIP), Video Chat, and Logs
• Saved Chats
(based on user options)
• Voice of IP Calls

38. Google Talk
• Integration w/
GMail
Instant Messaging (Chat), Voice Over IP (VoIP), Video Chat, and Logs
• Saved Chats
(based on user options)
• Voice of IP Calls
• Instant Messaging

39. Google Talk
• Integration w/
GMail
Instant Messaging (Chat), Voice Over IP (VoIP), Video Chat, and Logs
• Saved Chats
(based on user options)
• Voice of IP Calls
• Instant Messaging
• Robust Desktop
Application
(Windows Only)

40. Google Talk
• Integration w/
GMail
Instant Messaging (Chat), Voice Over IP (VoIP), Video Chat, and Logs
• Saved Chats
(based on user options)
• Voice of IP Calls
• Instant Messaging
• Robust Desktop
Application
(Windows Only)
• Online Status

41. Google Talk
• Integration w/
GMail
Instant Messaging (Chat), Voice Over IP (VoIP), Video Chat, and Logs
• Saved Chats
(based on user options)
• Voice of IP Calls
• Instant Messaging
• Robust Desktop
Application
(Windows Only)
• Online Status
• AOL AIM
Integration

42. Book Search

43. •
Book Search
Search over 7 million
books

44. •
Book Search
Search over 7 million
books
• Out of Print Books
Available
(Preview or Paid Mode)

45. •
Book Search
Search over 7 million
books
• Out of Print Books
Available
(Preview or Paid Mode)
• Search Your Own
Library

46. •
Book Search
Search over 7 million
books
• Out of Print Books
Available
(Preview or Paid Mode)
• Search Your Own
Library
• Growing Collection

47. •
Book Search
Search over 7 million
books
• Out of Print Books
Available
(Preview or Paid Mode)
• Search Your Own
Library
• Growing Collection
• Purchase Options
(Numerous Vendors)

48. •
Book Search
Search over 7 million
books
• Out of Print Books
Available
(Preview or Paid Mode)
• Search Your Own
Library
• Growing Collection
• Purchase Options
(Numerous Vendors)
• Search within the Book

49. •
Book Search
Search over 7 million
books
• Out of Print Books
Available
(Preview or Paid Mode)
• Search Your Own
Library
• Growing Collection
• Purchase Options
(Numerous Vendors)
• Search within the Book
• Related Books,
References, and other
Materials

50. Resources
A Video of the Presentation, and the SlideShow in
multiple formats are also available. Please see the
Delicious.com link for access.
• http://delicious.com/allgood2/google-apps-basic

51. Text
Text
A Project of Nonprofit Tech (NPT)