HOW TO SIGN IN... 3 TRAINING FOR GOOGLE APPS... 4 HOW TO USE GOOGLE DRIVE... 5 HOW TO CREATE A DOCUMENT IN DRIVE... 6

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2 HOW TO SIGN IN... 3 TRAINING FOR GOOGLE APPS... 4 HOW TO USE GOOGLE DRIVE... 5 HOW TO CREATE A DOCUMENT IN DRIVE... 6 HOW TO SHARE A DOCUMENT (REAL TIME COLLABORATION)... 7 HOW TO SHARE A FOLDER... 8 HOW TO SEARCH FOR A FILE IN DRIVE... 8 HOW TO CHANGE THE LAYOUT OF DRIVE... 8 HOW TO FAVOURITE/BOOKMARK A WEBSITE... 9 HOW TO INSTALL A CHROME APP/EXTENSION... 9 HOW TO SETUP GOOGLE CLASSROOM HOW TO GET LEARNERS TO JOIN YOUR CLASS HOW TO USE GOOGLE CLASSROOM HOW TO POST ON TO GOOGLE CLASSROOM STREAM HOW TO MARK/GRADE AN ASSIGNMENT HOW TO RESET A PUPIL PASSWORD ON GOOGLE HOW TO FIND YOUR ADDRESS GOOGLE SELF-SERVICE SUPPORT HOW TO DOWNLOAD APPS ON SMARTPHONE OR TABLET Stephen Stewart ICT in Learning Development Officer 2

3 HOW TO SIGN IN Open the Chrome program. The icon looked like this Chrome, Internet Explorer and Firefox are all examples of a web browser. Web browsers lets you view web pages. Chrome has many advantages over Internet Explorer and I suggest you begin to use Chrome as your full time web browser. Look at the top right hand corner. The screenshot below says Person 1, yours may have an outline of a head and body. Click on that and select Sign in to Chrome Next you need to enter your login details. Usernames follow the rule Firstname.Surname@SCHOOLNAME.org.uk At first login your password is Password (note the capital P) You will be asked to accept the terms and conditions and then asked to change your password to something of your own choice. The next message you will see is below. It is very important that you click on Link data. Chrome will now sync your account and your apps will be installed. Keep an eye on the top right hand section for the apps appearing like the screenshot below. Note that you may see different icons appear. Stephen Stewart ICT in Learning Development Officer 3

4 TRAINING FOR GOOGLE APPS An extension has been turned on for every user in Highland. For this to appear and function you need to sign in to the browser. It looks like this It is a brilliant training resource and will guide you through how to do every possible feature of whatever app you are in such as Google Drive, Google Classroom, Gmail, Docs, Slides, Sheets etc. It is located in the top right hand corner of the screen. When clicked on you have to give it permission to work. Click allow. After you have given permission for this to work you are able to click on the icon in the top right hand corner and a side menu will appear. This is divided into sections that include video tutorials that take you through step by step how to be able to do certain tasks on all of Google services. This is a great free tool that teachers and learners can use to be able to take full advantage of Google Apps for Education. It would also be a great development area to spend some time on this for a teacher s GTCS Professional Update. Stephen Stewart ICT in Learning Development Officer 4

5 HOW TO USE GOOGLE DRIVE Use the address bar in Chrome to go onto You will see a grid of nine small squares on the top right. This is the Google menu icon. Click on that and then go into Drive. The first time you open Drive you will see some useful information. Click the arrow to progress through. Drive is an online based storage location. Your files are stored online and can be accessed from any device in school or at home. If you right click in the middle of the screen you will see an option to Upload files... This allows you to upload any file from your PC and it is then stored in Drive. You can also upload an entire folder (this may take longer depending on upload speed and the file size of the folder) To create a folder, click on the NEW icon in blue and select Folder. You are able to click on your files and drag them into a folder to keep it organised. Remember not to upload sensitive pupil information on to Drive. Stephen Stewart ICT in Learning Development Officer 5

6 HOW TO CREATE A DOCUMENT IN DRIVE Navigate to Google Drive. Click on the blue NEW button on the left. Google Docs is similar to Microsoft Word Google Sheets is similar to Microsoft Excel Google Slides is similar to Microsoft PowerPoint Click on Google Docs to create a blank document. You will see a blank document ready for you to type in. The interface is similar to Microsoft Word. Some tips to remember when working with Google Docs, Sheets and Slides. You never have to save a document. Whatever you are working on will save automatically in Drive. You can name the document you are working on by clicking on the Untitled document / Untitled presentation text on the top left corner. Cut, copy and paste all work just like they normally do. Google Docs has built in voice typing. This can be found in the Tools menu. This allows you to speak into a microphone and the text will appear on the screen. Currently this is not great with punctuation. The voice recognition is very good but will not always be 100% correct. Google Docs and Slides have a built in research tool. This can be found in the Tools menu. This brings up a side menu that allows you to search Google for information or pictures and drag the content over to the document you are working on. Note that when this is done it automatically cites in the footer where you sourced the content from. If you want to download the file you are working on then this can be done by going to the File menu and selecting Download as. You will have a choice of various file formats including Microsoft Word or PDF format. Google Docs, Sheets and Slides allow you to install add-ons that perform various functions. Explore the Add-ons menu for further information. Stephen Stewart ICT in Learning Development Officer 6

7 HOW TO SHARE A DOCUMENT (REAL TIME COLLABORATION) For this to work you need to have a Google Doc or Slide file open. Click on the Share button in the top right hand corner. If you have not yet named your document, then give it a sensible file name and click save. You should see the following appear To share this file with someone you need to type in their Google address in the box. You are able to add multiple people to work on a document simultaneously. The options on the right allow you to set different permissions. Can edit the people you share the file with can edit the document and make changes. This also allows you to work on a document at the same time, this is called real time collaboration. Can comment this allows the people to make comments and suggest changes to your document. These suggested changes do not affect the original document. Can view this allows people to open your document and view it. They cannot edit or suggest any changes. Once you have added people to share with and set the permission you can click Done. Your file has now been shared. The people you shared it with will receive an to notify them. For them to be able to open your document they can either click on the link in the or open the file in their Google Drive. The file will be located in the Shared with me section. Stephen Stewart ICT in Learning Development Officer 7

8 HOW TO SHARE A FOLDER To share a Google Drive folder is very similar to sharing a document. Inside Google Drive, right click on the folder you want to share and select the Share option. A new window will appear. Look on the previous page for how this works. If someone has shared a folder with you it will be located inside your Shared with me section of Google Drive. HOW TO SEARCH FOR A FILE IN DRIVE If you have many files stored inside Drive and want to locate one quickly you can search for it. This will save you the time and hassle of sifting through many different folders. At the top of drive is a search box. Type in the name of the file and it should appear. HOW TO CHANGE THE LAYOUT OF DRIVE You can change the layout of Drive by clicking on the icon below. Stephen Stewart ICT in Learning Development Officer 8

9 HOW TO FAVOURITE/BOOKMARK A WEBSITE To add a website to your favourites/bookmarks you can do this in Chrome by clicking on the star icon. You can then decide if you want to save it on your Bookmarks Bar or to create a folder. Once you have bookmarked a page the star will turn yellow. HOW TO INSTALL A CHROME APP/EXTENSION Chrome has an App store that lets you install various apps, themes and extensions. To access it click on your Apps icon. You will then see a screen with various icons. These are the apps that have already been installed for you. Your Google Apps administrator is able to push out an App or extension to all learners or staff. Ask him/her for more info. To access the store, click on the Web Store icon. Inside the Web Store you can search for Apps using the search bar on the top left. If you find an App you would like to install, click on to it for more info and then click the Add to Chrome button to add it to your browser. You will then find the app icon in your Apps section. Stephen Stewart ICT in Learning Development Officer 9

10 HOW TO SETUP GOOGLE CLASSROOM Google Classroom is a tool that lets you distribute, collect and mark work from learners very easily. You will have the Classroom app already installed. On the top right hand corner of Chrome click on the Google Classroom icon and click on Open Classroom A new page will open. Scroll down and click on the Teacher button. You will then new a new page with a blackboard and a message saying Welcome to Classroom. To create your first class, click on the + symbol and select Create Class Add a class name and a section. The class name should be the title of the class. Your class is now created; students can start joining it by using the class code (more on that later). Chances are there won t be any students around the moment you create the class. This is the time to get creative and have some fun with it! Click Change class theme on the right side of the header. It will open a gallery of header images you can use to theme your classroom. Before your students join your class, it s a good idea to add details to your About tab. This provides some basic information, such as the name of the course, a description of the course, the room where it meets and the teacher . You can also add course materials (like notes, PowerPoints or anything else students might need to refer to during the year) by attaching them. HOW TO GET LEARNERS TO JOIN YOUR CLASS Learners will have the Google Classroom icon on their Chrome. They should open Classroom from the icon or go to and click on the + just like you did to create your class. Learners will click on the Join Class option which then asks for a class code. You can find your Google Classroom code to give to learners on the stream. Once entered learners will be automatically added to your class. Stephen Stewart ICT in Learning Development Officer 10

11 HOW TO USE GOOGLE CLASSROOM Menu Button This brings up a side menu that shows your other classes, assignments and the calendar. This tab lets you add details about the course and add course notes, PowerPoints etc. This lets you choose a theme for your class or upload your own image as the header. This is the class code you give learners to be able to join your class. This tab lets you view all the students in your class and lets you control whether or not you want learners to post on the stream. This button gives you various options of what you want to add to your stream such as an announcement, assignment or question. Stephen Stewart ICT in Learning Development Officer 11

12 HOW TO POST ON TO GOOGLE CLASSROOM STREAM The stream is where you post assignments, questions or announcements to your class. When you post to the Stream learners receive an to tell them about the post. If learners have the free Google Classroom smartphone app (highly recommend learners to download this) then they will receive an instant notification on their device. The app is currently available on ios and Android devices. You can add to the stream by clicking on the + button in the bottom right hand corner of Google Classroom. Create announcement this adds an announcement to your class stream. This could be text announcement, a YouTube Video, a link to a website or an attached file. Create question this adds a question to the stream. Learners can answer the question inside Google Classroom. This is useful for a quick short answer question where you don t want to set up a full Google Doc. Reuse post this allows you to select a previous question, announcement or assignment and use it again. Create assignment An assignment is created when you want learners to complete a certain task. This may range from an essay, answering questions on a worksheet or completing homework. Add in a title of the assignment and a description of what you want learners to complete. You can set a due date and learners are notified about upcoming assignments in their calendar. You are able to add a document to an assignment for learners to complete or use as a reference for a task. For example, you may attach a worksheet/homework you have created and create a copy for each learner to work on. For each student to get their own copy to work on make sure you select the Make a copy for each student You can create an assignment with no documents attached. Make sure you include in the assignment description what you expect learners to attach when they turn in their work. Stephen Stewart ICT in Learning Development Officer 12

13 HOW TO MARK/GRADE AN ASSIGNMENT Inside Google Classroom click on the title of the assignment to open it. On the left of the screen click on a learner s name to show any files attached that you need to view and to reveal a text field where you can type a private comment to the student. You can set how many marks the assignment is out of. Click on the file attached to open the learners work and review it. You are able to edit and make comments on the work. When you are finished marking a class you can return their work and grade to the whole class by clicking here and clicking Return above it. Students will be notified you have marked their work and will be able to see their mark. Type in a comment here for feedback. This will After you have marked only be seen by the a learners work you can learner. add the mark here. Stephen Stewart ICT in Learning Development Officer 13

14 HOW TO RESET A PUPIL PASSWORD ON GOOGLE To be able to change a pupil password your Google Apps Administrator will have to add you as a teacher admin. Go onto Click on the menu icon and click on the More option. You will then see a grid of new icons. Click on the Admin icon. The admin console will appear. Search for the pupil in the search box at the top. Click on their name and you will see their profile. The icon below will let you reset a pupil password. Stephen Stewart ICT in Learning Development Officer 14

15 HOW TO FIND YOUR ADDRESS If a user cannot log in using firstname.surname@domain (list of domains available below) then you may have to carry out a search to identify the users address. A user with the same forename and surname within the same ASG you may have a number added to the end of your address. User data is extracted from SEEMiS and therefore may use your full forename. If you are struggling to get logged in, ask a colleague to carry out a search in the same way they would when resetting a pupil password (instructions for this on previous page). If you see an account with your name, click onto it to view more details. This will show you the address, the location of the account and if it s a Student or Staff account. If you cannot find an account for a user, then you can create one for a pupil or member of staff using the Google Self Support Desk. You will find a link to this on the Chrome browser bookmarks bar. Remember that this must be done by a colleague who knows their account details and is logged in to the browser Stephen Stewart ICT in Learning Development Officer 15

16 GOOGLE SELF-SERVICE SUPPORT We have an automated self-service that can carry out certain administrative tasks for you. You will find a link to this on the Chrome browser bookmarks bar. The Highlands Bookmarks section will only appear if you have logged into the browser. This was explained on page 3 of this booklet. This allows new account creations, staff passwords to be reset and accounts to be moved automatically to a new school. When the form has been submitted, you will receive an with confirmation with the details of changes. Please note that all requests such as creating an account or resetting a password are logged for security reasons. Stephen Stewart ICT in Learning Development Officer 16

17 HOW TO DOWNLOAD APPS ON SMARTPHONE OR TABLET You are able to use your Highland Google account to access various apps on your own personal devices. Apps available Google Classroom Google Drive Google Docs Google Slides Google Sheets Gmail You can download these from the Apple App Store or the Google Play Store for free. When you are asked to login make sure to use your Highland account so your documents/classes sync. Stephen Stewart ICT in Learning Development Officer 17

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