Breaking Down 5 Free Google Tools - Gmail, Contacts, Calendar, Alerts and Drive

Free Google Tools
Objective
My goal with this course is to show you how you
can use 5 of the free tools from Google in your
real estate business every day.

Each tool has been selected because it can be
useful to you and your business. I don’t expect
you to jump in and use each one, but I would like
to show you the possibilities.


Look for the Gear!

To access the settings now in almost any Google
service, locate and click on the GEAR – usually to
the top-right of your browser screen!


GMAIL
mail.google.com


Why Gmail?
Why I heart Gmail:

Labels – the new web’s version of a folder
Filters – make sorting your inbox easy
Conversation View – ahhh togetherness
Multiple Signatures – for multiple accts
Contacts – manage with ease
LABS – super cool and handy


Gmail - Labels

Labels are just the first step to creating Inbox
Zen with Gmail. Try filters, stars, priority inbox,
the bulk folder and archiving too!

Gmail – Labels
Labels are the new web’s
version of a folder. Not
every email fits perfectly
into one folder. Now, you
can label emails to fit how
you work.

Additionally, you can set
up filters to automatically
label your email.


Gmail - Labels

Create, nest and color your
labels!

Gmail - Labels

Make Gmail your online Outlook! An
email might not fit perfectly into one
folder. Label it with as many Google
labels as you need! Emails can be
filtered to have a label automatically
applied. Use the flags for importance.

Gmail - Filters
Creating email filters is a
great way to manage your
inbox. Click on the gear >
Settings > Filters and
Create a new filter!

Notice the smart filters
that are automatically set
up with my SmartLabels.


Gmail - Filters
You can filter by:
o From (any emails from this
person or alias)
o To (great for people with
multiple accounts – s.hahn gets
a CBH label, yahoo another)
o Subject
o Has the words (YPN, addresses)
o Doesn’t have (yep)

Click Search (to see what you get)

Click Create filter with this search


Gmail - Filters
Once you decide WHAT to filter,
you have to tell Gmail what to do
with it – that happens here.

Select the options you want – I use
“Apply the label” often. You can
create the label on the fly too
(here) in case you didn’t think of
that in advance.

Click Create filter AND decide if
you want to apply the filter to any
other messages that fit the criteria
(old messages).


Gmail - Conversation
View
Conversation View
keeps an email string
together – even when
others are added or
taken off of the string.

You can turn this on
or off under the GEAR
> Settings > General >
Conversation View

Gmail - Multiple
Signatures that forward into my Gmail
I have 5 different accounts
inbox. I respond out as if I were answering from each
different account.

So if you sent me an email at
stefanie@stefaniehahn.com – my return email to you
would have that same address, even though I am
answering you from within my Gmail inbox.

Additionally, I can have signatures for ALL of my
different email addresses!


Gmail - Multiple
Signatures


Gmail – Photos in
Signaturein your email signature …
My thoughts on photos

Consider that many people are reading your email on
their mobile device.

Be aware that many email services (Gmail included)
block photos in your email by default – the user can
allow photos in a setting change.

Formatting is a challenge – every service, every device,
every user might see your email differently than you
intended (sizes, position, etc.)

CONTACTS
mail.google.com > Contacts


Gmail - Contacts

Gmail is NOT a contact
management system. However,
they have some great tools for
working with your contacts!
Take the time to set up Groups –
they come in handy across other
Google tools that you use.

Gmail - Contacts

To create a group …
Click on Contacts and then New Group in the left nav


Gmail - Contacts

To view a group, click on My Contacts
and then the group name. From here,
you can add to the group! Click More
for additional options …

Gmail - Contacts
When I pull up a contact
record, I can see the
groups that I have that
person in, some basic
info – including custom
fields if I want them and
recent conversations.
Photos will only come
up for contacts if you or
the contact adds the
pic.


Gmail -
Contacts
When you click Add, you see this
menu, filled with tons of additional
fields that you can add to a contact
record as you need them!

Plus create your own custom field.


Gmail - Labs

I heart GMail labs. Tons of fun and helpful tweaks
to help you achieve Inbox Zen. Go to the gear >
click Settings > Labs*


Gmail - Labs
GMail Labs I Use:
 Authentication Icon  Refresh POP Accounts
 Canned Responses  Send and Archive
 Text Styling  Signature Tweaks
 Filter Import/Export  Smart Labels
 Insert Images  Undo Send
 Mark As Read
 Nested Labels
 Preview Pane

Why Gmail?
Find it: mail.google.com
Gmail can function as your all-in-one email
inbox. Import your different email accounts &
respond out from each individual address.

 Labels – the new web’s version of a folder
 Filters – make sorting your inbox easy
 Conversation View – ahhh togetherness
 Multiple Signatures – for multiple accts
 Contacts – manage with ease
 LABS – fun and handy

GOOGLE
CALENDAR
calendar.google.com


Google Calendar
So handy, you will wonder how you ever
lived without it.

1. Share your schedule
2. Access everywhere
3. Handy reminders in many formats
4. Send invites & track RSVP's
5. Sync with desktop apps
6. Offline component
7. Create to-do lists that tie in

Google Calendar

Load your own calendar up with events and tasks, add a
another calendar for your significant other, kids, office,
groups, whatever! Layer the calendars for the whole
picture or just view certain ones. Add a task with to-do
items, color-code everything & share away!

Google Calendar

The GENERAL tab has basic layout/feel settings.
The CALENDARS tab will allow you to add calendars (to your
account) and hook up with public and friend calendars.
Use the MOBILE tab to set-up text alert # and mobile
settings.
Check out the LABS tab for fun and helpful calendar extras.

Google Calendar

Create New – click to add a new calendar item
See Month – view month, skip back or ahead
Your Calendars – click to turn calendars on/off
Other Calendars – view shared & public too

Calendar – Create New
1

Click on CALENDARS to
manage your calendars, click
Create New Calendar to create
another calendar on your
2 account.

Create calendars for your
work, family and groups off
one Gmail account.


Google Calendar -
Sharing
Sharing calendars is easy peasy! Click Sharing on a specific calendar
and then add the person you want to share with by email address.
Decide on Permission Settings and click Add Person (you can always
remove someone). Click Save! 1

2 3


Calendar – Reminders &
Invites
You can set up multiple reminders for one
event via email, SMS or pop-up for minutes,
hours, days and weeks.

Add Guests to events by typing in their
email address and clicking Add. Guests
will appear in a list below the Add box.
You can email guests, suggest times
and set permissions for guests here.

Google Calendar –
Task List

If you are showing your Task List (listed
under calendars) – the Task List appears on
the right-side of your calendar.

Google Calendar -
Tasks
Tasks
When you check items off they are
also checked off on your calendar.


Google Calendar
Clicking on Actions will give you a little
menu that pops up with all sorts of items.

Click + to add a task
Click to delete
Click on to switch
between your task lists


Google Calendar
Google Calendar is a great way for a busy real estate
agent to manage work and everything else going on ...
Find it: calendar.google.com

Layer multiple calendars (color-coded)
Get your daily agenda via email every morning
Get event reminders via text
Easily invite/add people to events
Allow others to schedule meetings with you
Get stuff done (with to-do lists)


Google ALERTS
alerts.google.com


Why Google Alerts?
Google Alerts will alert you whenever your
search term is posted on the internet.


Google Alerts
When was the last time you googled yourself?
Googling yourself is an important step in
managing your online reputation these days.


Google Alerts
Find out whenever
your search term is
posted on the web
– an awesome way
to manage your
online presence.

google.com/alerts


Google Alerts
Get a preview of your results as you set the alert!


Google Alerts

This is an example of the email from Google
with your alert information. I can see where
my name came up and click the link to view
the post.

Google Alerts

Google Alerts allow you to monitor the web for
the content that you care about …


Google Alerts
Google Alerts will alert you whenever your
search term is posted on the internet. Useful for
managing your online presence.
Find it: alerts.google.com

Search term ideas:
 Your name
 Your name misspelled
 Your brand, company, competitors
 Listing address(es)
 Niches (green building, 55+, etc.)

Google DRIVE
drive.google.com


Google Drive
Reasons to consider Google Drive:

- Share docs/folders in real-time
- Live collaboration within shared docs
- Edit between MS Office seamlessly
- Google templates/themes
- Drive folder right on your desktop
Google Drive just works with real estate …
store essential forms keep your listing
track leads presentation in the cloud

share marketing plans
less printing/more sharing
with sellers

Google Docs :)


Google Docs Drive
Stop paying for Microsoft Office – you don’t need it!


Google Drive Basics
Your Docs
“collections” have
now become
your Drive “files”
(yey!)

Click on My Drive
to see all of your
folders.

Click on
To create a NEW
folder on your
Drive

Google Drive – Shared
w/Me with me” to access files that others
Click on “Shared
have shared with you. You will get an email with a link
anytime someone shares a drive file or folder with you.


Google Drive - Menu
Create Menu
<<<<<<<<<<<

Upload Menu
>>>>>>>>>>>>

Let’s create a
new document


Google Drive – Sharing
Out Click on Create, click on Document
Click on Share in your document to collaborate
LIVE! Just add the person by email address and
click Done.


Drive – Live
Collaboration

Google Docs will tell you when the other
person is viewing the document. You can
collaborate LIVE within the document
itself OR you can chat off to the side.

Google Drive –
Everywhere now Drive has always
Google Docs,
been cloud storage, but Google has
made the save and upload process
much faster by allowing you to
Download Google Drive – which
puts a folder on your desktop and
will sync whatever you tell it to
during initial set-up. Also, throw
new items into Google Drive to make
them available in the cloud.


Google Drive -
Templates
Love the Microsoft
template gallery?
Google has one too.

Click on Create
Click From Template


Google Drive Promo


Google Drive
Stop paying for Microsoft Office. You really don’t
need it. Impress your consumers with your cloud
productivity and save time, printing costs and
hassle with Google Drive.

Find it: drive.google.com

 Share docs/folders in real-time
 Live collaboration within shared docs
 Edit between MS Office seamlessly
 Google templates/themes
 Drive folder right on your desktop

Google Mobile APPS
m.google.com


Get Your Google To Go
…

On your phone, open a browser window and
type: m.google.com
Yes, even if you have an iPhone.

iPad Users
Grab the free Google app from the
App Store to have all of your
Google favorites at your fingertips
…


Mobile Users
Sign in for
personal results –
get your history,
applications, voice
search and Google
Goggles!


What are Google
Goggles?


Google Goggles NOW


Google Goggles
SOON


Google Mobile
Many of us work across platforms. We have a
PC and/or laptop, an iPad and an iPhone or
Android. The mobile app from Google just
works so easily – get your data, email, calendar,
social and more right there on any device.

Find it: m.google.com


Thank You!
For slides and video from
today’s class, go to:

http://www.stefaniehahn.net/
google-tastic
Stefanie A. Hahn
stefanie@stefaniehahn.com


Breaking Down 5 Free Google Tools - Gmail, Contacts, Calendar, Alerts and Drive

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