Presents The User Guide for PWCS Google Apps for Education

Transcription

1 1 Presents The User Guide for PWCS Google Apps for Education

2 2 PWCS Google Apps for Education (GAE) is a free cloud-based communication and collaboration tool, hosted by Google and managed by PWCS. GAE will provide the ability for PWCS students (grades 6-12), faculty and staff to communicate, store files and collaborate on documents, spreadsheets, and presentations in real time from school, work, or home, all within a secure closed campus online environment. Applications available with Google Apps? PWCS students in grades 6-12 have access to Google Drive, Gmail, Google Calendar and Google Contacts. PWCS employees have access to Google Drive, Gmail, Google Calendar, Google Contacts, Google Chat, Google Moderator, Google Take Out, and YouTube. Access to these Google Applications will allow students and staff to have easy access to their documents, spreadsheets, and presentations within Google Drive. As the use of PWCS GAE continues, there may be other features that are added within Google Apps for Education. We will inform you about any significant changes to the tools students and staff are using in the secure PWCS environment. Provide in this document are GAE step-by-step directions for the following: 1. Employee Account Directions page 3 2. How to forward PWCS Google Apps for Education Gmail to your Groupwise Account page 4 3. Transferring Drive Data Spreadsheets, PDFs, Presentations and Documents Between Accounts pages Transferring Google Forms Between Accounts page Student Account Directions page Student GAE Opt-Out Form page Directions to Opt-Out Students in GAE through Password Self-Service pages For more information visit or contact the Office of Instructional Technology at

3 3 PWCS Google Apps for Education (GAE) Employee Account Directions 1. PWCS GAE Website: 2. Login to PWCS GAE with your Novell username and password 3. Accept GAE Terms and Agreement 4. On the top menu bar, click on Mail. You will see you will already have s from Google welcoming you. 5. PWCS GAE can be accessed from any computer or mobile device that has internet access. 6. If you need to change your PWCS Google Apps for Education password, you must change it through the Password Self-Service Application in your Novell Launcher so it will stay in sync with your Novell account.

4 4 How to forward PWCS Google Apps for Education Gmail to your Groupwise Account: Groupwise will still be the main PWCS account that we use in the Division. Follow the directions below to forward all PWCS Gmail to your PWCS Groupwise account. **You must be logged into pwcs-app.org in order to forward to complete the steps below. 1. From the menu bar at the top of your browser click on Mail. 2. Click the gear in the top right. 3. Select Settings. 4. Click the Forwarding and POP/IMAP tab. 5. From the first drop-down menu in the "Forwarding" section, select 'Add a Forwarding Address. 6. Enter your PWCS Groupwise address to which you'd like your messages forwarded. 7. For your security, we'll send a verification to that address. 8. Open your forwarding account, and find the confirmation message from the Gmail team. 9. Click the verification link in that Back in your Gmail account, go back to Forwarding and POP/IMAP tab, select the 'Forward a copy of incoming mail to...' option and select your forwarding address from the drop-down menu. 11. Select the action you'd like your messages to take from the drop-down menu. You can choose to keep Gmail's copy of the message in your inbox, or you can send it automatically to All Mail or Trash. 12. Click Save Changes

5 5 PWCS Google Apps- Transferring Drive Data Spreadsheets, PDFs, Presentations and Documents Between Accounts (Transferring pervious Google Drive documents to new pwcs-apps.org account) ***See Directions on page 12 to move Google Forms*** Login to your previous Google account by going to (Not your pwcsapps.org) In the upper right hand corner select your name and select Account On the left hand side, select Download your data

6 6 Select the blue button Download your data Google will prompt you to log in again. Select the red button CREAT ARCHIEVE

7 7 Select the blue Download button at the bottom of the page. Select the drop down arrow next to Save and then click Save As

8 8 Save the Zip folder to your desktop. Go to your desktop and right click on the Zip folder. Select Extract All Select Extract

9 9 Close your current web brower. Open a new web browser and type in it pwcs-apps.org and login with your PWCS Google Apps for Education (GAE) login user name and password. Save pwcs-apps.org to your Favorites. On the left side, select Drive then click on My Drive

10 10 Then select the arrow next to Create and select Files Select the unzipped older that you saved to your desktop and open the folder. Select the Drive folder.

11 11 Press Control A to select all files/folders and then select Open. The files will begin to download into your Google Drive. *** To move Google Forms see directions below on page 12***

12 12 PWCS Google Apps- Transferring Google Forms Between Accounts Use Google Takeout Refer back to page 5 to access Google Takeout. You can choose which formats you want for your exported files by clicking in the "Configure..." area and selecting the appropriate formats from the drop-down lists. Alternatively, you can either use the "Export" menu item when editing an individual document, or you can also download the documents from your Google Drive homepage. Select one or more files and then click on "Export" from the "More Actions" menu. Next, pick the format (e.g. PDF, Microsoft Word, etc) you want for your exported files. Finally, click "Continue" and we'll give you a zip file to download that has all your content.

13 13 PWCS Google Apps for Education (GAE) Student Account Directions For students to access their GAE account, they must first login to Novell with their username (student ID #) and their password, which is their birthday in the following format (Oct ) using a school computer. Once students have logged into Novell, they will double click on the Password Self-Service icon in the Novell application launcher. The Password Self-Service application will prompt students to change their password if it is their first time to login, or if their password has expired. The Password Self-Service application will allow students to reset their password and create/reset their challenge responses. Once students have established their challenge responses and/or changed their password, the sync between the Password Self-Service application and the Workstation login page typically has a 5-10 minute delay. See directions below. 1. From the Novell Launcher, students will open the Password Self-Service Application. 2. In the Password Self-Service Application students will see their Google Apps for Education username. Their password for GAE is the same as their Novell Student Login. Once the student has logged into Password Self-Service and has obtained their GAE username and reset their password, there are a variety of ways to log in: 1. Go to and log in using his or her GAE username and password. 2. Teachers may choose to provide a link from within their school Web page; however students will always need to enter his or her GAE username and password to successfully log in to PWCS Google Apps for Education.

14 14 Prince William County Public Schools Google Apps for Education Opt-Out PWCS GAE is a free cloud-based communication and collaboration tool, hosted by Google and managed by PWCS. GAE will provide the ability for PWCS students, faculty, and staff to communicate, store files, and collaborate on documents, spreadsheets, and presentations in real time from school, work, or home, all within a secure closed campus online environment. The instructional use of GAE is a very productive instructional classroom tool. Files stored on Google Drive are always accessible and backed-up online in a safe and secure data environment. Google Drives intuitive commenting feature is ideal for instructor and student feedback. Implementation of GAE in the PWCS classroom is a teacher decision, but parents do have the option to opt-out of the use of GAE for their student. For further information visit Please sign below and return only if you do not wish for your student to participate in PWCS Google Apps for Education. (Print student s name) Last First Middle Grade Parent/Guardian Signature Date

15 15 Directions to Opt-Out Students in GAE through Password Self-Service **For ITRTs/TSSPECs to process as necessary.** Log into the Password Self-service application Select your Student account management tab. There is one configure for the helpdesk and one for each school. The TSSpec/ITRT has been associated with the Student Account management tab at their schools. Search for the student. You can use First Name, Last Name or Student number to search. NOTE: Must use full first or last name or student number. * is not enabled.

16 16 Select the account you want to opt out of Google Apps Select the Pencil to edit next to the grad year.

17 17 Select the check box to Opt Out. Select Save It will disable the Google apps account and the student will not be able to login.