The Confluence Gallery and Art Center has flourished since 1988 as a hub of the arts community in Twisp, Washington. The nonprofit gallery holds seven group and individual exhibits each year, showcasing the work of local and regional artists from North Central Washington. Special exhibitions draw from farther afield, highlighting noteworthy artists from the Pacific Northwest.

As participants in NPower’s statewide training and technology support program funded through the Greater Everett Community Foundation in 2008 and 2009, Confluence Gallery completed a Stable and Secure Assessment which pointed to a severe need to upgrade aging hardware. NPower consultants assisted Gallery staff in selecting a new desktop system, provided funds to cover the purchase (thank you GECF!), and procured software donations (Microsoft Windows and Office — thank you Microsoft!) to support key accounting and grant writing functions. In an “extreme makeover” story, Executive Director Sybil Macapia says Confluence Gallery is now in a much stronger position to support the administrative needs of the organization, and recently procured a much-needed grant that she links directly to the availability of that single new computer system.

Congratulations, Confluence staff! And thank you to the Greater Everett Community Foundation, Microsoft and our other supporters who make miracles like this one possible for nonprofits in Washington state.

Before we begin, a list of my New Year’s Resolutions…

Resolution #1: You pay for a gym membership, use it.

Resolution #2: Learn to make artisan bread.

Resolution #3: Perfect Salesforce to Outlook synchronization.

So maybe #3 isn’t a “real” resolution, but it is a common request from our clients, and I wanted to take the opportunity to work through what the Outlook Connector is, and isn’t, in the world of Salesforce. We’ll take this in four parts: Overview, Install, Configuration and Use. We’ll tackle the first two (Overview and Install) in this post, and the last two (Configuration and Use) in a follow-up post shortly. Without further fanfare, I present…

Outlook Connector, Overview

First, what it is: A desktop integration with your Outlook e-mail client that allows you to synchronize your contacts, tasks and events; associate your emails with a Salesforce contact; create cases (if you use these…); map custom Salesforce fields to Outlook fields in your address book; and (according to SF), “much more”! (I always cringe when I hear that…) All of this happens sometimes seamlessly, sometimes clumsily, but usually somewhere in between.

What it’s not: A seamless integration between your Outlook email client and your Salesforce database that will make them feel like one application. Someday in the future, this may exist, and it’s certainly getting closer, but its not here yet. Besides, from a consulting perspective, these aren’t necessarily things you want seamlessly integrated in the first place. Outlook is an email client. Does it have “contacts”? Sure it does, but its primary job is to send and receive emails, organize and maintain a calendar, and annoy you with meeting reminders for events cancelled three months ago. Salesforce is a database. Can it send email? Sure it can, but its primary job is to organize, report and maintain information about your organization’s constituents, donors, donations, outreach efforts, and periodically frustrate your attempts to use the same password for everything in your life. (Note: Using the same password for everything? Bad idea.)

The point is, just because Outlook has “contacts”, doesn’t mean it should be your primary repository for contact information. Just because Salesforce can email, doesn’t mean it should be your primary email client. Just because my car’s speedometer goes to 160 mph, well… you can see where this is going. This is not to mention the fact that categorizing your latest Amazon purchase, Zappos return, or email exchange with your Aunt Dorothy in your database probably isn’t the effect you’re going for (What? You’re NOT using your work email for these things? Good! Your IT administrator is smiling proudly behind you… Speaking of, you’re not going to try and install this without asking her/him first, are you? Wait, that wasn’t a question, let me try again: You’re not going to try and install this without asking her/him first. That’s better.)

Outlook Connector, Install

Now that we’ve gotten the introductions out of the way, you’ve considered the pros and cons, done a little research, and have decided “Yes, I want the Outlook Connector”, we’re ready for the install. This is actually the easiest part of the whole process, with just a few caveats. First, requirements: Windows 2000, XP, Vista or (theoretically) Windows 7 will all work. Additionally you’ll need Outlook XP, 2003 or 2007. Outlook Express and Windows 98 users will be out of luck. To find the Connector, login to your existing Salesforce database. (1) Click ‘Setup’ in the top right, under Personal Setup, click on the ‘+’ sign next to (2)’Desktop Integration’. Finally, click on (3) ‘Connect for Microsoft Outlook’.

You’ll want to select the option best for you. Once again, make sure to consult with your local IT professional or system administrator before deciding to move forward with this process (installing the Connector may violate local IT policy for your organization, don’t say I didn’t warn you!) You can launch it directly from (1) within Salesforce if your browser allows, (2) download the setup.exe executable file, or (3) download the zipped windows installer. For the purposes of this post, we’ll select option #2. It’s slightly larger than 11mb, so bandwidth shouldn’t be an issue. (For all you 19 year old Salesforce users out there, it’s the equivalent of about 2-3 Lady Gaga songs)

Next, we’ll want to backup our Outlook mail files. All of our local Outlook mail can be backed up into a .pst file, and restored later in an emergency (or just for fun!). You can do this by opening Outlook, selecting ‘File’, then ‘Import and Export’, then select ‘Export to a file’, select ‘Personal Folder File (.pst) as your file type, select your main mailbox folder and make sure to include all subfolders. Save it to a place you’ll remember, and click okay! It may take a minute or two, depending on your machine and the size of your inbox.

Okay, we’re all backed up (seriously, you did do the backup, right?), time to double click on the setup.exe file we downloaded, and let’em rip! While you can install the Connector with Outlook open, it’s probably best to shut it down. Either way, you’ll need to do a reboot upon completion.

Once you reboot, you’ll see you have a new toolbar at the top of your Outlook window. (If you can’t see it, check and see if it’s enabled. Go to View -> Toolbars, and make sure the ‘Salesforce’ related ones are checked. Remember, your toolbars are movable, so yours may be in a different place than mine.)

Well then, that wasn’t so hard, was it? We’ve successfully navigated parts 1 AND 2, and have succeeded in adding additional clutter to our Outlook screen. Come back soon for parts 3 and 4 to learn how to turn that clutter into a smooth running integration between Outlook and Salesforce and be ready to add “Application Integrator” to your resume!

Planning a software or hardware upgrade sometime soon? Don’t forget to include a plan for staff training to ensure a smooth rollout. Timely and thorough training will give your staff the confidence and skills to fully benefit from their new tools and ease any anxiety about the transition.

Leah Ankeny, our Training Manager, suggests a couple of resources on staff training:

1) For a great example of a successful upgrade and training integration, see our profile on The Seattle Foundation’s roll out of Office 2007.

2) To develop a training plan to fit the needs (and budget) of your organization, follow the tips in this Tech Soup article on replacing and upgrading technology, which include:

• How much money and effort will you invest in your training program? “Training” might consist of a few handouts if your new software only implements minor changes. It could consist of a month-long class with multiple sessions if you’re upgrading mission-critical software.
• Who conducts the training? You can assign the training to internal staff or outside contractors. Developing an effective curriculum takes a big chunk of time, so nonprofits occasionally bring someone in from the outside or send their employees to classes held at other locations.
• When do you schedule it? If you train your staff too far in advance of the software installation, they’ll forget everything they’ve learned by the time they actually need it. If you wait until after the installation, staff will have to support software that they don’t understand.

As the article says, “Being thoughtful about how much time and energy you invest in training can help ensure that your staff is up to speed on refreshed software or hardware and that your organization can get on with the real mission-based work that matters.”

I’ll be joining a panel discussion at the Puget Sound Grantwriter’s Association conference in Seattle on 10/16 to share suggestions for some smart investments that may help your nonprofit raise capital or provide you with resources that go beyond a large check. In other words, how to engage corporations in assisting nonprofits in ways that are useful and that reflect the new reality of tightened corporate giving budgets.

Here are some suggestions I have heading in, thanks to some help from my friends here at NPower Seattle. I’ll be sharing these thoughts at the PSGA conference, and I’ll write again with new ideas gained from that discussion.

Doing More with Less Suggestions

Account for all the costs in grant requests to limit the budget-breaking “hidden costs” to your organization. (This may seem counterintuitive in a “Doing More with Less” list because it drives the overall project budget UP, but it’s better in the long run to ask for what you need to cover your costs.)

For example:

• the “soft” costs of technology like software, training, set up and maintenance
• Temp help to cover for staff who attend training

For technology projects, get cost estimates from a recognized IT provider to add credibility to your request.

• Contact an IT service provider, like NPower Seattle, to get a proposed scope of work or estimate for your workstation, server, database, Web site or other technology upgrade. Include the estimate in your proposal.

Be creative about identifying matching and in-kind contributions. Include things like:

• The value of your own staff and volunteers’ time that’s not covered by grant funds
• The value of your IT provider’s time for providing a free estimate or any pro-bono services
• The difference between the retail value and a discounted rate you receive (through TechSoup, Microsoft, Google, NPower…) for software, hardware and training. For example, NPower has negotiated with some nonmember groups to charge our discounted member rate for our services, and allow them to apply the difference as an in-kind contribution from NPower in a grant proposal.

Be convincing about the need for infrastructure upgrades and support.

• Pitch the idea of a progression from a Stable and Secure Foundation to Effective Use to Innovation. You can’t get to the fancy stuff without reliable work stations, internet access, email, etc.

• See NPower’s Tech Impact profiles for an example of how one local organization, Treehouse, benefits from scheduled support services to keep their technology infrastructure stabel and secure – visit http://www.npowerseattle.org/about-us/tech-impact/

TechSoup – self-serve information and discounted technology products

• online information and resources at the Learning Center– visit http://home.techsoup.org
• the weekly “By the Cup” e-newsletter
• Discussion Forums where nonprofit staff connect with each other and with technology experts who chime in. Visit the Discussion Forums main page at http://forums.techsoup.org/cs/forums/
• a product philanthropy service called TechSoup Stock – visit http://www.techsoup.org/stock . Nonprofits can access donated and discounted technology products, generously provided by corporate and nonprofit technology partners. Partners include Microsoft, Adobe, Cisco, Grant Station…
  • For example, Microsoft Office software purchased through TechSoup comes with a 2-year software assurance agreement for free upgrades. This is a significant savings.

Microsoft - free software and training resources

• Software donations

Through a partnership with TechSoup, Microsoft and NPower, agencies who are NPower customers may be able to get their Microsoft software at zero cost as part of the Microsoft Direct Donation Program. Please check with NPower for more details.

• NGO Web site

The Microsoft NGO Connection site at www.microsoft.com/ngo offers free curriculum and training materials for nonprofits to use for internal staff training or for public training with clients.

Salesforce – free licenses and a growing nonprofit community

• Free licenses

Licenses for the first 10 users are provided free to nonprofits, thanks to the Salesforce.com Foundation. Some organizations have been granted additional licenses at no charge, and additional licenses are available from the Foundation at a deep discount.

• Implementation of your Salesforce CRM is made faster and less expensive by the nonprofit template developed by NPower Seattle. Contact NPower for details.
• See NPower’s Tech Impact profiles for stories of how two organizations (Arts Corps and Friends of the Orphans) have benefited from free Salesforce licenses and assistance from NPower – visit http://www.npowerseattle.org/about-us/tech-impact/
• One other draw is that the nonprofit community of users is large (hundreds of nonprofits use Salesforce) and a source of free advice and peer support.
  • There’s an active discussion group on the web (search Google Groups for “npsf”).
  • Seattle Nonprofit User Group: Whether you’re just exploring Salesforce, a beginning user, or an expert with tips to share, you’re welcome to attend the monthly Salesforce Nonprofit User Group hosted by NPower Seattle. Join us at the NPower Seattle offices on the 3rd Wednesday of every month at 8:00 a.m. Visit http://usergroups.salesforce.com/nonprofits_seattle/ to register for the Nonprofit User Group and to check out the Salesforce Nonprofit User’s blog.

Google – free applications, ad words and video hosting

• Google apps like Google docs and Google calendar
• Google ad words – free to nonprofits for key words up to $1 per click
• YouTube’s charity initiative allowing nonprofits or any YouTube user to post their cause driven video with an added overlay link. Learn more at http://www.marketingpilgrim.com/2009/06/youtube-videos-getting-off-site-overlay-links.html

Misc. cost-saving or no-cash ideas

• Social media for reaching out to and inspiring donors and volunteers (Facebook, Twitter, FlickR, YouTube…)
• Tips for online fundraising from the NTEN blog, like Raise Money on Facebook: Four Strategies You Need to Know About, at http://nten.org/blog/2009/09/24/raise-money-facebook-four-strategies-you-need-know-about
• Communications expertise and tips via webinar and blog from Nonprofit Marketing Guide.com
• Tech tool comparisons and guides from Idealware
• Private training at NPower Seattle – if you have at least 7-8 people to train at the same time, it’s less expensive to schedule a private group session than to register individually. See details here.
• Protect yourself from cyber theft – set up a dedicated work station for online banking. See the recent post by John Joynt on NPower’s blog for details: http://community.npowerseattle.org/npowering/cyber-theft-p1/

Your thoughts? What have I missed?

~Peg Giffels

Have you visited the Microsoft NGO Connection site at www.microsoft.com/ngo  recently? Microsoft has done a bunch of work to make available free curriculum and training materials for nonprofits to use for internal staff training or for public training if they are a Community Technology Center (CTC).  

I see these resources as being complementary to NPower’s in-person training offerings for nonprofit staff, and a great resource for any of our customers or grant partners who are offering training to the public.The NGO Connection site offers curriculum in multiple languages and different tiers of difficulty:

• Essential (mousing, keyboarding)
• Standard (internet and www, security, and a mystery item called digital lifestyle)
• In the spring of ’10 there will be Advanced (creating an email account, social networking, internet search, writing a great resume)

There’s lots of self-serve training resources on the site too - screencasts, webinar recordings. Take a look!

Do you work with data a lot? Here at NPower, I’m looking at survey data on a regular basis. Now up til this point I’ve only needed to sort my Rows of data. It never occurred to me that you could sort your Columns. I’ve usually ended up hiding the columns that were in the way. Until now that is.

The Contextures Blog had a great post on how you can get Excel to sort your data by columns. It takes a little work but might come in handy the next time you need to do some data manipulation.

Need some tips for that Annual Report? Or your next newsletter? The folks over at the Graphic Mac had a great post outlining some simple tips you can use to make your document less foreboding. Now while the article applies mostly to documents created with InDesign, you can accomplish most of these in Word too.

You can check it out over at the Graphic Mac blog.

Microsoft has put together a nice collection of templates for Office 2007 specifically for Nonprofits. You can check it out at http://office.microsoft.com/en-us/templates/FX103606811033.aspx?ION_CL=2861

Need additional help? Check out NPower’s training calendar for our new Office 2007 courses.

So last week I posted about the new version of Office which was officially announced and is suppose to ship the 1st part of next year (2010). And I asked readers to submit what version they were currently using because I’m curious. And you can still respond if you haven’t already.

Now I intentionally didn’t list any of the Mac versions of Office. Because I didn’t think it applied, the new version hasn’t been announced. Being a Mac user at home, I have the latest version - Office 2008 for the Mac.

Not one to hold back, I think it sucks and do not recommend it to anyone. Please keep in mind, that’s my personal opinion.

So what am I posting about? It certainly isn’t to nag about the qualities of Office 2008 that I don’t like. The folks over at Macworld’s website had a nice post about the previous version of Office for the Mac (2004). Seems that Microsoft has announced when they’re going to stop supporting it in October. So if you’re using Office 2004 for the Mac, make sure you read it.

Which brings up a good point as to why this information is important for all of us Office users, Mac & PC. Generally when they stop supporting the suite, you stop getting updates. No updates means higher risk in using the programs. Those updates generally fix security issues which is very important.

Seems like nonprofits are slowly jumping on the Office 2007 bandwagon. And I do mean slowly. I’ve been using it for a year and a half now and really like it. But I’m wondering, what version are you using?

Why do I ask? Well according to the Seattle Times today, Microsoft announced the next version of Office will be released in the 1st half of 2010. So If you’re still on an older version, you’ll soon be left behind.

If your organization is interested, NPower does have a nice workshop on Office 2007 that provides an overview of the suite.