Earlier this week our friends at Microsoft Community Affairs hosted a webinar to show nonprofit organizations What’s New in Office 2010.  Product Manager Markus Weickenmeier and TechSoup Staff Writer Elliot Harmon walked the participants through the compelling new features in Office 2010.

Through our Scheduled Support customers, we are seeing a lot of interest in Office 2010 with many having upgraded already or making plans to do so.  Before diving into the presentation and demo, a quick Live Meeting poll was conducted to see what version of Office the participants were using.  The results showed that almost 20% (out of 253 responses) have already upgraded to 2010 with 44% and 27% on 2007 (or 2008 for Mac) and 2003 (2004) respectively.  It’s interesting to see a more aggressive adoption of 2010, compared to the slower migration to 2007.  I suspect that this is being influenced by the upgrade of older Windows XP computers to newer desktops running Windows 7.

Getting back to the webinar, below are some the new features and capabilities that stood out for me:

• Online Collaboration: Office 2010 allows for online document collaboration regardless of location – across branch offices, from home, while travelling, with volunteers or board members.  This is supported in Word, Excel, PowerPoint, and OneNote, although the implementation varies by application.  For Word and PowerPoint, co-authoring is provided through the desktop application.  Spreadsheet collaboration is accomplished using the free Excel Web App.  OneNote supports multi-user access in both the desktop and web applications.

• Social Connector: With the Outlook Social Connector, you can synchronize Outlook contacts with social networks including Facebook, LinkedIn, MySpace, Windows Live, and SharePoint.  When one of your Outlook contacts updates their profile on one of these sites, this information will be available in your address book.  Beyond the social aspects, the Connector allows you to quickly view your history of email, meetings, and attachments with any contact, which can help with that needle in the haystack search for a piece of information that you desperately need to locate right now.  Some of the features are still in Beta, but the Facebook Connector is currently available and supports earlier versions of Outlook (2003/2007) as well.

• Photo/Video Editing: With the new built-in features, you can easily clean-up a picture or trim a video directly within Word and PowerPoint.  While not as robust as stand-alone photo or video editing software, this in-house capability greatly simplifies the process of doing minor touch-up to increase its effectiveness in a report or presentation.

• Presentation Broadcasts: PowerPoint Broadcast Slide Show allows you to easily share a presentation to a remote audience.  From the comfort of your desktop, you can broadcast a slide show that participants can quickly connect using their web browser or smartphone.  Using the video export feature, you can convert your presentation into a video suitable to be burned to DVD or shared online.

Thanks to Microsoft and TechSoup for putting this webinar together.  If you were not able to join the live event or would like to view it again, Microsoft has posted the presentation materials online at http://bit.ly/ngowebinar.  In addition, TechSoup has posted a blog about the webinar, including resources to learn more, at http://bit.ly/officewebinar.

Have a great weekend!

Update: (7/21/10) As of today, the TechSoup/Microsoft webinar on Office 2010 is FULL!  A recording of the webinar will be posted online after the event.  You can access it, along with other Microsoft Community Affairs webinars, at http://bit.ly/ngowebinar.

Join Microsoft Community Affairs on Tuesday, July 27th for a sneak peek of what’s new in Office 2010:

Event Title: Microsoft Office 2010: What’s the latest & why we like it

Event Time: Tuesday, July 27, 2010 11:00 AM to 12:30 PM PDT

Event Description: The latest version of Microsoft Office was released to the world last month. Should you upgrade? Should you care?  In this FREE webinar, co-hosted by TechSoup and Microsoft, nonprofits and public libraries can see what’s new with Office and why there may be some compelling reasons to make the switch.

Elliot Harmon from TechSoup, author of What Your Organization Should Know About Office 2010, will be joined by a Microsoft Office expert to highlight some of the new features like Web Apps for improved online collaboration, the Social Connector tool to bridge your Outlook to social media tools, as well as improvements to built-in image and video-editing features throughout the suite. In addition, we’ll discuss the pros and cons of upgrading at your organization, compatibility with older versions of the Office suite, and how you can go about upgrading your donation through TechSoup or Microsoft Software Assurance.

Register now!

When Windows 7 launched in October 2009, Microsoft made a special extra donation of it or Windows Vista available to nonprofits and public libraries through TechSoup. The Microsoft Software Donation Program allows organizations one opportunity to place a donation request each year. This special extra donation lets eligible organizations place another donation request outside of the program limitations as long as the request includes only Windows 7 or Vista. If you have not yet used your special extra donation opportunity, you have until June 30, 2010, to do so. For details, see Special Extra Donation of Windows 7 or Windows Vista.

Also, in case you were not previously aware, the TechSoup admin fees for many of Microsoft’s most popular software offerings, including Windows and Office products, will be increasing effective July 1, 2010.  For example, the admin fee for Microsoft Office Professional Plus 2007, which is currently $20, will increase to $31.  So if you are planning to upgrade or add any Microsoft products over the summer, you can save money by placing the requests this month. And if you have been waiting for Office 2010, it is now available through TechSoup.

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!