First, if you already have a Google account (like a GMail address), you will want to log out of by clicking on your name or icon up in the upper right corner of any Google app, and then click the “Sign Out” button:
I recently switched from DSL (which I’d had since it first was invented) to Comcast Cable for my Internet connection (and TV and phone). By doing so I saved about a hundred bucks a month over AT&T and DirecTV. Of course as soon as I switched, AT&T started calling me with a bundle that was roughly the same price, but that’s a different story.
One of the things that happened a while back was that Plaxo was bought by Comcast. I have always been a premium Plaxo user, feeling that I wanted to support them since I find the product so incredibly useful. What I learned was that if you are a Comcast subscriber, you are automatically a Plaxo premium user.
Now, being a premium subscriber used to only mean you got VIP support and access to a couple of tools (like the address and calendar deduplication tool). But now Plaxo has announced that the Outlook synch is a premium member only tool. While I worry that this decreases the value of the service (since there will be fewer reasons for people to sign up, therefore fewer members, and decreasing the number of automatic updates I get), what is interesting is that every Comcast subscriber gets access to these premium services.
To activate this, first you have to make sure that you are signed up for Plaxo through your Comcast email account. First, log in to your Comcast email by going to http://www.comcast.net and clicking on the Email link in the “My Comcast” portlet:
If you’re logged in already it will go straight to your email, otherwise you’ll get the login screen, where you need to log in:
Log in with your Comcast email address. This will be something like your last name and street address unless you’ve changed it. Once you have logged in, you’ll be at the Comcast email screen, which uses the Zimbra email client. From the tabs, you’ll want to choose the address book:
The first time you go to the address book, you’ll be asked to build your address book:
If you click on the “build your address book”, you’ll go to an initial Plaxo setup screen. Since they already have some of your information (name and email), they don’t have to ask you for anything but where you want to populate your address book from:
So now it gets interesting. If you click on Plaxo, you can link an existing Plaxo account to your Comcast email. If you were already a Plaxo user, this will get your current address book and calendar.
If you’re not already a Plaxo subscriber, you can choose one of the other options to build your address book by logging you in and pulling the address book from there:
Note that the GMail synch only works for accounts ending in “gmail.com“, and not GMail accounts that are using Google Apps. I suspect that Yahoo accounts would also be restricted to “yahoo.com“, but I don’t know that for sure.
There’s a shortcut to signup to Plaxo immediately by simply going to http://www.plaxo.com/ftue/activateComcast, clicking the Activate button will get you set up:
This one does require you to fill in your name and basic information (or link to your existing Plaxo account by following the link at the bottom right). Either way, once you have the account linked, you are signed up and active as a premium member. Now not only can you set up synch points, but you can also install the Outlook synch tool on any computer you use.
Along the way the steps will ask you to update your address book, and if you want to invite your friends. I always skip that step, since I send my friends enough email already.
At the end, you can validate that you’re a premium member by clicking on “Settings” at the top right of the screen, and then choosing “Premium” from the list at the left:
This shows my account has premium status.
If you use Outlook, there’s a few more steps to get fully set up with the Outlook synch tool. There are multiple ways to get there, but ultimately you want to download the sync tool from http://www.plaxo.com/people/tools?src=tools
Note that you have access to all of these tools, some of which are very cool (like being able to roll back your address book). If you aren’t a Plaxo premium subscriber, you can download and install the tool, but you won’t be able to use it, since the synch verifies the account status when you run it for the first time.
Plaxo has a nice walkthrough of the install process here: http://www.plaxo.com/downloads/outlook?src=pulse_tools_outlook〈=en, so I won’t duplicate that. One thing that I did learn the last time I did this for somebody is that you have to install it with an account that has admin priviledges. The install won’t fail, but you just won’t get the Plaxo tool bar in Outlook.
Once the install completes, and you start Outlook up, it will walk you through a wizard that will sync your Outlook and Plaxo address books. From then on, you should see the Plaxo tool bar at the top of your Outlook screen:
There are lots of other neat things about Plaxo, not the least of which is that you can synch between multiple machines. There’s a version of Plaxo for the Mac, and it seems to do a fair job of interacting with the built-in Mac synch tools (including MobileMe).
I’d definitely recommend you take advantage of this “free” service if you are a Comcast internet subscriber.
If you’re like me, you eventually end up with too many identities. I haven’t figured out how to associate different email addresses with a single account, so I have to maintain several different Google identities.
For example a client invites me to join his Google group using his company email, so I have to set up a new account to access and manage that group. At some point I try to consolidate these to use my GMail identity, but that isn’t always possible (the client may for instance have decided to restrict their group to only allow access by people using their corporate domain addresses for instance).
Eventually though, I do end up with accounts that I’m no longer using (and sometimes I just would like a fresh start). Google actually has a link in their help about deleting an account, but it took me a bit to find it, so I thought I’d post a step by step guide.First you must be logged in, so go to one of the Google pages like http://groups.google.com and look for the link at the top right corner of the page that shows you who you are logged in as:
Once you are sure you are logged in with the right account, click the “Account” link and you will be taken to the management page for your account:
Click on the link next to “My Products” that says “Edit” and you’ll go to the accounts page, where you can choose to remove your web history OR account:
Click the link that says “Close account and delete all services associated with it”, and you’ll get the delete account screen, which has a number of options and validate with your password. Unless you want to keep a membership in a group, check all of the boxes here, then hit the button that says “Delete Google account“:
Once you have done this, you’ll get a screen that tells you that the account has been deleted:
That’s all there is to it – you can recreate the account by following the steps from my prior post Getting a Google Login for Your Existing Email Account
Step 1 – Simulating an email alias using a Google Group
The last couple of days, I’ve been involved in setting up a new non-profit entity and email addresses for the people involved. I used my hosting service to create a new domain, and set up email addresses that forward to their existing email addresses.
What I realized was that I didn’t have an easy way to set up a email aliases, and I needed a way to forward email to the entire group.
Naturally I thought of Google Groups, which lets you set up a sort of discussion board and file sharing area. My team has been using groups for other purposes, and one of the things we learned was that if you keep the group private, it can become confusing as people add their email aliases to the member list so that they can post from their various accounts.
So for this new group, I decided to set it up to only use the email addresses from the new entity, and allow posting to the group by any email address. By doing this, anybody can send an email to email@example.com and it will get sent to the group, effectively creating an alias.
This also keeps the group relatively clean, since the only addresses that show up in the members list are the ones that are connected to the new domain. On other groups I’ve managed, I end up with people with lots of different entries because they have multiple email addresses which can be confusing.
Without signing in, the group can now send email to “all” with a single email address. Of course that doesn’t take advantage of the file sharing and other group features, so what follows are instructions on how to create a login for a new email address which will allow logging into the group.
First, if you already have a Google login, you want to make sure you are logged out. Go to a Google page like If you are logged in, you will see your login information at the top right corner of the page.
If you are not logged in, or after you click on the “Sign out” link, you will see just the “Help” and “Sign in” links like this:
Now you are ready to create the account. Start by clicking the “Sign in” link, which will take you to a sign-in form that looks like this:
Since we are creating a new account, we click on the “Create an account now”. Note that if you have an existing account, this won’t do anything to that account, you are simply creating a new account separate from the original. You will now see the account creation form:
The form is self explanatory, all you have to do is fill in the fields, type the distorted word on the page, and agree to the terms of service, then submit.
Next you’ll see the account creation verification screen, which will tell you that the account was created and must be verified. You need to check your email for the message, which has a link that validates the email goes to you.
Once you validate, you should once again be able to log in, and see your new login name in the upper right corner of the page:
So for the people in my group, once they create a new Google account with the correct email, they will have access to the Google group that I created, and be able to share files, etc. By setting up the group to allow anybody to post, they can post from their other email addresses, and receive the email on their new address.
You can also delete the account (or any other) should you decide you no longer want or need it, but that is for another day.
One of the things I always struggle with as a project manager is how to communicate availability. If I’m using a corporate email system like Exchange, it is extremely easy to set up calendars to be shared, and everybody using that system has the ability to at least see your free/busy status which helps in setting up meetings.But when you’re dealing with a disparate group, who don’t have access to the same information, figuring out meetings can be difficult. I manage some of this complexity with tools like Plaxo and MobileMe, which allow you to keep calendars in synch across a variety of calendar systems, including Google, Yahoo and even the local calendar application.
This doesn’t solve the problem of how to check on availability however. What I’ve always found most effective inside the corporate firewall is to make my calendar public, and to ask my team members to share their calendars as well. This allows me not only to quickly schedule meetings, but gives me insight into what sorts of meetings my team is scheduling, and how they are managing their time.
So, on the outside of the firewall, I have started using Google Groups and Google Calendar to acheive some of the same effect. First I set up a Google Group to give me an alias for the team. It also gives us some basic collaboration tools, web access to messages, and a place share files. Then I set up a Google Calendar with the same name as the Group. There’s no requirement to do this, but it’s convenient to have a calendar where you can put group events, and keeping the name consistent makes life easier.
Once you have a group calendar created, it will show up in your calendars list along with any other calendars you have created. If you added the group email alias to the sharing list during creation, then everybody in your group will have been notified that they have access to the calendar. Alternatively you could simply email all of the individuals in the group.
Once you have the members in the group, you can share your calendar with them by using the “Share Calendar” by choosing it from the menu that pops up when you click on the little inverted triangle next to your calendar (in this case I’m sharing my personal calendar, you would do the same for the group calendar):
Once you choose this option, you will be taken to the “Share this Calendar” tab of the settings for that calendar:
First thing that I do is to make sure the “Make this calendar public” check box is ticked, this allows your calendar to be seen by others. You can also set the “Share only my free/busy information (Hide details)” tick mark if you want to hide the specifics of your calendar. Once that is done, everybody can see my calendar.
Even if you don’t make your calendar public, you can send an invitation to share your calendar, by typing in an email address. So to notify your group that they can access your calendar, you can either invite them individually, or type in the email address of the group.
They should then get a nice invite from Google Groups that tells them your calendar is available, and can add it to their “Other Calendars” list.
The calendars in this list get added to your calendar with different colors, so at a glance you can see what events go with which calendar. You can toggle which calendar events display by clicking on the name of each calendar (when the background is white, the events are not show). Below is a shot of my calendar with the group and Laura’s calendar showing:
As you can see, Laura chose to share only her free/busy time, so all I see is that she’s busy between 5 and 6:30
The last step is to ask for access to your team member’s calendars. To do this you click on the “Add” link at the bottom of the “Other Calendars”.
This takes you to the screen where you enter the email address of the person that you’d like to ask for access to their calendar. If the address isn’t a GMail address, it will also prompt you to invite them.
Once they have accepted, you will have access to their calendar, and it will appear in your “Other Calendars” list (as Laura’s does in mine).
Because the group and calendar are not integrated, you will have to add any new members (or change or delete) in both places, but in essence this gives you access to what you need to help make meeting scheduling easier.
I recently ran across a post by Michelle Hancock on LinkedIn and noticed that she had her email address showing right below her name. I sent her a LinkedIn message asking her how she did that, and she kindly replied that I could call her and she’d walk me through the process.
As it turns out, all she did was to append the email address to the end of the field for her last name.
So here’s the walk through:
- Go to your LinkedIn profile. You get there by clicking on the “profile” link on the right hand side from LinkedIn
- You should see your profile as it exists now and some links to edit, choose the one next to your name.
- You’ll be prompted to log in again (I think they do this for security reasons).
- Once you get the edit form, tab to the last name.
- Go to the end of your last name, add a space or two, and then type your email address (or phone or whatever other info you want to show up there).
- Click save, and your new profile will display with the additional info attached
The down side to this is the same as the up side: now everybody has your email address, so if you’re worried about SPAM bots, you may want to put a space in there, or type it out as “me AT mydomain.com”.
And that’s all there is to it – now you have your email address where anybody can find it.
Note: Walt Feigenson tells me that this may be against the LinkedIn Terms and Conditions, and that you should only put the email in your profile. I haven’t verified this yet, but when I do I will update this post again with my findings.
One of the most common mistakes I’ve seen businesses make over the years is to lose focus on what made them successful in the first place.
Over the last year or so I’ve become more disappointed with Plaxo. They seem to have forgotten that their key differentiation in the market was the way that they helped you keep your address book (and calendar) up to date, and secondarily to keep multiple services in synch.
To me they seem to be chasing social networking at the expense of the things that they already were really good at. Perhaps part of this is because they got bought by Comcast, but losing focus is never a good thing. They gave the site a face lift a while back and added a whole social networking thing with the Pulse bit, which seems to be modeled after some other social networking sites.
The thing that drew me to Plaxo (almost ten years ago now) was that it solved a huge problem for me: keeping my address book up to date. Before Plaxo, I’d SPAM my address book about once a year to see if I got any bounces, and then go through the bounces one by one to update them. This ended up being a lot of work, and had no guarantee of making sure that I had up to date information for anybody. Also there’s the problem that when people change their email address, it doesn’t always bounce, so I could be sending email to a dead account. Lots of companies leave old email addresses open and/or don’t send bounce messages for invalid addresses, so no reply doesn’t always mean what you think it might. And if you ask for a response, not everybody will anyway.
The other problem before Plaxo (B.P.) was that my address book was never very reliable. Sometimes I would get an email, and save it to my address book, but if I didn’t have a business card or some way to gather other information about them, that would be the only information in the address book. So six months later when they moved to the new company, I had no email address or way to find them.
So while I was still working at Quovera, Praveen Shah pointed out Plaxo to us as a cool thing. I fell in love instantly. Not only did it give me a backup of all of my contact and calendar data, it offered to automate my getting more accurate data. A few clicks, and Plaxo sent out an email that gave each person in my address book (who didn’t belong to Plaxo) a personalized message from me with their address information, asking them if everything was up-to-date (and of course inviting them to join Plaxo). If the data was good, they simply clicked a button and my address book was updated to say it was valid. If they had changes, they could enter them in the form that was emailed, and Plaxo would automatically take that data and put it into my address book. Best of all, it was free, and they promised to keep your contact data private.
There was also the exciting possibility that if everybody you knew joined Plaxo, you’d never need to ask for an update again, because Plaxo would automatically flow information changes between Plaxo members in your address book. For that alone, I paid the premium support price because I wanted to see them succeed.
And the other bit that was extremely well done was the synchronization between clients. If you used multiple machines, it was really easy to keep them in synch and for the most part it didn’t seem to have the habit that some other synchronization software at the time did of duplicating everything over and over.
At some point they got a reputation from some people as being a spammer, I think mostly because during the install it was easy to have Plaxo send an email to everybody in your address book even if you didn’t mean to. I did this a couple of times myself and ended up sending Plaxo requests to people like John Chambers (who of course I don’t really have any reason to email directly). I suspect mistakes like this caused the spammer reputation because you’d get asked about the email, and it was easier to blame Plaxo than to admit that you forgot to uncheck John Chambers when you asked for updates.
Anyway back to the point of this story, with their new social networking focus, they no longer have any way to automatically keep address information up to date for people who are not Plaxo members. In fact the only way you can ask somebody for an update to their information is to invite them to join your Pulse (or the old fashioned email approach). So that works for the people who join and don’t mind having yet another social network to think about, but I’m back to square one for people who won’t join Plaxo (often because of the spammer reputation).
It still gives me synchronization between my different computers, and a few of my online address books, but it’s no longer as powerful as before. I’ll probably still use it if I were in the situation I’ve been in before where I needed to keep my address book and calendar in synch at the client site with my home address book and calendar. But now I need to find a solution for the larger part of my address book updating that drove me to Plaxo to begin with.
So don’t be surprised to get spammed by me with an email that says “I’m updating my address book, and this is what I have for you, please update …”
As to Plaxo – I saw this same sort of thing happen when I was at Excite. We basically were Google: had the best search engine on the planet, our home page was just a search box, and we were doing a better job with the technology than anybody else. But we were smaller than Yahoo (and Alta Vista), and we started to model our web site after a magazine (a lot of trying to match or beat Yahoo instead of focusing on our core competency). It’s my opinion that it was that very loss of focus that resulted in Excite being bought, and folded into one failing company after another.
Excite still exists, and the even still sport the LEP (Little Excite Person) logo, but between losing focus (and of course timing) they are no Google (in fact I wonder if they even do their own search any more).
I am hopeful that Plaxo will reinvent themselves and give me back the functionality that drew me to them, because if they don’t I fear they are destined follow Excite‘s example: they’ll become an also-ran in the social networking space instead of the stellar provider of a technology that can make life better for anybody who uses it.