Articles

Are you using these 3 amazing Google Sheet features ?

posted Feb 9, 2018, 9:16 AM by Sanjeev Jain   [ updated Mar 5, 2018, 3:41 AM ]

1. Protect your Google Spreadsheet data from accidental or malicious changes with these 3 methods.

The ability to share and collaborate on a spreadsheet in Google Apps is an excellent feature, but it may mean you need to look more carefully at protecting your data from unwanted edits. There are 3 key ways to do this.

Protect a Worksheet

Protect individual worksheets in a Google Spreadsheet. To do this, select Tools from the menu and choose Protect sheet. You have the option to set permissions, much like a Google Doc, that will give editing rights to: anyone invited as a collaborator; only you; or a list of collaborators. If you need to stop collaborators from editing certain cells, you could place those cells in a "Results" worksheet and make that read-only. Formulas can reference any worksheet so cells that need data entry can be "opened up" and cells that have a formula can be "locked" in a protected worksheet.

Set Up Notifications

Get notified of any changes in a Google Spreadsheet by setting up notification rules. To do this, select Tools from the menu and choose Notification rules. You have the option to be notified when changes are made to: the spreadsheet; a specific worksheet; a cell or cell range; collaborators; or (if the spreadsheet is joined to a form) when a user submits a form. Notifications can be sent as soon as a change is made or as a daily summary.

The first 2 options are straightforward changes that offer good options to protect most spreadsheets, by stopping editing and notifying you if changes are made. But what if you need to protect a series of cells or an individual cell? Google Spreadsheets currently doesn't have this functionality, so a workaround is required.

Set Data Validation

Stop individual cells, or a range of cells, from being edited by setting a value that the cell must have. Choose to set a NumberTextDate or Items from a List. Each criteria has further settings, for example: a Number cell can be a range or maximum value; a Text cell can be set to contain or not contain word(s); a Date cell can be set to be a valid date only; and a List cell can only be populated from a list. A further option enables you to either warn the editor that validation rules have not been met but allow the change, or disallow any changes that do not meet the criteria.

Data validation is a very useful method to ensure that cells containing a formula are not mistakenly edited. To do this:

  • select the cell or range you want to be validated
  • select the Text criteria and set the second drop down to "equals"
  • in the blank box add your cell formula
  • untick the Allow invalid data box.


2. Try SPARKLINE for Sheets: miniature charts in a single cell

Google have just introduced a great feature in Sheets: SPARKLINE

The SPARKLINE function allows you to create miniature charts within a single cell to rapidly provide an attractive visual representation of data and trends.

Google recently added the two new types - column and winloss - along with the existing line graph and bar chart.

Our example shows a sheet with some data (source Wikipedia) on human population by country and represents the trend in population growth/decline over the years 1990, 2008, 2025.

We show 3 types of SPARKLINE charts: line, bar & column.

The function codes for each are:

Line:=SPARKLINE(C2:E2,{"charttype","line";"max",1500})

Bar:=SPARKLINE(C2:E2,{"charttype","bar"; "color1", "blue"; "color2", "red"})

Column:=SPARKLINE(C2:E2,{"charttype","column";"max",1500; "color", "orange"; "lowcolor", "blue"; "highcolor", "red"})

Here’s a link to a copy of our example sheet. Click on  “Make a copy” option to take a copy for yourself to have play with.


3. The Explore function in sheets magically turns the data in your Google Sheets into charts and analysis

Flower


Google’s constant innovation continually provides Apps users with new ways to use and gain benefits from files and data.

The Sheets Explore function generates charts enabling insight and analysis on data for Sheets users who have little knowledge or confidence in using charts or just saving you some time making your own.

In the examples below we’ve used this handy demo sheet with some simple data: Example Spreadsheet

To access Explore, open a spreadsheet.

To work on a specific portion of your data you can select a range of cells. By default, Explore works on where your cursor is in the current worksheet.

  • In the bottom right, look for the Explore icon Explore.
  • When the icon is green you can click it to see recommendations and tips.
  • When the icon is grey, there is no analysis to see.
  • Charts and analysis will pop-up, showing trends and patterns in the data in your worksheet.
  • Hover over a chart to see which data in the spreadsheet is being used in that chart.
  • You can change the recommendations by selecting different areas of data in your worksheet.

To close the Explore panel, click the X in the top right corner.

To add a chart or formula into your spreadsheet

  • To add a chart or formula from the Explore panel into your worksheet you can it onto your spreadsheet.
  • Alternatively by clicking the Insert chart icon Insert chart.

Note: You must have edit permission on the file to be able to add a chart or formula to a spreadsheet.

Once a chart is added into your spreadsheet you can use the Advanced edit… option from the drop-down menu in the top right of the chart

Use the This Example Spreadsheet (Click Here) and have a play!

Hope you liked the above article. We do some amazing & unique workshops that can help you Scale up & Automate business. 

With these tools in our workshop you can automate 70% of  your business in just 5 days:

Date: March 16, 23, 30 & Apr 6 & 13th  (5 x Friday’s)
 
(5 x Thursday's)
Venue: TNS Chattarpur (near metro/temple)
Time: 9.00 am - 5.00 pm 
Investment: Rs. 40000 (plus 18% GST)
(Call for Discount for additional participants from same company)
Contact Sonika - 9811146151 / Rama - 9811148346
or on  01164008300 to 03   Email: rama@tnspl.in 








Are you using heat maps in Spreadsheets?

posted Feb 9, 2018, 9:16 AM by Sanjeev Jain   [ updated Feb 10, 2018, 1:38 AM ]

1. How to turn your data set into a heat map 

The recent update to conditional formatting in Google Sheets allows you to turn any data set into a coloured heat map with just a couple of simple steps. This is great for identifying trends and patterns and cuts out the process of having to create a separate chart or graph.

A data heat map highlights each cell with a different colour depending on the figure. So you can set the colour to a light shade for low figures and a darker colour for high figures. A great example is using the heat map to identify trends in your sales report, allowing you to see what months have been the most successful.

To create your own heat map, follow the simple steps below:

  • Select your data in the Google Spreadsheet.
  • Go to Format - Conditional Formatting (or Right click). This will open a Conditional format rules panel.
  • Select the colours for your Minpoint, Midpoint and Maxpoint
  • Adjust your Midpoint to a Percentile

To easily identify your data even further, you can select your data and click add new rule. If you want to see your top figures (e.g. above £1000) select greater than in Format cells if… add your Value into the box and you can choose to have these figures in bold for example.

2. Turn on colourful rows or columns via this neat  trick

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In Google Sheets the Conditional Formatting feature provides the ability to format cells if they meet certain conditions, such as if they contain a certain word or a number.

e.g. if a cell contains the string “Yes” make the background green, or “No” make the background red.

To access Conditional Formatting in a Google Sheet:

  • Click Format > Conditional formatting (A toolbar will open to the right)
  • Create a rule via Add a new rule
  • Use Apply to a range to select the range to be formatted
  • Under the Format cells if… drop down select Custom formula is (the last option)
  • In the box Value or formula use one of the following formulae:

Formatting

Formula

Apply to Even Rows

=ISEVEN(ROW())

Apply to Odd Rows

=ISODD(ROW())

Apply to Even Columns

=ISEVEN(COLUMN())

Apply to Odd Columns

=ISODD(COLUMN())

Then select the Formatting style such as a colour.


https://sites.google.com/site/sjceoitbox/Articles/areyouusingthese6amazinggooglesheetfeatures/Adv%20Gsheet.jpg


Click Here to know more

3. Say goodbye to spelling mistakes in Google Sheets

Flower


For the majority of us fast typers Spell Check plays an important role spotting our mistakes as we type.

Luckily for us Spell Check has finally been added to the new Google Sheets. Spell Check with Google Sheets behaves just the same as it does with Docs or Slides. You can choose to check your entire Sheet, individual worksheets or even columns and cells. Here’s how to spell check your Sheet:

  • Highlight the cell range or columns you wish to check
  • Click the tools tab and select Spelling
  • Google will identify any mis-spellings
  • Click change, ignore or add to dictionary

If you are working with a Sheet created in the old version of Google Sheets, Spell Check is also available, in a slightly different format. After you choose Spelling, a pop up box will open - simply click on the identified mis-spelling and choose from a list of suggested corrections.


Hope you liked the above article. We do some amazing & unique workshops that can help you Scale up & Automate business using Free Technology that is already in front of you. Find our more using links below:

























Phishing

posted Oct 31, 2017, 6:22 AM by Sanjeev Jain

The below slides explain what is Phishing & how you can protect your valuable data from such attacks.

PhishingScams 8 Helpful Tips To Keep You Safe


Technology for transporters

posted Aug 7, 2017, 8:00 AM by Sanjeev Jain

Was invited to speak about leveraging technology for Transporters at the GST Convention for All India Transporters Welfare Association  on 29th July 2017.

How to Track Processes using this Amazing Google Sheet

posted Jul 4, 2017, 10:12 AM by Sanjeev Jain   [ updated Jul 4, 2017, 11:54 PM ]

Scaling up an organisation requires that you setup processes for everything - From Getting the Order to Getting the Payment. 

Even after spending hours upon hours in developing flowcharts, procedures and checklists, businesses still struggle to ensure that the processes are actually followed. 

In the video below we show you how to use this Amazing Google Sheet to track each and every process in your organisation with ease. 




Please fill out the form below to receive a copy of the "CEOITBOX Process Tracking Sheet"

CEOITBOX Tech Tips Capture Page


Windscribe - Free VPN and Ad Block

posted Sep 17, 2016, 10:46 PM by Sanjeev Jain   [ updated Sep 17, 2016, 10:47 PM ]

Windscribe helps you mask your physical location, circumvent censorship, block ads and trackers on websites you use every day.
Windscribe is a desktop application and browser extension that work together to block ads, trackers, restore access to blocked content and help you safeguard your privacy online.

* Access Anything from Anywhere
Internet was meant to be open, but that's no longer the case. Services providers block users from different countries, and governments block entire sections of the Internet. Break out of corporate and government firewalls and Unlock geo-restricted content.

* Leave No Trace
Leave no digital footprints behind. Our desktop apps and browser extensions
work together to reduce your exposure to tracking and surveillance. 

* Share Privacy with Others
Use Secure.link next time you send anyone a link to anything and show how much tracking is actually happening on most websites.
It combines a full VPN that will encrypt all of your communications with browser-based anti-tracking tools, and ad-blocker, and more (like secure link generators and a firewall, neither of which you’ll probably use, or really need, but they’re there.) The service is freemium, and allows you a single connection on a single device, 10GB of data transfer, and your choice of nine exit server countries before you’ll have to upgrade to Windscribe Pro which unlocks all of those limitations.
Best of all, the service does work like any VPN, and it doesn’t block specific protocols or destinations, so you can use it freely to either get around location restricted content, secure yourself on public or untrusted Wi-Fi networks, or share files securely. There are desktop versions of the app for Windows and macOS (pro users get access to OpenVPN configs for Linux), mobile versions for iOS and Android (only pro users get the Android app), and browser-based privacy tools for Chrome and Firefox (and a package for Opera.) Hit the link below to learn more.

Windscribe

YouTube Video



Google Drive & Gmail vs MSoffice & Outlook

posted Sep 14, 2016, 5:33 AM by Sanjeev Jain

Gmail and Outlook: A Comparison of the Email Titans


The very first question that I am asked in my workshops is why should one consider moving from Outlook (normally on the desktop) to Gmail (web based). 

Here are some of the most important (not the only) reasons why I strongly recommend organisations to move to web based platform like Gmail.

1. COST: The very first reason is cost. Outlook is very expensive per user as compared to Gmail/Google Apps. Also note that you do not need MS Windows for Google Apps as they work on any browser whether on Linux\Max\Android\IOS.

Assume Users= 20

Cost of MS Office (incl Outlook) & MS Windows for 4 years = 20 x (17500+15000) = Rs. 6,50,000.00

Cost of Google Apps (incl Gmail for Work) for 4 years = 20 x 1710 x 4 = Rs. 1,36,800.00

Savings = Rs. 5,13,200.00  or Rs. 25,660 per user over 4 years

See the pricing difference between various versions that you can buy. Prices taken from Google & Microsoft sites online.  See :  Microsoft Store   & Google Store





2. DATA SECURITY: The next most important concern is security of our valuable data. Outlook stores user data locally on the HDD. You can loose the data in the following common ways:

a. Device is stolen/misplaced
b. HDD gets corrupted
c. MS Windows required frequent reformatting, IT Support person may forget to backup pst file before formatting
d. Employee decides to leave the company, he can take a copy of the pst &  delete the one on PC before he leaves.

Gmail on the other had stores data offline so data cannot get lost due to a,b & c above. If the user deletes his data & messages  from his Google Apps account the same can be easily recovered by the admin. See details Click here. Also it is more difficult for user to copy the email data from Gmail for work unlike copying a single file in outlook.


3. SUPPORT & HARDWARE COSTS: A very important consideration is maintenance costs. The latest versions of Microsoft Office require faster processors and more RAM costing upwards of Rs.30000  while Google Apps will work off a simple Chromebook\Laptab staring from Rs.15000 onwards.  

Also note that systems running MS Windows & MS Office will eventually become slow after running for about a year and eventually have to be formatted to bring them back to their previous speeds. This requires significant man power. We have see reduction of upto 50% in support personnel required to maintain systems running Google Apps as there is nothing to install or maintain as everything is browser based. 


4. WORKING OFFLINE: One of the major objections for using Google Apps, I have come across relates to working offline. I am glad to tell you that both Gmail & Google Apps have a feature that allow you to work offline. Click here for details on Gmail Offline & Click Here for Google Drive offline.

5. INVALUABLE ADDITIONAL FEATURES:  The Google Apps includes several features which are invaluable for businesses. Even a few of these mentioned below will be sufficient to justify shifting to Google Apps over MS Office.
  • Centralized Cloud Storage - No need to invest in expensive servers and spend tons of money to backup data.
  • Inbuilt Single Sign On: Google Apps provide single sign on system for all apps and central console to manage all users. Using the same user name and password for their Gmail account the users can be provided access to other applications and files. To implement a similar system in Microsoft you would need to install a Microsoft AD Server which will cost you minimum of Rs. 80000 in hardware and software costs.
  • Realtime Collaboration: Multiple users can open a single document and work on the same in realtime.
  • Audit Trail & Version Management: Google apps automatically saves all the versions of documents since the time these are created so you can check who made what changes and at what time. Revert to any previous version at any time.
  • Translate: Translate emails & documents on the fly in over 20 languages in Gmail\Google Apps.
  • Integrate with thousand of Apps like CRM, Project Management, Collaboration many of which are free and some are paid. Many of these will prove invaluable for your business. 

https://www.google.com/enterprise/marketplace/






How to Protect your valuable data from Ransomware

posted Aug 26, 2016, 9:41 AM by Sanjeev Jain   [ updated Aug 26, 2016, 10:36 AM ]

What is Ransomware ?

Ransomware is a type of malware that prevents or limits users from accessing their system. This type of malware forces its victims to pay the ransom through certain online payment methods in order to restore access to their systems, or to get their data back.

Ransomware can be downloaded by unwitting users who visit malicious or compromised websites. It can also arrive as a payload, either dropped or downloaded by other malware. Some ransomware are delivered as attachments to spammed email.

Once executed in the system, a ransomware can either (1) lock the computer screen or (2) encrypt predetermined files with a password.

YouTube Video




In the first scenario, a ransomware shows a full-screen image or notification, which prevents victims from using their system. This screen also provides instructions on how users can pay the ransom.

The second type of ransomware encrypts files including word processing documents, spreadsheets, photos and other important files.

The cybercriminals behind ransomware make use of online payment methods such as Ukash, PaySafeCard, MoneyPAK or Bitcoin as a way for users to pay the ransom. However, paying the ransom doesn't guarantee the cybercriminal will restore your system or files to you.

Ransomware has evolved into one of the biggest threats to your precious data. Names like Locky, CryptoLocker, CryptoWall, and CTBLocker keep average computer users and IT personnel up at night. 


How to protect yourself from Ransomware ?


We recommend the following basic steps you can take :

1. Use fully updated Antivirus on all machines. The best defense is a good offense, try antivirus software with built in anti-ransomware  like Trend Micro™ Security 10. 

2. Use UTM/Firewall with gateway antivirus to prevent access to shady sites to protect users inside your network.

3. Protect data on the Central Server: Do not share folders on servers with unprotected computers & Do not allow main server/pc  to be used by anyone to prevent infection by accidental clicking of malware link.

4. Ensure you have accurate backups of your files. The 3-2-1 principle should be in play: three copies, two different media, one separate location. For backup I recommend that you use good cloud backup that can maintain multiple versions like idrive/backblaze/code42 etc. Even if the latest version gets encrypted you can restore the previous version.

Software  to protect from Ransomware ?


Malwarebytes Anti-Ransomware : This software monitors all activity in the computer and identifies actions which are typical of ransomware activity. It keeps track of all activity and, once it has enough evidence to determine a certain process or thread to be ransomware, blocks the infection and quarantines the ransomware before it has a chance to encrypt users' files.  

This is  beta software available for anyone to install and try out, but, there may be some bugs or issues that need to be worked out, so we encourage you to try it out in a non-production environment first.

Click Here for Link to download page.

Here is a video on how it works.


Anti-Ransomware Vaccine by Bitdefender
: Anti-malware researchers have released a new vaccine tool which can protect against known and possible future versions of the CTB-Locker, Locky and TeslaCrypt crypto ransomware families by exploiting flaws in their spreading methods.

“The new tool is an outgrowth of the Cryptowall vaccine program, in a way.” Chief Security Strategist Catalin Cosoi explained. “We had been looking at ways to prevent this ransomware from encrypting files even on computers that were not protected by Bitdefender antivirus and we realized we could extend the idea.”

Click Here to download the tool.   For more details visit this page.


I Got Infected By Ransomware. What Should I Do?


There are two (2) types of Ransomware: Lock Screen which limits the users from accessing the computer and Crypto (File Encryption) which encrypts files to limit users from accessing their files.



Is it worth paying 3x for Office 365 over Google Apps

posted Aug 24, 2016, 10:56 AM by Sanjeev Jain   [ updated Aug 24, 2016, 11:13 AM ]

With use of cloud applications growing day by day, organizations around the world are asking  which one is better Google Apps for Work or Office 365. Here is a detailed comparison between Office 365 & Google Apps for Work. 

1. 
COST: 
Google Apps is 74% cheaper than cheapest version of Office 365 i.e Enterprise E1 

CostGoogle AppsOffice 365 (cheapest E1)
Cost per year per user (excluding taxes)Gmail with Google Apps - Rs 1500 per yearEmail & online office 365. Rs 5760
Difference74% Savings annually
Note: Office 365 Home/Personal are not considered for Business Use

2. STORAGE: The next most important concern is storage for your valuable data.  Google Apps regular version offers 30 Gb storage per user while Office 365 offers a whopping 1 TB storage per user distributed across all cloud applications in both cases. 

However, you can buy increased storage add cost of $24 per 100GB or  $120 for 1 TB for selected users in case of Google Apps instead of paying up Rs 4260 extra for each user in case of Office 365 as most users will never be able to use 1 TB. Furthermore, Google offers Unlimited Accounts @ USD 120 per year with unlimited storage & advanced features if desired.

Another important thing to note is that Google offers unlimited storage for documents in native Google Formats and unlimited storage for Photos. 
 

3. INTRANET  : Google Apps includes Google Sites for all users using which you can create Intranet sites for use for your teams, MIS Dashboards, Projects  Sites, Customer Information Sites etc. The similar feature is available only in Office 365 E3 version which costs Rs 14400 per user per year (plus taxes). This feature is critical to organize and collate data in a meaningful way and cost in Office 365 seems to be too much.


4. AUTOMATION:  Google Apps has online scripting feature which allows for several types of workflow automation like - Automated Newsletters, Automated Task Management, Project Tracking Sheets, Online Approval System, Automated Payment Reminder, Automated Dispatch Information etc. to name  a few. Applications need not be running on any computer and no installation is required for the same.    

5. SPECIAL FEATURES NOT IN OFFICE 365:  The Google Apps includes several features which are invaluable for businesses. These are not available in Office 365 .

  • Offline Editing/Mail : Offline editing is not possible in Office 365 without purchasing MS Office Desktop version or more expensive version of Office 365 - Pro Plus costing Rs 8640+tax per year. In Google Apps this can be done through Chrome Browser of Google Drive App.
  • Google Forms:  There is currently no equivalent feature in Office 365 that allows you to collect data in such an easy way, conduct online tests etc.
  • Translate: Translate emails & documents on the fly in over 20 languages in Gmail\Google Apps.
  • Research & Track Edits: These features not available in Google Docs.
  • Voice Typing: You can directly dictate documents in Google Docs while no such feature exists in Word Online

5. GROUPS: Google Groups is a service from Google that provides allows you to create discussion groups for people, share files/folders/intranets for granting easy access to various teams. There no feature of equivalent functionality in Office 365.


6. INTEGRATE WITH HUNDREDS OF APPS  like Mind Mapping, CRM, Project Management, Collaboration many of which are free and some are paid. The options for Office 365 are limited.


CONCLUSION: Given the Cost vs Benefits as explained above, Google Apps provides more bang for the buck being 74% cheaper than Office 365 with multiple features like Google Sites, Forms, Groups, Workflow Automation, Unlimited Storage (Google Docs & Photos), Voice Typing to name a few. Unless your organization is already heavily invested in Microsoft, Google Apps seems to be a better choice for a taking your business to the cloud and working collaboratively from anywhere.


Contact TNS to help you select & implement the correct platform for your organization. We  are one of the very few companies who can help you utilize these cloud applications to their fullest potential.  


We provide specialized training to help you take full advantage of their vast potential. 


Click these link for more:



To know more call now:

Manisha or Tassarun
Tel :011-64008300 to 03
   Email: manisha@tnspl.in


TNS NETWORKING SOLUTIONS PVT LTD,
293, Dhanmill Road, Chattarpur Hills,New Delhi - 110074, India
Tel: 01164008300/01/02,  Visit us @ www.tnspl.in 

Free Tool To Notify You of Website Content Changes

posted Aug 16, 2016, 4:11 AM by Sanjeev Jain


Have you ever came across something exclusive and limited you wanted to buy online but couldn't because you were away? Maybe you’re want to monitor a website for any new tenders or opportunities. We have just the tool to help you with that. 

With this free tool you can use to track and monitor changes on websites. Monitor your favorite pages without having to access them frequently. Also this tools also allow for email notifications so you won’t miss out on any changes.

Visualping Chrome Extension is a simple service for monitoring websites for changes. You'll receive an email notification when it detects any change in the content of the page.

Compared to other monitoring services, Visualping monitors pages visually and not based on the HTML markup. Use the service for competition monitoring, price checks, ticket availability tracking and more.

You can either choose to monitor the whole website or just an area of a website. To select the area, just drag a selection on the screenshot shown within the extension.

Happy Monitoring!

Check out "Visualping": Click Here 

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