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Monday Productivity Pointers
Illustration by Neil Webb

Monday Productivity Pointers

with Jess Stratton

Video: Migrating to Google Apps

- I'm Jess Stratton. For this week's Monday Productivity Pointer I'm going to give you an overview of how you can transition to the cloud-based document and file storage system, Google Apps. You might want to do this so that you have redundancy and backup for your files, because Google Drive can hold any type of file, but you can also create things like word processing documents and spreadsheets using Google Docs and share them with others, as well as collaborate on them simultaneously. If you do want to see this in action, I actually have a course here on Google Drive.
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  1. 9m 31s
    1. Migrating to Google Apps
      9m 31s
  2. 10h 24m
    1. Welcome to the series
      1m 13s
    2. Running a group meeting with coworkers
      7m 19s
    3. Recording and marketing chat on air
      8m 30s
    4. Creating a quick presentation
      5m 37s
    5. Presenting from an iPad or computer
      3m 36s
    6. Migrating your accounts to Mint.com
      9m 55s
    7. Setting budgets and goals
      7m 4s
    8. Collaborating on team documents
      5m 53s
    9. Creating an online photo gallery
      4m 58s
    10. Kickstarter: Setting up your project
      10m 41s
    11. Driving traffic to your project
      5m 48s
    12. Conducting a voice call with a virtual team
      6m 40s
    13. Adding video and chat notifications
      4m 7s
    14. Accepting a payment with Square
      4m 35s
    15. Using the Square Wallet
      2m 32s
    16. Setting up shop on Etsy
      6m 31s
    17. Tracking your Etsy sales with Shop Stats
      4m 9s
    18. Raising your Klout score
      7m 3s
    19. Earning Klout perks
      4m 55s
    20. Skydrive: Collaborating on team documents
      4m 56s
    21. Skydrive: Accessing files on the go
      2m 57s
    22. Setting up Google alerts to track your data
      5m 5s
    23. Removing a page from the Google search index
      4m 42s
    24. Browsing privately in public
      4m 38s
    25. Cleaning up your session before logging out
      5m 8s
    26. Troubleshooting a remote computer with TeamViewer
      3m 42s
    27. Taking screenshots from a PC
      4m 12s
    28. Taking screenshots from a Mac
      3m 36s
    29. Setting up Find My iPhone
      3m 36s
    30. Using iCloud to find an iPhone
      3m 49s
    31. Sampling color from the screen
      5m 27s
    32. Using ColourLovers.com for inspiration
      3m 22s
    33. Get an audio clip onto YouTube using iPhoto
      5m 49s
    34. Creating playlists and customizing your YouTube channel
      5m 41s
    35. Record your screen using QuickTime
      3m 14s
    36. Record your screen using CamStudio
      2m 34s
    37. Using Tempo Smart Calendar when you are going to be late
      3m 9s
    38. Using Twist to let your customers know where you are
      3m 38s
    39. Using Wunderlist to track multiple projects
      9m 0s
    40. Use the Wunderlist browser extension to create tasks on the web
      5m 46s
    41. Using Smart Mailboxes with Mac Mail
      6m 52s
    42. Customizing the Mac Mail View
      7m 13s
    43. What's a firewall?
      7m 36s
    44. What is the Cloud?
      4m 42s
    45. Creating your own recipe with IFTTT
      7m 19s
    46. Browsing existing recipes with IFTTT
      5m 7s
    47. Installing the Feedly browser extension
      6m 34s
    48. Customizing Feedly
      6m 53s
    49. Understanding the basics of Twitter
      9m 9s
    50. Using Tweetdeck to handle multiple accounts
      9m 14s
    51. Working with URL Shorteners
      5m 45s
    52. Using bit.ly
      8m 31s
    53. Creating Quick Parts to re-use text
      6m 19s
    54. Moving your Autotext to a new computer
      6m 7s
    55. Shutting off access to social networks
      6m 18s
    56. Hiding taskbars
      2m 36s
    57. Exploring the iOS 7 Update
      10m 7s
    58. Running a productive online meeting
      3m 44s
    59. Getting meeting minutes faster
      6m 47s
    60. TextExpander for Mac
      7m 6s
    61. Breevy for Windows
      3m 44s
    62. Using Smart Folders on a Mac
      5m 52s
    63. Using Windows Libraries
      4m 25s
    64. Finding large attachments in your email apps
      5m 13s
    65. Use Ninite to install all your PC apps at once
      3m 30s
    66. Use Get Mac Apps to install your Mac apps at once
      2m 56s
    67. Creating a disposable email address with Guerrilla mail
      4m 7s
    68. Creating an email address that lasts only 10 minutes
      3m 16s
    69. Finding and adding local vendors to enhance your iOS reminders
      3m 45s
    70. Adding geofencing to Find My Friends
      3m 20s
    71. Turning a Word document contract into a PDF
      4m 1s
    72. Turning a PowerPoint presentation into a PDF
      4m 10s
    73. Resetting browser site passwords
      7m 11s
    74. Disabling toolbars, resizing screens, and accidentally closed tabs
      7m 42s
    75. Identifying your wifi's weakest link
      7m 59s
    76. Setting up dual band speed on your router
      7m 36s
    77. Add your social media activity to your website
      8m 54s
    78. Using WordPress mobile to update on the go
      4m 48s
    79. Matching the header row on your spreadsheet files
      8m 20s
    80. Using a formula to merge first and last name columns
      5m 58s
    81. Using JoliDrive to browse cloud app data
      5m 11s
    82. Using JoliDrive on an iPad
      4m 31s
    83. Finding deals on eBay using misspelled listings
      4m 18s
    84. Searching for promotional and coupon codes online
      5m 52s
    85. Sending real postcards from your computer with Postagram
      4m 25s
    86. Using Postagram to send a real postcard from your smartphone
      3m 55s
    87. Getting to Inbox Zero
      11m 4s
    88. Using existing GMail labels with Mailbox
      3m 19s
    89. Adding 2-step authentication
      3m 39s
    90. Enabling in-app PIN codes
      3m 31s
    91. Accessing your digital movies
      5m 20s
    92. Copying movies onto a device
      3m 25s
    93. Using Genius Scan to scan your documents
      3m 34s
    94. Sending your scans
      2m 41s
    95. Using Acrobat to ink sign a PDF
      4m 49s
    96. Writing a letter of recommendation
      7m 49s
    97. Constructing a successful press release
      4m 48s
    98. Troubleshooting wireless security
      4m 48s
    99. Writing a claim letter
      5m 22s
    100. The best reasons to try online chat customer service
      5m 9s
    101. How to do a firmware update
      6m 34s
    102. Siri, your iPhone assistant
      4m 48s
    103. Writing an email that gets read
      4m 51s
    104. Writing an email that requires action
      2m 54s
    105. Your Blu-ray questions answered
      3m 50s
    106. Using LittleBit to photograph your goal progress
      3m 9s
    107. Exporting WordPress blog entries
      3m 28s
    108. Understanding how Office 365 works
      5m 9s
    109. Using Waze for crowdsourced GPS
      2m 58s
    110. Downloading your Facebook timeline
      3m 10s
    111. Scheduling email with Boomerang
      4m 24s
    112. Google Labs for Calendar
      2m 58s
    113. Finding missing songs in iTunes on your iPhone
      2m 10s
    114. Requesting your Twitter archive
      2m 59s
    115. Using Doodle for easy group scheduling
      4m 59s
    116. Easily remote to another computer with Join.me
      3m 47s
    117. Keyboard shortcuts for YouTube
      2m 58s
    118. Easily annotate images with Skitch
      6m 4s
    119. Blurring photos for posting on social networks
      6m 41s
    120. Get your Google Calendar schedule by email every morning
      3m 3s

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Monday Productivity Pointers
10h 33m Appropriate for all Mar 25, 2013 Updated Sep 15, 2014

Viewers: in countries Watching now:

In this series on productivity, author Jess Stratton takes you through the latest tools that will help you run your business and life more efficiently. Each installment covers a particular feature or technique in a different online tool, such as Google Apps, Skype, YouTube, Mint.com, Etsy, and more. Check back every Monday for tips on topics from recording and publishing video chats to managing your finances online.

Business Collaboration Productivity Home + Small Office Computer Skills (Mac) Computer Skills (Windows) Teacher Tools Education Student Tools
Jess Stratton

Migrating to Google Apps

- I'm Jess Stratton. For this week's Monday Productivity Pointer I'm going to give you an overview of how you can transition to the cloud-based document and file storage system, Google Apps. You might want to do this so that you have redundancy and backup for your files, because Google Drive can hold any type of file, but you can also create things like word processing documents and spreadsheets using Google Docs and share them with others, as well as collaborate on them simultaneously. If you do want to see this in action, I actually have a course here on Google Drive.

If you've made the decision to start using cloud storage, there's a few ways you can make life easier for you during the transition and while you're using it. The first thing you need to check is how much file space is available to you in Google Drive, and then after that, how much data you have on your own computer that you want to bring over. That's the first thing that you want to establish. Now, I went to drive.google.com, and as you can see, I already have some folders here. If you just started using it, this whole area in the middle here would be completely blank.

Down in the very bottom left-hand side of the screen, I can see that I've used almost 8 gigabytes of data out of a potential 30 gigabytes of space that I have. If you didn't have anything on your drive, it would say zero gigabytes out of 30 used. So, now you know that you have 30 gigabytes of space that you can use to store files. After that, let's find out how much the things that you want to move over take up on your computer. So, I'm on a Mac, so I'm going to go down to Finder.

If you're in Windows, you can open up Explorer. So, let's find out. Here's a folder that I want to bring over to Google Drive. I'm going to right-click on it and choose get info. If you're a Windows user, you'll right click on it and choose properties. I can see that this folder takes up just about 60 megs. So, it's totally fine. I've got plenty of room for this. In fact, I could easily bring over my entire documents folder, if I wanted to. What about my downloads folder? I'm going to right-click and choose get info.

I can see how much that entire folder is. This one's only 610 megabytes, so there's plenty of room. It's very easy to see how much data you want to bring over and how much room you have. The best and easiest way to get started migrating, once you've established what you can bring over, is to download the desktop app and then simply copy and paste your documents in. I'm going to go back to Google Drive for a second, because on the left-hand side there's a link to install Drive for your computer.

So, I've already done that. I've downloaded the Google Drive onto my desktop. So, I'm going to open Finder back up again. Once you download the Google Drive desktop app, it gives you a folder, right here in your favorites bar. You can access this folder, and it's going to sync every single thing that you have with your Google Drive folder on the web, and it gives you a tray icon up here. You can pause it. You can sign out, and you can sign in as a different Google user. You can also see right here how much storage space you're currently using up at any time.

So, now that we've done that, the easiest way to start migrating your data is to simply copy and paste it. I'm going to go back to documents. Now, I could simply select all, do a file copy, and then come over to Google Drive and do a file paste. I'm going to choose just one folder, so that it goes a little bit more quickly. I'll choose one folder and select copy, and then I'll go right into Google Drive and paste it in.

It pastes it in, and I can see, on the top right-hand side, that it's currently syncing. It's syncing everything that was in there. Now, you'll see the sync going on. It's perfectly okay, if you have lots of documents. This is fine. This is a migration, so just let your desktop computer sit, powered on overnight, or even a few nights, depending on your wi-fi or internet speed. It could take some time. You can keep working in the background and just forget about it. So, it's a simple copy and paste to get everything up there.

It's still going, and I can see everything syncing, one at a time. The green check box means that it's synced, and all I've simply done at this point is just moved it from documents to Google Drive. It's just about done, so let's go back to the web. Now, I accidentally put it in the wrong folder. I put it in the blog section, but that's okay. Here it is. It's the new kinetECO assets folder that I've just pasted. So, once your documents have been copied over and synced to the cloud, the tricky part is going to be remembering to put all your files here, but you can make it easier on yourself.

You can change the default save location to that desktop cloud drive folder, so that you don't have to paste documents in there regularly. For example, if you're taking a Word document and saving it in your documents folder, the only way it's going to be backed up and on the cloud and available to you is if you've somehow managed to either upload it from the web or pasted it into that Google Drive folder, but I'm going to show you another way. Let's change the default save location in Microsoft Word.

I'll select Word, choose preferences, click file locations, and I'm going to change the default file location for documents. I'll select documents and choose modify, and now I'm going to select my Google Drive folder. I'll click choose, click okay, and now, whenever I select file save as, it's going to automatically default to my Google Drive, which will then trigger a sync online, and my documents will always be backed up automatically.

Now, while we're on the subject of Microsoft Office, a common misconception of using Google Drive or Google Docs is that you have to stop using the traditional desktop version of Microsoft Office. Not at all. You don't have to use Google Docs exclusively. In fact, the two work very well together, as Google Drive can even store office documents and will let you preview them right in Drive. I know I'm jumping around a bit, but I'm going to minimize and go back to Google Drive. I'm going to click back in this new folder, that we recently uploaded, and this is actually a Word document.

If I click on it in Google Drive, I'm going to get to see a preview of it, and I can actually do this right in Google Drive. So, it does work very well with Microsoft Word documents, however, a major difference is that Google Docs don't count towards your storage limit. So, this number is unaffected by the amount of Google Docs that you have in your drive. You can use that space for other file storage. If you like using Google Docs, and you want to free up some storage space, you can convert your existing office docs to Google Drive format.

To do that, you can right click on your Word document in Google Drive, select open with, and choose Google Docs. This is going to make a copy and convert that document into a Google Docs. Now you can see that you can start editing and collaborating on it with other people. You can share it out and use it and use any feature that you can in Google Drive. I'm going to close out of this document and come back. Now you can see that there's two copies of it.

One's a Google Doc, and the other one is still the Word document. Let's see how this looks in Finder. I'm sure it's synced by now, so I'm going to minimize this once again and go back to Finder. I'll click on Google Drive. I'll click in my blogs folder. Here's my kinetECO assets, and here's my two files. My Word document is still untouched, safesurfingarticle.docx, and, in fact, if I wanted to free up storage space, knowing that Google Docs don't take up any room, I could simply delete this document.

Here's my Google Doc. It's the same one, except it has a file extension of gdoc, and I can also tell that they used two different icons here. Now if I double-click on this one, it's going to open up Word, however, if I double-click on this one, it's going to open with a file in a browser. So, one final thought on migrating to Google Drive and Google Docs. You don't have to keep all your eggs in one basket. Out of all the cloud storage sites out there, like Amazon Cloud Drive, Dropbox, Box, or Microsoft OneDrive, et cetera, you can sign up for and use any of these concurrently, and, in fact, you could keep documents in one service and photos in another or home business documents in one and your personal computer files in another service.

Most of these cloud services also have tablet and desktop apps, so the process will be exactly the same. You can download the desktop app and migrate over. In fact, here you can see I have OneDrive also. It works the same way. I can even copy and paste documents back and forth between cloud services and let them sync.

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