Google Apps: The Essential How-To

Why Google Apps?

As a business owner, you understand that time is money, makes the world go 'round, and is harder to come by in this strange and hostile economic environment. The following tips and information for using free Google Apps will help you get your business organized and improve day-to-day tasks and communications (sure ways to save a few of those hard-earned dollars). When you utilize free resources like Google Apps you can keep up on appointments and meetings, collaborate effectively with coworkers, and organize your information. You may even be able to eliminate a vendor or contractor who has been auto-debiting your account monthly for a service that you no longer need to pay for. In short, Google apps for business allows you more time to run your business and less time trying to figure out “how to” run your business.

1. Start Fresh with Gmail

Start a fresh email account with Gmail. When you create the Gmail account you will be asked to use an existing domain name or purchase one for $10 per year. As a Gmail user, I discovered one of the best special features is the way it automatically organizes your emails. For example, email “conversations” are grouped together, making it easy to see right where you are in your communication. You can also filter your emails, and file them into preset folders based on email address, or e-mail subject. As a note, keep this account free from spam and junk mail by using it only for business. You really don't need ads about laser hair removal popping up between important emails from a coworker or client.

2. Google Calendar

Whether you are popular or want to be, Google Calendar lets you organize your schedule and share events with friends. Book meetings, coordinate events, and get directions from Google Calendar. You can also let people know about business promotions, sales, or other events. To help make it a simple and quite painless switch, Google offers three Sync Options between Google Calendar and Microsoft Outlook Calendar. Don't forget to check privacy and security settings and adjust as appropriate.

3. Google Sites

With Google Sites you can create dynamic web pages without any knowledge of HTML or coding. A set of templates for team sites, project workspaces, and intranets makes it even easier to get a useable site live in a hurry. Want freedom from an office or cubicle? Access your Google Site from anywhere you can get an internet connection.

4. Google Docs

Finally! A user-friendly program that makes it easy to share documents and files with others, like business partners and colleagues. Using Google Docs is an excellent way to ensure version control and avoid the risky practice of sending sensitive information as an attachment through email. Gone are the days of receiving a "final version" of a file only to find out that there is a "final.version.2" somewhere in your unread email.

One of my favorite features of Google Docs is the screen sharing functionality that allows for team collaboration and file editing. Whether it’s tweaking a few words in your proposal at the last minute, updating figures in your spreadsheet while you’re in the field, or just sharing a file with a colleague, Google Docs lets you do all of these things right from your desktop or mobile device. Learn more about mobile editing in Google Docs.

5. Google Apps for Business

Free Google Apps work well for individuals, families, and even businesses; but when you are ready for the next level, Google Apps for Business offers additional services and tools designed to meet other business demands. Google Apps for Business requires a paid subscription (try it free for 30 days without entering credit card information). If you decide to purchase after the free trial, choose from an Annual or Flexible payment plan.

When it comes to Google Apps, this is just the tip of the tip of the iceberg (yes, I said tip of the tip). For more information and to learn about Google Apps (free and otherwise), check out Ten Reasons to Choose Google Apps, visit the FAQ, or “Google it!”

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