2020 Internal Systems Tips
All internal systems at Actualize have "how-to" guides located in the following area: Dropbox (Actualize Consulting)\Actualize Portal\Employee Resources\Internal Systems Training. For the Top Tips, see below:
Dropbox
* Shared folders outside of the organization must be shared with an internal team member: Kerry and/or Theresa
Google
Email
GoToMeeting
Dropbox
- Rules for Folder Sharing Outside of Actualize:
* Shared folders outside of the organization must be shared with an internal team member: Kerry and/or Theresa
- Save hard drive space on your computer with Smart Sync. With Smart Sync, you can see all of the files in your Dropbox account on the Dropbox folder on your computer, but save hard drive space.
- If you use the Dropbox desktop app, you can set it so screenshots are automatically uploaded to Dropbox: Set screenshots to automatically upload to Dropbox
- Install Dropbox for GMail: save files directly from your email into Dropbox without having to download.
- Never lose your file for good, here's how: How to Restore a deleted file in Dropbox
- Schedule Send: When you've finished composing an email, click the down arrow at the bottom left of your new email next to the “Send” button. You will be prompted with “Schedule Send.” Click this option and pick a date and time to send the email. Once this is selected, click “Schedule Send” and the email will send by itself without you having to.
- Undo Send: Don't panic over an email sent too soon, or to the wrong person. Go to the Settings icon in the top right hand corner of your Gmail homepage, choose Settings → General, then toggle on “undo send.” You can decide how long you have before the option to call your email back; anywhere from 5-30 seconds.
- Gmail’s self-destruct feature: It's like the Snapchat of emails, these messages only stay in the recipient’s inbox for as long as you want them to. The email cannot be forwarded, copied, pasted, downloaded, or printed, and you can even revoke access from your own account before time’s up. Here's how: after you’ve composed your email, click the small clock with a lock icon on the bottom toolbar, and select the recipient and time frame. For added protection, this feature also gives you the option to password protect the message, so the recipient also has to enter a computer generated password that they receive by text message before they can open it. Just click the option that says “SMS passcode” under “Require Passcode” and Gmail will send your recipient the passcode needed to access the email.
- The personal assistant: you didn’t know you had: don't scramble through your inbox to find a flight or lunch location, use the payment and subscription feature to view and manage your flights, dinner reservations, subscriptions and more. It will search your inbox for any flight, hotel, concert, event or restaurant reservations you’ve made and neatly compiles them in once place. It even keeps track of past reservations and subscriptions that have already expired. Here's how: go to the circle in the top right hand corner of your Gmail screen with your initial or personal photo in it. Click Google Accounts → Payment and Subscriptions. Select which option you want to view, whether it’s subscriptions, reservations or purchases you’ve made, so that you can view and track them.
- Meet Cheat Sheet
- While in your Meet, see that little microphone icon? That’s a mute button. Use it if your surroundings are noisy or if you’re typing something while others are talking. It’s a great courtesy to the other people in your Hangout.
- Did you know you can drag/drop existing meetings anywhere on the calendar to update date/time? Instead of re-creating and deleting, just drag and drop them to a new date/time!
- No weekends: If you only have work appointments during the week, you can tidy up your view by telling Calendar to stop showing weekends. You’ll find the toggle by clicking the view dropdown—the box directly to the right of the gear icon on the Calendar website—and looking at the bottom of the menu; there you can check/uncheck "show weekends".
- Helpful shortcut: click Shift and “c” together to pull up Calendar’s floating-window, this replaces clicking Compose.
- Trash Re-collection: For times when you delete an event entirely and then need to get it back later, don’t forget about Calendar’s Trash section. You can recover any deleted event for a month after its axing. You can find the Trash section by clicking the gear icon in the site’s upper-right corner and selecting the “Trash” option in the menu that appears.
- Change ownership of events: If you create a group event but then end up needing to back out of attending, you can transfer event ownership so the event can continue in your absence. Open up the event from the Calendar website, click the “More actions” button in the upper-right corner of the screen, and select “Change owner” from the menu that appears. Then, you can type in the name or address of whomever you want to take over as the primary point of contact.
- What's on my list today?: Want to get a daily rundown of your Calendar agenda via email every morning? open up Calendar’s settings and select your calendar from the list on the left side of the screen. Click “Other notifications” header within that same section. Find the line labeled “Daily agenda,” then click the box next to it that says “None” and change it to “Email.” Your new daily summary will now arrive at 5:00am every morning, courtesy of the virtual calendar genie.
- How to search free transparent Google images: Open a Google Chrome browser. In the Search Bar area (middle of page) type "free images" and click enter. Click on Images, then click "More" with three dots next to it. Select in the dropdown next to Usage Rights "Labeled for Reuse" to safely select free images you can reuse without consequence.
GoToMeeting
- Use GTM for client related meetings only. If an internal meeting within our organization, use Hangouts Meet.
- Always look to ensure not double-booking on account. Use the 3 logins provided if the account you are under is booked at your date/time.
