• Gsuite for Ed

     

    G Suite "Tip of the Week"

    Tip 1:

    You are using G Suite now and want to convert your existing documents to Docs? The following is a quick and easy way to do just that.

     

    https://gsuite.google.com/learning-center/products/docs/get-started/#!/section-1-2

     

    Tip 2: 

    Still not sure about Google calendar.... The following is a Calendar Cheat Sheet for you to use. As we move more of our scheduling and resources to Google Calendar it will be necessary for everyone to feel comfortable using this very useful G Suite product. 

     
     Tip 3:
     
    Have you been wondering how to do something in G Suite that you were able to do before in Office 365? JoElla came up with this quick reference guide to use if you were not quite sure which app to use.

    Office 365 vs. G Suite


    Office 365

    G Suite

    Calendar

    Google Calendar

    Word Document

    Google Docs

    Excel Document

    Google Sheets

    PowerPoint

    Google Slides

    OneDrive

    Google Drive

     
    Tip 4:
     
    To be an effective teacher, you need to stay organized. The same goes for your students. Encourage organization by creating folders and sub-folders that help save time in the long run. Want to take it a step further? Color code each folder for even easier access!!
    To color code your folders, just simply right click on the folder and go to "Change Color". This is just one easy way to help you organize your Google Drive
     
    Tip 5:
     
    Do you have files that you are using more often and that you would like to access quicker? G Suite has a very simple way to organize these type of files. Try "Starring" your files. This is a feature that isn't used enough. When you star ( located next to the title) a Document, Slide, Form, Etc., it will move to the Starred area located on the left-hand side of your Drive. Use this feature when you or your students haven't completed work. Now those docs will be easy to find and all in one place. Once your finished, unstar the item so you Starred section remains organized. 

     
    Tip 6:
     
    If your not already using Google Hangouts you should start trying to transition over from Skype.  
    This is your IM for Google and it works great. You can add the extension and it will show on your desktop and give you a alert when someone IM's you.  
     
    Tip 7:
     
     How many times have you needed to convert a PDF to a Doc to use contents in your own document? Google Docs offers a quick and easy way, just use the following steps:

    Save the PDF file to your Google Drive
    Right Click on the PDF
    Select "Open with Google Docs"
    Now you can copy, paste, etc....
    image.png
     
    Tip 8:
     

    Organizing your files on your computer and Google Drive will help you be more efficient and be a lot less stressful. Here are a couple small things to help in that process: 

    Uploading Files and Folders

    If you’re using the web client, you can upload documents in two different ways.

    Firstly, you can simply drag the file or folder you want over the top of the Google Drive window. You will be prompted to drop the file to begin the upload.

     
    The alternative method is to use the menus within Drive. Click on New in the top left-hand corner, and then select either File Upload or Folder Upload, depending on your desired action. 
    The progress of the upload can be monitored via the status bar in the bottom right-hand corner. This is also where you can cancel an upload once it has started.
     
     

    Organizing your files on your computer and Google Drive will help you be more efficient and be a lot less stressful. Here are a couple small things to help in that process: 

    Uploading Files and Folders

    If you’re using the web client, you can upload documents in two different ways.

    Firstly, you can simply drag the file or folder you want over the top of the Google Drive window. You will be prompted to drop the file to begin the upload.

    The alternative method is to use the menus within Drive. Click on New in the top left-hand corner, and then select either File Upload or Folder Upload, depending on your desired action. 
    The progress of the upload can be monitored via the status bar in the bottom right-hand corner. This is also where you can cancel an upload once it has started.
     
     

    Downloading Files and Folders

    In the same way that you can upload individual files or entire folders, you can also download files and folders.

    ​Simply select the item you wish to download and either right click on it and choose Download, or click on the three vertical dots for More Actions and choose Download.

     

    Downloading Files and Folders

    In the same way that you can upload individual files or entire folders, you can also download files and folders.

    Simply select the item you wish to download and either right click on it and choose Download, or click on the three vertical dots for More Actions and choose Download.

     

    Tip 9: 

     
    File Sharing: 
    Are you still emailing that document, spreadsheet, etc. to other teachers or staff, then are you waiting for them to email it back to you to see what changes they made to the document? Its time to start collaborating the quick and easy way. 
     
    Just follow these quick and easy steps to share your files:
     
    1. Open the file you want to share.
    2. Click Share.
    3. Enter the email addresses or Google Groups you want to share with.
    4. Choose what kind of access you want to grant people:
      • Can edit—Collaborators can add and edit content as well as add comments.
      • Can comment—Collaborators can add comments, but not edit content.
      • Can view—People can view the file, but not edit or add comments.
    5. Click Send.

    Everyone you shared the document with receives an email with a link to the document.

     

    Tip 10: 

    Save time with Smart Reply in Hangouts Chat
    Respond to your colleagues quickly and get tasks ticked off
    more efficiently in less time with Smart Reply.

    Attach files to your Calendar event
    Attach files to your Calendar event so that everyone invited has what they need to prepare for the meeting.

    Share PDF file versions at a click
    Instead of having to download your file as a PDF version before you send it to someone, save time and send it as a PDF via a link.

    Search your Chat history
    Google Hangouts Chat has many time-saving features but did you know there’s a search mode?

     

    Tip 11:

    Check in with your students using Google Classroom!

    Instead of sending emails back and forth or writing out feedback/questions/comments start using Google Classroom! Simple create an assignment for questions/concerns/compliments/suggestions in your classroom. Then using the private commenting feature on that specific assignment you can communicate with each individual student privately so that their questions/feedback are not public to the other students in the classroom. This is a great way to give feedback or to check in with your students each day as they work through their assignments/class/course!

     

    Tip 12:

    Attach files to your Calendar event so that everyone invited has what they need to prepare for the meeting

    Allow your teachers or even students to look through the relevant files by attaching assignments, presentation slides or any other materials you want to discuss before the meeting or any scheduled event, so they can come prepared. It’s also a great way to look back and see what you covered.

    Attach a file to an event in Calendar

    • In Calendar, create or open an event.
    • In the Add description section, click the Add Attachment icon.
    • Select a file and click SAVE.

     

    Tip 13:

    Want a more approachable way for students to ask questions? Google Slides has what you’re looking for

    It can be difficult for shy students to muster up the courage to ask questions, especially in front of the entire classroom. By enabling students to virtually submit questions that pop up during the presentation, this Google Slides update gives even the shyest of pupils a shot at having their questions answered.

    To access this awesome feature, follow these steps:

    • Open your Google Slides presentation.
    • Click the drop-down menu next to the “Present” button.
    • Click the “Presenter” view.
    • In audience tools, click “Start new.”
    • Share the link with your audience.
    • Toggle the slider to “On” to accept questions from your audience. 

    With that, you’re ready to go! This update is a great way to create an inclusive environment and facilitate easy classroom involvement.

    Check out this video.

     Tip 14:

    Google Forms

    This tool allows you to quickly create a survey or form that can be sent to parents and students to fill out online. You won’t have to tabulate results; all the answers are immediately collected in a Google Spreadsheet that can then be shared. Forms can be sent outside our school domain (bcraiders.com), so you’re not limited to just teacher and staff inside the school. And the result of any forms project are neatly summarized with charts, graphs, bells, whistles and statistics about all your responses.

    * Give a pre-assessment test to your students at the beginning of the year to get an idea of the knowledge level of your class. Then do another assessment at the end of each marking period to see how much progress they’ve made.

    * Do a quick survey on your students’ interests and try to tie them into your daily lessons.

    * Encourage your students to read more by setting up a form where they can submit their reading records. For example, they can track how many minutes they read each week.

    * Create quizzes with Forms and then automatically grade them by using an Apps script like Flubaroo.

    Tip 15:

    46 Things You Can Do With Google Classroom

    1. Sharing Resources: Google Classroom allows you to take a document, video or link and push it out to your students.
    2. Create a Lesson: More than simply assigning work to students, Google Classroom allows you to build an assignment. Include a description and attach multiple documents, links and videos. This puts the entire lesson in one place.
    3. Make Class Announcements: Google Classroom gives you a place to post your announcements. Unlike a website with one way communication, students can comment back on the announcement.
    4. Go Paperless: Using Google Docs you no longer need to collect and pass out paper. You can assign students a blank Google Doc or use a template that your students will fill out. Google Classroom creates a copy for each student and gives them a turn in button for when they are done.
    5. Simplify the Turn In Process: When using Google Documents, notoriously students forget to change the sharing settings or to turn in their work. Google Classroom eliminates this issue by placing the document in the teacher and the students Google Drive immediately. Students simply need to “turn in” within Google Classroom to signal the teacher they are ready to have their work assessed.
    6. Protect Privacy: Rather than creating a global folder shared with all of the students in the class, Google Classroom restricts access to the documents to the teacher and the individual student.
    7. Reduce Cheating: Since the entire classes documents are not in a shared folder the temptation to copy another students work is eliminated.
    8. Classroom Collaboration: When sharing a document the teacher is able to choose if the students can view the document or can edit it. Creating a document and giving all the students in the class editing access to that same document allows every student to contribute their piece to a class project.
    9. Create a Discussion: A spreadsheet can be utilized to collect student opinions on a discussion topic. The ability to have multiple tabs allows for multiple discussion questions. Sharing a single Google spreadsheet with student editing access gets everyone on the same page quickly and gives every student a voice in the discussion.
    10. Organize Assignments with Due Dates: In creating an assignment in Google Classroom you are able to assign a due date that is clear for both you and the students.
    11. Capture the Middle of the Process: An important shift in the teacher student relationship is to get away from evaluator and focus on being a coach to your students. Google Classroom places all of the students work into a folder that is easily accessible from your Google Drive. While students are in the middle of working on their assignment you are able to go in and insert comments and guide them through the process.
    12. Email Students: No longer do you need to create a group of student email addresses, Google Classroom allows you to email everyone at once.
    13. Notify Students Who May Need Help: Google Classroom show you who has and has not completed an assignment. Send an email notification providing tips for success and encouraging the student to work on the assignment.
    14. Assignment Q&A: When an assignment is posted to Google Classroom the students have the ability to comment on it. No longer do students have to wait to be called on to ask a question. This transcends the walls of the classroom to allow students to ask questions outside of class. When the teacher posts the response it is available to all of the students.
    15. Create an Ad Hoc Playlist: Google Classroom allows you to attach multiple YouTube videos to an announcement or assignment.
    16. Email Feedback: When returning work to students you can provide a global note to all the students or individually provide feedback. Google Classroom provides the ability to post a note to the assignment from the teacher, and allow the student to comment back. This replaces the one sided note in the margin of the students paper, providing a more dynamic experience.
    17. Create Folders: What was once a cumbersome process in Google Drive is now done automatically. The teacher has a folder in Google Drive that contains a folder for each assignment. This makes locating student work a snap!
    18. Link Directly: While Google Classroom places the student work into a folder for the teacher to find, a student list with a link to the students work is easily accessible directly from Google Classroom. This reduces the need of the teacher to dig through their Google Drive to find the work a student has completed.
    19. Multiple Files in an Assignment: Google Classroom allows you to assign more than a single document. This means students can create a multi-stage project and submit all of their pieces in one place.
    20. Easily View Student Submission: Google Classroom clearly counts how many students have and have not submitted an assignment.
      1. Collect Data: Linking to a Google Form or just a Google spreadsheet from an announcement allows you to quickly gather data from students.
      2. Share with Multiple Classes: If you teach multiple sections of the same course, Google Classroom will create the assignment in each section.
      3. Collaborative Note Taking: Create a Google document and designate some students to be note takers for the discussion. Students can collaboratively take notes on the document and those notes are easily accessible by the other students through an announcement in Classroom.
      4. Display Student Work: With student permission, use an announcement to link to student work that is available in your Classroom Google Drive folder.
      5. One Student One Slide: Set an assignment to be a single Google Slides presentation that the class can edit. Modify the slide master to provide a template for student work when they insert their own slide.
      6. Target Parent Phone Calls: Google Classroom clearly shows which students did not complete an assignment. Use this list to make parent calls.
      7. Polling: Create an assignment to find out which students are attending a school event. If yes, have students write their name on a Google Doc that contains event information and then submit the assignment. Now you have a clear list of which students are attending. Unlike a Google Form, you also have a clear list of who is not.
      8. Share a Document with the Class: Google Classroom makes document distribution simple.
      9. Know Who Edits a Collaborative Document: Instead of sharing a Google Doc as anyone can edit, Google Classroom allows you to give edit access to all of the students for a single document without anonymous animals.
      10. Link to a Website: Relying on students to type in a web address correctly costs instructional minutes as you try to get everyone on the same page. Link to websites in a Google Classroom announcement and get everyone on the same page quickly.
      11. After Hours Help: Instead of sending students home to struggle on an assignment, students can post questions to the class to hopefully receive a peer or teacher response before it is due.
      12. Peer Feedback: Share a Google Slides presentation with everyone can edit access. Each student is able to create a slide with their information and other students have easy access to insert comments on other students slides.
      13. Distribute Notes: Rather than focusing on note taking, students are able to focus on discussing. Posting the notes to a Google Classroom announcement allows students to pull up the notes easily and then spend class time talking about them instead of taking them.
      14. Sharing Informal Learning: As students discover ways to connect their classroom learning to their lives they are able to share this on Google Classroom. Students are able to share pictures, Google Docs, YouTube videos or links with the class.
      15. Email the Teacher: Google Classroom gives students an icon to email the teacher. Students can easily email the instructor their questions. Since it will come from the students GAfE account, the teacher can ensure that the message is from that student.
        1. Student Projects: Google Classroom allows students to attach multiple artifacts when submitting. Students can now in one place submit all the pieces of their project and it is neatly organized for the teacher.
        2. Eliminate Schlepping Papers Home: Having students utilize the Google Classroom app allows them to take pictures of their physical work and turn it in digital. Students on a Chromebook or other laptop can utilize the insert picture by snapshot feature in Google Docs to make the physical paper into a digital doc. This means you can ditch the box of papers you take home each night.
        3. Have One Place for All Files: Google Classroom is Google Drive management. Any documents students submit via Google Classroom are saved in Google Drive. This gives you one place to check for student work. When students do work in other products have them take a screenshot and submit the screenshot to Google Classroom.
        4. Document Digital Work: Create an assignment in Google Classroom and have students provide the link to their non Google Digital work. On the turn in page students have the option to turn in a URL. If students create a website or wiki they can turn in their work by linking to it in Classroom.
        5. Students Create Google Docs: On the turn in page for students, clicking create allows students to start a new Google Document. This document is automatically attached in Google Classroom and titled the same as the assignment. The document title also is appended with the student name and saved in the assignment folder in Google Drive.
        6. Clearly Identify Student Work: When a document is shared with students as “Each student gets a copy” the new document shares the title of the template document and the students name is appended to the document title. Looking in the assignment Google Drive folder it is easy to identify which document belongs to which students.
        7. View Assignments: Google Classroom provides the teacher and student a list of assignments assigned. This makes it easy for students to find all the assignments they need to be working on. Clicking on “View All” the assignments are separated by ones the student needs “To-Do” and are “Done.”
        8. Virtual Office Hours: Obtain the permalink to a Google Hangout and link to it in the About page of Google Classroom.
        9. Collaborate with Peers (PLC’s): Teachers can join a classroom as a student. This allows a grade level or subject area team to create a Google Classroom for the teacher group. Meeting notes, data and other documents can be linked and shared from Google Classroom. Teachers can submit their classroom results from benchmarks or other projects by using the “TURN IN” button in Classroom.
        10. Virtual Faculty Meetings: The principal can ask all of the teachers to join a Google Classroom. Short videos can be linked in the Classroom to facilitate a flipped approach to faculty meetings. Links to Google Forms can be provided to have teachers provide data or respond to polling questions. Different departments can post announcements to the stream to share their news.
        11. Streamline Counseling: High school counselors can invite all of the students on their caseload to a Google Classroom. Rather than an announcement in the school bulletin that goes to everyone, using announcements in Google Classroom targets the announcement to the students who need the information. Students can then find the resources the counselor is sharing easily in one place. Notifying all of the students on the caseload is easy utilizing the email options in Google Classroom. Students can “MARK AS DONE” different tasks the counselor sets for students, this makes it easy to identify the students who did not complete their “SAT application.”

     

     Tip 16:

    REOPEN RECENTLY CLOSED TABS IN CHROME

    We’ve all been there but don’t panic all is not lost. There are a couple of ways you can get your tabs back. 

    Follow these steps:

    • Right click on your Chrome bar > Reopen closed tab or the shortcut method
      Ctrl + Shift + T
    • Go to your History > Recently closed tab
    • Right click on your Chrome icon on your taskbar > you’ll see ‘Recently closed’

    If you find you’ve closed your entire Chrome window by mistake, the same trick applies but instead of it saying ‘Reopen recently closed tab’ it will say ‘Window’ instead.

    Finally, if you want to start where you left off when opening Chrome again, go to > Settings > On Start-Up > choose ‘Continue where I left off’.

    Next time you open Chrome you will get the open tabs from your last browsing session.

    Tip 17:

    Never miss an important task in Gmail with Google Tasks

     

    Google Tasks has been around for some time but recently it’s had a makeover and is now included in the side-panel of your everyday G Suite applications including Gmail, giving you a helping hand in making sure all of your to-dos are in Tasks.

    You can now set a date and start time for your tasks and receive notifications, create subtasks and include any important notes.

    Here’s how you can create a task ensuring you never miss a deadline:

    • Open Gmail
    • At the right-hand side click the Tasks icon 
    • To create a new task, click + Add a new task and then click the pencil to add in further information
    • Or to create a task using an existing email, open Tasks and then drag and drop your email into the Task box. You can then click on the pencil icon to add further details.

    When you have completed your task, simply click on the Task icon and mark your task as complete.

    Tip 18:

    Email, email, email......  One of the most time consuming task when starting back after summer break is keeping up with all those emails. Email is meant to save time but as we all know it can me a time consumer. So below are a few tips on how to be more efficient and effective with your email in your classroom and on the go.


    1. Cut down on notifications: Don’t bother your brain with notifications for every new email—proactively check your email instead. On your phone, you can set up notifications for certain emails—say, the ones from your principal. This will help you identify important emails and disconnect when you want to.
    2. Respond within 24 hours, even if it’s only to check in: You probably can’t get to all emails within 24 hours, but you can avoid getting another follow up email from a coworker. Giving a status update—“Hi, I got this email but not going to get to it until later this week!”—is a great way to set expectations and show them you’re on it.
    3. Close out your email 1-2 times a day: Email is necessary to get your job done, but it’s also the ultimate distraction. Most people leave it open all day and check it every 30 minutes (if not more). Try closing your email tab when you have time to do deep work: the ability to focus without distraction on a demanding task.
    4. Don’t click on an email more than twice: If you read an email then mark it as unread, you’ll have to read it again to remember what to do with it. Read it once to scan and tag your future action (for example, labeling it as “must respond,” or “to do this week,”) then one more time when you answer it.
    5. Sorting, reading and answering emails should be separate activities: Most people bounce between sorting one email for later, reading one, answering one and repeating. We lose so much energy switching between these activities. Instead, tell yourself “right now I’m sorting everything.” Then when you’re done, read everything you need to read.
    6. Keep emails that require clear action—otherwise archive or delete: When your inbox contains emails without clear action items, it gives your brain the false sense of having too much to do. Be ruthless about deleting, archiving, or snoozing emails that don’t require an immediate action from you in some way.
    7. Skip some emails: Every email you see takes a tiny piece of your energy, so each item in your inbox should be something you need to look at. Gmail lets you create filters so that certain emails “skip your inbox” and won’t appear as new emails. For example, if you get a lot of email newsletters, set up a filter with “Has the words:unsubscribe”—now, those emails won’t distract you, but you can search for them later.
    8. Don’t mix your read and unread emails: Combining read and unread emails in your inbox is a recipe for anxiety. New emails should come into one section and emails that you’ve already read and require an action should be in a different section. You can create a Multiple Inbox pane or “move” emails to different label that denotes a specific action (such as “To Do” or “Follow Up”).
    9. To stay focused, keep new email out of sight. It can be hard to answer pressing emails when  you’re constantly tempted to open the bright and shiny new emails that just came in. Open up a section like your “Snoozed emails” (emails that you’ve saved for later) or your “Starred emails” (your high-priority emails) so you can stay focused on those tasks, instead of getting distracted by new email.
    10. To find what you need, just search: Email labels can help you stay organized, but think about how Google got its start … Search! Searching your email—instead of digging through labels—is actually a faster way to find the email you’re looking for. You can search by date, sender, subject (and more) and you can get even more specific with queries like “has:attachment” or “older_than:6m” (m=months).
     
    Tip 19:
     

    Here's a quick tip for getting to your files faster from your desktop.

    Instead of opening Google Docs directly in your browser, you can click on a shortcut on your taskbar or desktop and open the app that way. To do this, open Google Chrome and go to docs.google.com. If you want to create a shortcut to a specific document, open that file. 

    Then go to the setting menu in Chrome (the three horizontal lines at the top right of your browser), More Tools, and Create Application Shortcuts.

    google docs

    You'll be able to choose if you want to pin the app or file to your taskbar and/or your desktop.

    Once you click Create, the shortcut will be added and you can open it just like you would any app on your desktop. It'll open in its own app window, which you can resize and work with as you do other app windows.

    Even better: If you have your most important or most used files starred in Google Drive, you can click on the Starred menu to see those files in Chrome, then use the same Create Application Shortcuts option to pin this window to your taskbar. The same goes for your Recent files.

     Tip 20:
     

    Design and create a newsletter in Google Docs to send to your contacts and groups.

    To create a Newsletter:

    • Go to > https://docs.google.com/ 
    • You’ll see a range of templates to choose from > Click Newsletter
    • Customise your Newsletter in Docs
    • Once you’re ready to send > click Edit (Ctrl + A) > Copy (Ctrl + C)
    • Open Gmail Create a new mail > Paste
    • Once you’re ready hit > Send

    Tip 20:

    Complete basic PDF forms directly in Google Drive on mobile

    You can now fill out structured PDF forms within the Google Drive app on Android and iOS devices. You’ll be able to complete text fields, select options from a dropdown menu, and select checkboxes or radio buttons. After filling out the form, you can save your edits as a new revision of the document, or save a copy.


    This feature makes it quicker and easier to complete event registrations, BOE forms, travel forms and other types of simple forms. This eliminates the need to print, fill-in by hand, and re-upload the document, saving you time.



    To begin filling out a form, tap the pencil button in the PDF preview or tap the form field directly. When you’re done, save edits or save a copy of the form.