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

Description

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
  

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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

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