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If you look over on the right hand side of this blog you will see a little logo and the letters RSS feed.

So what, you might ask, is RSS and how can it help me?  Let me enlighten you!
RSS is short for Really Simple Syndication, Rich Site Summary or RDF Site Summary depending on who you talk to.  You don't really need to know that, but some people are interested in these sorts of details.

RSS is a way of subscribing to information on websites and blogs that is updated periodically, without having to actually go to that site.  If you look at the feeds on the bottom right of this page, they are generated from RSS from the originating site, and every time a new post is made the feed on my site updates without me having to do anything.  This is really useful if you are running a website or a blog, which I know some of you are.
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You can subscribe to a number of feeds through a Feed Reader.  I use Google's Feed Reader.  You will need to be signed up to Google, and then from the Google search page you will find the reader under more at the top of the window, and then Reader from the drop down (see picture right):

When  you click on the RSS link on a website you are taken to the feeds page.  Select and copy the address in the url/address bar, and go in to Google Reader.
Click on Add a subscription at the top left and paste the link you copied into the field (remember you can use ctrl-v) and click on Add.  Some browsers have the facility to add feeds to their own built in reader, so you might find this easier.  Firefox, for example has 'Live Bookmarks' which allow you to add feeds to your bookmark bar.  Firefox also allows you to choose another type of reader, including Google, and it will automatically add a subscription for  you.  IE7 has an RSS button on the toolbar which switches on when there is a feed on the page. Click on the icon to subscribe to the feed.  You can then use the IE reader to read the feeds.

In most readers you can order your subscriptions into categories to make them easier to find.  I separate work and leisure ones for example.

You might find the following reviews on feed readers useful:

Review 1

Review 2

and here is a selection of feeds to try out: Feeds

If you use any interesting feeds let me know!
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Often we have to produce diagrams to put in documents.  Word and the other Office applications have some great object tools, and I'll write about them another time, but I have found a very useful online tool which can help you produce a wide variety of diagrams.

Firstly, go to the website www.gliffy.com.  You don't need to sign up to have a play around, but you will need to provide your email address if you want to save or share your work. 

Click on :
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From the next window, select the type of diagram  from the list on the left and then double-cick on the template you wish to use from the selection offered.

You are given a window with a sample document which you can edit by clicking on the different elements.  On the left of the screen are the elements that you might want to add to your diagram.  When you click on an element in a diagram to select it the properties of that element are found on the right hand side, and you can edit these fields if you wish.  You can click and drag the elements in the document itself to move or re-size them.
When you are ready to save your document you will need to sign up by providing an email address, but you are not asked for further details. You can then export your document in a number of file types, including jpeg which you could import as an image into a Word document for example.

More advanced users can share the diagram on a website or blog by making the document public and copying and pasting the code or links as directed.

I think this is a great tool which is easy to use with a bit of practice.  There is a user manual available under the help button on the right hand side, so if  you get stuck you can search for an answer there.  Those who like more detailed instructions at the outset might want to give it a read through, but otherwise, just have a play around and see if you like the tool.  Let me know what how you find it.
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This post is the second in the series I have planned on useful online resources for secretaries and administrators.  The tool I am looking at today is an online word processor.  So why, if you are using Word on your computer, do you need an online version?

Well for a start it is very useful for sharing documents and multiple editing.  Let's get started and you'll see what I mean.

Firstly, open your internet browser and go to the Google search engine.  To do this type www.google.com in the address line of your browser and press the Enter button on your keyboard.

Along the top of the screen you will see a number Google's features listed (some of which I will post on at a later date).  Click on more and choose Documents from the drop down menu.  You will need to sign up to Google if you haven't already.  I recommend this.  Google has some great free tools, which I will report on later.

To start a new online document choose Create New.  As you can see you have a choice of programmes available to you.  Today we will choose Document.
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A new document is opened and you can type and edit it as usual.  You should recognise the toolbars across the top.  Take a minute to scan their contents and you will see that they are pretty familiar to you.  The document is saved automatically every few seconds.  To name the document click where it says 'Untitled document' and type your new name in the dialogue box.
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One advantage of using an online programme like this is that the document is easily available so long as you are near an internet connection.  You can continue your work from home, for example.

Another advantage is that you can ask other people to edit it or comment on it.  To do this go over to the Share button on the right hand side and click on the drop down arrow.
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Select Email editors/viewers.  In the following window key in the desired email addresses, type an additional message if required and click on Send.  They will receive a link to the document which they can then follow and edit. They will also have to join Google to use this feature.

If you want to send a copy of the document with the email click on Email as attachment and complete the form that you are given.

You can also publish the document or link to a web page.  From the same Share drop down arrow select Publish to the web.  You will then be provided with the html code to post into your website.

Go back to the Google docs window by clicking on the Google docs logo on the left.  You will see your new document listed.  Above the tool bar you will see a button that says Search Templates:
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Click on this button and have a look through the huge range of templates available.  Have a play, have fun!  That way you learn.

For more information have a look at some of the Google docs videos:
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It's a Doodle!! 31/07/2010
 
I mentioned the site Doodle in my earlier post about arranging meetings.  I thought it would be worth a further look with some step by step instructions.  You can arrange a meeting completely free and without even signing up.  So here's how to do it....

Visit the site at www.doodle.com

Click on Schedule event >>

Complete the form on the next screen.  You will need to name your event, provide a description, enter your name, and, if you wish, enter your email address.  This last one is optional, but probably worth doing because you then get an email when people respond to your meeting request.  Then click on the button Next>>.

Use the calendar to select as many tentative meeting dates as you like.  I generally choose about 4-5.  When you are ready click on Next>>.

In the next screen enter the times you require for each date.  Note that you must enter at least one time per date.  If you want to add the same times on each date, enter the times for the first date and then click on Copy and paste first row.  When you are ready click on Next>>.

You now have a choice about whether you want to send each person an invite yourself, or whether you want to use the full Doodle features.  If you choose the first option you will be provided a link to send to your participants and a link to help you administer the meeting.  If you entered your email earlier you will be emailed when someone replies.  If not, you will need to use the administration link to check responses.

If you are using Doodle reasonably often I would consider joining.  It is free, and you can manage your polls from one easy location.  Also, there is an option to integrate the meeting with certain calendars, e.g. Outlook which could be useful.  I notice that you can also add your Doodle poll to iGoogle, so I may do a post on how to use iGoogle soon.

I hope this helps.  Let me know if you have further questions.  I have put a screen shot of a sample meeting below (click on it to see a bigger version).
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