Working in the Cloud: Using Web-Based Applications and Tools to Collaborate Online

by Jason R. Rich

Overview

All anyone needs to succeed with today’s cloud productivity and collaboration tools

Clearly explains the cloud concepts and terminology you need to know Helps you choose your best options for managing data, content, and collaboration Shows how to use cloud services more securely and efficiently

Today’s cloud-based collaboration and productivity tools can help companies work together more effectively at a lower cost. But wideranging choices and enormous hype make it tough to choose your best solutions. In Working in the Cloud, Jason R. Rich demystifies your options, introduces each leading tool, reviews their pros and cons, and offers tips for using them more successfully.

This book covers Box, Cisco WebEx, DocuSign, Dropbox, Dropbox Paper, Evernote, Google Docs, Google Drive, Microsoft Exchange, SharePoint, Microsoft Office 365, Salesforce.com, Skype for Business, Slack, Trello, and more. Throughout, he offers practical guidance on adjusting everyday workflows and processes to make the most of them.

You’ll learn how to enforce security in the cloud, manage small group collaborations, customize tools to your unique needs, and achieve real-time collaboration with employees, partners, and customers across virtually all devices: PCs, Macs, tablets, and smartphones. If you’re ready to take full advantage of the cloud but don’t know how, get Working in the Cloud: It’s all you’ll need to know.

• Compare the resources you need to implement each cloud solution
• Organize data, documents, and files for easiest access
• Get access to your tools and content wherever you go
• Make sure your cloud-based appsand tools work together smoothly
• Enforce security and privacy using encryption and other technologies
• Plan security strategies for team leaders, members, and collaborators
• Encourage new workstyles to make the most of cloud collaboration
• Use Office 365 and/or Google G Suite for content creation, management, and collaboration
• Collaborate in large groups with WebEx, Exchange, SharePoint, and Slack
• Share, synchronize, and collaborate on content with Box and Dropbox
• Connect your sales team with Salesforce
• Take notes and stay organized with Evernote
• Securely review, edit, digitally sign, and share documents with DocuSign
• Manage tasks and projects visually with Trello
• Improve communication and reduce costs with Skype
• Discover tips and tricks for better, simpler, real-time collaboration
  

Product Details

ISBN-13:	9780789759023
Publisher:	Que
Publication date:	10/17/2017
Pages:	320
Sales rank:	425,529
Product dimensions:	7.00(w) x 9.00(h) x 1.00(d)

About the Author

Jason R. Rich (www.jasonrich.com) is an accomplished author, journalist, and photographer. Some of his recently published books include iPad and iPhone Tips and Tricks, 7th Edition (Que), My Digital Entertainment for Seniors (Que), Ultimate Guide to YouTube for Business (Entrepreneur Press), How to Do Everything iCloud, 2nd Edition (McGraw-Hill), and The Crowd Funding Services Handbook (Wiley).

Through his work as an enrichment lecturer, he often offers technology-related workshops and classes aboard cruise ships operated by Royal Caribbean, Princess Cruises Lines, Norwegian Cruise Lines, and Celebrity Cruise Lines, as well as through Adult Education programs in the New England area. Please follow Jason R. Rich on Twitter (@JasonRich7), LinkedIn (www.linkedin.com/in/jasonrich7), and Instagram (@JasonRich7).

Table of Contents

Chapter 1: Introducing Cloud-Based Computing and Collaborating 2
What Is the Cloud? .............................................................................................3
The Mechanics of Cloud Storage ...............................................................5
Security Concerns in the Cloud ..................................................................5
Considerations When Selecting Services ...................................................6
How to Use Cloud-Based Computing ...................................................................8
What You Need to Get Started .............................................................................9
What You Should Know Before Getting Started ..............................................11
Chapter 2: Determining Your Needs for Cloud-Based Solutions 12
Common Business Uses for Cloud-Based Tools ..............................................12
Managing Customer Relationships ...........................................................13
Syncing and Storing Files Across Devices ...............................................14
Sharing Files .............................................................................................15
Communicating with Group Messaging ...................................................16
Conducting Interactive Polling and Q&A Sessions ...................................17
Integrating Services with Microsoft Office 365 .........................................17
Collaborating in Real Time ........................................................................18
Sharing Screens and Virtual Whiteboards ................................................19
Recording and Playing Back Virtual Meetings ..........................................19
Voice Calling and Video Conferencing .....................................................19
Overview of Online File-Sharing and Collaboration Services ................20
Box ............................................................................................................21
Cisco WebEx ...........................................................................................22
DocuSign ..................................................................................................24
Dropbox and Dropbox Paper ...................................................................25
Evernote ....................................................................................................26
Google G Suite .........................................................................................27
Microsoft Exchange and SharePoint ........................................................28
Microsoft Office 365 ................................................................................28
Salesforce .................................................................................................29
Skype ........................................................................................................30
Slack .........................................................................................................30
Trello .........................................................................................................31
Chapter 3: Becoming a More Efficient Collaborator 34
Working Efficiently with File-Storage and Data-Syncing Services ..............35
Tips for Effective File-Sharing .....................................................................37
Maintain Control of the Files You Share ...................................................37
Manage Permissions for Shared Content .................................................39
Understand How You Can Lose Control of Content ................................40
Maintain a Version History for Important Documents and Files ...............41
Etiquette and Strategies for Real-Time Collaboration .....................................41
15 Tips for Getting the Most from Using Collaboration Tools ..................42
Develop a Meeting Plan ............................................................................44
Strategies for Effectively Using Chat or Group Messaging ......................46
Chapter 4: Understanding Cloud-Based Security Concerns 48
Certifications from Recognized Organizations ...............................................48
Types of Security Threats .................................................................................49
Ways to Protect Yourself When Using the Cloud ...........................................50
User Mistakes That Often Lead to Security Problems ....................................53
Strategies for Password Creation and Management ...................................54
Two-Factor Authentication ..............................................................................56
Virtual Private Networks ..................................................................................57
Norton WiFi Privacy Service ....................................................................58
Additional VPN Service Options ...............................................................60
Chapter 5: Collaborating with Box 62
Getting to Know Box .................................................................................62
File Storage ...............................................................................................63
File Sharing ..............................................................................................64
Integrated Collaboration Tools .................................................................65
Understanding Box Subscription Plans and Pricing ....................................................66
Individual Plans .........................................................................................66
Business Plans ..........................................................................................66
Using Box with PCs and Macs .....................................................................67
Customizing Your Box Profile and Account Settings ...............................69
Working with Box Messages ....................................................................70
Managing Files and Folders Within Your Box Account ............................71
Taking Advantage of Box’s File Management and Collaboration Tools ...73
Using Box Notes .......................................................................................77
Using Box with a Smartphone or Tablet .......................................................79
Getting Online Support ................................................................................81
Chapter 6: Using Cisco WebEx for Large-Group Collaboration 82
Cisco WebEx Overview ..................................................................................82
WebEx and Spark Service Plans .................................................................84
Premium 8 Plan .........................................................................................85
Premium 25 Plan .......................................................................................85
Premium 200 Plan .....................................................................................85
Cisco Mobile Apps .........................................................................................86
WebEx Video Conferences ........................................................................88
Getting Started with WebEx Tools ...........................................................88
Scheduling a Meeting ...............................................................................94
Starting Your First Video Conference or Virtual Meeting ..........................96
Collaboration in a Spark Virtual Workspace .................................................99
Security Considerations .................................................................................101
Chapter 7: Using DocuSign to Review, Edit, Sign, and Share Documents 102
DocuSign Overview ........................................................................................102
Benefits of DocuSign .......................................................................................103
DocuSign Subscription Plans ........................................................................107
The DocuSign Mobile App ..............................................................................108
Interview with DocuSign Founder and CEO Tom Gosner .........................110
Chapter 8: Managing Collaboration with Dropbox 116
Dropbox Overview ......................................................................................116
File Storage in the Cloud ........................................................................118
File-Sharing Functionality .......................................................................119
Data Syncing ...........................................................................................121
Dropbox Subscription Plans ......................................................................................122
The Dropbox Plus Plan ...........................................................................122
The Dropbox Standard Plan ...................................................................123
The Dropbox Advanced Plan ..................................................................123
Dropbox Software .........................................................................................124
The Dropbox Mobile App .................................................................................130
The Dropbox.com Website ..............................................................................133
Dropbox Paper ..................................................................................................135
Chapter 9: Taking Notes and Staying Organized with Evernote 142
Evernote Overview ..........................................................................................142
Evernote Pricing ...............................................................................................144
Setup of Evernote ......................................................................................145
Note-Taking in Evernote .................................................................................146
Evernote’s Data-Syncing and File-Sharing Tools ............................................149
Collaboration ................................................................................................152
Add-Ons, Third-Party Apps, and Templates ..................................................154
Chapter 10: Working in Google’s G Suite 156
Google G Suite Overview ..........................................................................156
G Suite Plans and Pricing ..........................................................................159
G Suite Basic ..........................................................................................159
G Suite Business .....................................................................................159
Getting Started with G Suite ........................................................................160
Collaborating Using Docs ...........................................................................163
Using G Suite’s Communications Tools .......................................................170
Hangouts Meet .......................................................................................170
Google+ ..................................................................................................170
Gmail .......................................................................................................170
Chapter 11: Using Microsoft Office 365 for Collaboration and File Sharing 172
Office 365 Overview ...................................................................................172
Office 365 Subscription Plans and Pricing .......................................................175
Microsoft Office 365 Home Subscription Plans ......................................175
Microsoft Office 365 Small Business Subscription Plans .......................176
Microsoft Office 365 Enterprise Subscription Plans ...............................177
File-Sharing and Collaboration Tools .......................................................................177
File Sharing Directly from OneDrive ........................................................177
Collaboration Tools Within Office Applications .................................................181
Collaboration Tools Offered by Microsoft Services ......................................186
Decision Time: Avoiding Office 365 Confusion ............................................187
Chapter 12: Handling Large-Group Collaboration with Microsoft Exchange Online 188
Microsoft Exchange Online Overview ..............................................................189
Microsoft Exchange Online Plans and Pricing ..................................................190
Setup Options .....................................................................................................192
Interacting Directly with Microsoft ..........................................................193
Working with an Independent Microsoft Hosting Provider .....................193
Chapter 13: Bringing Teams Together with Salesforce 196
Overview of CRM Applications ...........................................................................196
Benefits of a Cloud-Based CRM Solution .............................................198
Benefits of a Cloud-Based Solution .......................................................199
Available CRM Solutions ........................................................................199
Overview of Salesforce .....................................................................................200
Salesforce Subscription Plans and Pricing ......................................................201
SalesforceIQ CRM Starter ......................................................................202
Sales Cloud Lightning Professional ........................................................202
Sales Cloud Lightning Enterprise ............................................................202
Sales Cloud Lightning Unlimited .............................................................203
Getting Started with Salesforce ..................................................................204
Chapter 14: Communicating via Skype 216
Skype Overview ..............................................................................................216
Skype Pricing ................................................................................................219
Getting Started Using Skype for Business ................................................220
Personalizing Your Skype Account ................................................................222
Making and Receiving Voice Calls ..............................................................223
Understanding Voice Call Features ..................................................................225
Initiating or Answering a Video Call .................................................................226
Using the Skype Messaging .........................................................................229
Sharing Files and Using Screen Sharing via Skype .....................................230
Chapter 15: Discovering Slack 234
Slack Overview ..........................................................................................235
Slack Subscription Plans and Pricing ................................................................236
The Slack Free Plan ................................................................................236
The Slack Standard Plan .......................................................................237
The Slack Plus Plan ...............................................................................238
The Slack Enterprise Grid Plan ...............................................................238
Getting Started with Slack ...............................................................................239
Communicating More Efficiently Using Slack ...............................................251
Adjusting Slack’s Security Features .......................................................251
Creating Detailed Profiles .......................................................................252
Creating Topic-Specific Channels and General Channels .....................253
Customizing Notification Settings ...........................................................253
Customizing the Appearance of Channels .............................................253
Making Communication More Efficient ...................................................254
Taking Advantage of Integrations ...........................................................254
Chapter 16: Maximizing Communication Efficiency with Trello 256
Trello Overview ..............................................................................................256
Trello Subscription Plans and Pricing ............................................................258
The Trello Gold Plan ...............................................................................259
The Trello Business Class Plan ...............................................................259
The Trello Enterprise Plan .......................................................................260
Getting Started with Trello ..........................................................................260
Switching Between Boards .....................................................................262
Creating a New Team and Inviting People to Collaborate ......................263
Exploring the Sample Welcome Board ...................................................265
Searching for Content ............................................................................265
Creating a New Board ............................................................................265
Managing Your Trello Account ...............................................................266
Learning More About Trello ....................................................................268
Reviewing Trello Notifications .................................................................268
Populating Trello Boards .............................................................................268
Adding Members, Labels, Checklists, Due Dates and
Attachments to Cards ...........................................................................269
Reorganizing Your Cards ........................................................................273
Using Actions to Organize and Manage Information ..............................274
Adding Functionality with Third-Party Apps ...............................................276
Chapter 17: Adapting to Quickly Evolving Technologies 278
Taking Advantage of Integrations ..................................................................282
Expert Advice from Olivia Teich, Director of Products at Dropbox ...............283
9780789759023, 9/12/2017, TOC