Nevermind the fact that Google’s GMail gives you nearly unlimited space, or the fact that you probably already have a Google login ID and password.  This new design and added functionality makes GMail even easier to use and gives you more of what you want, the ability to easily communicate with friends and colleagues.

Details on the Updates and Improvements

The brains at Google have put together a quick video to highlight the updates and improvements.  Watch or jump down below the video for a reader friendly version.

• Streamlined Conversations – Integrated profile pics  and a better layout for conversations make emails more like an ongoing chat.
• Automatic Sizing – Expand your browser to full screen or reduce it down.  GMail will keep up and automatically resize to match you preference
• HD Themes – Dark images behind your email look really sharp in the new design, so Google has given you a few choices of background images (courtesy of iStockPhoto) to liven up your screen.
• Smarter Navigation – Over on the left hand side, you’ll have more control over your email options, chat, contacts, etc.
• Better Search – For those who reference old emails regularly (like me) you’ll have more ways to track down messages using filters.

Switching to the New Look

The new look is rolling out for everyone slowly, but you can go ahead and make the switch now.  Here’s how.

1. Open you Gmail and look in the bottom right-hand corner
2. Click on the link that reads “Switch to the new look”

   

3. Follow the on-screen prompts to enable the new layout

Change Your Theme

In order to take full advantage of the new design and HD images, you should really change your theme.  Otherwise you might not see all of the possibilities of the new GMail.  Here’s how:

1. With your GMail open, look for the “gear” in the upper right-hand area (image below)
2. Select Themes
3. Look for the area labeled HD Themes and pick any of the existing options
   **Personally, I think the darkest images look best as a background image

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There have been very few game-changers in phones and phone calls since the invention of the cellular phone.  Sure, we have more sophisticated devices that rival the PCs of just a few years ago and those devices are capable of storing the phone numbers of our friends and family, but the way two people connect hasn’t been improved by much.  If you want to call your friend (let’s call him Troy), you need his number and he needs to be there to answer the call.  If Troy isn’t answering, you can leave him a voice mail (which he can check when he gets a chance) or you can send him a text and see if he responds to that message.

In a world where most everyone we communicate with has a cell phone, a work phone, a home phone, an email address, a Facebook page and (sometimes) a Twitter account, “getting in touch” with someone should be easier than ever.  Instead, you have to play the guessing game of where to start “looking” for Troy.  I think that must have been the issue that Google focused on when they decided to start Google Voice.  I was lucky enough to participate in the BETA of Google Voice (for about a year now) and the application/tool is now available for everyone to use.

What is Google Voice

Simply put, Google Voice is one phone number to rule them all.  Use your existing mobile number and add the Google Voice features or start with a brand new phone number.  Tie all of your phones (home, work, cell) to that one number and end the guessing games for everyone.  I could go on in detail, but Google has put together a great video to explain what Voice is all about:

Features

“The list of features goes on and on..”  That quote from the video above is an understatement at best.  There are hundreds of features within the Google Voice system and I think everyone will find something they like.  I won’t detail them all, but here are a few of my favorites.  These are features that I have used many times over the last year.

Voicemail Transcription – The Google Voice service converts your messages into written form and stores them within the application, forwards them to you as a text and/or emails them to you.  The next time you miss a call, just read the message and, if you want, listen along.  While the transcribing technology is far from perfect, it is nice to make out the general idea of a message before bothering to listen to the whole thing.

Personalized Greetings – Have one message for friends, one for family and another for business associates.  You can record as many greetings as you want and determine who will hear what, when they call.  Your boss will never have to hear “leave a message at the beep dawg!” again.  (side note: Hey Google, what does the guy in the sombrero have to do with personalized greetings?)

SMS to Email – Never miss a text again.  Have your texts sent to an email address (or several) and reply to them directly from your email inbox.  This might seem silly at first, but just leave your cell at home one time and see how handy this feature is.  And now, you can text at work while it looks like you are busy on that report that is already late.

Screen Callers – I’ll admit it, I screen my calls.  With Google Voice you can instantly push any call to voice mail, listen to the message as it is being recorded and jump in (if you want) or stop listening at any time.  This feature is also handy if you get a call while in a noisy area or somewhere you can’t talk.  Use the time to decide if you should excuse yourself and take the call outside.  I’m looking at you movie-goers!

Contacts – Although it is not listed as one of the primary features of Voice, the integration of Google Contacts with Google Voice is simply amazing.  See pictures of your friends as they call, save new callers into your contacts from the Google Voice application and add new numbers to existing contacts with the touch of a button.

Mobile App – Not only is Google Voice FREE, but so is the app for your smart phone (Blackberry, Android and iPhones).  Send text messages from the app (without affecting the number of texts on your monthly bill), check your messages and even place outbound calls from your phone without paying for the minutes on your cellular contract.  This might be a feature you want for your son or daughter.  After all, 5000 texts a month can get quite pricey without an unlimited plan.

Try it Out

Try out Google Voice today for FREE and begin playing with all of the features.  Sign up for the one new number you will ever need again.  Next time you change your home number, cell number, work number, etc. it won’t matter.  Your Google Voice number will never change.  While Google Voice does not currently solve communication issues with Facebook or Twitter, I think it is only a matter of time.  After all, it is Google!!!

Link to Google Voice Site – Click Here

Follow the Google Voice Blog – Click Here

The key to maximizing our schedules is organization and (ironically) it takes time to get organized.  For those of you in the “9 to 5″ crowd, you probably have access to Microsoft Outlook for managing your work hours but what about the rest of your life?  What about users who don’t have access to this email/calendar program (part of a $300 Microsoft Office package)?  Even if you had a wonderful program like Outlook, would you have the time/opportunity to get in front of a computer regularly throughout the day?

For anyone interested in using a calendar to keep track of events and schedules there is a solution that offers the flexibility of an electronic system and the mobility needed in our busy lives… Google Calendar and Google Sync.  They are both FREE and can help you find the time for what really matters, without wasting hours in setup.

Google Calendar

Students, Professionals, Mothers and anyone else with a hectic, busy schedule can keep track of life’s important events all in one place, for FREE.  Google says “organizing your schedule shouldn’t be a burden” and I couldn’t agree more.

Google Calendar Daily View

There are countless ways that Google Calendar can help you and there are constant additions to the functionality of this program.  Google has an overview page that does a great job of explaining the benefits of this FREE, web-based program.  I would just like to share a few reasons that I use Calendar:

• Reminders – One time, weekly, monthly or a year in advance.  I can set a reminder to pay a bill, send in an important tax document or simply for scheduling a meeting.  If it is on the calendar, I will have a hard time missing it.
• Sharing – I can share my calendar with family and business partners to let them know when I am busy and what I am doing.
• Contacts – My contacts (stored in Google Contacts) are instantly available in Calendar for setting up meetings, inviting someone to an event or sharing.  I don’t have to remember or write down email addresses.

Google Sync

Having your day, month or week scheduled out in Google Calendar is great, but what about accessing your calendar on the go?  If you can’t see the calendar, it is useless, right?  Google Sync can put the contents of your calendar on your cell phone.  With a smart phone, you can view your calendar, add events, set up new appointments, etc.  If you don’t have an iPhone, Blackberry or Android based phone, you can still receive reminders via SMS (text messages).

Google Sync for Your Mobile Phone

Features vary, depending on your device, but with the majority of the world moving to mobile phones, users will find Google Calendar and Google Sync to be a life-saver.  Get organized, schedule your week and find a way to earn back that all too important free time that has escaped you for so long.  Setting up these services takes just minutes and doesn’t cost you a dime.