IntroductionWelcome| 00:00 |
(MUSIC).
Hi, I'm Bonnie Biafore.
| | 00:05 |
And welcome to Up and Running with Basecamp.
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This course introduces you to the basic
tools you need to get started using
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Basecamp.
We'll begin by walking you through
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creating a new Basecamp account.
Then I'll show you how to create projects
| | 00:20 |
and invite people to them.
After that, we'll go over creating to-do
| | 00:24 |
lists and adding to-dos for the tasks in
your project.
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Next, we'll explore communicating with
teammates including starting discussions
| | 00:33 |
and adding comments.
I'll describe methods for working with
| | 00:37 |
files so they're easy to find and share
with others.
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Finally, we'll explore several ways to see
what's going in your projects.
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Basecamp is an easy to use tool for
collaborating on projects.
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So let's dive in and get you up and
running with Basecamp.
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1. Getting Started with BasecampWhat is Basecamp?| 00:00 |
Basecamp is an online project management
tool, but that moniker can cover a lot of
| | 00:04 |
ground.
So you might ask, what can Basecamp do for
| | 00:07 |
me and my projects?
The best way to answer that question is
| | 00:11 |
with a quick tour.
With Basecamp you can store all your
| | 00:15 |
projects in the same place.
You can keep all your projects organized
| | 00:20 |
and see what's going on no matter how many
you juggle at the same time.
| | 00:26 |
The progress timeline shows everything
that's happened in all your projects day
| | 00:30 |
by day.
Basecamp helps you collobaorate on
| | 00:33 |
projects with the rest of your team.
To-do lists show what needs to get done,
| | 00:39 |
who needs to do it and when it's due.
Basecamp isn't a scheduling program,
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you're in charge of making sure people
have enough time to finish their work by
| | 00:49 |
their due dates.
However, you can track progress by
| | 00:53 |
checking off To-dos as people finish them.
Lots of discussions take place over the
| | 00:58 |
course of completing a project.
Team members can start discussions, or
| | 01:03 |
comment on them in Basecamp.
That way all your project conversations
| | 01:07 |
are in one place, and the entire team can
stay in the loop.
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You can even forward emails into Basecamp,
to keep every bit of project communication
| | 01:17 |
in the same place.
You'll probably create files and documents
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over the life of a project.
Basecamp can store those files with their
| | 01:27 |
projects.
And keep them organized so you can quickly
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find the files you need.
You don't even have to be in Basecamp to
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work on project.
You can send email to a special inbox to
| | 01:39 |
to add things like To-dos, Discussion,
Comments, and Files.
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Basecamp is all about simplicity and
staying organzied.
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A Project Summary page gives you a
one-page overview of everything within a
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porject.
Or you can get the birds-eye view of
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Everything in every project you work on.
Either item by item, or day by day.
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In short, Basecamp helps you and your
teammates collaborate on projects and get
| | 02:07 |
them done.
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| Creating your account| 00:00 |
We're going to assume that you're brand
new to Basecamp, and don't even have an
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account yet.
The good news, signing up for one only
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takes a couple of steps.
So, here's the Basecamp.com website.
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If you already have an account, you can
click Log In to log into your account.
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But if you don't have an account yet, you
can start a free trial.
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All you have to do is fill in these boxes.
So, we'll start by putting in a name.
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Fill in your company or your organization.
Then, fill in your e-mail.
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And finally, enter a password for your account.
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It's a good idea to use a strong password.
So, include some upper and lower case
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letters, a couple of numbers and some punctuation.
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Then click, Start your free trial.
That's all it takes to create an account.
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Click Explore your new Basecamp account to
see what's going on.
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Basecamp opens to the Projects page.
And you can see that it gives you a sample
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project that you can play with to explore
all the features Basecamp has to offer.
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So, when you open that sample project, you
can see it has discussions, to dos, files,
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text documents and more.
So, you can just click a link and see what
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it has in there.
If you want to see the files that are
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uploaded, just click the files link and
you can see all the files in the sample
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project.
You'll see how to work with these features
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in detail throughout this course.
Now, before you start working on projects,
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take a look at your account settings to
make sure they're what you want.
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Click the Account link up at the top right.
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Right now, this is a trial account.
But if you want to go to a paid account,
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click Choose your plan, and then you could
look at the plans that Basecamp has to
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offer.
If you find one that you want, click the
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button, then you fork over your payment
info and you're all set.
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Let's go back to the account settings.
You can also change the details about your
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invoices, like the company address or
anything else.
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That's it for the account itself.
But you can also specify personal
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information like e-mail, your profile
photo, and other settings, for you, as a
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Basecamp team member.
As you'll see when we discuss updating
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your personal information and settings.
Creating a Basecamp account is quick and
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easy, and you get a free trial.
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2. Working with ProjectsCreating a new project| 00:00 |
When you have a new project you want to
collaborate on, the Basecamp Projects page
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is where you start.
When you log into Basecamp, the Projects
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page opens automatically, so you can open
existing projects or create a new one.
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To create a new project, click the New
Project link or the icon above it.
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And then all you have to do is fill in
some basic information about the project.
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As you see here, name the project is
highlighted, so you can just start typing.
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Then you can click the next line or press
Tab to add a description.
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It's always a good idea to add a
description about a project so people know
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what it's about.
You don't have to add people at this
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point, but if you know the people who are
a part of your team, you can invite them.
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Just click a line, and then type in the email.
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We'll go into more detail about inviting
people when we discuss managing a team.
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Then go ahead and click Start The Project.
When you see the Welcome to your project,
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you're ready to start working.
If we go back to the Projects page you see
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that the new project is sitting there
ready for you to work on.
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And it shows that it was last updated a
second ago, because we just created it.
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Now that you've created a project, you're
ready to dive into managing and
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collaborating on projects with Basecamp.
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| Opening a project| 00:00 |
When you log in to Basecamp you're
probably itching to work on your projects.
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Basecamp automatically opens the projects
page with all your existing projects.
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So opening a project is as simple as
clicking its name.
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If you're juggling lots of projects,
Basecamp has shortcuts for getting to them
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quickly.
Of the project's page isn't open, let's
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say you're on the Calendar view instead.
Just click the Projects link to get back
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to the Projects page.
You see all your existing projects in
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alphabetical order.
And if you have lots of them, you can
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scroll on the page to see them all.
These project cards also show when
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projects were last updated.
So it's really easy to see which projects
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have recent activity.
Keep in mind, when you look at the
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Projects page, you'll see the projects
that you belong to.
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If you're the account owner, you'll see
all the projects associated with this
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Basecamp account.
To open a project, just click its name.
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In this case on the project card.
And then you see a summary page for the
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project.
It'll show things like the latest updates
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and if you want to see all the updates,
you can click See All Updates.
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But, the summary page also shows things
like To-do lists, if there are files
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uploaded, Text Documents that were created
and so on.
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If you want to edit something about the
project, just click the project name.
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Then, you can make the changes that you want.
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When you finish with those edits, click
Rename project.
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If you have lots of projects in your
account, you can also search for the
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project that you want.
To do that start typing the name of the
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project in the Search Box and you'll see
that Basecamp will show matching project
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names.
If that's the project you want click the
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link and it takes you to the Summary page
for that project.
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There's one other thing you can do on the
Projects page and that's change the way
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the projects are listed on the page.
Initially they're setup with these project
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cards.
Big icons for each project but, they take
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up a lot of space.
Another alternative is to show the
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projects in a Compact list.
Click the icon that looks like a series of
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horizontal lines and then you'll see all
your projects listed with the project
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name.
Then you just click the name to open the
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project.
The other option is to show favorites at
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the top and then a concise list, that's
the middle icon.
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So if you have any favorites, they'll
appear at the top and then you have the
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concise list at the bottom.
You'll see how favorites work when we
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discuss flagging favorite projects.
After you open a project, you can add
| | 02:42 |
content to it or see what others have
done.
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| Flagging a favorite project| 00:00 |
If you work on some projects more often
than other, you can flag them as favorites
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in Basecamp, so they're easy to see and open.
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On the Projects page just point at the
star next to the project name and click
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it.
It turns yellow and that's your sign that
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the project is a favorite of yours.
If you change the view on the Projects
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page to show favorites at the top, you'll
see that the favorite project is now up at
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the top of the page.
And it also has a star down the concise
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list.
Both of these are signs that the project
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is a favorite.
You can also see favorites in the concise
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view.
Even with just a list of the names, you'll
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see a start next to each one that's a favorite.
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And you'll also see that the favorites are
up at the top as well.
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If you want to make another project a
favorite, just point at its line and a
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star appears to the left of its name.
Click the star, it turns yellow, and now
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it's a favorite as well.
If you want to take a project back to an
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unfavorite status, just point at the star,
click it and it disappears.
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Finding favorite projects makes them easy
to identify and open.
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You can change a project's favorite status
anytime you want.
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| Archiving, exporting, or deleting a project| 00:01 |
When you complete a project, all that
information can be a treasure trove of
| | 00:04 |
best practices.
By archiving a project in Basecamp, you
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can refer to it or even reactivate it in
the future.
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Exporting a project stores it on your
computer, so you can look at it offline.
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You can delete a project, but this is
really for projects you've created by
| | 00:21 |
mistake.
If you're ready to archive a project, open
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it up so you can see its Summary page.
And scroll to the very bottom of the
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Summary page and click Project Settings.
You can see that there are two options for
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project status.
This project is active.
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To archive it, select the Archived option.
What this does is it locks the projects,
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so you can't change it.
But on the other hand, it also doesn't
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count against the limit that you have for
the number of active projects.
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To save this status, click Save Changes.
Now, you can see this project is archived.
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Let's say some time has passed and you
want to reactivate this project.
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Go back to the Summary page, scroll to the
bottom and click Project Settings again.
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This time, select the Active option and
Save Changes.
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Now, you can see that the project is
active once more.
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Let's say you're going to be offline for a
while, but you still want to be able to
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look at some project information.
Well, you can do that by exporting your
| | 01:27 |
projects from Basecamp.
To do that, go up to the top right of the
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Basecamp page and click the Account link.
Then, click the Set up or download an
| | 01:38 |
export link.
You have a couple of options.
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You can actually export everything in your
Basecamp account, all the projects, the
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calendars, the people you've invited.
But you can also export active projects.
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If you want to export a particular
project, click at Start export link.
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You'll see a message is that the export is
being prepared, and this could take a
| | 02:02 |
while depending on how big your project is.
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But once it's ready, you'll see this
message, your export is ready.
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And then, you just click the Download It
Now link.
| | 02:13 |
Basecamp stores all the information about
your project in a ZIP file.
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The ZIP file has a folder for the project,
and then has folders within that for all
| | 02:27 |
the different items that belong to the project.
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Things like documents you've created,
events you've added to calendars, the
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people, to do lists, and so on.
The third option is to delete a project,
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but you really only want to do that if
you've created it by mistake.
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To delete a project, open it up by
clicking it on the Projects page.
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Then, scroll to the bottom of the Summary
page and click Project Settings.
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On the right side of the page, you'll see
Delete This Project.
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Click that link, and then you have to
confirm, so click OK if you want to delete
| | 03:06 |
the project.
Now, you can see that the project is no
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longer on the projects page.
If the problem is that you deleted a
| | 03:15 |
project and didn't intend to, you can
bring it back.
| | 03:20 |
Down at the bottom of the Projects page,
click the Trash can link.
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And then, point to the item for the
deleted project, and you'll see a message
| | 03:29 |
that it was deleted.
You can just bring it back.
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Now, the project is back on the Projects page.
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Keep in mind you only have 30 days to
bring something back that you deleted.
| | 03:43 |
When you're done with the project,
archiving it for future reference is your
| | 03:47 |
best bet.
Exporting a project is great for saving a
| | 03:51 |
project on your computer, but you can't
reimport it.
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Deleting is another option if you created
a project by mistake,
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3. Managing Your TeamAdding people to your Basecamp account| 00:00 |
If you work with the same people on
multiple projects, the quickest way to get
| | 00:03 |
them on board is to invite them to your
Basecamp account and set up what they're
| | 00:07 |
allowed to do on the site.
To invite people to your Basecamp account,
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click the Everyone link at the top of the page.
| | 00:16 |
Here, you can see the people who are
already on this account.
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And that means the people who have been
invited from this page, as well as people
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who are invited directly to a project.
So, if you want to add people on this
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page, click the Add people link, or the
icon above it.
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Basecamp makes it really easy to add
several people to the account at the same
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time with a step-by-step process.
So, the first step is typing in the e-mail
| | 00:42 |
addresses to the people that you want to invite.
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After you type the first e-mail, you can
either click in the next line or press
| | 00:51 |
tab.
And then, type the next e-mail address.
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You can add as many people as you want,
all at the same time.
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But keep in mind, they all have to share
the same settings because you're going to
| | 01:02 |
set those all on this page.
The next step in the process is to set
| | 01:06 |
which projects the people can access.
So, let's say both of these people work on
| | 01:12 |
the employee policy handbook.
Just turn on the check box and they'll be
| | 01:16 |
assigned to those projects.
You can also set the calendars that the
| | 01:20 |
people can see.
So, if we want them to look at the general
| | 01:23 |
calendar turn that check box on to.
You'll see what you can do with calendars
| | 01:28 |
when we discuss working with Basecamp calendars.
| | 01:32 |
The next step has to do with superpowers.
You don't have to assign people
| | 01:37 |
superpowers.
But for example, if you want someone to be
| | 01:40 |
able to create new projects, turn on the
Can create new projects check box.
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If you want to make people administrators,
turn on that check box.
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But keep in mind, with administrators,
they can not only create projects.
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They can remove people from projects,
remove people from the Basecamp account,
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and even grant admin powers to others.
So, it's really best to only assign
| | 02:03 |
administrator superpowers to people you
really trust.
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After you've selected all the settings,
click Send the invitation.
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And Basecamp e-mails an invitation out to
those people.
| | 02:15 |
And here's the invitation to the Basecamp account.
| | 02:19 |
You'll see how to accept an invite when we
talk about accepting an invitation to a
| | 02:23 |
project.
You will also see how people can add more
| | 02:27 |
information to their records when we talk
about updating a member's personal
| | 02:30 |
information.
Well, back in Basecamp, there are couple
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of easy ways to change the settings for
the people that you invite to the account.
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On the Everyone page, click the Grant
admin and other superpowers link.
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And now, you see a list of all the people
who are on this account and their
| | 02:49 |
superpower settings.
So, if you want to add superpowers to
| | 02:53 |
somebody, just turn on the check box.
For example, in this case, I'll add
| | 02:59 |
Creating Projects to this person, and if
you want to make them an admin, turn on
| | 03:03 |
their admin check box.
If you want them to help with billing for
| | 03:08 |
your Basecamp account, you can turn on the
billion liaison check box as well.
| | 03:12 |
Then, if you change your mind, just turn
the check boxes off.
| | 03:17 |
You can also edit people's access to projects.
| | 03:21 |
So, if you want to change which project
someone can work on, click their name, and
| | 03:25 |
then click the link that has superpowers
and access to projects.
| | 03:31 |
Here you can change the superpowers for
this one person by turning on these check
| | 03:35 |
boxes, or turning them off.
And if you want to change access to
| | 03:39 |
projects, just turn the check boxes on or
off, under projects this person can
| | 03:43 |
access.
So, for example, if I want to add HR
| | 03:47 |
website, just turn that check box on.
If I want to take them off, turn the check
| | 03:52 |
box off, and then confirm it by clicking OK.
| | 03:56 |
If you have a team of people you usually
work with start by adding them to your
| | 04:00 |
Basecamp account.
After that, it's a snap to add more people
| | 04:04 |
or change their access.
You can also add them to projects as
| | 04:07 |
you'll see when we discuss inviting people
to a project.
| | 04:11 |
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| Inviting people to a project| 00:00 |
Most of the time a team of people
collaborate to get a project done.
| | 00:04 |
To make your team members part of project,
you simply invite them to your project,
| | 00:08 |
and you can add others at any time.
To add people to a project, open the
| | 00:14 |
project in Basecamp.
On the Projects page, click the project
| | 00:18 |
name.
Then, on the Project Summary page, click
| | 00:22 |
Invite more people.
On the right, you see all the people who
| | 00:27 |
are already part of the project.
And on the left, you can type the names or
| | 00:31 |
e-mail addresses of other people you want
to invite.
| | 00:35 |
For example, if I start to type somebody's
name you can see that Basecamp will show
| | 00:39 |
any matching names or e-mail addresses.
If that's the person that you want, just
| | 00:44 |
click that and it adds it to the line.
Then, click the next line or press tab,
| | 00:50 |
and type another name or e-mail address.
If you want to add somebody else, click
| | 00:56 |
the next line.
One of the things you'll notice, if you're
| | 01:00 |
inviting people to the project who aren't
part of your Basecamp account, you'll see
| | 01:04 |
a link about deciding who can create new projects.
| | 01:08 |
And this has to do with superpowers, but
we'll skip that for now.
| | 01:13 |
After you've invited everyone, you can
change their settings, as you'll see when
| | 01:16 |
we talk about adding people to your
Basecamp account.
| | 01:20 |
Also, if you decide that you don't want
someone as part of the project, you can
| | 01:24 |
remove them from this list before you
invite them.
| | 01:28 |
Just click the x in the gray circle.
If you want to include a message to the
| | 01:33 |
people, type it in the box.
Then, click Send invitation.
| | 01:41 |
You'll see that the people you invite
immediately appear on the right as part of
| | 01:44 |
the project.
Now, let's say some time goes by and
| | 01:48 |
somebody still hasn't accepted your invitation.
| | 01:52 |
Well, maybe they've been travelling and
they didn't see the first invite, so you
| | 01:56 |
can always remind them to accept the
invitation by clicking the Send another
| | 01:59 |
invitation link.
And then, Basecamp will send out another
| | 02:04 |
e-mail.
Whenever you invite people to a project,
| | 02:07 |
Basecamp e-mails invitations to them.
You'll see how to accept an invitation
| | 02:12 |
when we talk about accepting invitations
to Basecamp or projects.
| | 02:17 |
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| Removing people from a project or your Basecamp account| 00:00 |
Suppose someone is no longer a part of a project.
| | 00:03 |
You can turn off their access to that
project, while allowing them to continue
| | 00:06 |
working on other projects.
You can also remove someone from your
| | 00:10 |
Basecamp account, for example, if they
take a job somewhere else and don't work
| | 00:14 |
with you at all.
If you want to remove somebody from a
| | 00:18 |
project, go to the Project's page.
And then Open the project.
| | 00:23 |
Just click the name of the project like
Employee Policy Handbook.
| | 00:28 |
Even though we're removing somebody from
the project, you still click the Invite
| | 00:31 |
more people link.
On the right side of the page, you see all
| | 00:36 |
the people who were on the project.
So if you want to remove somebody, find
| | 00:40 |
them in the list, and then click Remove.
You also have to confirm that you want to
| | 00:46 |
remove them from the project.
So if you do, click Remove.
| | 00:50 |
And they disappear from the list.
Also if they log into base camp they'll no
| | 00:57 |
longer see that project on their projects page.
| | 01:00 |
On the other hand if you want to remove
somebody from the Basecamp account so they
| | 01:05 |
don't have access to any projects.
Go to the Everyone page up at the top of
| | 01:10 |
the Basecamp page click the Everyone link
then click the Persons icon.
| | 01:16 |
Up at the top right, you see this link
with superpowers and access to projects.
| | 01:21 |
Click that link, and then you'll see a
link that says Remove this person
| | 01:25 |
completely from Basecamp.
So click that link and once again you have
| | 01:29 |
to click OK, to confirm that you want them
off of the base camp account.
| | 01:36 |
(SOUND).
And now, the list of everyone on the
| | 01:38 |
account does not include Tessa.
Removing someone from a project means they
| | 01:44 |
can no longer access that project.
But they can still work on other ones they
| | 01:48 |
belong to.
If you aren't going to work with someone
| | 01:51 |
anymore, you can remove them from your
Basecamp account completely.
| | 01:55 |
| | Collapse this transcript |
| Organizing people by company or group| 00:00 |
Say you work with the same group of people
on project after project.
| | 00:04 |
You probably want to add all those people
to a project or discussion at once.
| | 00:10 |
In Basecamp companies and groups help you
do just that.
| | 00:14 |
To set up a company or group in Basecamp
go to the Everyone page.
| | 00:18 |
Up at the top of the Basecamp page click
the Everyone link.
| | 00:22 |
Then you'll see the link for making a
company at the bottom of the page.
| | 00:26 |
One thing you want to do before you create
a company is add everyone to Basecamp.
| | 00:32 |
You'll see how to get people into Basecamp
when we talk about adding people to your
| | 00:35 |
Basecamp account.
Once people are in Basecamp, click the
| | 00:39 |
Make a Company link.
Name the company as highlighted so you can
| | 00:43 |
just type in the name of the company.
Then you type the names or email addresses
| | 00:49 |
of the people that you want to add to the company.
| | 00:52 |
When I start typing Basecamp looks for any
matching entries that are in the Basecamp
| | 00:56 |
account.
And in this case it found one and if
| | 01:00 |
that's the person I want to add.
Just click that to add it to the list.
| | 01:05 |
Click another line and you can add more
people, and if they're in the Basecamp
| | 01:09 |
account you can just click what base camp
shows and add them very quickly.
| | 01:15 |
Once you have the people who belong to the
company click Create the Company.
| | 01:22 |
And now you see that the company is added
to your Basecamp account.
| | 01:26 |
You can also create a group within the company.
| | 01:29 |
These groups can represent department or
even small work teams.
| | 01:34 |
So click the Add a group link and then
type the name of the group in this case
| | 01:37 |
IT.
To add people to this group just turn on
| | 01:42 |
their checkboxes.
And then click Create the group.
| | 01:45 |
If you want to add another group click the
Add another group link, and just do the
| | 01:50 |
same steps.
Name the group and choose the people that
| | 01:53 |
you want to be part of that group.
You can also Edit or Delete companies and
| | 01:58 |
groups.
For example, if you want to Edit the
| | 02:01 |
training experts company, here you see
that I typed the name of the company
| | 02:04 |
wrong.
Just click the company name, then on the
| | 02:08 |
page for the company, click the company
name again.
| | 02:12 |
And you can make the edit to the name.
You see the people who belong to the
| | 02:18 |
company.
If you want to add more people for example
| | 02:21 |
after you've hired a few more employees.
Just type their name or email addresses
| | 02:25 |
and click Add to company.
If you decide to delete a company, click
| | 02:30 |
the Delete this company link up at the top right.
| | 02:34 |
Instead, lets Save the changes and see how
you use a company to add people to a
| | 02:37 |
project.
So go back to the Projects page.
| | 02:42 |
In this case we're going to open the
Training Videos project.
| | 02:47 |
So to invite people to this project, on
the Summary page click Invite more people.
| | 02:52 |
And now instead of typing an individual's
name, I start to type the Training
| | 02:56 |
Expert's company name.
Well, Basecamp shows that it found that
| | 03:01 |
company name so it displays the entry.
I click it and what happens is Basecamp
| | 03:06 |
adds the company, but in the lines below
the company name, individuals who belong
| | 03:10 |
to that company are indented.
If you don’t want to add everybody from
| | 03:15 |
the company, you can always remove someone
after you’ve added the company.
| | 03:21 |
Just click the x in the gray circle, to
remove one of the people.
| | 03:26 |
Then, to send the invitation, click Send invitation.
| | 03:30 |
Setting up companies and groups within
them, means you can easily add people to
| | 03:34 |
projects, or include them in discussions.
| | 03:37 |
| | Collapse this transcript |
| Accepting an invitation to a project| 00:00 |
If you receive an invitation to Basecamp
or to a specific project, you have to
| | 00:04 |
accept it before you can join the project fun.
| | 00:08 |
Well here's somebody's email account.
Now you can see that there's an email
| | 00:12 |
inviting them to a project.
So you Open the email.
| | 00:16 |
The email tells you who invited you to the
project and which project you're invited
| | 00:20 |
to.
You can see the information about the
| | 00:24 |
project, its name and the description.
Also, if you happen to think that the
| | 00:29 |
invitation is a mistake, you can email the
person who invited you by clicking the
| | 00:33 |
email link right in the message.
But if you want to accept the invitation,
| | 00:39 |
click the link Accept this invitation to
get started.
| | 00:44 |
Your browser opens up a new window, so you
can actually sign in to Basecamp.
| | 00:49 |
If you already have an account, you can
click skip this step and go ahead and sign
| | 00:53 |
in.
But if you don't have an account, you just
| | 00:57 |
have to fill in a few fields and then you
can move on to getting in to Basecamp.
| | 01:03 |
So you fill in your First name, fill in
your Last name and then Choose a Password.
| | 01:09 |
You have to repeat your password to make
sure that you typed it right and then
| | 01:13 |
click OK, let's go and you're all ready to
go to your account so just click Continue.
| | 01:22 |
And that takes you into Basecamp, and you
can see the project that you accepted the
| | 01:26 |
invitation to.
Now that you've accepted the invite, you
| | 01:29 |
can start working on the projects you
belong to.
| | 01:32 |
| | Collapse this transcript |
| Updating your personal information and settings| 00:00 |
Each person with a log in to a Basecamp
account can setup their personal
| | 00:04 |
information like their Name, Email Address
and Time Zone.
| | 00:08 |
Basecamp users can also specify a few
settings like which projects send email
| | 00:12 |
notifications and what types of messages
are sent out.
| | 00:18 |
So once you join Basecamp, to set up your
personal settings, click the Me link at
| | 00:21 |
the top of the page.
Then the summary page for your log in
| | 00:26 |
appears.
To change your personal information, click
| | 00:30 |
the Update your personal info link.
To upload your photo click Choose File.
| | 00:37 |
Then select the photo that you want to
upload and click Open.
| | 00:41 |
If you want to change your First name
maybe to put in a nickname you can do
| | 00:46 |
that, or you can edit it.
If you need to change your Last name you
| | 00:51 |
can make that change.
And if you get a new email you can also
| | 00:54 |
change that in the Email address box.
Then choose the Time zone that you work
| | 00:59 |
in.
If you want to change your Username and
| | 01:04 |
Password, you can do that as well.
But if you change your Password, you're
| | 01:08 |
going to also have to retype it in the
Confirm password box.
| | 01:11 |
Then when you finished making your
changes, click Save changes.
| | 01:18 |
The other thing you can do is change some
of the Basecamp settings for your log in.
| | 01:22 |
Click my Basecamp settings.
Initially base camp uses the same email
| | 01:26 |
that you used for your login for your
Basecamp email notifications.
| | 01:32 |
Let's say you want to have your Basecamp
e-mail notifications go to a different
| | 01:35 |
address.
Type it into this box and then click Save.
| | 01:40 |
Initially, Basecamp sets up your log in so
that you get e-mail notifications from all
| | 01:44 |
the projects you belong to.
If you only want to get email
| | 01:48 |
notifications from some projects, select
the second option.
| | 01:52 |
In this case, there's only one project.
So you can turn the checkbox off or on.
| | 01:58 |
But if you have several projects, click
Select all to choose all of them, click
| | 02:03 |
Select none to remove them all.
There are two more options.
| | 02:09 |
The first one is turned on initially and
what that does is it sends you an email.
| | 02:14 |
When somebody completes a to do that you
added to Basecamp.
| | 02:18 |
But if you don't want to see those
notifications, you can turn the checkbox
| | 02:21 |
off.
And then the last setting has to do with
| | 02:24 |
what's called the daily recap.
Daily recap is an email that you get every
| | 02:29 |
morning that shows what happened the day
before in all your projects.
| | 02:33 |
So it's a really great way to stay on top
of what's going on.
| | 02:37 |
But if you don't want to get that email
because you're going to go into Basecamp
| | 02:41 |
everyday anyway, turn the checkbox off.
That's all you have to do.
| | 02:46 |
Now your account is set up.
Anytime you want, you can change your
| | 02:51 |
personal information for your Basecamp
login and specify settings for the email
| | 02:55 |
notifications that Basecamp sends you.
| | 02:58 |
| | Collapse this transcript |
|
|
4. Handling WorkCreating a to-do list| 00:00 |
To keep track of the tasks in a project,
you can create To-Do Lists.
| | 00:04 |
How you organized task with To-Do Lists is
up to you.
| | 00:08 |
For example, you can create To-Do List for
each project deliverable, for each person
| | 00:12 |
working on the project, and so on.
To add a To-Do List, open the project that
| | 00:17 |
you want to work on.
In this case, live training.
| | 00:22 |
If this project didn't have any to-do
lists, to the right of the add the first
| | 00:25 |
label, you would see a link, to-do list.
However, you can actually work on to-do
| | 00:31 |
lists right on the Summary page.
Scroll down to the section To-Do Lists.
| | 00:37 |
And if you want to a new list, click Add a
to-do list.
| | 00:42 |
Then, just type the name of the list.
If you want to put your to-do list in
| | 00:47 |
order, like an outline, you can put a
number at the beginning of the name.
| | 00:53 |
Then, click Save and start adding to-dos.
A new to do appears, so you can start
| | 00:59 |
typing.
That's completely optional.
| | 01:02 |
You can add your actual project tasks
later on.
| | 01:05 |
And you'll see how to set up a new project
task when we discuss adding to-dos.
| | 01:11 |
If you want to go to the To-do's page, on
the Summary page, click To-do lists, and
| | 01:15 |
then you'll see a page that has all of
your lists on one place.
| | 01:21 |
If you're on this page, you can still add
a new to-do list by clicking Add a to-do
| | 01:25 |
list.
Then, type in the title, just like you did
| | 01:29 |
before.
And click Save and start adding to-dos.
| | 01:33 |
You can edit or delete lists as well.
For example, if you want to delete one,
| | 01:39 |
point at its name, and then click the
Trash can.
| | 01:43 |
You'll have to confirm.
But in this case, I want to edit this one.
| | 01:47 |
So, I click Edit.
And then, make the change that I want in
| | 01:50 |
the title, and you can actually also add a description.
| | 01:54 |
Then, click save changes.
You can also rearrange the lists in your
| | 02:02 |
project.
So, for example, just drag the name to the
| | 02:06 |
new position and Basecamp moves it.
There are a couple of other things that
| | 02:11 |
you can do as well.
If you want to move or copy a list, you
| | 02:15 |
have to look at that list.
So, click its name.
| | 02:19 |
And then, on the page that shows the
list,and the project tasks within it,
| | 02:22 |
you'll see a couple of links on the right side.
| | 02:26 |
Edit and delete do the same things as Edit
in the trashcan icon, but you can also
| | 02:31 |
move a list to another project.
Click the link, and then click the down
| | 02:37 |
arrow, and you can see you can actually
start a new project based on this to-do
| | 02:42 |
list, or you can move it to another project.
| | 02:47 |
If I change my mind, just click the Never
mind link.
| | 02:50 |
The other thing you can do as you can copy
a list to another project which is a
| | 02:54 |
really great way to jump start a project.
Click the copy link, and then click the
| | 03:00 |
down arrow to choose the project.
Just like with move, you can start a new
| | 03:05 |
project based on this copy.
You can copy the list to another project,
| | 03:09 |
or you can even create a copy within this project.
| | 03:13 |
Which is also a quick way to start another
to-do list.
| | 03:17 |
In this case, we'll actually create a copy
in the training videos project.
| | 03:22 |
Now, the project tasks in this list, have
people assigned, and dates assigned as
| | 03:26 |
well.
So, there are a couple of things that you
| | 03:28 |
can do with this.
If there are comments, you can include the
| | 03:32 |
original comments.
You can also keep the original to do
| | 03:36 |
assignments, and that means that these
people will be assigned to the list in the
| | 03:40 |
other project.
And the last check box, preserve original
| | 03:45 |
due dates, if the dates are going to occur
at the same time you turn this check box
| | 03:49 |
on.
But chances are the other project might
| | 03:53 |
start later or at a different time.
So, you'd want to turn this check box off,
| | 03:57 |
so you can set the dates for those copies
of to-do's.
| | 04:01 |
Once you've chosen all your settings, just
click Copy this to-do list.
| | 04:07 |
If you want to see the copied list, click
the link, see it in its new location.
| | 04:12 |
And there is the list in the training
videos project.
| | 04:16 |
To-do lists are a great way to keep track
of the work in your projects.
| | 04:19 |
| | Collapse this transcript |
| Creating to-dos for project tasks| 00:00 |
If you've identified all your project
tasks upfront you can create To-do lists
| | 00:04 |
and add tasks to them without skipping a beat.
| | 00:07 |
If you identify more work you can jump
back in and add more tasks to your lists.
| | 00:13 |
To get started with To-do's open the
project that you want to work on.
| | 00:16 |
And you can see the to-do list that you
have on the Summary page.
| | 00:21 |
You can work on your To-do lists and tasks
right here if you want.
| | 00:26 |
So, to create a new To-do list, click Add
a to-do list, and type the name.
| | 00:34 |
Then click Save and start adding to-dos.
Basecamp automatically displays a blank
| | 00:38 |
line so you can add your first to-do.
You can type the name and then click Add
| | 00:44 |
this to-do and you get the next blank line
for your next task.
| | 00:50 |
That's all you have to add, but you can
also assign someone and set a due date.
| | 00:55 |
If that's what you want to do click the
Unassigned button.
| | 01:00 |
Then to assign somebody, click the down
arrow, and choose the person you want to
| | 01:04 |
assign.
If you want to set a due date, move around
| | 01:08 |
the calendar and find the date that you
want, and then click it.
| | 01:14 |
Now you can see the person assigned and
the date the task is due.
| | 01:19 |
To add another to do click Add this to do.
Go ahead and type the name of the next
| | 01:24 |
task.
You can also press Enter to get the next
| | 01:28 |
blank line.
(SOUND), As you can see its really easy to
| | 01:32 |
create a whole list of tasks very quickly.
When the list is finally done click I'm
| | 01:38 |
done adding to-dos.
And it closes that last blank line.
| | 01:43 |
You can also add to-dos at any time you want.
| | 01:46 |
For example, if we want to add another
to-do to the proposal to-do list, click
| | 01:50 |
Add a to-do under that list.
Type the name of the task and click Add
| | 01:57 |
this to-do.
You can rearrange everything in your to-do
| | 02:01 |
list at any time you want.
The tasks within the lists or the lists
| | 02:05 |
themselves.
For example, we want to move edit content
| | 02:09 |
before revised content.
So just drag it into the new position and
| | 02:14 |
drop it there.
Or if we want to move prepare content item
| | 02:17 |
number two, just drag it underneath item
number one.
| | 02:22 |
And now it's in a new location.
You can also edit and delete to-do's very
| | 02:26 |
easily.
Just point at the task name and if you
| | 02:30 |
want to edit it click Edit.
If you need to make any edits to the name
| | 02:35 |
you can do that.
Or of you want to assign somebody click
| | 02:38 |
the Unassigned button.
In this case I'm going to Cancel.
| | 02:42 |
Because I really want to delete this one.
So just click the trash can.
| | 02:47 |
And then you have to confirm the delete by
clicking OK.
| | 02:51 |
And the task disappears.
If you have a lot of lists and a lot of
| | 02:55 |
tasks you can also look at them on a
dedicated page.
| | 02:59 |
To do that, on the summary page you can
either click the link at the top that says
| | 03:04 |
To-do's.
Or you can click the To-do lists label
| | 03:08 |
which is actually a link.
And here are the lists and tasks on a
| | 03:12 |
dedicated To-do lists page.
Everything works exactly the same on this
| | 03:17 |
page as it does on the Summary page.
Basecamp makes it easy to add project
| | 03:22 |
tasks one after the other.
After you have tasks in place, you can add
| | 03:28 |
more, edit the ones you have, put them
into the right order, or delete tasks you
| | 03:32 |
don't need.
| | 03:34 |
| | Collapse this transcript |
| Filtering to-dos by person or due date| 00:00 |
During a project you often need to track
down specific tasks, like the ones a team
| | 00:04 |
member works on or to see tasks that
should be done soon.
| | 00:08 |
You can filter To-dos based on who’s
assigned or when they’re due.
| | 00:13 |
So go ahead and open the project that you
want to work on.
| | 00:16 |
Then to look at all your project tasks,
either click the link at the top that says
| | 00:20 |
To-dos, or click this label, To-do lists,
which is actually a link.
| | 00:26 |
On the To-do lists page, you can see all
your lists and your tasks.
| | 00:32 |
But you also have filter boxes on the right.
| | 00:34 |
So let’s say you want to find the tasks
assigned to somebody.
| | 00:38 |
Click the down arrow in the Anyone box,
and then choose the person that you
| | 00:42 |
want to see.
And now the list shows only the tasks
| | 00:46 |
assigned to that person.
You can tell that a filter is applied by
| | 00:50 |
this yellow bar at the top.
And it says, Showing to-dos assigned to
| | 00:55 |
this person.
If you want to go back to the full list,
| | 00:59 |
click Show All To-dos.
If you want to filter by due date, then
| | 01:03 |
click the down arrow in the Anytime box.
You'll see different entries in this menu,
| | 01:09 |
depending on when tasks are due.
So for example, there is a task due today,
| | 01:14 |
so you see the Today entry.
And you can click that to see that one
| | 01:18 |
task that's due.
That's the same task that's due this week,
| | 01:23 |
so you see that entry as well.
This project has several that occur in the
| | 01:28 |
future so click Later to see those.
The last entry here in the past represents
| | 01:35 |
tasks in Basecamp that are due in the past
but aren't yet marked as complete, so
| | 01:39 |
right now they're overdue.
The filters that you apply stay in place
| | 01:46 |
even if you jump to a different project
and then come back.
| | 01:50 |
So, if your list looks awfully short,
don't worry.
| | 01:54 |
Just look for the yellow bar and if it
shows that there are filters applied,
| | 01:57 |
click the Show all To-do's link and you'll
get your full list back.
| | 02:02 |
You can quickly filter the tasks that
appear in your to-do lists by the person
| | 02:06 |
assigned, by the due date, or both.
| | 02:09 |
| | Collapse this transcript |
| Marking a to-do as complete| 00:00 |
When a project task is complete, you can
flag that accomplishment in Basecamp, so
| | 00:04 |
everyone knows it's done.
Completed tasks no longer appear in their
| | 00:09 |
to-do lists, but you can look at all of
them any time you want.
| | 00:13 |
That way, you can admire the progress
you've made.
| | 00:16 |
To mark project tasks as done, open the
project you want to work on.
| | 00:21 |
Scroll down to look at your to do list and
tap on the summary page.
| | 00:24 |
These checkboxes to the left of the name
are how you mark them, the bar task as
| | 00:25 |
complete.
So if you want to change it to complete,
| | 00:27 |
just turn on the check box.
The task disappears from the to do list
| | 00:33 |
but you see it just down below.
It's marked as complete.
| | 00:42 |
It shows it was completed, who finished
it, and the day that they finished it.
| | 00:48 |
You can also mark tasks complete on the
To-do List page.
| | 00:52 |
To get to that page, click To-do Lists.
And here you see that the other task that
| | 00:56 |
we marked as complete is no longer there.
So let's say we want to mark another one
| | 01:01 |
as complete.
Click the checkbox just as you did on the
| | 01:04 |
summary page.
It disappears from the list, but you see
| | 01:08 |
that it was completed.
If you want to see all of your completed
| | 01:12 |
to-dos, click the See Completed To-dos
link on the right side of this page.
| | 01:17 |
And now you see a list of everything
that’s been done.
| | 01:20 |
And it shows up based on the day that it
was finished and it shows the to do list
| | 01:24 |
that it came from.
So let's say that the status report was a
| | 01:28 |
little optimistic and actually a task
isn't done yet.
| | 01:33 |
Just click the task name and you'll see
that it comes up on a page of its own.
| | 01:38 |
There is a strikethrough through the name
to show that it's complete, but there is a
| | 01:42 |
checkbox with the check mark.
So to change it back to incomplete just
| | 01:47 |
turn off the check-box.
Strike through those away and it's back on
| | 01:51 |
the list.
So, click "see all to-do lists" and now
| | 01:55 |
you see that the task is back on the list.
It's easy to cross completed tasks off
| | 02:01 |
your list in Basecamp.
After that, you can quickly switch between
| | 02:05 |
seeing completed tasks, and the ones that
remain.
| | 02:09 |
| | Collapse this transcript |
|
|
5. CommunicatingHaving discussions with others| 00:00 |
Projects usually include lots of
interaction between team members.
| | 00:03 |
So, it's no surprise that there's a lot to
talk about while a project is underway.
| | 00:09 |
In Basecamp you can start discussions
about any aspect of a project.
| | 00:13 |
To get started open the project that you
want to work on.
| | 00:17 |
In this case the project doesn't have any
discussion so, you click the Discussion
| | 00:21 |
link to the right of the Add the first label.
| | 00:25 |
When you see the form you're ready to type
the subject for the discussion.
| | 00:32 |
(SOUND).
After you type the subject click in the
| | 00:34 |
box where it says Type your message here.
(SOUND) And then type your message.
| | 00:39 |
You can format the contents of your discussion.
| | 00:44 |
Select the text, you can Bold it, you can
apply Italic, you can create Bullet lists
| | 00:50 |
or Numbered lists.
You can even add Hyperlinks.
| | 00:56 |
It's also really easy to add files to a discussion.
| | 01:00 |
You can Drag and Drop them into this box
here, or you can click the select files
| | 01:03 |
from your computer link.
Then select the file that you want to add,
| | 01:10 |
an click Open.
An now the file is attached to this
| | 01:13 |
discussion.
Basecamp automatically selects the option
| | 01:17 |
to email a notification to everybody on
the project.
| | 01:21 |
If you want to choose who gets an email,
select the option for Let me choose and
| | 01:25 |
then turn on the checkboxes for the people
you want to email.
| | 01:33 |
On the other hand, if you don’t want to
send out email notifications, choose the
| | 01:36 |
last option, Don’t email anyone.
And then click Post this message.
| | 01:44 |
Now I want to go back to the summary page,
you can see that there's a Discussion
| | 01:47 |
section, and the discussion is there.
To add another discussion, click the Post
| | 01:53 |
a new message button.
Once again, you type the subject for the
| | 01:58 |
discussion.
And then type the body of the message.
| | 02:03 |
(SOUND) I'm not going to email anybody so
I select the option for that and then
| | 02:08 |
click post this message.
Now, the Discussion section has both of
| | 02:16 |
these topics.
Well once a discussion is in place it's
| | 02:19 |
not much of a discussion unless other
people comment on it.
| | 02:23 |
So you can add comments any time you want.
Click the link on the Summary page and
| | 02:28 |
then, in the Add a comment box, type your comment.
| | 02:32 |
Just as you did before, you can attach
files to the comment if you want.
| | 02:39 |
You can select the people to notify with email.
| | 02:42 |
And when you're done with that click Add
this comment.
| | 02:46 |
Now you have the Discussion as well as a Comment.
| | 02:50 |
You can also start talking about other
aspects of the project.
| | 02:54 |
So for example you can add a discussion on
a To-do.
| | 02:58 |
On the Summary page click the task that
you want to discuss.
| | 03:02 |
On the page that opens there's an Add a
comment box.
| | 03:05 |
So, click it and type your message.
(SOUND) Below the box it shows who the
| | 03:12 |
comments going to be emailed to.
If you want to change that click the
| | 03:15 |
Change link.
Turn checkboxes off to take people off of
| | 03:19 |
the email notification.
Or if you do want to send emails, turn the
| | 03:23 |
checkboxes back on.
You can also click Select all, or Select
| | 03:28 |
none.
And then click Add this comment.
| | 03:33 |
You can also discuss files that are
attached to a project.
| | 03:36 |
The easiest way to get to a file is to
click the File link at the top of the
| | 03:39 |
project summary page.
Then when you see the list of files, to
| | 03:45 |
discuss a particular file, click its Go to
file and discussion link.
| | 03:51 |
As you did before, type your comment in
the Add a comment box.
| | 03:54 |
And click Add this comment.
You can also comment on events on a
| | 04:04 |
Calender.
Go to a Calender, click the Calender link
| | 04:08 |
at the top of the page.
Then click the event that you want to
| | 04:13 |
comment on.
And in the popup form that appears, click
| | 04:17 |
the Discuss this event link.
Then the Add a comment box.
| | 04:22 |
Just type your comment.
Attach any files that you want select the
| | 04:31 |
people you want to notify and then click
Add this comment.
| | 04:37 |
Discussing a project or items within it is
really easy within Basecamp.
| | 04:42 |
Just type your comment and post it.
| | 04:43 |
| | Collapse this transcript |
| Working with discussions and comments| 00:00 |
Staying on top of what people are talking
about is easy because Basecamp discussions
| | 00:04 |
appear near the top of each Project
Summary page.
| | 00:08 |
In addition to reviewing discussions, you
can edit or delete them or even move or
| | 00:12 |
copy them to another project.
So, go ahead and open the project that you
| | 00:17 |
want to work on, and you can see the
discussions for the project on the Summary
| | 00:20 |
page.
If you want to go to the Discussion page
| | 00:23 |
to see just your discussions, click the
Discussions link up at the top of the
| | 00:27 |
Summary page.
Or you can click the Discussions label,
| | 00:31 |
which is actually a link.
Then you see a list of all the discussions
| | 00:36 |
in the project.
And on the right side, you see the number
| | 00:40 |
of comments for each discussion, as well
as when the last one was made.
| | 00:44 |
To view a discussion, click its name.
Then you see the discussion as well as all
| | 00:50 |
of the comments.
You can edit or delete comments.
| | 00:54 |
So, for example, if you want to edit a
comment, click the Edit link.
| | 00:58 |
And then, type any change you want.
Or if you want to delete a comment, click
| | 01:09 |
its Delete link, and then click OK to confirm.
| | 01:14 |
You can also edit or delete the discussion itself.
| | 01:18 |
So, for example, if we want to edit this
typo, click the Edit link, and then make
| | 01:24 |
the change and click update this message.
On the other hand, if you want to delete
| | 01:31 |
the entire discussion, click the Delete link.
| | 01:35 |
And then, click Delete this message to confirm.
| | 01:39 |
You still see the discussion in the list,
but if you click its link again, you'll
| | 01:43 |
see this red box that says the message was deleted.
| | 01:49 |
If you want to bring it back, just click
the Bring it back link or if you want to
| | 01:52 |
toss it for good, click Permanently delete it.
| | 01:56 |
In this case, I'm going to bring it back
to the project.
| | 01:59 |
You can also move or copy discussions.
So, if this discussion is in the wrong
| | 02:04 |
project, click the Move link, then click
the down arrow.
| | 02:09 |
You can move it to a new project or to an
existing project.
| | 02:14 |
If you decide not to move it, click the
Never mind link.
| | 02:18 |
You can also copy it by clicking the Copy link.
| | 02:22 |
Then, click the down arrow.
And, for example, if you want to kick off
| | 02:26 |
a new project with this discussion, let's
say it's just a kick off message, click
| | 02:30 |
Start a new project.
Or, if you want to copy it to a different
| | 02:35 |
project, choose that project.
If you're using it as a template, leave
| | 02:40 |
the include original comments check box
turned off.
| | 02:44 |
That way, you get the discussion but you
won't get the comments.
| | 02:47 |
But if you do want the comments, turn the
check box on, and then click Copy this
| | 02:51 |
message.
Then, to see the discussion in its new
| | 02:56 |
project, click the See it in its new
location link.
| | 03:01 |
And here we are in the other project and
the entire discussion is there.
| | 03:05 |
A Project Summary page shows the
discussions with the most recent activity.
| | 03:10 |
If you want to read the whole story or
modified discussions or comments, the
| | 03:13 |
Discussions page is the place to be.
| | 03:16 |
| | Collapse this transcript |
| Keeping others in the loop| 00:00 |
People who aren't part of a project, or
even your Basecamp account, often need to
| | 00:03 |
know about what's going on in your projects.
| | 00:07 |
You can include them in discussions or
notify them of events, even if they aren't
| | 00:11 |
part of your project or Basecamp account.
So, open the project that you want to work
| | 00:17 |
on, and let's say that you have a
discussion and you need somebody's
| | 00:20 |
opinion.
So, click the link for that discussion.
| | 00:26 |
Then, you can add your comment in the Add
a comment box.
| | 00:30 |
So, in this case, we're going to ask for
Mark's opinion about live training.
| | 00:34 |
The thing is, in this case, Mark isn't
part of this project.
| | 00:44 |
So, to loop him into the discussion, click
the Loop in someone who isn't on the
| | 00:47 |
project link.
Then, you can type in their name or e-mail
| | 00:52 |
address.
So, I start to type and Basecamp finds a
| | 00:56 |
matching entry.
Mark is actually part of the account, but
| | 01:00 |
not part of this project.
Click the name in the drop down list and
| | 01:04 |
Basecamp adds the name to the loop in.
Then, click add this comment.
| | 01:11 |
So, here's the email from the discussion
in the e-mail account.
| | 01:16 |
In the e-mail message, you see the project
that the discussion comes from.
| | 01:21 |
The discussion name and the latest
comment, but the e-mail actually includes
| | 01:25 |
the entire history of the conversation.
So, the person can see everything that
| | 01:31 |
everybody has said so far.
If the person replies, the response is
| | 01:36 |
added to the thread in Basecamp.
So, let's add a reply.
| | 01:48 |
Now, back over in Basecamp, scroll down to
the end, and you can see that the reply
| | 01:50 |
came in from the e-mail.
Keep in mind that even though this person
| | 01:54 |
could send a reply and it shows up in
Basecamp, they still can't open your
| | 01:59 |
project or access your Basecamp account.
You can also loop people in on events.
| | 02:10 |
To do that, click the link for the project
name, to go to its Summary page.
| | 02:14 |
And then, at the top of the Summary page,
click the dates link.
| | 02:21 |
Next to the dates label, click Add a new event.
| | 02:26 |
You can name the event, choose a date.
And because the person isn't in this
| | 02:31 |
project, click the Loop in someone who
isn't on the project link.
| | 02:38 |
As you start to type names, if Basecamp
finds a matching entry, it shows it in a
| | 02:42 |
drop down list.
And if that's the one you want, click it
| | 02:46 |
to add them to the list.
And then, click Add this event.
| | 02:51 |
Back over in the e-mail account, there is
an e-mail with the announcement for the
| | 02:55 |
meeting.
If I click that link, you can see the
| | 02:58 |
project that the event comes from.
The date and what the event is.
| | 03:04 |
You can include people outside of your
project or Basecamp account in
| | 03:08 |
discussions, to get their opinions or keep
them informed.
| | 03:12 |
They get e-mails with the info you send.
But they don't have access to your project
| | 03:17 |
or account.
| | 03:18 |
| | Collapse this transcript |
| Working with Basecamp through email| 00:00 |
Suppose you want to add something to your
Basecamp project, and all you have access
| | 00:04 |
to is e-mail.
No problem.
| | 00:07 |
You can send e-mails to a Basecamp project
to create discussions, to-do lists and
| | 00:12 |
text documents.
You can also upload files or even forward
| | 00:17 |
an existing e-mail message to your
Basecamp project.
| | 00:22 |
That way, all your project communication
is in one place, your Basecamp project.
| | 00:27 |
To use e-mails to add things to your
projects, the first thing you have to do
| | 00:31 |
is find your project e-mail address.
To do that, go to the Project Summary
| | 00:37 |
page, and scroll down to the bottom.
And click the e-mail content to this
| | 00:41 |
project link.
The email address you see here is
| | 00:45 |
personalized for you.
When you use it to send an e-mail to
| | 00:50 |
Basecamp, Basecamp knows it comes from you
and knows that whatever is in the e-mail
| | 00:55 |
goes to a specific project.
One thing you can do with e-mails is you
| | 01:01 |
can forward an existing e-mail to your
Basecamp project.
| | 01:06 |
To do that, here we are in the e-mail program.
| | 01:11 |
Open up the e-mail that you want to
forward, and use your program to set it up
| | 01:15 |
to forward it.
I'm going to grab and copy the project
| | 01:21 |
e-mail address, and paste it into the to box.
| | 01:27 |
If you want to add a message, you can type
that in the body, then click send.
| | 01:33 |
Back over in Basecamp on the Project
Summary page, you see a forwarded e-mail
| | 01:38 |
link up at the top.
Click that to see your forwarded e-mails.
| | 01:45 |
And here is the e-mail that we just sent.
You can also use an e-mail message to
| | 01:51 |
start a discussion in a project.
To do that, let's go back over to the
| | 01:56 |
e-mail program.
And we'll look at this draft e-mail.
| | 02:05 |
Here you can see in the to box, we have
the project e-mail address and the subject
| | 02:10 |
starts with the word discussion followed
by a colon, and then the name of the
| | 02:14 |
discussion.
In the body of the e-mail, type what you
| | 02:20 |
want to add to the discussion.
And then, send the message.
| | 02:25 |
So now, here we are back in Basecamp, and
now you can see that the discussion is
| | 02:30 |
part of the project.
Click the link to open the discussion and
| | 02:35 |
you can see the content from the e-mail
message we sent.
| | 02:41 |
Keep in mind sometimes it takes a little
while for Basecamp to synchronize with
| | 02:45 |
these e-mails that come in.
So, if you don't see it right away, just
| | 02:49 |
give it a few minutes.
Another thing you can do is you can create
| | 02:53 |
a to do list using an e-mail.
Here's a draft e-mail message setup to
| | 02:58 |
create a to do list.
Once again, the project e-mail address is
| | 03:05 |
sitting in the to box.
In this case the subject starts with to-do
| | 03:11 |
list followed by a colon.
And then, the name of the list.
| | 03:16 |
To add project tasks to the list, you put
those in the body of the message.
| | 03:22 |
As you can see here, each task that you
want to add to the list starts with an
| | 03:26 |
asterisk, followed by a space, and then
the name of the task.
| | 03:32 |
And you can add several if you want.
Then send the message.
| | 03:38 |
Back over in Basecamp on the Project
Summary page, scroll down to the to-do
| | 03:42 |
list section, and here you can see the
list that we added and the three tasks
| | 03:46 |
that were part of it.
Another thing you can do with e-mail is
| | 03:53 |
create a text document.
Here's a draft e-mail message setup for a
| | 03:59 |
text document.
The to box has the project e-mail address,
| | 04:05 |
and in this case the subject starts with
the word document followed by a colon, and
| | 04:09 |
then the name of the document.
Fill in the body of the e-mail with what
| | 04:15 |
you want in the text document, and then
send it.
| | 04:21 |
To see the text document, click the link
up at the top of the Project Summary page
| | 04:24 |
that says Text document.
And here you can see the document that we
| | 04:29 |
sent through the e-mail shows up.
If you click the link, here's the contents
| | 04:35 |
that was in the body of the e-mail message.
| | 04:40 |
One other thing you can do is attach files
to a program using an e-mail message.
| | 04:45 |
The e-mail message to attach files is just
a little different than the others.
| | 04:50 |
It still has the project e-mail address,
but the subject is just the word files.
| | 04:56 |
What you do is you attach the files you
want to put in the project to the e-mail
| | 05:00 |
message.
So you don't have any kind of text in the
| | 05:04 |
body of the message, but here you can see
I have three files attached.
| | 05:10 |
And then, send the message to Basecamp.
To see the files in this project, up at
| | 05:16 |
the top of the Project Summary page, click
the Files link.
| | 05:21 |
And here you can see there are the three
files that I sent in the e-mail.
| | 05:26 |
And they show is attaching to the project today.
| | 05:31 |
Forwarding e-mails to Basecamp is a great
way to get a conversation back into
| | 05:34 |
Basecamp.
And if you're out and about, you can
| | 05:37 |
easily add items to a project with a quick
e-mail from your mobile device.
| | 05:42 |
| | Collapse this transcript |
|
|
6. Working with FilesUploading and downloading files| 00:00 |
As you flush out a project, you ususally
create all sorts of files like requiremnts
| | 00:04 |
documents, cost spreadsheets, work
checklist, invoices, diagrams and so on.
| | 00:11 |
With Basecamp, you can store all of your
project files in one place and share them
| | 00:14 |
with your teammates.
To add a file to a project, click the File
| | 00:19 |
link at the top of the Project Summary page.
| | 00:23 |
Here the link says one file because
there's already one file attached to this
| | 00:27 |
project.
When I click the link the All files page
| | 00:30 |
appears and you can see the file its
already attached.
| | 00:34 |
If you want to add more files click the
Upload files button.
| | 00:38 |
You can Drag and Drop files right into the box.
| | 00:42 |
Or if you want, click the Select files
from your computer link.
| | 00:49 |
Then you can select the files that you
want to add and click Open.
| | 00:53 |
And you’ll see the files in the box.
If you want to tell people that you’ve
| | 00:57 |
uploaded the files, you can turn on
checkboxes to send them an email
| | 01:00 |
notification.
Then click Upload.
| | 01:07 |
And now you see the file's a part of the project.
| | 01:10 |
If you want to add a comment to a file,
click its Go to file and discussion link.
| | 01:17 |
Then type the comment in the Add a comment box.
| | 01:22 |
And click Add this comment.
You'll see how to add a comment about a
| | 01:27 |
file when we talk about adding discussion
threads and comments.
| | 01:32 |
And when we go over adding comments you'll
also see how to attach a file to a
| | 01:36 |
comment.
Once you have files attached to a project
| | 01:40 |
other people can download those files to
their computers.
| | 01:44 |
So if you want to download a file, click
its Download link.
| | 01:50 |
At the bottom of the page, you'll see the
file, that you downloaded.
| | 01:54 |
Click the down arrow.
And if you want to see it, in the folder
| | 01:57 |
on your computer, choose Show in Folder.
Or if you want to open it directly in a
| | 02:02 |
program, click Open.
But I'm going to show it in the folder.
| | 02:07 |
Here's the Downloads folder and the file
is in it.
| | 02:10 |
If you want to move it somewhere else just
drag it to the other folder that you want.
| | 02:15 |
Sharing files with your team is as simple
as uploading a file to your project.
| | 02:19 |
Then team members can download the file to
their computers, or, look at it online.
| | 02:24 |
| | Collapse this transcript |
| Organizing and finding files| 00:00 |
When you have lots of project files, you
still want to find the ones you want
| | 00:03 |
quickly.
Labels in Basecamp can help you do just
| | 00:07 |
that.
For example, you might label files based
| | 00:10 |
on the project phase, like Planning and Development.
| | 00:15 |
You can add more than one label to
categorize files in different ways.
| | 00:19 |
When you want to label files, go to the
project that you want to work on.
| | 00:22 |
And at the top of its Project Summary
page, click the Files link.
| | 00:27 |
And here you can see all the files
associated with this project.
| | 00:32 |
You can see some of the files already have
labels associated with them.
| | 00:35 |
But let's say you want to label the cost spreadsheet.
| | 00:39 |
To do that, click the Label button, and
then type a label that you want to add.
| | 00:45 |
You can see that as I type here, Basecamp
finds a matching label.
| | 00:49 |
And since it's the one I want,
spreadsheet, I click it, and click Add
| | 00:52 |
label, and now the file is labeled with spreadsheet.
| | 00:57 |
Basecamp shows another popup box, so I can
start typing another label.
| | 01:03 |
If Basecamp finds a match and its the one
I want, just click it and add another
| | 01:07 |
label.
If I start to type another label, this one
| | 01:11 |
isn't in the project, so Basecamp can't
find a match.
| | 01:17 |
Well, in that case, I just type the full
label and click Add label.
| | 01:20 |
You'll notice that the new label appears
on the right side of the page.
| | 01:26 |
If you don't need to add anymore labels,
you can click I'm done.
| | 01:30 |
And now, the file is labeled.
Well, let's say I want to remove a label.
| | 01:35 |
Click the label button and you will see
red circles with hyphens in them.
| | 01:40 |
To remove a label just click one of the
red circles and it will remove that label.
| | 01:45 |
Then click I'm done.
The great thing about labels is it makes
| | 01:49 |
it really easy to find the files that you want.
| | 01:52 |
So, if you want to see all the files that
use a certain label, just click it on the
| | 01:57 |
right side of the page.
Like spreadsheet, here.
| | 02:01 |
And now, you see all the files with that label.
| | 02:05 |
If you want to go back to the full list,
click All files.
| | 02:10 |
If you want to see files with a different
label, click that one on the right side of
| | 02:13 |
the page.
And now, the list is filtered for the
| | 02:17 |
planning label.
Then, click All Files to go back to the
| | 02:21 |
full list.
You can also type a label in the Search
| | 02:25 |
box.
As I start to type the label, Basecamp
| | 02:28 |
finds the matching label, so I can click
it in the drop down menu.
| | 02:33 |
And once again, the list is filtered.
If you want to see all the labels across
| | 02:38 |
all projects, go up to the top of Basecamp
page and click everything.
| | 02:44 |
Then, click see every single file.
And now, you see a list of all the files
| | 02:49 |
across all of your projects.
And this list at the right shows all the
| | 02:53 |
labels across all your projects.
Well, you can remove or rename labels if
| | 02:58 |
you want.
But before you do that, keep in mind that
| | 03:03 |
renaming or removing applies to all the
files that you see.
| | 03:08 |
For example, since we're on the Everything
page, if I make changes to these labels,
| | 03:11 |
that will apply across all projects.
So, in this case, I just want to work on
| | 03:16 |
the labels for a single project.
So, I go back to the Projects page and
| | 03:20 |
open the project that I want.
Now, I can see the files just for this
| | 03:26 |
project and the labels for this project.
If I want to remove a label, click the
| | 03:32 |
down arrow and click Delete this label.
And then, click Delete to confirm it, and
| | 03:39 |
the label goes away.
If you want to rename a label, click its
| | 03:45 |
down arrow, and then choose Rename this label.
| | 03:50 |
Then, you can make the edits that you want
and click rename.
| | 03:55 |
Any files that have that label in this
project show the new label name.
| | 03:59 |
Categorizing your project files is as easy
clicking a button and typing a label.
| | 04:06 |
Once files are labeled you can use them to
find the files you want.
| | 04:09 |
| | Collapse this transcript |
| Collaborating on a text document| 00:00 |
Suppose you want to flush out ideas with
your teammates, collaborate on project
| | 00:04 |
announcement, or jot down notes while you
are on a team call.
| | 00:08 |
Same hello to Basecamp Text Documents.
You can work on one on your own, but
| | 00:13 |
anyone with access to your project can
jump in and work on it with you.
| | 00:19 |
To create a Text Document, go to the
project that you want to work on and at
| | 00:22 |
the top of the project summary page, click
the link with Text Document in its name.
| | 00:28 |
Then you can see the Text Docs page with
all the text documents associated with
| | 00:32 |
this project.
To add a new one, click Create a text
| | 00:36 |
document.
The pages appears looks like a yellow
| | 00:40 |
lined pad, so you should feel right at home.
| | 00:43 |
Go ahead and type in the title for the
document and then down in the lined area,
| | 00:48 |
click down there and you can type in the
body of the document.
| | 00:55 |
You can do some simple formatting on what
you type.
| | 00:58 |
So for example, you can select something
and click Bold or if you want to make this
| | 01:02 |
a bulleted list, you can select all the
entries and click Bullets.
| | 01:09 |
Now notice over at the right, it said
saved a second ago.
| | 01:13 |
Well that tells you Basecamp automatically
saves as you type so you don't have to
| | 01:16 |
worry about losing anything that you put
in the document.
| | 01:22 |
Click See all text documents and you'll
see that the new text document is there.
| | 01:26 |
And if we go back to the project summary
page and scroll down to the very bottom.
| | 01:33 |
You'll see both text documents there as well.
| | 01:36 |
More than one person can work on a text
document at the same time.
| | 01:40 |
So let's reopen the Employee Topics document.
| | 01:44 |
When somebody else is typing, you'll see a
message that you have to wait.
| | 01:48 |
But once they stop typing, then you'll see
a message that tells you it's safe for you
| | 01:52 |
to start typing again.
So now, you can go in and make any changes
| | 01:56 |
that you want.
(SOUND) Also keep in mind that Basecamp
| | 02:00 |
doesn't really show who's adding what to
the document.
| | 02:04 |
So, it's a good practice to put a label to
show if you're adding something.
| | 02:11 |
(SOUND) You can also comment on a text document.
| | 02:14 |
Scroll down to the bottom of the page and
then type your comment in the Add a
| | 02:17 |
comment box.
You'll see the details for adding comments
| | 02:21 |
when we talk about adding discussion
threads and comments.
| | 02:26 |
You can also delete move or copy a text document.
| | 02:30 |
If you want to delete a text document,
click Delete.
| | 02:34 |
Then click Delete this document if you
want to delete it, but in this case I want
| | 02:38 |
to keep it so, I'll click Nevermind.
You can also move the text document to
| | 02:44 |
another project.
Click the down arrow and choose the
| | 02:49 |
project you want, or you can copy a text document.
| | 02:55 |
This is great if you have a checklist, and
you want to use that checklist to
| | 02:58 |
jumpstart another project.
In the dropdown list, you can choose Start
| | 03:03 |
a new project, or just choose any other
existing project, and then click Copy this
| | 03:08 |
document.
Now this text document is in the other
| | 03:14 |
project as well.
Basecamp text documents are great for
| | 03:19 |
jotting down notes about a project.
Because several people can work on a text
| | 03:25 |
document at the same time they're also
ideal for brain storming and
| | 03:28 |
collaborating.
| | 03:31 |
| | Collapse this transcript |
|
|
7. Tracking Activities and ProgressWorking with calendars| 00:00 |
Things run more smoothly when everyone
knows when things are supposed to happen.
| | 00:05 |
Every project you create in Basecamp has
it's own calendar.
| | 00:10 |
You also start with one stand alone
calendar called General.
| | 00:14 |
Which is perfect for scheduling events
outside of projects like a company wide
| | 00:17 |
meeting.
To work with calendars, at the top of the
| | 00:21 |
Basecamp page, click Calendar.
Then, you'll see a Calendar view on the
| | 00:25 |
right, and on the left, you see a list of
the calendars that you have.
| | 00:30 |
The General Standalone Calendar, and then
calendars for the different projects that
| | 00:34 |
you have.
You will only see project calendars if you
| | 00:38 |
actually have either to-dos or events in
that project.
| | 00:43 |
Initially, the view on the right side
shows all the to-dos and events from all
| | 00:47 |
the projects.
And it shows six weeks at a time, but one
| | 00:51 |
thing you can do is you can control which
calendars you see in the Calendar view.
| | 00:58 |
So, if you want to focus on certain
things, you can turn other calendars off.
| | 01:04 |
For example, the Live Training project has
an event and a couple of to-dos that show
| | 01:08 |
up in this list.
But we can turn its check box off, and you
| | 01:12 |
see everything to do with that project
disappears from the view.
| | 01:17 |
If I want to go back to seeing what's
going on in Live Training, turn the check
| | 01:21 |
box back on and everything comes back.
If you want to look at a Project Calendar
| | 01:28 |
click its name on the list on the left.
And now, the view is completely taken up
| | 01:34 |
with the project calendar for this project.
| | 01:38 |
To navigate dates you can use the left and
right arrows over at the top right.
| | 01:44 |
So, to move forward in time, click the
right arrow and you'll see that it scrolls
| | 01:47 |
month by month.
Or click the left arrow to move back in
| | 01:52 |
time.
If you want to go back to today, click the
| | 01:58 |
link Today.
And then, you'll see it changes from a
| | 02:03 |
month link at the top of the page to next
six weeks.
| | 02:06 |
Well, there's another way to move really
quickly across very long periods of time.
| | 02:13 |
Click the link at the top center, and it
says either next six weeks or it will say
| | 02:16 |
a month and year.
But when you click it, this pop-up box
| | 02:21 |
shows two years at a time.
So, you can really quickly choose a month
| | 02:26 |
two years away.
Also, when you show that pop-up box, you
| | 02:31 |
can choose the right or left arrows to
move two years into the future or two
| | 02:35 |
years into the past.
So, when I click the right arrow, you can
| | 02:39 |
see I went from 2013 and 2014 all the way
to 2015 and 2016.
| | 02:42 |
So, it's really easy to choose a date
that's two or three or four years in the
| | 02:49 |
future.
Now, one thing you might notice is that
| | 02:54 |
the week starts on Sunday.
I don't know about you, but I always think
| | 02:58 |
of the work week as starting on Monday.
And if you do too, you can change that in
| | 03:03 |
Basecamp.
Hold the Shift key down and click the
| | 03:07 |
Monday label and you'll see a message
would you like Basecamp to show Monday as
| | 03:11 |
the first day of the week.
Well, yes I would, so I click OK, and now
| | 03:16 |
the week starts at Monday.
If you want to change it back, hold the
| | 03:21 |
Shift key down and click the Sunday label.
And then, click OK to change it back to a
| | 03:26 |
Sunday work week.
Basecamp calendars are a great way to see
| | 03:31 |
what's happening when, within your
projects or company-wide.
| | 03:36 |
| | Collapse this transcript |
| Adding an event to a calendar| 00:00 |
To-dos you add to projects automatically
show up on the corresponding project
| | 00:03 |
calendar, on their due dates.
Your teammates also need to know about
| | 00:09 |
everything else that's on the schedule,
like meetings, trade shows, or training
| | 00:12 |
classes.
That's where events come in.
| | 00:17 |
So, to work on events, at the top of the
Basecamp page, click Calendar.
| | 00:23 |
If you want to add an event to a project,
click the project name on left side of the
| | 00:27 |
page, and then you'll see the Project Calendar.
| | 00:31 |
To add an event to this project, click the
date that it occurs on.
| | 00:36 |
Then, in the pop-up box you can type the
name for the event.
| | 00:41 |
Let's say, it's a Technical writing class.
If you know the time it starts, click the
| | 00:45 |
second line and type that time.
You can add an optional note, or even the
| | 00:51 |
finish time, in the next line.
If the event lasts more than one day, you
| | 00:56 |
can choose a date in the Ends box.
So, if it's a two-day event, we click the
| | 01:04 |
21st, then click Add this event.
Because it's more than one day, you see
| | 01:10 |
the event as a bar.
But if I click it and reopen the pop-up
| | 01:15 |
and change it back to a single day, and
save the changes, it shows up as a bullet
| | 01:19 |
in that date.
Let's open up the event one more time and
| | 01:26 |
you'll notice that the Repeats box is set
to No, so this occurs just once.
| | 01:33 |
You'll see how the Repeats option comes
into play when we discuss creating
| | 01:36 |
repeating events.
Another thing you can do is you can send
| | 01:40 |
people notifications about the event.
To do that, turn on the check box for Send
| | 01:45 |
other people a reminder.
If you want to remind everybody on the
| | 01:50 |
calendar, select the first option.
If you want to select specific people,
| | 01:57 |
you'll select the second option.
In this case, it's set up right now just
| | 02:02 |
to go to one person, so I want to change that.
| | 02:05 |
Click the Change link, then you can turn
on the check boxes for the people you want
| | 02:09 |
to notify.
When you're done click Save changes.
| | 02:16 |
Let's say you want to delete an event.
Click it in the calendar, and then in the
| | 02:20 |
pop-up, go to the Trashcan icon and click that.
| | 02:25 |
Then, click OK to confirm the deletion,
and the event goes away.
| | 02:30 |
Adding events to Basecamp calendars helps
every one to see what's on the schedule.
| | 02:35 |
| | Collapse this transcript |
| Creating repeating events| 00:00 |
Suppose you need to schedule an activity
that reoccurs, like your status meetings.
| | 00:04 |
In Basecamp, you can set up a repeating
event that takes care of scheduling all
| | 00:09 |
the occurences for you.
To set up a repeating event, go to the
| | 00:13 |
Calendar view.
And then click the date box for the first
| | 00:17 |
day that the event occurs on.
As you do for a regular event, type the
| | 00:22 |
name of the event.
If the event occurs at a specific time, on
| | 00:26 |
the second line you can type in that time.
And it's always a good idea to add a note
| | 00:34 |
about the event.
In the Calendar drop down list you can
| | 00:39 |
choose the calendar that you want to add
the event to.
| | 00:42 |
For example, if it doesn't apply to a
project you can add it to the General
| | 00:46 |
calendar.
But in this case it's a team status
| | 00:50 |
meeting for a specific project.
So we'll add it to that project.
| | 00:55 |
Now, the trick to creating a Repeating
event is in the Repeats drop-down list.
| | 01:00 |
In this case, the team status meeting is
every week, so choose Every Week, and then
| | 01:05 |
you see some options for how long the
repeating event lasts.
| | 01:11 |
Initially Basecamp sets it up to last forever.
| | 01:13 |
Well, typically you want it a little
shorter than that.
| | 01:17 |
So if you want to set the number of weeks
that it reoccurs, choose the second option
| | 01:22 |
and then choose the number of weeks, then
click Add this event.
| | 01:28 |
And you'll see that the team status
meeting now occurs every week at the same
| | 01:32 |
time, same day.
There's another way to create repeating
| | 01:38 |
events, and that's within a project.
So let's open up a project.
| | 01:45 |
And then to add a repeating event, click
the Dates link at the top of the projects
| | 01:49 |
summary page, and click Add a new event.
So let's say this is a Management review
| | 01:55 |
meeting.
If you have the time you can type that in.
| | 02:01 |
In this case the meeting occurs every
month so we'll choose that from the
| | 02:04 |
drop-down list.
And here we can see how the third option
| | 02:09 |
for how long the repeating event lasts works.
| | 02:12 |
Choose that third option and that's to
specify a date.
| | 02:16 |
So click the box, and then click the
arrows until you get to the date where you
| | 02:19 |
want it to end, and click that date.
In this form you have the option to send
| | 02:25 |
email notifications to people to tell them
about the event.
| | 02:29 |
So if you want to notify them, turn on the checkboxes.
| | 02:33 |
Or if you want to notify everybody, just
click Select all.
| | 02:37 |
Then click Add this event.
And now you see the event in your list of
| | 02:42 |
upcoming events.
If you want to edit a repeating event,
| | 02:46 |
click it.
And in the form that appears, click Edit.
| | 02:52 |
Let's say you want to change how long it
lasts, you can go in and click the Date.
| | 02:58 |
Choose a different date, and then click
Save changes.
| | 03:03 |
Well, here's where the Save on a repeating
event is a little bit different.
| | 03:07 |
If you think about it, you can only change
occurrences that are in the future because
| | 03:11 |
you can't change what's in the past.
So if you want to make changes, click the
| | 03:17 |
first option, Yes, change all Ffture versions.
| | 03:21 |
Everything that was in the past is
going to stay where it was.
| | 03:24 |
If you decide not to change anything, you
can click Nevermind.
| | 03:28 |
But in this case, we'll change it.
And that's all there is to it.
| | 03:32 |
If you have items like meetings that
reoccur on a regular schedule.
| | 03:36 |
It's easy to create repeating events and
let Basecamp handle creating all the
| | 03:40 |
occurrences for you.
| | 03:42 |
| | Collapse this transcript |
| Using a calendar for scheduling| 00:00 |
Say you need to schedule a resource that
everyones shares, like a classroom.
| | 00:06 |
You can do that without special scheduling
software just by creating a Standalone
| | 00:09 |
Calendar in Basecamp.
To create a new calendar, go to the
| | 00:14 |
Calendar page.
Up at the top of the Basecamp page, click
| | 00:17 |
on the Calendar link.
Then, on the left side in the calendar
| | 00:21 |
list, click Add a calendar.
Go ahead and type in the name for the
| | 00:25 |
calendar.
In this case, we'll call it classroom.
| | 00:31 |
To choose the color for the events in the
Calendar view, click a box with a color
| | 00:34 |
that you want.
Initially, you're the only one who can see
| | 00:39 |
the calendar, so usually you want to
invite other people to see it as well.
| | 00:44 |
A really quick way to add a lot of people
is to use company names that you've set up
| | 00:49 |
in Basecamp.
Start to type the company name, and when
| | 00:53 |
you see the matching entry, just click it
an you can add those people.
| | 00:59 |
After you've invited people, click Add
this calendar.
| | 01:03 |
And now you'll see that there's a second
Standalone Calendar called Classroom in
| | 01:06 |
the calendar list.
If you want to make any changes to the
| | 01:10 |
calendar, point at it and then click the
Settings link.
| | 01:14 |
You can change the color if you want, just
by clicking another box.
| | 01:18 |
Or you can change the people who can see
this calendar.
| | 01:21 |
Click the change link, and then if you
want to add somebody, start typing their
| | 01:25 |
name.
And when you see the matching entry, just
| | 01:28 |
click it to add to the list.
If you want to delete the calendar, click
| | 01:33 |
the trashcan icon.
If you want to go ahead and delete the
| | 01:37 |
calendar, click OK.
In this case, I'm going to click Cancel
| | 01:41 |
because I want to keep it around.
When you've made all your changes to the
| | 01:44 |
settings that you want, click Save changes.
| | 01:48 |
Just like other calendars, you can add
events to schedule the resource.
| | 01:52 |
If you want to add events to the calender
in the list, click its name so you can see
| | 01:55 |
it in the Calender view.
Suppose you want to schedule a customer
| | 02:00 |
training class for the classroom.
To do that, click the first day for the
| | 02:05 |
class, and then type the name of the event.
| | 02:10 |
If the event lasts more than a day, click
the Ends box and choose the last day for
| | 02:15 |
the event.
Then, click Add this event.
| | 02:20 |
Now, when other people look at this
calendar, they can see that they can't
| | 02:23 |
schedule anything the week of May 20th
because there's already a class.
| | 02:28 |
A Standalone Calendar is a slick way to
schedule resources, like reserving meeting
| | 02:33 |
rooms or staffing a technically support
line without any additional software.
| | 02:38 |
| | Collapse this transcript |
| Synching a calendar| 00:00 |
Chances are you already use a calendar
program to keep track of your schedule.
| | 00:05 |
No worries.
You don't have to switch over to a
| | 00:07 |
Basecamp calendar for everything on your calendar.
| | 00:11 |
You can sync the events and To-dos in
Basecamp to most calendar programs
| | 00:15 |
including Outlook, iCal and Google Calendar.
| | 00:20 |
When you want to sync a calender to your
calender program go to the Calender page.
| | 00:25 |
Then at the bottom of the calender list
click the Subscribe to iCal link.
| | 00:31 |
You can see here that you can subscribe to
all calenders or you can choose specific
| | 00:35 |
ones.
So let's say we want to sync the calendar
| | 00:39 |
for the Employee Policy Handbook project.
If you're using a web based calendar
| | 00:45 |
program, like Google Calendar, right-click
the Subscription link, and then choose
| | 00:50 |
Copy Link Address.
That makes a copy of the URL for the
| | 00:56 |
calendar.
So you can Paste that into Google
| | 00:59 |
Calendar.
So let's jump over to Google Calendar.
| | 01:05 |
To sync that Basecamp project calendar
into Google Calendar click the down arrow
| | 01:11 |
next to Other calendars and then choose
Add by URL.
| | 01:16 |
Now just right-click the box and click Paste.
| | 01:19 |
And the URL for that Basecamp project
calendar is in there now.
| | 01:25 |
If you want other people to be able to see
that calendar, turn on the Make the
| | 01:28 |
calendar publicly accessible checkbox and
then click Add calendar.
| | 01:35 |
You'll see that the Project calendar now
appears in the other calendars list.
| | 01:40 |
And you'll see events and to do's from the
Basecamp calendar in this calendar view.
| | 01:46 |
If you use a calendar program on your
computer like Outlook the first hting to
| | 01:50 |
do is make sure your calendar program is running.
| | 01:53 |
Then in Basecamp you click the
Subscription link.
| | 01:59 |
After that the calender is automatically
added to your calender list.
| | 02:04 |
Keep in mind that this sink is just a one
way transfer.
| | 02:08 |
Events and due dates from base camp copy
over to your calender program.
| | 02:12 |
But things that you have in your calender
outside of Basecamp, don't copy back into
| | 02:16 |
your base camp calenders.
Synching Basecamp calendars with the
| | 02:20 |
calendar program you use keeps your
project, events, and due dates in clear
| | 02:24 |
view right along side your everyday
calendar.
| | 02:28 |
| | Collapse this transcript |
| Seeing what's happening in a project| 00:00 |
You usually want to keep an eye on what's
happening in your projects.
| | 00:03 |
Whether you hand out assignments to
others, or want to stay on top of your own
| | 00:06 |
assignments.
Basecamp offers a couple of ways to get a
| | 00:10 |
quick overview of a project.
If you display your projects on project
| | 00:15 |
cards on the Projects page, it's really
easy to see which projects have recent
| | 00:19 |
activity.
You can see when a project was last
| | 00:23 |
updated right in the project card.
That way you can see which ones you might
| | 00:28 |
want to take a look at.
Like Live Training here which was last
| | 00:32 |
updated three hours ago, or the Employee
Policy Handbook which was last updated 18
| | 00:36 |
hours ago.
If you want to take a closer look at a
| | 00:40 |
project just click its card in the
projects page and then you see the project
| | 00:44 |
summary page.
This is a great one page overview of
| | 00:49 |
recent events in your project.
On the right side you can see upcoming
| | 00:54 |
events from the Project Calender.
At the top of the summary page you can see
| | 00:59 |
the latest project updates, the things
that have happened most recently in the
| | 01:02 |
project..
But you can also see recent discussions
| | 01:07 |
and comments, the to do lists and other
aspects of the project.
| | 01:13 |
If you want to see all the updates for the
project click the See all updates link.
| | 01:19 |
Then you go to the latest project updates page.
| | 01:22 |
That shows everything that's happened in
the project in reverse chronological
| | 01:25 |
order.
Starting from now, and working backwards
| | 01:29 |
in time.
If there's something that you want to look
| | 01:33 |
at more closely, click its link and you
jump right to that element.
| | 01:39 |
Back on the project summary page, there's
another way to see what's been going on in
| | 01:43 |
a project.
Up at the top right, click the Catch up
| | 01:46 |
link.
The Catch up page shows categories of
| | 01:50 |
activities.
Here you can see people who contributed to
| | 01:54 |
the project, To-dos that were added,
project tasks that were completed.
| | 02:00 |
Files that were uploaded, document that
were edited, events added to the calendar
| | 02:05 |
and so on.
At the bottom of the screen you can see a
| | 02:09 |
by the minute log, and that shows
everything that happened on this day.
| | 02:13 |
To see what happened the day before, click
the left arrow.
| | 02:18 |
And then you'll see the same categories
for that day.
| | 02:22 |
You can move backwards and forwards in
time by clicking the left arrow, or the
| | 02:25 |
right arrow.
If you want to see something in detail
| | 02:31 |
just click its link and again, you'll jump
to the element.
| | 02:36 |
Latest project updates and the catch up
feature are both quick and easy ways to
| | 02:39 |
see what's happened recently in a project.
| | 02:42 |
| | Collapse this transcript |
| Seeing the big picture| 00:00 |
If you work on several projects you can
check up on all of them in one fell swoop.
| | 00:05 |
Basecamp has a few features that help you
see what's happening across all your
| | 00:09 |
projects.
The first way to look at all your projects
| | 00:13 |
is to click the Progress link at the top
of the Basecamp page.
| | 00:17 |
Then you will see a timeline of everything
that's happened in your project starting
| | 00:21 |
with today and moving backward in time.
Basecamp alternates the project from side
| | 00:27 |
to side so you can see everything that's
happened in a project all together.
| | 00:32 |
Then if you want to look at something in
more detail just click a link, and
| | 00:36 |
Basecamp will take you to that element.
The other way to look at everything in all
| | 00:41 |
your projects is to well, click the
Everything link.
| | 00:45 |
This page shows everything in all your
projects by category.
| | 00:49 |
So you can see all the discussions,
To-dos, files, and so on.
| | 00:55 |
If you want to look at all the decisions
and all your projects, click the Browse
| | 00:58 |
every decision link.
Then you see all of the decisions.
| | 01:04 |
If you want to look at one more closely,
click it's link and you can see the
| | 01:07 |
original decision and all the comments
that the people have made.
| | 01:14 |
The third way to see everything that's
been going on in a project day by day is
| | 01:17 |
with a daily recap email.
It's an email that you get every morning
| | 01:23 |
with yesterday's activities.
So let's jump over to the Inbox and here's
| | 01:28 |
a Daily Recap.
This email shows which projects were
| | 01:34 |
updated, and then goes through and shows
the activities for each of those projects.
| | 01:42 |
You'll see how to turn the setting for the
daily recap on or off when we discuss
| | 01:46 |
updating your personal information and settings.
| | 01:49 |
Basecamp makes it easy to stay on top of
what's going on in all your projects, with
| | 01:54 |
high level views and links that take you
to the details.
| | 01:58 |
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|
8. Working with TemplatesCreating a template for future projects| 00:00 |
Suppose the projects you work on have a
lot in common, like the people who work on
| | 00:04 |
them, or the tasks that need to get done.
You can jump start new projects by setting
| | 00:09 |
up templates that contain all the common elements.
| | 00:15 |
To work with templates, on the Projects
page click the Templates link.
| | 00:19 |
Then click Add a new project template.
You'll see something that looks like a
| | 00:24 |
project summary page.
And it is but it's the summary page for
| | 00:28 |
this template.
So go ahead and type the title for the
| | 00:32 |
template.
And you can click the next line to add a
| | 00:36 |
description.
Then click Rename project.
| | 00:44 |
Keep in mind templates don't count toward
the project limit in your Basecamp
| | 00:47 |
account.
Depending on the Basecamp plan that you
| | 00:51 |
have, you can have 15, 80, or unlimited projects.
| | 00:56 |
The next step is to invite people to he template.
| | 01:00 |
So if you use the same people for certain
types of projects click the Who will be
| | 01:03 |
invited link.
Then you can type the names or email
| | 01:08 |
addresses for the people that you want to
invite to this object.
| | 01:12 |
You can also type company names to add all
the people in that company.
| | 01:18 |
And then click Add to this template.
Then when you start a new project those
| | 01:22 |
people will be invited to the project.
You can also add a discussion to the
| | 01:29 |
template.
A great way to use a discussion is to kind
| | 01:32 |
of have a kick off message to the people
who start new projects of this type.
| | 01:39 |
So type a title and then you can type the
message that you want to give people who
| | 01:43 |
start this kind of project.
Then click Post this message.
| | 01:55 |
If projects tend to have the same kinds of
work, you can also set up a To-do list in
| | 01:58 |
the template.
So let's create a to do list with some
| | 02:03 |
project tasks.
(SOUND), going to assign people to these
| | 02:08 |
tasks and that way when you create a
project the assignments will already be in
| | 02:16 |
place.
You can also attach files or text
| | 02:24 |
documents to a template.
Adding items to a template is almost
| | 02:29 |
identical to adding items to a project.
The details for adding different types of
| | 02:34 |
project elements are covered when we
talked about adding those elements to
| | 02:37 |
projects.
You'll also see how to add to-do's with
| | 02:41 |
dates when we talk about creating to do's
in a template.
| | 02:46 |
If you want to edit or delete a template
from the projects page click the Templates
| | 02:51 |
link.
Then click the name of the template that
| | 02:54 |
you want to work on.
To edit it click Edit.
| | 02:59 |
And you're back on the template summary
page and you can make any change you want,
| | 03:03 |
or you can click the template name and
then click Delete.
| | 03:07 |
To confirm the deletion click Delete this template.
| | 03:11 |
But in this case I'll click Nevermind.
By adding people, to-do lists and other
| | 03:16 |
elements to a template.
You can quickly get your new projects
| | 03:20 |
going.
| | 03:20 |
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| Adding elements with dates to a template| 00:00 |
When you setup a template, the one thing
you don't know is when future projects
| | 00:04 |
will start.
So how do you schedule To-do's and Events
| | 00:08 |
in a template?
The trick is to schedule them relative to
| | 00:11 |
the start of the project.
Later, when you create a project from the
| | 00:16 |
template, Basecamp uses the project's
start date to figure out when to do's an
| | 00:20 |
events occur.
To set up dates in a template, on the
| | 00:24 |
Projects page, click the Templates link.
Then click the template you want to work
| | 00:30 |
on, then click Edit.
To schedule a project task, you can point
| | 00:35 |
at the task and then click Edit.
Click the button here that shows the
| | 00:40 |
assignment and you'll see that the pop up
doesn't have a calendar.
| | 00:45 |
Instead, it has a heading Week 1 and the
days of the week, and you can click arrows
| | 00:50 |
to move forward or backward in time.
Since this is the first task in the
| | 00:58 |
project, we'll schedule it for Week 1 on Monday.
| | 01:02 |
For the second task, it doesn't have an
assignment, so click the Unassigned
| | 01:06 |
button.
Then in the pop-up box, we'll schedule
| | 01:10 |
this one to start Wednesday of the first week.
| | 01:14 |
The third task we'll click Unassigned as well.
| | 01:16 |
And this one will have ,starting in Week
3, let's say on Tuesday.
| | 01:24 |
You can also set up events to occur at
specific times.
| | 01:28 |
To do that, on the Template summary page
click the Dates link.
| | 01:33 |
And then, click Add a new event.
Then go ahead and name the event.
| | 01:41 |
Choose the first day for the event.
Week 1 on Friday for example, and if it
| | 01:47 |
repeats, choose the frequency.
We'll say Every month and then click Add
| | 01:54 |
this event.
Now the event is in the list and it shows
| | 02:00 |
up Week 1 on Friday.
And again, Week 5 on Friday.
| | 02:07 |
To-do's and Events on a template are
scheduled based on the weeks and days from
| | 02:10 |
the project start date.
That way Basecamp takes care of setting
| | 02:15 |
their dates once you create a project from
the template.
| | 02:19 |
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| Creating a project from a template| 00:00 |
Creating a project from a template only
takes a few steps.
| | 00:04 |
When you create a project from a template
and the project goes live, it comes with
| | 00:08 |
built in elements like assigned team
members, to do lists and everything else
| | 00:12 |
the template contains.
TO create a new project from a template on
| | 00:18 |
the rejects page, click the new project link...
| | 00:23 |
When you have templates you'll see this
screen which lets you create a blank
| | 00:27 |
project or choose one your templates.
So to create a new project for a training
| | 00:33 |
course, click the training course template.
| | 00:40 |
You'll see the name of the template is
highlighted so you can go ahead and start
| | 00:43 |
typing the name for your project.
And if you want to change the description,
| | 00:48 |
go ahead and select that and type the new description.
| | 00:55 |
Then click Rename project.
The project start date is the date you
| | 01:00 |
create the project from the template.
So in this case, it's May 10th.
| | 01:06 |
And you can see latest project updates
shows several thigns happening today.
| | 01:11 |
May 10th, you'll also see on the right
side in upcoming events that base camp
| | 01:16 |
takes care of scheduling things that you
have in your project calender.
| | 01:22 |
For example the status meetings occur on Fridays.
| | 01:25 |
So the first one is set up for today,
Friday, May 10th.
| | 01:29 |
And additional ones are set up for May
17th and May 24th.
| | 01:34 |
Similarly the project also has other
elements that you had in the template,
| | 01:38 |
like a discussion.
If you want to change the discussion click
| | 01:42 |
it's link.
And then you can add comments or make any
| | 01:49 |
changes that you want.
(SOUND) At this point the project is still
| | 01:56 |
in a draft mode.
It's not live yet but, once you've made
| | 02:00 |
the changes that you want you can publish
it to make it go live.
| | 02:04 |
Just click publish this project.
And now you can see the project is live
| | 02:09 |
and email notifications go out to the
people who are assigned to the project.
| | 02:15 |
In addition the project is now part of the
project limit for your Basecamp account.
| | 02:20 |
To create a project from a template.
You choose a template you want make any
| | 02:25 |
changes you want and then publish the project.
| | 02:28 |
After that your ready to get to work.
| | 02:31 |
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|
|
ConclusionNext steps| 00:00 |
We've finished exploring the basics of
what Basecamp has to offer.
| | 00:05 |
You've seen how to create projects and
added people to them.
| | 00:08 |
We've created to-do lists and to dos for
project tasks.
| | 00:12 |
We've explored way sot communicate with
others, including working with Basecamp
| | 00:16 |
through email.
You've also seen how to work with files
| | 00:20 |
and create text documents within Basecamp.
We've explored different ways to see
| | 00:25 |
what's going on in your projects.
You've also seen how to set up templates
| | 00:30 |
for future projects.
But, managing projects is a big topic and
| | 00:33 |
there's lots more to explore.
If you are new to project management,
| | 00:38 |
there are courses in the lynda.com library
that can help.
| | 00:42 |
My course, Project Management Fundamentals
is a good place to start.
| | 00:46 |
Another one of my courses, Managing Small
Projects digs deeper into applying project
| | 00:50 |
management methods to small projects.
If you want to build a schedule for your
| | 00:56 |
project, consider my course Managing
Project Schedules.
| | 01:01 |
And if you'd like to schedule your
projects with one of the standard project
| | 01:04 |
scheduling tools, Microsoft Project, you
can check out Project Essential Training.
| | 01:11 |
Learning more about project management can
be a lifelong undertaking, and the start
| | 01:14 |
of an exciting new career.
I'm Bonnie Biafore, and I've really
| | 01:18 |
enjoyed introducing you to Basecamp.
Thanks for joining me in exploring this
| | 01:24 |
simple, but powerful, collaboration tool.
| | 01:27 |
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