Using the Internet:
Personal Information
Management (P.I.M)
Personal Information
Personal information management (PIM) refers to
both the practice and the study of the activities
people perform in order to acquire, organize,
maintain, retrieve and use information items such as
documents (paper-based and digital), web pages and
email messages for everyday use to complete tasks
and fulfill a person’s various roles.
P.I.M for Undergraduate Students
What are the specific needs of undergraduate
students in relation to personal information
Management systems?
• What kinds of information management
systems are you now using or have used in
the past?
• What are some examples of common tasks
that undergraduate students need to perform
in order achieve success in their programs?
• How can personal information management
systems be leveraged to provide support for
undergraduate student work?
Undergraduate Student Tasks
What kinds of information do undergraduate
students need to manage in order to achieve
program success?
• Coursework
• Undergraduate policies and procedures (our
own department’s requirements as well as
those of the Institute/Faculty)
• Tutorial/lab preparation
• Comprehensive examinations, tests
• Thesis/Dissertation: coordinating literature
review, research/experiments, writing drafts,
reviewing drafts with your committee
Leveraging P.I.M for
Undergraduate Students
Supporting Undergraduate Student Work. Identify
your Material “needs” to achieve success
• Calendar (classes, deadlines etc.])
• To-do Lists or Mind-maps of tasks [to provide
context for your tasks as well as to show
relational links between tasks]
• Project List
• Reference Materials (Paper and Digital)
• Weekly Revision
Managing Information
• Provide “active context” to your tasks in order to
“manage” them more effectively.
• “Active context” refers to identifying your tasks in
terms of the times, tools, or locations to which any
given task can or must be undertaken.
• Examples of nested “active contexts”
– Refers to all of the tasks that you can only
perform on your computer
– Google refers to all the tasks that you
have aggregated and perform using
Google Tools on the computer.
– Your goal is to keep all of your information
“within reach.”
Managing Information II
• Take the time to evaluate what kind of
organizational systems speak to the ways in which
you “normally” work best.
– The best organizational systems are:
• Simple
• Common-sensical
• Can be easily adapted to your individual
working “style”
Four Questions
Why Google? Why not Yahoo, Microsoft or
How does Google influence information?
What impact will Google’s services have on
the information profession?
What implications will these services have
on society in general?
‘s Mission
Organize the world's information and
make it universally accessible and useful
Google controls 42-70% of the traffic for searching (as of 2007).
Search: At the Core
Search is at the heart of everything Google
More engineers working on search than ever
Search is not a solved problem – offline info,
personal info, personalized results, mobile
Core Search
Most Influential Services
Google Tools
• Using Google as a “Research Environment”
• Do we have our own “undergraduate student
work” task list
• On a new piece of paper, or in Notepad, create a
list of umbrella contexts that might help to
organize your “graduate student work”
• For each category that you have created, note the
tools that you require to engage or complete the
• Begin attributing your tasks to your contexts
• Note any relational networks that might exist
between tasks associated with different contexts.
Google rule #1
Be specific ...
because if you aren’t
specific, you’ll end up
with a bunch of
Google rule #2
Use quotes to search
for phrases.
“your name”
Google rule #2a
Use dashes between
words to also search
for phrases.
Google rule #3
Use the + sign to
require an exact match.
[Well, not really.]
“your name” +unikl
Google rule #4
Use the - sign to
“your name” -unikl
Google rule #5
Combine symbols as often as
possible (see rule #1).
“your name” –unikl +iprom
Part Two: In Summary
1. Be specific ... because if you aren’t
specific, you’ll end up with a bunch of
2. Use quotes [or dashes] to search for
3. Use the + sign to require. [Well, not
4. Use the - sign to exclude.
5. Combine symbols as often as possible
(see rule #1).
Part Three:
More Stuff No One Tells
Google’s shocking secrets
Google’s Boolean Default
is AND
But there are ways to get
around that.
Boolean Default is AND
• If you search for more than one keyword
at a time, Google will automatically search
for pages that contain ALL of your
• A search for disney fantasyland
pirates is the same as searching for
disney AND fantasyland AND pirates
• But, if you try to use AND on your own,
Google yells at you.
• To search for phrases, just put your
phrase in quotes.
• For example, disney fantasyland
“pirates of the caribbean”
– This would show you all the pages in Google’s
index that contain the word disney AND the
word fantasyland AND the phrase pirates
of the caribbean (without the quotes)
• By the way, while this search is technically
perfect, my choice of keywords contains a
(deliberate) factual mistake. Can you spot
Capitalization Does NOT
The old AltaVista trick of
typing your keywords in lower
case is no longer necessary.
How Insensitive!
• Google is not case sensitive.
• So, the following searches all yield
exactly the same results:
Google Used to Have a
Hard Limit of 10
Bet you didn’t know THAT!
Source: Google Hacks, p. 19
Google’s 10 Word Limit
• Until recently, Google wouldn’t
accept more than 10 keywords at a
– Any keyword past 10 was simply
• Google now accepts up to 32
– Stick with 10.
Source: Google Hacks, p. 19
The Order of Your
Keywords Matters
A me life for pirate’s?
For Example
A search for disney
pirates yields the
same number of hits
as a search for
disney pirates,
but the order of
those hits –
especially the first
10 – is noticeably
Part Three: In Summary
• Google’s Boolean default is AND.
• Capitalization does not matter.
• Google has a hard limit of 32
• The order of your keywords matters.
Part Four:
Advanced Search
Beyond plusses, minuses,
ANDs, ORs, quotes, and *s
How Google Finds New
Image source:
Google has special
programs called
spiders (a.k.a. “Google
bots”) that constantly
search the Internet
looking for new or
updated Web pages.
When a spider finds a
new or updated page,
it reads that entire
page, reports back to
Google, and then visits
all of the other pages
to which that new page
Paging the webpage
• When the spider reports back to
Google, it doesn’t just tell Google the
new or updated page’s URL.
• The spider also sends Google a
complete copy of the entire Web
page – HTML, text, images, etc.
• Google then adds that page and all
of its content to Google’s cache.
Advanced Operators
Query modifiers
• filetype:
• intitle:
• inurl:
• site:
• synonyms
Alternative query types
• cache:
• link:
• related:
• info:
Other information needs
• phonebook:
• stocks:
• define:
• Google Calculator
• weather
• movies:
Query Modifiers
Stuff you can add to your
regular searches
• filetype: restricts
your results to files
ending in ".doc" (or
.xls, .ppt. etc.), and
shows you only files
created with the
• There can be no space
between filetype:
and the file extension
• The “dot” in the file
extension – .doc – is
Google’s Official Filetypes
• Adobe Portable
Document Format
• Adobe PostScript (ps)
• Lotus 1-2-3 (wk1,
wk2, wk3, wk4, wk5,
wki, wks, wku)
• Lotus WordPro (lwp)
• MacWrite (mw)
• Microsoft Excel (xls)
• Microsoft PowerPoint
• Microsoft Word (doc)
• Microsoft Works (wks,
wps, wdb)
• Microsoft Write (wri)
• Rich Text Format (rtf)
• Shockwave Flash
• Text (ans, txt)
pirates filetype:pdf
pirates -filetype:pdf
• Using ~ before a
keyword tells
Google to search
for both that
keyword and its
• There can be no
space between ~
and the keyword.
pirate ~treasure
• Using related:
lists web pages
that are "similar"
to a specified web
• There can be no
space between
related: and the
Other Information Needs
Did you know that Google can look up
phone numbers, stock quotes,
dictionary definitions, and even the
answer to math problems?
• There are two ways to
use Google’s
– Just do a regular
– Use one of Google’s
phonebook commands.
• Phonebook commands
[in lowercase]:
– phonebook: searches
the entire Google
– rphonebook: searches
residential listings only.
– bphonebook: searches
business listings only.
How to Use the Phonebook
• first name (or first initial), last name, city
(state is optional)
• first name (or first initial), last name,
• first name (or first initial), last name, area
• first name (or first initial), last name, zip
• phone number, including area code
• last name, city, state
• last name, zip code
phonebook:Data (US Only)
phonebook:disneyland ca
phonebook:(714) 956-6425
Can we try KL phonebook?
• If you begin a query
with stocks: Google
will treat the rest of
the query terms as
stock ticker symbols,
and will link to a
Yahoo finance page
showing stock
information for those
• Go crazy with the
spaces – Google
ignores them!
stocks:Symbol1 Symbol2 …
stocks: msft
stocks: aapl intc msft yhoo
• If you begin a query
with define: Google
will display definitions
for the word or phrase
that follows, if
definitions are
• You don’t need quotes
around your phrases.
define:barbary coast
Google Calculator
• Simply key in what
you'd like Google to
compute (like 2+2)
and then hit enter.
• Google’s Calculator
can solve math
problems involving
basic arithmetic, more
complicated math,
units of measure and
conversions, and
physical constants.
1.21 GW / 88 mph
100 miles in kilometers
sine(30 degrees)
G*(6e24 kg)/(4000 miles)^2
0x7d3 in roman numerals
For instructions on how to use the Google Calculator, see
• Using weather
presents the three
to four day
weather forecast
for a particular US
• You don’t need a
colon in weather.
weather city
weather city state
weather zip code
weather permatang pauh?
weather ipoh, my
weather 90210
• Using movie:
presents either
movie show times
in a particular city
or information [like
reviews] about a
• There can be a
space between
movie: and the
movie:city and state [or zip]
movie: irvine,ca
movie: pirates
Summary of Advanced
Query modifiers
• filetype:
• synonyms
Alternative query types
• related:
Other information needs
• phonebook:
• stocks:
• define:
• Google Calculator
• weather
• movies:
Part Five:
The Rest of the 70%
Behind the Google homepage
Home Sweet Home
I’m Feeling Lucky
“Well, Do Ya …?”
• The “I’m Feeling
Lucky” button
takes you directly
to the first web
page Google
returns for your
• You won’t see any
other search
Google’s “Hidden” Search
Hiding in Plain Sight
To the right of the
search box are
three links
practically no one
has never noticed:
– Advanced Search
– Preferences
– Language Tools
The Limitations of Advanced
• Advanced Search is a
one-shot deal.
– You aren’t permanently
changing any of your
Google settings.
– “Search for this and
then forget these
settings the next time I
come back.”
• With a few exceptions,
the “advanced” stuff is
just search engine
math and advanced
search operators.
Advanced Search v.
• Advanced Search =
“search once using
these settings.”
• Preferences =
– “Change the way
Google works for
me from here on
– Changes every
Google service you
use, not just
Google Preferences
• When you change your Google preferences,
Google writes a cookie to your hard drive.
• Your Google preferences are “permanent” until
– Change your preferences.
– Toss your cookies.
• In Internet Explorer: Tools > Options > Delete Cookies
• In Mozilla/Firefox: Tools > Options > Privacy > Clear
– Go to
• The extra period at the end forces you to go to the English
language version of Google.
Source: Google Hacks 2nd Ed, p. 21
Interface Language
• Interface Language lets you change the default
language used to display the interface of every
Google page you visit.
• Change the Interface Language to Chinese
(Traditional), save your preferences, and watch
what happens…
Interface Language
• Notice the hits are still in English.
– Google doesn’t translate the hits to your
default language. Yet.
• The only thing that’s changed is the
default language of Google’s interface.
Using Interface Language
• This is great for foreign language
• This is also a WONDERFUL practical joke
to play on a friend or colleague.
– “Hey, why is Google in PIG LATIN!?”
• Remember, your Google preferences are
“permanent” until you:
– Change your preferences.
– Toss your cookies.
– Go to
Language Tools
• Like Advanced Search, Language Tools is a oneshot deal.
• Use Language Tools if
– You don’t want to permanently change your Interface or
Search languages.
– You want to translate text.
Google Translate
• Using Language Tools, you can
– Translate keyed in text from one language to another.
– Translate a web page’s text from one language to
• Be looking for even more robust translation tools
from Google in the not-too-distant future.
Part Six:
More Googles
Data mining for fun and profit
Google’s Goal, Restated
Organize the world’s information –
not just web pages – and make
that information universally
accessible and useful
Adapted from Google Factory Tour
Google Image Search
Behind the Scenes
• “Hey, let’s take all these cached
images and make them searchable.”
• Two ways to get to Google Image
– Go to Google [or Google Groups, Google
News, Froogle, or Google Local/Google
Maps] and click on the “Images” link.
Using Google Image Search
• Search engine math works here as well.
• Check out Advanced Image Search [to the
right of the search box] for special size,
filetype, and coloration options.
• Beware of copyright!
– Google cannot grant you any rights to use the
images you find for any purpose other than
viewing them on the web.
– To reuse the images, contact the site owner
and obtain the requisite permissions.
Google Groups [Beta]
Behind the Scenes
• “Hey, let’s take the Deja News archive of
over one billion Usenet postings since
1981 and make that searchable.”
• “And while we’re at it, let’s make it so
people can create their own
announcement lists, mailing lists, and
public discussions as well.”
• Two ways to get to Google Groups
– Click on the “Groups” link on most Google
How Google Groups Works
• Google took an archive of Usenet
posts and slapped a Google search
engine on top of it.
– Searching Google Groups is pretty much
identical to searching Google.
– Check out Advanced Group Search for
some Google Groups-specific search
• Wait. There’s more.
The REALLY Cool Part
• Google Groups also lets you create
your own [non-Usenet] groups.
• You can
– Create your own private listervs.
– Hold [and archive] your own online
web- or email-based discussions.
• All you need is a free Google
– If you don’t have one already, go to and click on “Join.”
Google News [Beta]
Behind the Scenes
• “Hey, let’s take news articles from
4,500 online news sites and make
them searchable.”
• Two ways to get to Google News
– Go to Google [or Google Groups, Google
News, Froogle, or Google Local/Google
Maps] and click on the “News” link.
How Google News Works
• Every 15 minutes, Google gathers stories
from more than 4,500 English-language
news sites.
• A computer program automatically
arranges the stories by relevance and
– Sound familiar?
– There are no editors or human intervention.
– Google’s algorithms run everything.
• And if you don’t want to browse the news,
you can also search the news by
Google News Tips
• Click on “Customize this page” to change
the default layout [via a cookie.]
• Google News archive only goes back 30
– Use the regular Google for older searches.
– “Copyright * The Orange County Register”
• Scroll to the bottom of the Google News
homepage for links to international
versions of Google News.
Source: Google Hacks, 2nd Ed, p. 60-61
Froogle [Beta]
Behind the Scenes
• “Hey, let’s take all these cached web
pages on which merchants are trying to
sell stuff and make those pages
• Three ways to get to Froogle
– Go to Google [or Google Groups, Google News,
Froogle, or Google Local/Google Maps] and
click on the “Froogle” link.
How Froogle Works
Adapted from:
Google Local
Hey, Wait a Minute!
• That’s Google MAPS, not Google LOCAL!
– Google Maps and Google Local merged in October 2005.
• “Hey, let’s take Telcontar’s NAVTEQ maps and
the images we got when we bought Keyhole and
make all of that searchable.”
• “And, while we’re at it, let’s throw in Google Local
information as well.”
• There are several ways to get to Google Local:
– Go to Google [or Google Groups, Google News, Froogle,
or Google Local/Google Maps] and click on the “Local”
Search for an Address
Ooooh. Pretty. And
Look! Up in the Sky!
The Best of Both Worlds
It’s a Small World After All.
More Uses for Google Local
• With Google Local, you can search
– Addresses.
– Step-by-step driving directions.
– Businesses or services.
• In or Near searches
– ribs in anaheim
– free wifi near irvine ca
Even “More >>” Googles
The Hidden 20% [and 10%
A Quick Caveat
• There are simply too many Google tools
and services!
– Imagine how many times you could say “Hey,
let’s take ___ and make it searchable!” if you
had Google’s bank account!
• Instead of talking about each of Google’s
tools and services in-depth [which would
take DAYS], let’s just take a quick tour of
what’s available and point you to where
you can get some more information.
Google Alerts [Beta]
Choose a topic and
Google will automatically
send you an email
– New stories appear in the
top ten results of a
Google News search for
your topic.
– New web pages appear
in the top twenty results
of a Google search for
your topic.
– New posts appears in the
top fifty results of a
Google Groups search for
your topic.
Google Answers
Pay service [NOT free]
Ask a question.
Set a price you are willing
to pay for the answer
[starting at US$2.50.]
• If your price is right,
professional researchers
will find an answer for you,
usually within 24 hours.
• Fun suggestion: browse
the previously answered
• “Hey, now that we
bought this blogging
company, let’s let
everyone create their
own blog for free.”
• Check out “Blogger
Basics” at for
instructions on how to
get started.
Why Blogger?
• If you are interested
in joining the
blogosphere, Blogger
is a great place to
– It’s free.
– It’s pretty easy.
• You’ll be up an
running in minutes
and you’ll be an
expert in a few hours.
Google Catalogs [Beta]
• “Hey, let’s scan the full
content of hundreds of
mail order catalogs and
make those pages
• Key in a search term and
Google’s search technology
finds [and highlights] the
search term[s] on the
scanned catalog pages.
• Click on “Catalog Help” for
more information.
Google Desktop [Beta]
• “Hey, let’s give
Windows XP users a
way to search both
the web and inside of
the files on their
computers at the
same time.”
• Free 1.3 MB Windows
XP file you download
and install
How Google Desktop Works
• Google for your PC’s files
• Indexes and searches the
contents of your Word,
PowerPoint, Excel,
Outlook, IE, AIM, PDF, and
Netscape files.
• It’s private.
– Google doesn’t put your
files on the internet or in
their master database.
• If you often lose files on
your computer, Google
Desktop search is a
Google Directory
• Human-compiled
directory of web pages
organized by topic
into categories [a la
the old Yahoo
– Netscape Open
Directory Project
database with a Google
front end.
• Human editors
determine each page’s
Google Earth [Beta]
• Processor- and videocard-intensive 11.2
MB Windows 2000 or
XP program that lets
– Zoom into a specific
address or location from
– Tilt and rotate the view
to see 3D terrain and
Google Mail [Beta]
• or
• “Hey, let’s give
everyone a free email
account with lots of
storage and make that
• 2,500+ megabytes of
storage per account
• By invitation only
– Sign up via SMS
– Search Google for “free
gmail invitations”
Gmail Benefits
• Gmail gives you so much storage space
you may never need to delete any emails.
• Gmail automatically groups emails and
their replies as threads.
• Gmail autosaves drafts every few minutes.
• You can import Outlook contacts into
Gmail and output your Gmail contacts into
other email programs and services.
• Check out
for more information.
Google Mobile
• Search Google on your
web-enabled cell
– Search the web
– Search images
– Do a local search
[maps, driving
directions, businesses,
and services]
– Search for web pages
specifically designed to
display on a cell phone.
• Visit Google Mobile for
Google Short Message Service
• Don’t have a cell phone
with a built in web
• If your cell phone can send
and receive text messages,
just send your queries as a
text messages to 46645
• Scroll to the bottom of for an
online demo, sample
queries, and even a walletsized tip sheet.
• “Hey, let’s give
everyone a way to
organize and fix their
digital images.”
• Kind of Google’s
version of Adobe
Photoshop Elements
• Free 4 MB Windows
2000 or XP file
• Click on “Take a tour
of Picasa” for more
Google Print (now Books)
• “Hey, let’s take a
millions of books and
make them
– Google Print Publisher
Program is digitizing
books authorized by
– Google Print Library
Project is digitizing the
collections of several
major libraries.
• Publishers have filed
lawsuits to stop
Google Print.
Books Still in Copyright
Public Domain Books
Google Scholar [Beta]
• Limits your searches to
Peer-reviewed papers
Abstracts and articles
• A great tool to search for
scholarly information from
Academic publishers
Professional societies
Preprint repositories
Universities and other
scholarly organizations
Special Google Searches
• Topic or site-specific Google searches
Google Talk [Beta]
• Google instant
messenger with built
in voice-over-IP
• Free 900 KB Windows
2000 or XP file
• Requirements:
– A Gmail account
– Microphone and
Google Toolbar
• Free web-browser
plug-in for Internet
Explorer and
Firefox on the PC
Google search box
Pop-up blocker
PageRank display
Google University Search
• Limits your search to
a particular .edu
• Of course, you can
always skip this and
on Google’s
Google Video [Beta]
• Lets you watch Flashencoded material from
archived TV programs,
educational videos,
personal productions
and more.
• Recommended: a
FAST internet
Not Quite Ready for Prime
• Still in beta
• Currently includes
only a small amount
of programming from
a limited number of
• For educational
movies, skip Google
Video [for now] and
go to the Moving
Pictures archive at
Google Sites
• Google’s latest online website development
• We will look at this tools again in details
later for topics on Webpublishing.
Google Docs
• Google’s latest online office tools
• You can create and share documents,
spreadsheets, presentation and even forms
online with your friends, colleagues etc.
What’s Next?
• Google’s
• Great place to get
a sneak peek of
new Google
technologies in the
beginning stages of
The Last Part:
Google Resources
Where to get more
• Google Help
• Free guides and
FAQs that tell you
about Web
searching in
general and
Google’s features
in specific.
Google Support Newsgroup
• Google has a free
Usenet newsgroup:
• You may be able to
access this
newsgroup through
your Usenet
Google Support Newsgroup
• You can also search
for the google.
general newsgroup at
• The easiest way to
access the newsgroup
is to just click on the
“user support
discussion forum” link
on the right side of
the Google Help
Central page.
Official Google Blog
• googleblog.
• Where Google
engineers, and
team members
make official
• Updated every day
or so
Where else can be use to find info on the
Google, Bing, Yahoo
Google hacks/scripts (filetype, intitle, inurl, site)
Google Trends
Journals (ex:,,, Google Scholar)
RSS readers – (
Newsgroup (Google Groups, Yahoogroups)
Filesharing –,,
Social site – Facebook, Myspace, Friendster, etc.
Reference, bibliography –
Free Ebooks – - 20-best-websites-to-downloadfree-e-books. – Research Papers and Essays
StumbleUpon, Firefox addon

Personal Information Management (P.I.M)