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Connecting Businesses and Staff, Tools for the Virtual Office

Date post: 15-Jan-2015
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Connecting Businesses and Staff Tools for the Virtual Office Microsoft Groove Office Collaboration Software Skype VOIP Telephone Transferring Files the Safe and Secure way By Dawn M. Draper Virtual Paralegal/Assistan viding alternative staffing solutions to firms and businesses
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Page 1: Connecting Businesses and Staff, Tools for the Virtual Office

Connecting Businesses and StaffTools for the Virtual Office

Microsoft Groove Office Collaboration Software Skype VOIP Telephone Transferring Files the Safe and Secure way

By Dawn M. DraperVirtual Paralegal/Assistant

Providing alternative staffing solutions tolaw firms and businesses

Page 2: Connecting Businesses and Staff, Tools for the Virtual Office

What is Collaboration?

When two or more individuals work together to meet a common goal. For example, you create a document and another proofs and edits the document, sending it back to you for final approval. Working together to meet a common goal in an efficient manner.

Page 3: Connecting Businesses and Staff, Tools for the Virtual Office

Advantages of Collaborating with Colleagues

Work as a team on one or more projects Allows for creative thinking and

involvement of more than one mind You can share ideas and work from one

document to implement changes Share one calendar for project deadlines

and meetings Real time chat and meetings no matter

where your office is located Synchronization of files

Page 4: Connecting Businesses and Staff, Tools for the Virtual Office

Microsoft Groove

All in one collaboration software for group interaction

Simultaneous access to files Access to your files from anywhere, even

when you are not connected to the internet Serves as a secure backup for your office files More secure access and delivery of files then

E-mail Changes to any file or document can be seen

by all Can be used in both an online or offline setting

Page 5: Connecting Businesses and Staff, Tools for the Virtual Office

Groove Functions

Calendar – collaborate schedules and deadlines Discussion – hold conversations with other members

of the workspace Documents – review and edit one document with

other members Files – share files, store, and organize for access to

all members Meetings – record meetings and upcoming tasks Pictures – share images and photos Chat – real-time chat with all members of the work

space E-mail – share files, record voice messages, share

ideas

Page 6: Connecting Businesses and Staff, Tools for the Virtual Office

The Launchbar

Shows workspaces

Contacts in workspaces

Create new workspaces

Invite members

Page 7: Connecting Businesses and Staff, Tools for the Virtual Office

Easy File Organization in Groove

Create folders for projects – subfolders – upload files – edit directly in Groove – save to Groove – Shows modified date and individual who last modified the document – Think of Groove as your virtual office – Accessible to all members

Page 8: Connecting Businesses and Staff, Tools for the Virtual Office

Groove Shared Calendar

Page 9: Connecting Businesses and Staff, Tools for the Virtual Office

Sharing the Calendar

Share calendar with all members of the workspace

Deadlines Appointments Vacations View by day, week or month One calendar – many can view and edit –

no more messy desk calendars or more than one calendar to view

Page 10: Connecting Businesses and Staff, Tools for the Virtual Office

Issue Tracking Original Assignment

Assign projects – track progress – know the status

Page 11: Connecting Businesses and Staff, Tools for the Virtual Office

Meetings & Minutes

•Agenda•Attendees•Minutes

Your meetingis all in oneplace with everyoneVirtually Attending.

Page 12: Connecting Businesses and Staff, Tools for the Virtual Office

Where Can I Get Microsoft Groove? If you have Microsoft Office 2007

Professional, you may already have Groove as part of the program

If you don’t have Microsoft Office 2007 Professional, you can purchase Groove at:

http://office.microsoft.com/en-us/groove/fx100487641033.aspx

For a one-time fee of $229.95

Page 13: Connecting Businesses and Staff, Tools for the Virtual Office

SKYPE – Voice Over IP Phone Free PC to PC telephone calls and video

conferencing File sharing capabilities Real time chat Low cost long distance calls Low cost local telephone number for

incoming and outgoing calls Costs less money per year than your

office local and long distant telephone services

Page 14: Connecting Businesses and Staff, Tools for the Virtual Office

SKYPE Telephone Software

Your Skype contacts are in one place and can be exported from your Microsoft Outlook contacts.

Double click on a name and that begins the process of calling that contact.

Page 15: Connecting Businesses and Staff, Tools for the Virtual Office

File Sharing and Data Transfer

When Emailing a large file just doesn’t cut it, Dropbox is a great alternative for transferring the data.

Free Version allows you to collaborate, transfer and store up to 2 Gig

Paid versions costs $9.95 per month for 50 Gig or $19.99 for 100 Gig

This is a free software download that collaborates the files you transfer only with those you invite by email. Very secure and safe alternative to emailing your sensitive files to colleagues.

Page 16: Connecting Businesses and Staff, Tools for the Virtual Office

Interested in Learning More

If you are interested in learning more about how you can save your business money by working virtually, collaborating with colleagues, alternative staffing solutions, such as utilizing a virtual assistant, or getting your office set up with Microsoft Groove, please contact The Virtual Paralegal at:

Dawn M. Draperinfo@thevirtualparalegal.comwww.thevirtualparalegal.comhttp://thevirtualparalegal.wordpress.com/

© 2009 The Virtual Paralegal – All rights reserved You do not have permission to redistribute, sell or copy

any material provided in this PowerPoint presentation without the express permission from Dawn M. Draper.

Page 17: Connecting Businesses and Staff, Tools for the Virtual Office

SKYPE Features

Free PC to PC Chat Video Conferencing Real time chat Organization of contacts and telephone

numbers Share your documents and pictures as

attachments Low cost alternative to landline

telephones

http://www.skype.com


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