Tool Review: Handy Scanner

Handy Scanner

This is another tool review that is part of Jane Hart’s 10 Tool Challenge. While I do not use this tool on a daily basis, it is an important tool in my effort to go paperless. This tool is called Handy Scanner. This program simply lets me scan a document to PDF or JPG using my smartphone. The document can be multipage and the results can be forwarded to Dropbox, Evernote, Gmail, or any other program that you wish.

Handy Scanner is an Android application that costs approximately $4. For what it can do, I am pleased with the price.

With Handy Scanner, I have been able to capture receipts while on the road, scan documents at meetings and file them in Dropbox, and scan meeting notes and send them to Evernote.

Here are the steps for using Handy Scanner.

1. Start the program.

2. Select the camera button in the lower left corner.

Click on camera button.

3. Press the center blue button (1) for each page of your document, and then click on the check mark (2)  in the lower left corner.

Take picture for each page and then click done button.

4. Crop image (1) as appropriate, then click on the arrow (2) to move to next step.

Crop photo and move to next step.

5. Give the document a name and select OK.

Give document a name.

6. Select the share icon when document is done processing.

Share document to other applications.

I personally use Andmade Share Pro to get my document to all the places I need it to go. I can send a document to Dropbox, Evernote, and Gmail all at the same time.

Andmade Share Pro

Once I have a document in Evernote, I can then search through the document using Evernote’s search feature.

Handy Scanner is a great little program that helps me be more productive. There are many other smartphone scanner  programs available. The most important concept to walk away with is the fact that you can scan with your phone and send it to the programs you want. It is a great marriage of technologies.

December 2012 issue of Geeks and Speaks is out

Geeks and Speaks

Here is the December 2012 issue of Geeks and Speaks, the monthly newsletter which highlights the great finds of the previous month. This issue is again heavy on Evernote tips. Evernote is a great tool for capturing about everything you do. One of the articles shows you how to tie gmail and Evernote together; it has been a great find for me personally.  There are a couple of articles discussing how to better leverage your Dropbox account. Included is an article on upcoming trends that will affect educators.  I also included links to a number of resources to help you make better presentations whether they are PowerPoint presentations, video screencasts, podcasts, or others. One article links to a great set of WordPress tutorials.  I also included a link to the Webinars listed at learn.extension.org; there are always great classes going on at eXtension. Tara Kuipers has launched a blog along with the Community Development Education team. I have added a couple of book reviews. Finally, there is a link to a great resources for determining graphic sizes for a variety of social media sites. Enjoy!

Adapting a new communication strategy in an established organization.

Last month, I took on the role of Chief of Staff for the Rocky Mountain Region (RMR) of the Civil Air Patrol. It has been busy while I get my feet under me in this new role. One of the areas, I felt we could immediately improve was in the area of communications and document handling.  With all organizational change, it will take time to make some of these changes. There are a number of people who have served in their roles for a long time and may be reluctant to adopt new methods. A couple of days ago, I set a message to the entire staff recommending some methods for communication both internally and externally.  Here are those methods and my justifications:

Email – This will often be the primary means of communication especially when a record of the conversation is important. Unfortunately, the problem with email is that it is restricted between parties and some essential members may be left out of the loop of important conversations due to oversight or political intent. In an effort to ensure all members are at least accessible, members were asked to ensure that their correct email address is recorded on the RMR Roster.  This is important because there is not one central email domain for the staff; each member uses a personal email address or creates one specifically for their role. The roster is shared through Google Docs and requires permission to access it, so that we can control private information to a need to know basis.

Staff members are encouraged to contact their functional areas both above and below them. They should use at a minimum email to help address issues as well as pass on information.

Skype – Skype is a powerful tool for synchronous communications. With Skype, the unit and members can conduct conference calls for 24 people at no cost. With a paid subscription, the conference call can also include non-Skype users. I have been encouraging members to create a Skype account because of added functionality.  Skype also has an instant messaging capability that can be used one-on-one or in groups. During recent search missions, we have used Skype, specifically the chat feature to support mission staff operations. By creating a call group, members of the group text input into a common area that can archived as historical transcripts.

We are also including the Skype account as part of our RMR roster. Skype can be accessed at http://beta.skype.com/en/ Note: Skype is free. You do not need to pay for the premium version.

Dropbox – Dropbox is a great tool for sharing large documents. It also helps with version control. Ideally, it is installed as a program on your computer, but it can also be accessed through the Web. With Dropbox, we are able to share documents across a team. Because the document is updated automatically, each member has access to the most current version. Presently, documents are typically shared through email, and it is difficult to maintain version control.

During a recent search mission that spanned two states, the mission staff was able to share Google Earth KMZ files rapidly between mission bases and staff members. This made it easy to keep everyone abreast of changes to the mission and search status.

Again, Dropbox accounts are noted on the RMR roster. Dropbox can be accessed at https://www.dropbox.com/ Note: Dropbox is free. You do not need to pay for the premium version.

Google Docs (AKA Google Drive) – Google Docs is a great tool for collaborating on documents as well as sharing final results on the Web. It also helps with version control. Google Docs is accessed through the Web, and you can control access to documents; this access can be from a public setting to only specific people. Google Drive is where you can access all the documents shared with you.

The most powerful aspect of this tool in my opinion is the collaboration feature. By using a Google document, a team can edit a document all at the same time. For example, instead of distributing a meeting agenda, the meeting agenda is create in Google Docs, and participants can add to it prior to the meeting and as the meeting is in progress. The agenda then easily moves from agenda status to minute status.

As with other tools preferred Google Docs accounts are added to the RMR roster. Google Docs can be accessed at https://drive.google.com/ Note: Google Docs is free.

Calendar – The calendar will note events and deadlines as we are aware of them. We are using a Google Calendar to record events. Not only is the calendar available to the public, but it can be embedded into our Web pages as needed. Also, individuals can subscribe to the calendar and can display this calendar along with their personal calendar. Staff members and the wing commanders are encouraged to submit events to be placed on the calendar. The calendar can be access at the following URL in the event you wish to subscribe to it. https://www.google.com/calendar/embed?src=3jk96su67rb51lidmlckj40o2c%40group.calendar.google.com&ctz=America/Los_Angeles

Operations Bulletin – The Ops Bulletin is designed to be a communication tool to help remind unit commanders of upcoming requirements or scheduled events. I will be asking staff members for input on the 20th of each month, with a deadline of the 25th of the month. The input can be upcoming events, tips for the specific functional area, alerts to reg changes, trends in CIs and Air Force Evals, etc. Here is an example of the recent Ops Bulletin, November 2012.

Facebook – Facebook is a tool to highlight the good things that are happening across the region. It also can be used to generate buzz about upcoming events, as well as post topical items for extra emphasis. Our Facebook fan page can be found at http://www.facebook.com/RMRCAP.

Ideally, I would like functional areas to be able to post appropriate content to this page; however, I realize that not everyone is comfortable with Facebook. If individuals are not comfortable posting to Facebook, they are encourages to submit input through Major Nash, the Director of Public Affairs or send it directly to me.

Website – The Website is primarily for static or infrequent updated information to be shared with the public. I am working to bring it up to date. Ideally, it will be a place where we can share beneficial tools, documents, checklists, etc for region wide use. Our current site can be found at http://rmrcap.org/

Within the first month of taking on this role, these are the methods of communication that we will be using as a start. I am interested to hear about other methods or strategies to run an organization dispersed over a large geographical area with varying degrees of technology and technology literacy.

How to scan docs as a PDF to Dropbox or Evernote with your Smartphone

Earlier to day I encountered a problem, and my smartphone (Android) came to the rescue. I needed to send out an application but I failed to scan it and file it before I left home. As I mentioned, my smartphone helped me solve this problem.

Basically, I used Handy Scanner to scan the application to a PDF document. Handy Scanner is a free application that converts documents to PDF. Handy Scanner allows you to scan multiple pages to a single document. With this application, you can also scan documents to a JPEG files.

Once I finished scanning the document, I then sent it to Dropbox. To send the document to DropBox, I use Andmade Share Pro. Andmade Share Pro allows you to send a document to multiple applications at the same time. I have personally been very pleased with this program. In Dropbox, I was able to select the exact folder where I wished to place the file.

The simple fact I could do this without going back to my home scanner saved me a considerable amount of time. The convenience of being able to do this anywhere has made my life easier.

I would like to add that if you send the PDF to Evernote, you will be able to search the text of the PDF. Evernote does a fantastic job of making text searchable on images and PDFs. Imagine going to the library for research and taking PDF scans of books and articles with the ability to search through them at a later date.

 

October 2012 issue of Geeks and Speaks is out

Geeks and Speaks

Here is the October 2012 issue of Geeks and Speaks, the monthly newsletter which highlights the great finds of the previous month. This issue is really heavy on Evernote tips. Evernote is a great tool for capturing about everything you do. In this issue, I have included articles  that explain how to use Evernote with different technologies such as Scan Snap and IFTTT (If This Then That). Other articles provide countless tips for getting the most out of Evernote. Finally, there are other articles where Evernote users outline how they use Evernote for blogging,  business, disaster planning, event planning, teaching, and writing.

There are links to articles about better blogging, automating DropBox, Getting Things Done (GTD), making an iBook, getting more out of LinkedIn, how to keep better meeting notes, photo stock libraries, and some cool technologies like a smartpen and smartphone scanner. I also included a link to the Webinars listed at learn.extension.org; there are always great classes going on at eXtension.org. Enjoy!

Setting up a couple of Dropbox folders to do your bidding

I just wanted to put a shout out for the two new features I incorporated on my Dropbox: automatic printing and automatic upload to Evernote. In other blog posts, I talked about these upgrades to my operations. In this post, I want to let you know how great it has been.

A couple of weeks back, I set up remote printing with Dropbox. Basically, I created a folder in Dropbox called printqueue and installed a script to check this folder for new updates and print them. It has worked like a champ. By simply copying documents to this folder, they are waiting for me on my printer when I get home. This has been especially useful when I am on the road, and I need to print something for my wife. All she has to do is pick it up off the printer. I also use it when I am doing research for my dissertation. I drop a journal article in the folder, and it is ready for my review when I get home.

If you were working on a team or through a central office, you could set up a shared Dropbox folder just for printing. When you dropped something in the folder, it would print at the office computer that was set up to run the script.

The other feature I installed was the capability to send documents to Evernote. When I drop a file into this folder, it is automatically uploaded to Evernote where I can squirrel it away. These are typically for files I want to be able to do referral to on a regular basis.  Here are the steps for connecting your Dropbox folder to Evernote:

1. Create a folder in Dropbox. I personally call mine, Evernote.
2. In Evernote, access the Tools menu and then click on Import Folders.
3. Add the folder that you wish to watch, and decide upon the setting. I personally delete the files once they have been uploaded.

While working my way to a “Zero Inbox,” I uploaded 40 PDF documents with no problems. If I had to do this one file at a time, it would have taken a lot more time and effort. This was time I could devote to other tasks.

Right now I am exploring the Wappwolf Dropbox Automator. This will allow you to do the following:

• Convert document to PDF
• Convert PDF to TXT
• Upload document to Google Drive
• Print via Google Cloud Print
• Send document to Kindle
• Upload document to Slideshare
• Electronically sign PDF
• Convert document to ebook.

I am excited about the possibilities. How are you using Dropbox for more efficiency?

 

How technology helped us find a missing aircraft

Google Earth overlays for missing aircraft

On Tuesday evening, I was asked by the Civil Air Patrol Incident Commander (IC), Lt Col Mike Carlson to assist in the search for a missing aircraft. A Piper PA-32 was overdue on a flight from Dodge City, KS to Casper, WY. The aircraft was found on Thursday afternoon through the dedicated efforts of all involved. As a the planning section chief  (PSC) for the mission, I was responsible for helping to narrow the search and recommend future search areas. To accomplish this, we leveraged all the technology at our disposal. Here are the steps we took, the technologies used, and the lessons learned.

Google Earth

Google Earth was perhaps the most effective tool we had out our disposal. On Google Earth I plotted every detail I possibly could, and as a team we viewed the results of the plots to make search decisions. Once tasked as PSC, I first plotted the departure and arrival airports and the suspected flight path.

As the mission developed, we captured more information. The next major piece of information plotted were the NTAP points (radar points) of the suspected route of travel for the missing aircraft. I plotted each point and drew a path connecting each point, this showed us where to start our search.

CAP Grid System

We next overlayed the CAP Grid System for our area of search. This allowed us to rapidly determine search grids for our pilots. Using the grid system as a template, I shadowed the areas searched and proposed to be searched. This helped to tell a story and easily identified future search grids.

As the search progressed, we received input from ground teams in the area of sightings they were making. I would plot the coordinates of the ground team along the the direction of the sighting and distance. After the mission concluded, one of the ground teams provide me with their GPS tracks. These were uploaded into Google Earth.

We each piece of the puzzle, we were able to narrow the search to being within .15 miles of the actual missing plane location.

Google earth makes it convenient to turn the display of an item on and off depending on the need. One of the key features that helped to quickly narrow the search was the 3-D view of the terrain. By changing the view from 2-D to 3-D, we were able to rule out proposed search areas.

SPOT

We use SPOT to keep an eye on our aircraft in flight. Approximately every 10 minutes, the SPOT device transmitted a signal that is displayed on a Web site we followed. In addition to regular status checks on the radio, the SPOT device allowed us to follow our aircraft in flight.

Upon the completion of each day’s sorties, we downloaded the tracks from SPOT in a KML file and posted it to the mission Google Earth KMZ file.

Dropbox

We used Dropbox to store documents vital to all essential personnel. Primarily, we used Dropbox to share the ever changing Google Earth KMZ file. Each time Google Earth was updated, we updated Dropbox. Additionally, we posted photos taken from the search aircraft into Dropbox.

Dropbox is a great tool for collaboration with a dispersed team. Our team was certainly dispersed; the IC was in Cody, the Public Information Officer (PIO) was in Cheyenne, and I was in Laramie. Additionally, we had aircrews flying out of Powell, Gillette, Casper, and Casper. We were also working with the Albany County Sheriff Department and search and rescue teams.

Skype

Skype was our primary means of communications among the mission staff. We created a Skype group that was used throughout the mission. Except for an occasional conference call, typically twice a day, we extensively used the chat features to keep the team up to date. At the end of each day, we copied the chat and saved it as a text file to the mission files.

Using the premium features of Skype, we were able to conduct conference calls with all essential agencies. The IC could conference in both Skype users and other phone numbers.

Because I could access Skype from all my computers, my iPad, and smartphone, I was always up to date on the status of the mission.

Evernote and Google Alerts

With Evernote and Google Alerts, we were able to track and capture all the news stories relating to the search. Here are the details for capturing important information to Evernote. I track and save all news feeds with the terms “Wyoming” and “Civil Air Patrol” in them.

WyoLink

WyoLink radio system was essential to the IC and his ability to communicate with aircrews, ground teams, and other essential agencies. Other systems have been substandard to this effective system. WyoLink has been a welcome augmentation to other systems we use such as mutual aid, and the CAP system.

Lessons Learned

This was perhaps one of the most effective and educational searches that we had carried out. However, there are always lessons learned.

• I could have changed locations and integrated with the Albany County Sheriff to demonstrate how we are tracking the mission. I will still do this as well as establish relations for future missions.
• We could have established a Dropbox folder specifically for this mission and get it shared to all parties earlier.
• Take advantage of the 3-D capability of Google Earth earlier in the mission.
• Work to get everyone on Skype chat to keep everyone informed.
• Clear out Skype timely each morning.

I learned a lot on this mission and wanted to share my lessons learned.

 

August 2012 issue of Geeks and Speaks is out

Geeks and Speaks

Here is the August 2012 issue of Geeks and Speaks, the monthly newsletter which highlights the great finds of the previous month. This issue is heavy on Evernote tips. If you are not already using Evernote, you should be; it is a great tool for remembering everything. I linked to a post on remote printing with Dropbox that I believe you will find useful. There are links to articles about bookmarking tools, Google+ uses, iPad tips, creating your own stock photos, ideas for leveraging Twitter, and other great programs. There is a link to an interesting activity for the classroom. I also included a link to the Webinars listed at learn.extension.org; there are always great classes going on at eXtension. Finally, there is also a link to a new book review… this time on Mobile learning. Enjoy!

Remote printing with Dropbox

A while back, I read that it was possible to remote print through Dropbox. Well, I just tried it and it works great! This now allows me to send documents to my printer from anywhere.

I will share the two articles that helped me get this set up. This process is extremely easy to use, you simply drop a file into your dropbox subfolder, and it will automatically print to the printer set up for such actions. Once the file prints, it will automatically move to a print log folder. Here is what you need:

• Computer with a printer attached (either local or networked)
• Dropbox installed
• eprint.vbs file loaded into your startup folder.

You will first have to download the eprint.vbs file, and run it. This file will create a folder in your Dropbox called PrintQueue. Once you have run the eprint.vbs file, move it to your startup folder so that it will automatically start the process when you reboot your computer.

Now when you drop a document into the PrintQueue folder, it will automatically print. I recommend that you copy a file into the folder rather than using an original document so that you can maintain your file structure.

Here are the two documents that helped me get set up:

• Print Files From Anywhere via Any Device With Dropbox
• Print Files from any Mobile Phone using Dropbox

Digital Inspiration has also put together procedures for Mac users. Here you go: How to Print Files on a Remote Mac via Dropbox

Since I regularly use three computers (work, home, and laptop) as well as an iPad and an Android phone, this will be a great help.

Let me know if this has been useful to you.

How to coordinate SendTo and cloud storage

The other day, I ran across an interesting article explaining how to add Skydrive to Send To menu. While I do not personally use SkyDrive… yet, I did see the value of this technique and tried it with my Dropbox and Google Drive. I was successful; here are my findings. (Note: this is a technique for PC computers).

SendTo

First of all, what is sendto? When you right click on a file, you have an option called SendTo. SendTo allows you to send the file to any destination listed, for example:

• Disk drives (local or network)
• Fax printers
• Printers
• Windows-based programs
• Compressed (zipped) folders
• The desktop
• Mail recipients
• The My Documents folder
• Any other program or folder assigned

This can be useful if you have multiple image processing programs on your computer, you can choose which program to open it with. If you have specific folder you regularly use to store files, you can create shortcuts in your SendTo menu. If you are using multiple printers, you can choose a printer without opening the file.

Procedures to create a SendTo menu item

1. Navigate to where you can see the the folder that you wish to use. Here are examples of common folder destinations:

• Dropbox - C:\Users\<username>\Dropbox
• Google Drive - C:\Users\<username>\Google Drive

In these cases, I would go to  C:\Users\<username>\

Right click on folder and select Copy.

2. Right click on the folder name and click on copy.

3. Click on the Start Menu button and enter Run in Search programs and files field.

Click on Start menu and enter Run in the search field.

4. Enter shell:sendto in the field provides and click on the OK button.

Enter shell:sendto in field provided.

5. Right click in the center file list, and select Paste shortcut.

Right click and select Paste as a Shortcut.

You now have a new item on you SendTo menu. To use it, simply right click on a file, select SendTo, and then choose your new menu item.

Right click on a file, select SendTo, and choose a destination.

It is important to note that if you create a shortcut to Dropbox or Google Drive, SendTo will place a copy of the file in the root level of the folder.

You could create SendTo menu items for different project folders, different applications, or to different printers. It is up to you to figure out how to use it.

If you think of a creative way to use this technique, please share it with me.