iPad Apps That Every Virtual Assistant Should Be Using

The appearance of Internet and online technologies gave way to many new job positions. These allow employees to work from the comfort of their home, and employers to stop wasting time on administrative tasks and focus on what’s essential for their business.

One of those popular new positions is the virtual assistant. This is often a freelance job and can include many different assignments. For example, many VAs are outsourced to perform different administrative, marketing and technical tasks, such as making phone calls or managing emails, scheduling events, promoting a product or business on social media, designing promotional materials, managing a blog, researching whatever is necessary, making presentations etc.

Since virtual assistants are real multitaskers, they need to be extremely organized. For people who embrace technology and know how to make the most of it, being organized is not so difficult to accomplish. It’s only a matter of finding all the right props, tools and apps that can make one’s work as easy as possible. Successful VAs not only know how to organize their time, but they also make the most of working on the go on their iPads, and use the time productively while waiting for a doctor’s appointment, when stuck in traffic, etc.

There are too many apps on the market today, so it can be pretty time-consuming to test everything that comes your way. That is why, to save you time, we compiled this list of excellent iPad apps that every virtual assistant should be using.

Get Al Helper

personal assistant app

 

 

 

 

 

 

Evi is an artificial intelligence helper that answers all your questions. You can use both voice and text input to ask her a question. There is a built-in browser so you won’t need to leave the app in order to check out the links that Evi gives you. Not only does Evi search for the info you need, but it also compares data from different sources and can cut your research time.

 

Dictate anything   

 

Dragon Dictation is a virtual note-taker that actually writes down everything you say. It can be very useful when you are on-the-go and you don’t have time to type. It types 5 times faster than you would type by using the keyboard.

 

voice to text app

 

 

 

 

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How to Use Google Drive Offline

We all know how Google Drive can help us in day-to day activities, be it simple document editing or more complex team collaboration work. The fact that you don’t need to bother transferring your documents from one computer to another and that you can access every document from wherever you are, as long as you have a proper Internet connection, can make your day pretty hassle-free.

Imagine if you could work in Google Docs offline – wouldn’t that be like a cherry on top?

The thing is, you can! Here are the steps you need to take in order to manipulate your Google Drive documents offline:

  1. The first step you need to take before you lose your Internet connection or before you go to a place without Internet (such as airplanes, beaches, forests..) is to open your Google Drive.
  2. Now click on the gear button at the right top side of your screen.
  3. Click on the Settings and the window will pop up (as shown in the image below).

 

google drive settings

 

  1. Tick the box in the Offline section called “Sync Google Docs, Sheets, Slides & Drawings files to this computer so that you can edit offline.”

By ticking this option, the latest version of your files from Google Drive will be saved on your computer and you will be able to edit them offline. However, once you edit the files, you won’t see the changes you made offline until you go online again. You will need to access those files via Google Drive.

So, using Google Docs offline can be a lifesaver, especially when you are on a deadline, somewhere out of town or with a poor Internet connection. Just don’t forget to tick that Offline option before you go offline.

 

 

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Working with Folders in Google Drive

Proper use of folders will certainly help you become more organized and productive. Here are some tips on how to make the best use of folders in Google Drive.

Create new folder

To create a new folder, all you need to do is go to the section New – Folder. Give it a name and it is ready to use.

new folder in google drive

Create subfolder

If you drag a folder into another one, it will become a subfolder. The same happens if you create a folder while being in a folder.

Change the color of a folder

This is an interesting trick not many know about. Right-click the folder and choose a specific color for it. It will definitely be easier to find it later even if there are hundreds of files in it.

change color in google drvie

Star folders

Folders that are important can be marked with a star, which is a neat way to distinguish them better.

add star  to the folder

Follow all the recent changes in a folder

To follow all the recent changes in a folder made by all collaborators, select the folder and then click on the View details tab.

view details of a folder in google drive

Share a folder with different people

Above each folder there is a sharing button that allows you to choose who you want to share the folder with and which rights you want to give the collaborators.

share the folder

Move files between different folders

All new files you created while being in the folder will be automatically added to it. Or, you can simply drag a file to the folder. If you want to move the file from one folder to another, you can use the File – Organize functionality, as you can see in the image.

organize files in google drive

The Easiest Way to Convert Word to ePub

Until recently, the best way to convert Word to ePub was to use the Calibre software. Now, there is another excellent option – using the Google Docs export feature.

Basically you can upload a PDF or Word document to Google Drive, convert it to Google Docs format and export it to ePub later.

All you need to do is to use the File – Download as – ePub publication, as you see in the image.

export word to epub

Have in mind that in order for the document to look nice, you need to make use of headings, subheadings, and other document formatting options. You can also create contents, links and other features.

If you are still not satisfied with how your document looks, you can use the Sigil tool for editing eBooks. Read our tutorial on it here.

How to Split Cells in Google Sheets?

More and more people are using Google Sheets for their everyday spreadsheet needs.  It is a powerful tool for data analysis and manipulation. However, for some of its functionalities it is necessary to install add-ons. For example, if you want to split data from in cell into multiple cells based on a specific criteria, you would need to install the Power Tools add-on.

Here is how you can do it.

Go to Add-ons – Get Add-ons and search for Power Tools.

get add ons

After installing it, a new options will appear in the menu.

Go to Split menu.

split menu google sheets

Select the cells you want to split, and choose the criteria for splitting.

split cells criteria google sheets

Among available criteria you’ll find blank space, linked break, coma or any other custom character of your choosing.