Zoho 4 Everyone

Nancy Conner writes and edits tech books from her home in central New York state, on topics ranging from eBay to WAN optimization to Google Apps. She’s also worked as a medievalist, an English teacher, and a corporate trainer. Nancy holds a PhD from Brown University.

Introduction     1

 

I DOCUMENTS AND PRESENTATIONS

1 Have Your Say with Zoho Writer     7

A Quick Spin Around the Workspace     7

Getting Started with Zoho Writer     10

Creating a Document     10

Importing Documents     12

Saving a Document     14

Exporting a Document     15

Deleting a Document     17

Working with Templates     18

Selecting a Template from the Template Library      18

Creating Your Own Template     19

Using a Template     19

Working with Text     21

The Formatting Toolbar     21

Using Images in a Document     26

Inserting an Image     26

Editing an Image     27

Resizing an Image     27

Deleting an Image     27

Working with Tables     27

Creating a Table     27

Adding or Deleting Rows or Columns     28

Resizing a Table     29

Showing or Hiding Gridlines     30

Wrapping Text Around a Table     31

Adjusting Cell Padding     31

Deleting a Table     31

Creating a Table of Contents     31

Working Offline     32

Step 1: Install Google Gears     32

Step 2: Set Up Zoho Writer to Work with Google Gears      33

Step 3: Work Offline     34

Step 4: Synch Your Online and Offline Documents      34

Plugging into Microsoft Office     35

Organizing Your Documents     36

Tagging     36

Searching     38

Sharing and Collaborating on Documents     39

Personal Sharing     39

Sharing in Groups     41

Changing Sharing Privileges     45

Collaborating with Others     45

Publishing Documents     48

Putting a Document on the Web     48

Publishing a Document in a Blog     50

Viewing and Comparing Document Versions     51

Viewing a Document’s History     51

Comparing Versions     52

Who Said One Size Fits All? Customizing Writer      52

Changing Writer’s Appearance     52

Setting a Time Zone     53

Showing or Hiding Buttons     53

Choosing an Interface Language     53

Setting a Language for the Spellchecker     54

Customizing Other Settings     54

 

2 Zoho Notebook: Clip, Snip, and Organize      55

Creating a Notebook     55

Working with Pages     56

Adding Pages     56

Renaming Pages     58

Moving Pages Around     58

Exporting a Page or a Notebook     58

Deleting a Page     59

Deleting a Whole Notebook     59

Filling Up Your Notebook with Content     59

Adding Content     59

Editing Content     63

Working with Shapes     66

Inserting a Shape     68

Editing Shapes     68

Web Clipping (for Firefox Users)     71

Installing the Plugin     71

Snapping a Web Page     72

Snapping a Section of a Web Page     72

Working with Web Clippings in Your Notebook      73

Sharing Your Notebooks     73

Inviting Others to Share Your Notebook     74

Managing Sharers     75

Publishing on the Web     75

Publishing Your Notebook on the Web     75

Taking a Published Notebook off the Web      76

Embedding Your Notebook in an Existing Web Page      76

Collaborating with Others     77

Chatting with Collaborators     77

Talking with Collaborators via Skype     78

Comparing Versions     80

 

3 Presenting...Zoho Show     83

Creating a Presentation     83

Starting from Scratch     83

Importing an Existing Presentation     85

Presentation Views     87

Editing a Presentation     88

Adding Slides     89

Working with Text     90

Working with Shapes     92

Adding Images     94

Copying and Pasting an Object     96

Deleting an Object     96

Duplicating a Slide     97

Moving a Slide     97

Adding Notes     98

Changing Your Presentation’s Theme     98

Deleting a Slide     98

Saving a Presentation     99

Deleting a Presentation     100

Sharing a Presentation     100

Viewing a Presentation on the Web     101

Inviting Others to Your Online Presentation      101

Giving a Remote Presentation     102

Publishing a Presentation     104

Publishing a Presentation on the Web     104

Embedding a Presentation in an Existing Web Page      105

 

II SPREADSHEETS AND DATABASES

4 Track Data with Zoho Sheet     107

Getting Started     107

Creating a Spreadsheet     107

Importing Spreadsheets     108

Entering Data     109

Saving a Spreadsheet     110

Exporting a Spreadsheet     110

Deleting a Spreadsheet     111

Formatting Your Spreadsheet     111

Adding and Deleting Rows and Columns      112

Formatting Data     113

Working with Sheets     114

Working with Templates     115

Sorting and Displaying Data     116

Sorting Data     116

Displaying Data as a Chart     118

Editing a Chart     120

Moving or Resizing a Chart     120

Publishing a Chart on Your Website or Blog      122

Deleting a Chart     122

Using Formulas and Functions     122

Entering a Formula     123

Working with Functions     124

Working with Macros     126

Recording a Macro     126

Playing a Macro     128

Creating Pivot Tables and Charts     128

Creating a Pivot Table     128

Creating a Pivot Chart     129

Working with Pivot Tables and Charts     130

Working with External Data     131

Linking to External Data     131

Sharing a Spreadsheet     134

Collaborating with Others     134

Viewing a Spreadsheet’s Version History     137

 

5 Zoho Reports: Online Databases and Reports      139

Creating a Database     139

From Scratch     140

By Entering Data     141

From a Template     141

By Importing     142

Working with Data     146

Adding and Editing Data     146

Saving Data     146

Exporting Data     147

Working with Tables     150

Creating a New Table     150

Editing Tables     154

Creating a Relationship Between Tables     156

Sorting and Filtering Data     156

Viewing Your Data     158

Creating a Tabular View     158

Creating a Pivot View     160

Creating a Chart View     160

Creating a Summary View     161

Opening a Saved View     162

Editing a View     163

Changing a View’s Name     163

Sharing Your Data     163

Sharing a View     163

Sharing a Database     163

Sharing with a Group     164

Managing Sharing     165

Publishing a Table or View on the Web     166

Public Versus Private Databases     166

Publishing a Table or View     167

Embedding a Table or View in a Web Page or Blog      168

 

6 Do-It-Yourself Applications: Zoho Creator      169

Zoho Reports or Zoho Creator: Which One’s for You?      169

Creating an Application     170

By Adding a Form     171

By Importing Data     174

By Writing or Importing Deluge Script     175

By Choosing from the Marketplace     179

Putting Your Application to Work     179

Adding and Editing Fields     179

Using Scripts to Create Form Rules     180

Creating a New Form     183

Setting Email Notification for a Form     184

Creating a Relationship Between Two Forms      184

Viewing Data     186

Changing an Application’s Layout     190

Sharing Your Application     194

Going Public     194

Editing Permissions for Views     195

Removing a User from Sharing     195

Publishing an Application     196

 

III COMMUNICATION AND SCHEDULING TOOLS

7 Zoho Mail: Web Mail Redux     197

Touring Zoho Mail     197

Getting Started with Zoho Mail     199

Composing a New Message     199

Saving Your Draft     201

Getting and Reading Email     201

Replying to a Message     201

Working with Attachments     202

Adding an Attachment     202

Opening an Attached File     202

Working with Zoho Mail     203

Setting Options for Sending Email     203

Setting Options for Receiving Email     206

Setting Up Other Email Accounts with Zoho Mail      210

Reading Your Email When You’re Offline     211

Organizing Your Email     213

Organizing with Folders     213

Organizing with Labels     214

Searching Email     216

Chatting in Zoho Mail     216

Adding Someone to Your Contacts List     217

Launching a Chat     218

Setting Your Status     219

 

8 Instant Communication with Zoho Chat     221

The Zoho Chat Home Page     221

Changing the Home Page’s Look     222

Adding Contacts     223

Inviting Guest Users     224

Basic Chatting     225

Managing Multiple Chats     225

Sending a File Through Chat     227

Sending an Offline Message     228

Group Chats     228

Creating a Group     228

Managing Groups     229

Inviting Others to Join an Ongoing Chat     230

Saving Your Chats: Transcripts     232

Searching Transcripts     233

Continuing a Saved Chat     233

Deleting a Transcript     234

Embedding Zoho Chat in Your Website or Blog          234

 

9 Zoho Planner: Your Online To-Do List     237

Filling Your Page with Content     237

Creating a To-Do List     237

Adding Appointments and Notes     240

Attaching a File     242

Working with Pages     243

Creating a New Page     243

Working with To-Do Lists     244

Recurring Appointments     247

Tagging Pages     247

Editing To-Do Lists, Appointments, and Notes     248

Deleting an Element from a Page     248

Deleting All Elements from a Page     249

Deleting a Page     249

Sharing Planner Pages     249

Staying on Track     251

To-Dos Overview     251

Getting Reminders     252

 

IV MEETING AND COLLABORATION TOOLS

10 Zoho Meeting: Web Conferencing Made Simple     253

Introducing Zoho Meeting     253

The Meeting Home Page     254

Technical Requirements     254

Creating a Meeting     255

Viewing a Meeting’s Details     256

Inviting Participants     258

Preparing to Run Your First Meeting     258

Running a Meeting     259

Using the Presenter Toolbar     260

Communicating During a Meeting     261

Making a Participant the Presenter     262

Giving a Participant Remote Control of Your Desktop     263

Ending a Meeting     263

Joining a Meeting as a Participant     263

Using the Participant Toolbar     265

Using Zoho Meeting for Remote Troubleshooting     266

 

11 Build Collaborative Sites with Zoho Wiki     269

Setting Up Your First Wiki     269

Working with Pages     272

Creating a Page     272

Adding and Editing Text     272

Inserting Images and Tables     273

Embedding and Attaching Files     276

Working with Links     280

Rearranging Pages     283

Creating a Subpage     283

Deleting a Page     283

Customizing Your Wiki     284

Choosing a Theme     284

Adding a Title and a Logo     284

Adding a Footer     286

Positioning the Navigation Bar     286

Sharing Your Wiki     286

Setting Permissions     286

Creating a Group     288

Comparing Previous Versions     288

 

V APPS FOR BUSINESS

12 Manage Customers with Zoho Invoice and Zoho CRM     291

Getting Started with Zoho Invoice     291

Setting Up Zoho Invoice     292

Creating a Company Profile     292

Customizing Zoho Invoice with Your Logo     294

Choosing Your Currency and Time Zone     295

Entering Tax Information     295

Managing Customers     295

Adding Customers     295

Importing Customers     297

Importing Contacts     298

Editing Customers and Contacts          299

Deleting a Customer     299

Deleting a Contact     300

Creating Your Inventory     300

Choosing a Payment Gateway     300

Setting Up Email Messages     301

Creating and Sending Estimates and Invoices     303

Setting Up a Recurring Profile     304

Keeping Tabs on Your Customers     305

Processing Payments     306

Processing PayPal or Google Checkout Payments     306

Processing Other Payments     306

Setting Up Zoho CRM     307

Choosing a Plan     307

Signing Up     308

Customizing CRM     308

Working with Users and Profiles     312

Adding Users     312

Working with User Roles and Profiles     314

Deactivating Users     317

Managing Your Customer Relationships     318

Marketing     318

Sales     318

Inventory and Orders     319

Customer Support     320

Data Analysis     320

Working with Modules     320

Creating a New Record     321

Importing Data     322

Organizing Your Records     324

Working with Fields     326

Mass Updating Records     327

Printing Records     327

Deleting Records     327

Creating Reports and Dashboards     328

Creating and Customizing Reports     328

Creating and Customizing Dashboards     329

 

13 Keep the Team on Task with Zoho Projects     331

Getting Started with Zoho Projects     331

Signing In     332

Your Projects Home Page     333

Choosing Your Settings     334

Creating a New Project     336

The Projects Dashboard     336

Adding Users     337

Adding a Client User     338

Adding and Assigning Tasks     338

Creating Project Milestones     339

Creating a Task Lis     340

Moving an Existing Task to a Task List     341

Managing Users     341

Reassigning Roles     341

Emailing Users     341

Deleting Users     342

Scheduling a Meeting     342

Using the Calendar     343

Refining the Calendar View     344

Adding an Event from the Calendar     344

Tracking Time     345

Logging Time: The Basics     346

Logging Time Automatically     347

Editing or Deleting Logged Hours     347

Creating and Sending an Invoice     347

Working with Documents     348

Uploading a Document     348

Creating a New Document or Spreadsheet     349

Working with Documents     350

Organizing Your Documents     350

Adding Links to a Project     352

Editing or Deleting a Link     353

Using Forums     353

Posting to a Forum     353

Replying to a Post and Viewing Comments     355

Editing or Deleting a Post     355

Editing or Deleting a Comment     356

Generating Reports     356

When the Project Is Finished     357

Archiving a Project     357

Deleting a Project     358

 

14 Zoho People: Your Online HR Office     359

How Much Does It Cost?      359

Getting Started with Zoho People     360

Setting Up Zoho People     361

The Getting Started Tab     361

Creating Your Organization’s Profile     362

Adding Departments     363

Importing a List of Departments     363

Customizing Tabs     364

Rearranging Tabs     365

Setting Up Security     365

Adding Employees     368

The Zoho People Dashboard     369

Creating and Customizing Forms     371

Creating a Form from Scratch     371

Customizing a Form     371

Setting Up an Approval Process     375

Working with Checklists     376

Creating a New Checklist     377

Viewing Tasks     378

Managing Employees     379

Zoho Chat and Zoho People     379

The Self-Service Tab     380

Managing Recruitment     381

Creating and Posting Job Openings     381

Managing Resumes     383

Evaluating Candidates     385

Making an Offer and Adding a Candidate as an Employee     386

Index     389