Sync Your Files Between Your Computer And the Cloud With the New Zoho Docs For Desktop

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We are thrilled to unveil Zoho Docs for Desktop, the service that syncs your files to the cloud, makes them incredibly easy to share with anyone you want and lets you access your documents anywhere you are.

zoho docs for desktop

Painless File Sync And Backup

Syncing files between Zoho Docs and your desktop is fast and easy. If you have multiple computers, your files will be replicated across all of them, in addition to living in Zoho Docs. They are always available wherever you are. Plus, syncing requires no effort from your side – just set it up and forget it. Zoho Docs for Desktop is a great way for you to always have your most important documents backed up.

Easy Collaboration Across Your Team and Across The World

Zoho Docs for Desktop extends the boundaries of collaboration by letting you easily share files -even large ones- with anyone inside or outside your company. When you share a file with someone, they can access it with just their web browser or, if they install Zoho Docs for Desktop, they will always have the latest version of the shared files available in their computer.

Choose Only The Files You Need With Selective Sync

With Zoho Docs selective sync, you can choose to sync only the most important or recent project folders you need while on the go. Each one of your computers can have a different set of folders synced based on your priorities. This is great for our users who own laptop with flash drives that while lighter and faster, provide less storage.

No WiFi On Your Plane? Work Offline!

While you’re on the plane, you can still edit, create and delete files in your Zoho Docs folder in your computer. They will automatically sync to the cloud when you go online. You still need to stay connected to access documents created using the Zoho Docs online editors, but you can easily get to them from your desktop folder.

New Plans & Pricing

We have introduced new pricing plans for Zoho Docs. Our free plan, with 5 GB of storage space and unlimited users, means that you will now be able to manage as many users as you want without paying a buck! If you are looking for more storage space, you can upgrade your account with a monthly or yearly subscription to plans that offer up to 250 GB and even 1000 GB of storage (that’s 1 TB). Zoho Docs for Desktop can be installed on Windows, Mac and Ubuntu Linux.

Register for a Webinar

We are hosting a webinar on Wednesday, September 25, 2013 at 9:00 a.m. PDT. Register here for Zoho Docs webinar.

Before I wrap-up, just wanted to give you a heads up that Zoho Docs online editors got a complete makeover with a much cleaner user interface that our users have already fallen in love with. So, what are you waiting for? Try Zoho Docs now and do share your experience with us, while we continue working on the enhancements.

Which Kind Of Team Member Are You?

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Online collaboration tools are making it easier for teams to be better organized and more coordinated, to help them reach their team goals more efficiently. But collaboration and using the tool effectively also depends on team members and their ability to work as a team.

Each team member has a different mindset or thought process and getting everyone on the same wavelength can be quite challenging. Team leaders need to encourage team members, so that they adopt the collaboration tool more readily and work better as a team.

Here are a few kinds of team members you might have come across:

BozzillaBoss-ooka

This team member takes charge of the team a.k.a BOSS. Bozzilla lays down the rules and more often than not tries to doggedly convince or if that’s not possible confuse the team about certain decisions and how they are right. This team member however is prepared to take the blame, for any team mishaps or issues.

“Think Team” Solution:  Patience and a more passive than aggressive tone might help while trying to convince Bozzilla on what’s best for the team.

Side-KickGrumpy Grumpleston

The motto of this team member would be “ It’s the BOSS’s way or the highway!” Side-Kick will nod in agreement to everything BOSS says. Anytime BOSS looks vulnerable and is being cornered, Side-Kick will instantly jump to BOSS’s defense. This member is assured a place in the team by standing guard for BOSS at all times.

“Think Team” Solution: Get BOSS’s nod of approval, which will be a direct command to Side-Kick to step in line and work with the team.

The SaintThe Saint

This team member will be the most wise and practical member of the team.  Will be very knowledgeable and would be the one to counter BOSS’s decisions with rational arguments. If there is one person who can convince the BOSS, it is him.  This member is the one that holds the team together and is the rock that the team leans on during tough times.

“Think Team” Solution:  The Saint is already a team player and always thinks in the interest of the team.

Grumpy GrumplestonThe Zombie

“I should have been BOSS”, is what this team member broods over almost everyday! You will not find a more disinterested and critical person in the team.  Although very knowledgeable, getting Grumpy to share some knowledge is next to impossible, unless you literally beg for it. But if you get into Grumpy’s good books, consider it a boon because this member will be the most helpful person around.

“Think Team” Solution: Keep reminding Grumpy about how knowledgeable he is and how valuable his contribution is for the team.

Mr. Goody Two ShoesSide-kick

This team member will be the most social and diplomatic person in the team. Goody Two Shoes will try pitching ideas but will not push for them and agree to do whatever task is given, like it or not. This member knows how exactly to handle each member of the team and makes sure of being in everyone’s good books.

“Think Team” Solution: Tell Goody Two Shoes its NOT OK to be OK with everything and needs to strongly voice thoughts and ideas if they would benefit the team.

ZombieGoody Two Shoes

This team member like Grumpy Grumpleston will hardly get involved in team discussions. Zombie just goes with the tide and is prepared for ideas to be shot down. This member pretends to be oblivious to everything else and will always seem to be involved with work. Zombie may seem aloof but is very reliable when it comes to completing tasks.

“Think Team” Solution: LISTEN and be more open to ideas  or suggestions of Zombie but you also need to be a bit stern in asking him to get more involved with the team.

Were you able to relate with any of the above team members? You could even share with us some that you have in mind.

Disclaimer: These are just random observations and in no way is my writing targeted at any specific individual, who might think I have a bone to pick with them. Peace!

 

Dropbox Integration : Be In Sync With Your Dropbox Files From Zoho Docs

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Dropbox has become synonymous with online storage and file sharing and is used extensively to store documents, photos, videos, etc. This is the reason we have been getting constant requests from users for Zoho Docs and Dropbox integration.  The wait is finally over! We are very happy to bring you the Zoho Docs and Dropbox integration that lets you sync your Dropbox files with Zoho Docs.

For regular Dropbox users, this integration opens up options beyond storage and sharing, such as document editing and collaboration. Zoho Docs offers users in-built editor apps to edit their documents or collaborate on documents and work as a team, from one common workspace. Also, Zoho Docs users will now be able to synchronize and access their files across multiple computers and mobile devices, through Dropbox.

dropbox_shutterstock

Here is what you get with the Zoho Docs and Dropbox integration:

Selective And Effortless Dropbox Folder Sync

Zoho Docs allows you to select folders from Dropbox and sync it with Zoho Docs. This ensures that you can access only the files you want to access in Zoho Docs rather than having all your Dropbox folders synced, which will make managing your files less confusing. Once you have chosen your Dropbox folders the syncing of the folders is an effortless process. All you have to do is just click on a sync button for hassle-free syncing.

Edit Dropbox Documents With Zoho Editors

This integration is not just about syncing your Dropbox files but also being able to edit documents, with our in-built editors. You can edit word documents, spreadsheets and presentations directly in Zoho Docs, without having to download third-party editor apps.

Sync Zoho Docs Files Between Computers Through Dropbox

Keeping in mind Dropbox’s wider usability, this integration also makes it possible for you to access your Zoho Docs files right from within Dropbox. When you sync your Dropbox files with Zoho Docs there is a two-way sync taking place, which will give you the added advantage of  being able to access your Zoho Docs files across  multiple computers or mobile devices, through Dropbox.

Seamless Two-Way Content Synchronization

If you are a user of Dropbox, you will be familiar with the two-way content synchronization between the web app and the desktop app.  The Zoho Docs and the Dropbox sync functionality works in a similar manner. If you edit content of a Dropbox file in Zoho Docs, the content change will take effect in Dropbox too and vice versa. You can be sure that your content is always up to date, whether you view the file in Zoho Docs or Dropbox. It will also make for smooth content transition from and to Dropbox.

Figuring out how to sync your Dropbox files with Zoho Docs is a pretty easy and straightforward process. All it will take is a couple of minutes to sync your files.

(or)

Register for our webinar for a demonstration of all the functionalities of this integration. We will be hosting the webinar on Wednesday, Jul 31, 2013 at 9:00 am PDT.

We are pleased that we have been able to integrate with Dropbox and would like to thank the Dropbox team for their help and assistance while developing this integration.

Hope you find this integration useful for your document management.  We would love to hear your feedback. Do post your comments and suggestions.

 

How Visuals Can Immediately Improve Your Small Business

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Steve Jobs

Photo courtesy of ZDNet

Let’s play a game. I’m going to describe a painting, using only words, and you have to try and guess it as quickly as possible. Don’t worry, you shouldn’t have to be an art history major to figure this one out.

Okay, here we go:

Night has fallen across a sleepy rural town tucked in the foothills of a small mountain range. In the center, a church steeple reaches to heaven like the countless prayers echoed behind its walls. Above, a tapestry of blues and purples swirl across the canvas, crashing like waves on a shore — a blanket of tranquility protecting the townspeople below.

Any guesses? Don’t worry, I’ll keep going.

It’s nighttime, but the sky is not dark. No, it is a flare with 11 golden stars and a waning crescent moon, each enveloped in an eternal glow like candles at an all-night vigil. 

I hope by now, most of us know the painting I’m talking about. It’s Vincent van Gogh’s, “The Starry Night,” one of the most famous works of art in history.

Almost everyone has seen a picture of this painting at least once in his or her life. It’s absolutely breathtaking — a masterpiece. But something gets lost when you read about it instead of seeing it. No matter how eloquently one may describe a painting or sculpture, nothing quite compares to seeing the brushstrokes and emotion with your own eyes. (Seriously, read the description again, then look at the painting here. It’s no contest).

Keeping this in mind, why should your business or sales presentation be any different? Visuals are just as important when talking with an audience or to a client as they are anywhere else. You need more than words.

Making the Most of Visuals for Your Business

Statistics show that 65 percent of humans are visual learners and that the brain processes visual information 60,000 times faster than text. Therefore, if you’re giving a presentation without some type of visual, you’re ignoring a majority of your audience before you even begin.

So let’s look at a few ways you can start using images and visuals for your business’ website or during your sales presentations to further engage your audience and hopefully attract more clients:

1. Product Videos for Your Website

Videos are one of the most effective ways to present information about your company or product without a large financial investment. Consider making some short videos to help explain your products to potential customers, especially if your product works well with a visual demonstration. A simple video can go a long way in not only improving your image as a “current” company, but it also keeps website visitors engaged longer than other media.

2. Effective Slide Shows during Presentations

The days of boring slide presentations are over. New technology lets you create visually enticing and interactive presentations to keep your audience engaged throughout your presentation, so don’t be afraid to flex your creative muscles. These aren’t your normal slide shows. Think of the late Steve Jobs when announcing a new Apple product. More images, more movement and less bullet points. Draw your audience in and keep them there. If you are describing features or an update on a new product, show the audience what it does, don’t tell them.

3. Communicate A Lot of Information without Saying Much

In today’s world, you don’t have long to get your point across. Just look at popular new mobile applications like Vine or Snapchat. Users have six seconds of video or a pictures that disappears after five seconds to get their point across. If you want to communicate a large amount of information with someone, you need visual representations – infographics, charts, etc. Anything that can convey 15 minutes worth of information into about 15 seconds. Otherwise, your audience is moving on.

I realize the irony in presenting the above information without many visuals. Believe me, I wish words could come across as beautifully as the effervescent glow surrounding the stars and moon of Van Gogh’s painting. There is a place for written content and oral presentations, but if you can start thinking of your marketing in terms of visual representations, you will immediately improve its effectiveness.

Zoho Docs 3.0 Released With New Features And Enhancements

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Zoho Docs upgraded to the new 3.0 version. Our focus for this version, is enhancing the file sharing and collaboration experience. We have made file sharing more tightly integrated and seamless, across all the office apps. On the collaboration front, we have diversified the workspace admin role, which will make managing a workspace much easier.

Here is a summary of what’s new in Zoho Docs 3.0:

Share Files As A Link

Now you can share files quicker, as a link. You just have to copy and paste a link in an email, IM, blogs etc, to share the file.This new feature also adds flexibility to how you choose to share your files. You can keep the file private by sharing the link within the organization through a common website or blog. You can also make it public and make the link accessible to anyone by adding it in a public website, blog or forum.

Transfer Ownership Of A Document In A Workspace

What if a user leaves the organization and all the documents created by him, which hold important information, are inaccessible? This is the reason why we have brought in the functionality for administrators to transfer ownership of a document, from the one who created it to another user in the organization. With this feature administrators can ensure that all documents are accessible.

Multiple Admins For A Workspace

Previously the one who created the workspace i.e the owner, by default was the only admin for it. Now the owner can assign the admin role to other workspace users. This will make it possible for other users to manage a workspace, in the absence of the owner. As an admin they can add or delete documents, change workspace access roles and also delete users from the workspace.

Grey Theme, Auto-Save And Auto-Suggestion For Spreadsheets

Zoho Sheet now sports a new look with a grey theme. The move was made to keep it in tune with Zoho Docs and Zoho Writer, so your experience with the office suite is more standardized.

The auto-save functionality has been added to spreadsheets, so changes made to a document, will be automatically saved. You don’t have to hit that “Save” button, every now and then and can carry on with your work uninterrupted. We’ve also added the auto-suggestion feature that will allow you to enter data faster. This is quite useful when you have to repeatedly enter the same values in a column.

Collaboration Notifications And Object Smart Guides For Presentations

A very useful functionality has been added to enhance collaboration, while working with presentations, using Zoho Show. You will now be able to see who is editing the presentation and know exactly which slide they are working on, through real-time notifications.

For objects and images, smart guides have been added. Smart guides are the dotted lines that appear by default, when you try to position an object on a slide. The smart guides will come in handy when you are aligning multiple objects and will help you position them in the right place.

Add Task Reminders

The main purpose of task management in Zoho Docs is to keep track of what work needs to be completed by other users. Now, wouldn’t you also like to keep a track of work that needs to be completed by you? That’s why we’ve added Task Reminders. You can add a task reminder for your documents, so you know which tasks you have to complete and when. This will help you prioritize and organize your work better.

We would like you to try Zoho Docs 3.0 new features and enhancements and give us your feedback.

 

 

First look! 20+ elegant themes to jazz up your presentations

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Presentations are the inevitable part of any business. Needless to say, they are the most compelling and successful way of sharing information. Ever since we launched Zoho Show, we’ve always been looking into ways to make it easy for you to create and share presentations online. Today, we are extremely happy to roll out the new presentation themes with other notable enhancements.

All new gallery of themes

Themes are merely not a design for presentation template; this is where first impressions are formed. Be it a casual presentation or a very formal business meet, the new themes are just perfect for all the occasions. Each theme looks unique; with a clean and recognizable layout, fresh color scheme, and minimal design that gives a lot of scope for your content.

New themes for your presentations

Stepping into widescreen world

Big screen presentations are now possible with Zoho Show. Yes, you read that right! The new set of themes are specifically built for the widescreen aspect ratio of 16:9. Your slides will be less cluttered, as there is more room for the content. Make the whole experience memorable for your audience with widescreen presentations.

Typography-The new visual language

We seldom realize that fonts can actually make or break the overall effectiveness of a presentation. Wise choice of fonts can help you create powerful visual content that is highly engaging. This release, we have added around 20 new web fonts (flip through the presentation to watch some of them in action). Sure, there is lot more to come.

 

 

Hassle-free picture addition

Adding images to your presentation just got easy with the new picture placeholder support. You can now fit images into one of the pre-designed shapes, while maintaining a consistent style and position. Image re-sizing and cropping is made simple and painless.

easy image cropping

Make sure your next presentation is fresh, unique and simply awesome. Try out the enhancements and do share your experience with us.

 

Save Paper With Online Document Management

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Here are some startling facts I came across online, about paper and its consumption in the US:

  • Every year the U.S. uses nearly 3.7 million tons of paper – that is more than 700 billion sheets
  • A Xerox survey reveals that U.S. office workers print more than 1,000 pages a
    month; the national annual average is 10,000 – 12,000 sheets per worker
  • Other studies by Xerox  reveal that office workers throw away 45 percent of their documents within 24 hours of printing them
  • With all the office paper businesses waste every year a 12-foot high wall of paper from New York to California could be built.
  • It takes one 15-year old tree to produce half a box of paper.
  • 10,000 sheets of paper per year are used by a single US office worker. If a box of paper contains 5,000 sheets and costs $32, that’s $64 and 4 trees per employee. For an office of 100 employees, that’s a whopping $6400 and 400 trees!


From the 
the facts mentioned above you can see that offices use vast quantities of paper, which mostly end up as waste. This is where online document management services such as Zoho Docs can help businesses reduce their usage of paper.

By using document management services such as Zoho Docs, you no longer have to create documents on paper. Instead, you can create, store and share your documents online. This not only leads to reduced paper consumption but increases the efficiency at work, saves time, money, and resources.

So, how would your business benefit going the paperless route, by using online document management ?

Save time: Reduce time spent on searching for a document from hours to minutes

Save Office Space: Reduce file cabinet and storage space in your office, making your work environment clutter-free.

Access anytime anywhere: 
Store all your files online and access them from anywhere

Get Quicker access to information: Get all your documents organized in one place and retrieve the required document with ease

Safety and Security: Set access privileges for documents so only the people you want to share the document with get to access it. You no longer have to worry about a document getting lost or misplaced. And lastly…

Go Green:  Reduce the amount of paper you use. The less paper we use, the less trees are cut down, which would be a step in saving our fast diminishing natural environment.

Zoho Docs is helping businesses save paper and go green by offering online document management. We would like to know if there is anything that you’ve done or you would suggest to “save paper”?