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VolunteerToday.com ~~ The Electronic Gazette for Volunteerism

with Michael Lee Stills

Learn tips and hints to use a variety of electronic and technical equipment to enhance work with volunteers.

Computer Image

~September 2003~ Topics

Online Electronic File Storage

Have you ever found yourself out of the office with a desperate need to obtain commonly used documents at work? Try storing them online.

File Drawer ImageMany online web sites allow for electronic file storage. Yahoo, for example, has file storage for free if you sign up with them, also free. It is called Briefcase. Other sites may charge a fee and offer other features.

So, the next time you are at a meeting and desperately need the volunteer phone list or need to refer to a policy in the volunteer manual or need your awesome training notes, just go to any computer with Internet access and download it.

Telephone Vacation Messages

You are finally ready to leave for vacation; all you have to do is leave a quick vacation message letting the world know you have gone into hiding for the next week. And that one can contact Smitty in Human Resources to answer all questions or Mary in Public Relations if Smitty doesn’t know or “heaven forbid” your boss because no one really knows what to say or…maybe, one should just leave a message and wait for you to return or if really, desperate, call you while on vacation.

I can see it now, sitting upon your desk behind the stack of papers you moved 5 times today just to get to it. It is your high tech telephone that you have no clue how to use beyond answering it.

Well it’s time you did.

First, find a copy of the manual; this may mean going to your tech guy or going online and doing a search to find the manufacture that made your phone. Once obtained, read it. Or read at least the sections that sound useful. Next, find someone who understands what you have just read to explain it to you. Or find your tech guy or go online to see if someone has developed a cheat sheet to the manufactures instructions.Computer & Phone Image

No wait. Forget all that. You need to find out who provides the messaging service for the phone. The manufacture of the phone and the phone messaging service may not be the same. So, go find someone who understands and…well…y’know…. Maybe you should start a telephone messaging users group or get your local DOVIA (Directors of Volunteers in Agencies) to provide a training.

And you thought computers were difficult to use - didn’t you?

One of the common features with today’s telephone messaging services is offering you the ability to record several messages to be stored when needed.

  • Message one could be your standard greeting. “Hi you’ve reached Mary Lou, how may I serve your every need? Leave a message at the beep.”
  • Message two could be your holiday greeting. “Season’s Greeting, you’ve reached Mary Lou, all opportunities are full at this time, please contact MetroMerry Volunteers to meet your holiday volunteering needs. Leave a message at the beep.”
  • Message three could be your vacation message. “I’m gone. Get over it. Don’t even try to find me. Hang up now as there will be no beep.”

Now, once you’ve become a level 15 Telephone Messaging Master Jedi, all you have to do is activate the message appropriate to your current situation. Three button pushes and you’re gone.

Or… you could use your real talents and recruit a Telephone Messaging Volunteer to serve your every telephone need. Hello?

Quick Tip: Calendar Wizard for Microsoft Word 97

Still using Microsoft Word 97? Do you need to generate a calendar that can be modified and updated? Try downloading Word 97 Wizards. You’ll get an Agenda Wizard as well to go. Visit this site for the download: http://office.microsoft.com/downloads/9798/wdtmgmt.aspx.

Do you know of a better way? Or do you have any questions?
Drop me a note at Michael@MichaelStills.com.

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