Can you participate?

Now that everyone at NCSU has Google Apps, there are lots of features you will want to use that you probably haven't tried yet. But, the ones I'm going to talk about here require one small purchase if you don't have laptop computer - a headset! Even if you have a laptop, a headset is recommended so you don't annoy those around you, can have private conversations and don't have to worry about the others in the conversations hearing echos of everything said.


Features in Google Apps that you will want to try are "voice calling" and "video call" from chat, "call phone" and Google Plus. Voice calling and video call work from the chat feature.  "Call phone" lets you call long distance for free.  Google Plus has 'hang outs' where you can have voice/video conference calls with up to 10 people and collaborate or share your screen.  Note: currently Google Plus is not available with NCSU's Google Apps, but you can use your eXtensionID@extension.org and your eXtension password or your personal Google account to use it.

You can also use it with Skype to talk to people around the world for free. All you need is Skype installed on your (and their) computer.

If you want to try any of these or have questions, let me know.


It's budget planning time.  If everyone in your office doesn't already have their own headset, go ahead now and budget (or get your director to budget) the $25-$50 per person for a headset. If you can eliminate traveling to just one face-to-face meeting, you've saved the cost of the headset.

What kind of headset do you need? It depends. Personally, I recommend a USB headset because they will work with both macs and windows computers and they are easier to plug in than the kind with two 3.5mm round plugs (no fiddling trying to find which port is the microphone and which is the speaker) and the audio quality is generally better.

Next decision is stereo or monaural.  If you are in a noisy environment (like most of our secretaries) I recommend a stereo headset with leatherette covers.  Those block out a lot of the background noise and make it more noticeable that you are not available to talk.  If you are in a quiet office or want to be able to hear everything that is going on around you (which can be distracting), get a monaural headset with foam covers.  I have found the monaural to be more comfortable. I can wear my monaural headset all day long with no discomfort.  The few stereo headsets I've used felt like they were pressing my ears against my head and were uncomfortable for extended use.  I'm sure there are stereo headsets that would fit better than the ones I've used.

Once you have a headset, then you will be able to fully participate in web conferencing sessions, listen to podcasts, watch video, and much more all without disturbing others.

Google Calendar Handout

Andy Click in the NCSU College of Natural Resources, shared the handout he uses for teaching his class on Google Calendar.

https://docs.google.com/a/ncsu.edu/viewer?a=v&pid=explorer&chrome=true&srcid=0B380oixtu6yQNmZkZjZjMDgtOGViMy00OTc1LWEyNDUtYmZmMjI5NTUxYzdj&hl=en_US

If you are going to print it, you might want to Download the original.

Great tool!

Thanks Andy for sharing!

Make the transition to Google Calendar

Now that you have Google Calendar, how do you make the move from using the paper calendar you've been using for years to a new electronic calendar?  It's very easy. Use both.

If you have a smart phone, then you don't need to deal with paper.  You have your calendar with you at all times. See the video setup instructions at: http://google.ncsu.edu/accessing-google for configuring your smart phone or PDA. Learn how to use that and you can stop reading now.

Until you have a smart phone (some day, you will), you can start using Google Calendar as your primary calendar by printing your calendar as you need it.

Many years ago (we had a computer in the office, but it didn't even have a hard drive - yes, I'm getting old), I tried to keep two separate calendars. One on my desk for my secretary to know where I was and my pocket calendar for me to know where I was supposed to be. It lasted about a month.  I found it impossible to keep the two synchronized. My advice.  Don't even try to keep two separate calendars.

Why use Google calendar?
Several years ago (okay, more than a decade), I started using an electronic calendar. For me, they have some significant advantages.

1. It's legible.  
• If you've ever seen my handwriting, you'd understand why this is #1.
2. I don't have to worry about losing it.  
• It's an awful feeling when your wife asks you, "where is your calendar" and she's holding a handful of lint out of the dryer.
3. It can be shared. 
• My boss, my coworkers, my wife, or anyone I deem worthy can see my calendar - or just times I'm not available.
• You can invite others to meetings.
• You can RSVP to others' invitations.
4. You can keep multiple calendars.
• Have separate calendars for projects, clubs, associations, meeting rooms, vehicles, your personal life, kid's activities, etc. and keep these all separate, showing just the ones you want at any time. They work like color-coded layers.
5. Get reminders via email, pop-up on your computer or text messages to your cell phone.
6. Task lists are wonderful for keeping up with all those 'to-dos'.

How can you keep using your paper calendar and still use Google Calendar?

Here's how I did it before PDAs and Smart phones.

• I made my online calendar my primary calendar. I lived by this calendar.
• I printed out the next 6 months or so. More if I was going to a meeting where we'd be planning events farther into the future than that.
• I carried the paper calendar with me like I did my old 'paper' calendar and made entries in it as needed.
• Periodically (frequency depended on how many events were added), I'd update my electronic calendar with the items that were handwritten in my paper calendar. 
• When my paper calendar got too 'messy', I'd print off a new copy of that month.

How would I do this with Google Calendar?

Google's monthly print view is not quite adequate (it's better if you change to font to smallest). So, I would use one of the following methods for printing.

1. Print the weekly view for the next few weeks and the monthly view for the next few months.
2. Print 2-week views rather than monthly views.
3. Integrate Google Calendar with Apple iCal on Macs or Outlook on Windows.
• See: instructions to sync with iCal
• See: instruction to sync with Outlook (will not sync secondary calendars)

Give it a try and let me know how you like it.

Share your suggestions, experiences and lessons learned! (comment)

Searching Extension

How often are you looking for information, but you only want it to be from someone you trust?  Try using the eXtension Search tool at: http://www.extension.org/search

Searching from this page will search almost 1,000 Cooperative Extension sites.

You can put a search box like the one below on your blog or website by following the instructions provided by Google