2014
Table of Contents Introduction to Google Apps for Education! page 1 Introduction to GAFE Documents (Drive)! page 4 Introduction to GAFE Calendars! page 14 Introduction to GAFE GMail! page 27 Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017
Welcome to Google Apps for Education Welcome to Google Apps for Education at Dublin City Schools. Google Apps for Education is a free suite of hosted communication and collaboration applications designed for schools. We recognize that many of our staff and students already have personal Google accounts. Some of the key differences between these personal accounts and Google Apps for Education (GAFE) accounts are: Personal accounts: Contain advertising Automatically have all the Google Apps (Drive, Gmail, Sites, etc) turned on. Is a stand alone account (managed by Google) Is branded by Google (@gmail.com and Google s logo) Has a 15 Gb of combined email and Drive storage Google Apps for Education accounts: Each account is created by and owned by the school district Each school district determines which features (apps) will be available to staff and students Accounts are branded by the district (districts can upload logos) and the emails are linked to the school domain - username@dublinschools.net Has 30Gb of combined email and Drive storage Google Apps includes: Gmail - webmail services Google Calendar - shared calendars Google Drive - online document, spreadsheet, presentation, and form creations Google Groups - group email lists and sharing Google+ - professional social networking Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 1
Google Apps - Logging in 1. Point your browser (Safari, Chrome, Firefox) to google.com and click Sign in. Click Sign in at google.com 2. At the Sign In use your full Dublin email name (lastname_firstname@dublinschools.net) Sign in using your email address and your password Click Sign In after you type your password 3. Click Sign In. 4. Congratulations! You are now in Dublin s Google Apps for Education Domain 5. In the upper right-hand of this page (and on any Google page once you are signed in) you will see a small icon that looks like a number of squares arranged into a larger square. This is called the Tile or App Launcher. 6. Clicking on the Tile will open the App Launcher. From there you can click on any of these icons to launch an app. Tile Clicking on the Tile gives you access to the App Launcher Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 2
Google Apps - Common Buttons On every Google Apps for Education (Mail, Drive, Calendar) page there are some common buttons that allow you to change settings, create new documents/email, and allow you to access other Google Apps. Tile Create/Compose Gear Every Google Apps page will have three buttons that you will want to be familiar with. 1. The Gear: When you click on the Gear in the upper right-hand portion of the page you have access to a drop down menu that allows you to change your display density and other configurations. The most important item here is Settings. For each Google App you may need to go to Settings to customize that App. 2. The Tile: When you click on The Tile a menu appears with icons for each of the Google Apps. The Tile is a short-cut to the other Google Apps. If you are in the Mail window and want to access a document in your Google Drive, click on the Tile and click on Drive. 3. Create/Compose: In Drive and Calendar you have a Create button, in Mail you have a Compose button on the upper left-hand side of the screen. These buttons allow you to start something new, whether it is an appointment in Calendar or an email in Mail Gear Drop-Down Menu Tile Menu Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 3
Google Drive (Documents) is accessible everywhere. Open any browser! Go to google.com - click Sign In button.!! Log in with your username - full email address!! Password - same as logging into your computer or email!! Click on the Tile to navigate to Google Apps and!! choose Drive.!! Or go to gmail.dublinschools.net!! Log in with your username - lastname_firstname!! Password - same as logging into your computer or email Drive will open up in default window that will look something like this. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 4
Dublin Google Drive - drive.dublinschools.net 2 3 1 6 7 5 4 Do NOT install Google Drive App on shared machines. Anatomy of the Google Drive Window 1. Search window to search for documents 2. Create button -! Folder - Create folders for organization of files! Document - Online Lite version of Word! Presentation - Online Lite version of PowerPoint! Spreadsheet - Online Lite version of Excel! Form - Survey creating! Drawing - Online Whiteboard tool 3. Upload button -! Upload current files - Google can! upload files from Word, PowerPoint,! and Excel and can convert to Google! format or keep in native format. 4. Google Drive Organization! My Drive - Where the files you create are stored! Shared with Me - Where files that are shared with me are stored! Starred - You can star important files so they are easily found! Recent - Files you have recently worked with 5. Google Drive Settings 6. List of Files - Your files will list here 7. View Settings - Files in List View or Icon View Drive Settings Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 5
Create a Google Doc 1. Go to Google Drive - drive.dublinschools.net! or use Tile from any Google App 2. Click the Create button 3. Choose Document from the list 4. You can also create a Document from within any currently open Document by using the File...New...Document menu. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 6
Google Document - Word Processing Document 1 4 3 5 2 Anatomy of the Google Drive Window 1. Name of the document - Can rename by double-clicking or File...Rename 2. Body of the document 3. Format buttons - Typical to most word processors. They can also be found in the Format pull-down menu. 4. Pull-Down menus - Details of some to follow. 5. Sharing Setup button - Major details to follow. File Menu Share - Another way to get to the settings (blue button - #5 above) Make a Copy - This will allow you to make a copy into your files. Even most shared documents can have a copy made so that you can have your own personal copy (archive originals). Download As - You can download versions of a document to archive and send to others. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 7
Publish to the Web - Publishing settings will be mentioned later. Page Setup - Usual settings. Print Preview - Creates a layout that looks like what will print. Print - Creates a PDF to be printed. It is not ideal to print out of Google Docs - there could be formatting issues. Google Docs is a great place to work paperless. Share, so you don t have to pass around printed versions. Insert Menu Images, Links, Equations, Drawings, Tables - Like in Word or Pages. Headers and Footers Page Breaks Special Characters **Note - Special characters and images sometimes download and print quirky from Docs. Tools Menu Spelling - Spell check your document. It will auto-check. Research - Nice Google feature that will help users research a topic and quickly insert the material into the document. It will bring in citing information. Translate document - Will make a copy of your current document translated into a new language. **Note - Translation is not perfect. You should check the translation to make sure is says what you expect. Preferences - Gives a list of keyboard shortcuts, automatic substitutions, and conversions. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 8
Sharing Your Google Document Click the blue Share button in the upper right-hand corner or go to the File...Share menu. Privacy Settings Click the Change link next to Private - Only you can access. Choices for your documents. Public on the web - This document will be open, findable, and editable by anyone on the web. Anyone with the link - Anyone that has access to the link in blue (at the top of the page above), has access to edit the document. Usually this link is emailed to people you want to have access. Dublin City Schools - Anyone logged into their Dublin Google Account will be able to find and edit this document. People at Dublin City Schools with the link - Must be logged into their Dublin Google Account and have the link to edit. Shared privately - Only people that you put in a list will be able to share the document. - This is the preferred method for sharing. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 9
Inviting People to Share Access to a Document Type the e-mail address of the people with whom you would like to share. District personnel are in the directory already. Students will be there, as well. You can add multiple people as long as you separate them with a comma. Pick which kind of access they should have. Can edit - The user has full edit capability, just like the owner. Can comment - The user can view the document and use the comment feature to comment and make suggestions. They cannot edit the actual document. Can view - The user can see the document. It treats the document like a PDF - no changes can be made. When you hit Share & save, you will send an email notifying the user that you have shared the document with them. The default setting is to send the message. You can uncheck the box to stop the sending of that notification. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 10
Changing the Roles of Users after Sharing is Set Once you ve shared a document, you can go back in Sharing Settings and change the roles of the user(s). You can make them - Is owner - Make the user a co-owner of the document Can edit - Make the user an editor of the document Can comment - Make the user a viewer with commenting rights Can view - Make the user a viewer only of the document Editors Can Invite Other Users By default, Editors will be allowed to add people and change permissions to a document. If you would like to change that, you must hit Change and make a new selection of the Sharing settings. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 11
Collaborating on a Google Document 1 3 2 When collaborating live on a document, you will see: 1. Pictures/Icons/Avatars of connected users 2. Comments - If any of the users added comments, they will appear in the right-hand column. This is also where Chat will occur if users are chatting. 3. Cursor colors - Each user will have a cursor. They can type in the document. Their name may also show up to show everyone who is editing. Why would you use Google Docs? Some examples of how teachers are using Google Docs: Work with colleagues to create lesson/curriculum plans Share note-taking for department or faculty meetings Share, collect, and provide feedback to assignments from students without printing Provide instant feedback to students with comments or chat Tracking/sharing instructional intervention documents with colleagues Some examples of how students can use online documents: Improve writing skills by working with peers, editing and feedback Access Google documents from any computer/device, in class or at home Work on reports, research, or papers together with peers in different classes, schools, countries Keep a continuous, running log for assignments such as journal entries, writing samples, etc., that is accessible from any computer or device with internet access Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 12
Why would you use Google Docs vs. Word or Pages? Word or Pages Creating Documents that are very format intensive - like columns, graphics, etc. Connecting to internet is not possible Creating documents that are for me only Drive (Docs) Creating Documents that are collaborative efforts with other users Need to be able to edit from many different devices or locations (with internet) Why would you use Drive (Docs) vs. Dublin Cloud? Drive Documents being worked on currently, or will need edit in the future Files you share with specific colleagues Files you publish to your website, wiki, etc. Dublin Cloud Permanent storage of finished files Files that you may need to access if internet goes down Files you share with non-specific colleagues on staff Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 13
Google Calendar - Accessing Your Calendar Google Calendar is accessible anywhere Open any browser (Safari, Chrome, Firefox) 1.Go to google.com click the Sign In button 2.Login. Username is your full email address, your password is your directory password (the one you use to log into your computer. 3.Click on the Tile to navigate to your Google Apps and Choose Calendar Login into Google with your full email address and password Or 1.Go to calendar.dublinschools.net 1.Login. Just your username (everything before @dublinschools.net) and your password. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 14
Default Calendar Window Email address Current Week Gear Current Day When you login to Google Calendar for the first time your Calendar window will look like this: 1.Your email address will appear in the upper right-hand corner. 2.You will be looking at the current week and the current day will be highlighted gray. Before we go on you will want to change some default settings: 1.Do this by clicking on the Gear in the upper right of this window. 2.After you click on the Gear a drop down menu will appear with a number of choices. 3.Choose Settings. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 15
Changing Calendar Settings Once you have clicked the Settings link, the Calendar Settings page will appear. Most of the settings for Google Calendar can stay the default setting. There are a few, though that you will want to change. Default Meeting Length Work Hours On the first half of this page there are two settings you may wish to change: 1. Default meeting length: By default it is 60 minutes. You have the option to change it to 15, 30, 60, 90, or 120 minutes. You can adjust this if you wish. 2. Working hours: You can click the box that warns people who are inviting you to a meeting outside of your working day (you will still get the invitation). Once you have clicked that box you can click the boxes for the days you work and adjust the time. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 16
Changing Calendar Settings continued Default Meeting Length Click Save when done This shows the second half of the Calendar Settings page. There are two settings you may wish to change: 1. Default View: This changes your default view whenever you open Google Calendar. Clicking on this menu gives you the options Day, Week, Month, Custom View, or Agenda. 2. Custom View: This changes the length of your Custom View. Clicking on this menu gives you the option of changing it from 2 days to 4 weeks. After you have changed your settings make sure you click Save at the bottom of the page. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 17
Google Calendar - calendar.dublinschools.net 4 3 2 1 5 6 7 Anatomy of Google Calendar - Week View 1. Gear: Access to Settings 2. Different Views: Default view is Week view, can change to Day, Month, Custom or Agenda view. 3. Date Navigator: Use the left or right arrow to browse through days, weeks, months depending on the view. Click Today to automatically come back to Today s date. 4. Create Link: Use this to create a date, clicking on the Arrow in Create brings up Quick Add. 5. Mini Calendar: No matter what View you are in, a small monthly calendar appears on the left side of the calendar. You can browse through months by clicking the right or left arrows in the Mini Calendar. 6. My Calendars: Access to all of the calendars you own. Your primary and any secondary calendars you own show up here. Click the arrow to the left of My Calendars to see your calendars. 7. Other Calendars: Any other calendars you subscribe to show up here. These calendars can be colleagues calendars, resource calendars, or other special calendars. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 18
Google Calendar - Adding Events There are at least five different ways to create events in Google Calendar. For expediency and simplicity we will only focus on two. Neither one is better than the other and they both result in the same thing. The first way to create an event in Google Calendar is to click on the Create button in the upper left-hand side of the Calendar page. The second way to create an event in Google Calendar is to double-click on any date in any Calendar view except the Agenda view. Whether you use the Create button or doubleclick on a date, these actions bring up the Event Creation Page. Event Creation Page Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 19
Google Calendar - Anatomy of the Event Creation Page 9 3 2 1 6 4 7 5 8 1. Title - Type a name for your event here 2. Date Range - by default it is one day 3. Event type and Repeat options - Default is an all day event 4. Add Guests - Typing in names invites guests from your contacts including DCS employees 5. Permissions - Determines what kind of permissions your guests have to see or modify the event you create 6. Where - Type in a location for this event (use this only if you are creating an event you are inviting people to) 7. Description - Type in a description of the event 8. Attachment - You can add attachments from your computer or your Google Drive 9. Save - After creating an event make sure you click save. When creating an event the only necessary items are what the event is called and when it is. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 20
Google Calendar - Creating Timed Events By default, events in Google Calendar are all-day events. For most of us, though, our days are made up of events throughout the day. To create a Timed event follow these directions: 1. Double-click on a date or click the Create button at the top, left-side of the page to open the Event Creation Page 2. Name the event 3. Un-check the All day box 4. A new menu appears in between the From date and Until date with time in 30 minute increments 5. Scroll through the times to pick a start and end time for your event 6. Click Save Name the Event Un-check All Day Start & End times appear when you un-check All day Click Save when you are done Choose a start and end time for your event Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 21
Google Calendar - Creating Multi-day events You may need to create an event that spans a number of days. Events like Right-to- Read Week and Red Ribbon Week are examples of these types of events. To create a multi-day event follow these directions. Click Save Name the Event 1. Double-click on a date or click the Create button at the top, left-side of the page to open the Event Creation Page. 2. Name the event. 3. By default events are 1 day long. Clicking in either the From date box or the Until date box pops-up a calendar that you can use to choose the dates for this event. 4. Once you have chosen dates for your event click Save. Google Calendar - Day long, Multi-day, and Timed Events The different kinds of events in Google Calendar all have a different look on the calendar page. In the example below the Calendar is in the Month view. Timed events (1) appear with the start time and as much as the title that will fit in the date window. Day long events (2) appear with a banner surrounding the name of the event. Multi-day events (3) also have a banner around them and span several days. Timed Event Multi-Day Event Day long event Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 22
Google Calendar - Repeated Events There are often events that come up often in our schedule on a repeated basis such as staff meetings or team meetings. Instead of entering this event in our schedule repeatedly, with Google Calendar you can create it once, set up the repeat pattern and your done. To create a repeated event follow these directions. 1. Double-click on a date or click the Create button at the top, left-side of the page to open the Event Creation Page 2. Name the event. 3. In this instance I chose a timedevent but this works with a day-long event as well. Click the Repeat box. 4. The Repeat menu appears. The Repeat menu gives you options for the pattern of the Repeat, how often you want this event to repeat and how long you want this repeated event to last. 5. To end the repeated event you can choose for this event to never stop repeating, to end after a certain number of occurrences or choose On and a calendar will appear for you to scroll through and choose an end date. 6. Click Save when you are done. How long does this event repeat? Name the event Click the Repeat box Repeat Menu Repeat Pattern How long does this event repeat? Have the event end after a certain number of occurrences by typing a number here. Have the event end on a certain date by choosing a date in the pop-up calendar here. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 23
Google Calendar - Creating Secondary Calendars & Sharing Calendars You might find it advantageous or necessary to create a calendar that is not your primary calendar. These calendars might include a class calendar that contains events for your class including assignments and important dates. In the middle school academic teams may wish to create a calendar to keep track of team events. Sports teams and clubs may want to create a calendar for practices and meetings. In addition, these calendars (and your primary calendar) can be shared with individuals and groups, or be made public so those outside of Dublin can see events. In order to do this follow these directions. Choose Create new calendar 1. Click on the Arrow next to My Calendars and choose Create new calendar. 2. The Create New Calendar page appears. 3. Give your calendar a name. 4. At this point you could click Create Calendar at the bottom of the page. To learn to share this calendar continue to the next page. Create New Calendar Page Name the Calendar Click Create Calendar Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 24
Google Calendar - Creating Secondary Calendars & Sharing Calendars continued Share this calendar with others option 1. On the Create New Calendar page, after you have named the calendar you will see the option to Share this calendar with others. 2. Clicking Share this calendar with others by default makes this calendar visible to anybody in the dublinschools.net domain. 3. Clicking Make this calendar public makes this calendar visible to the world via Google search. The benefit to making it public is that you can then embed this calendar into a wiki or a website. a. Sharing or making public gives permission options that allows subscriber to see the details of events you create or just see free/ busy times 4. Another option to making it public is to share this calendar with a person. Type in the name of somebody in your contacts, or a group that you created and you can share the calendar directly with them. 5. Permission options for individuals gives subscribers the additional option of making changes to events and managing sharing. This means subscribers could invite others to this calendar. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 25
Google Calendar - Subscribing to Other Calendars You will want to keep more than just your calendars in Google Calendar. There will be group calendars at the building level that you will want to subscribe to. In addition you can subscribe to a colleague s calendar, holiday calendars (for the U.S. and practically every other country), and other fun calendars. To subscribe to other calendars follow the directions below. 1. Click the arrow to the left of Other calendars. 2. Type in the name of a colleague into the box provided. That colleague s name should appear with along with their email. That colleague s calendar will now appear in the list of other calendars. No details will show up in your calendar, just their free/busy times. If you want to see the details of their calendar have them share their calendar with you and provide you with the ability to see the details. Click the arrow next to Other calendars Categories Click the arrow next to Other calendars Type the name of a colleague in the box 3. Clicking on the arrow to the right of Other calendars causes a menu to appear. 4. Choose Browse Interesting Calendars. 5. Look through the various calendars in the categories Holidays, Sports, More. Click Subscribe to view these calendars. Click Subscribe Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 26
Google Mail is accessible everywhere. Open any browser! Go to google.com - click Sign In button.!! Log in with your username - full email address!! Password - Same as logging into a computer or email!! Click on the Tile to navigate to Google Apps and choose Mail.!! Or go to gmail.dublinschools.net!! Log in with your username - lastname_firstname!! Password - Same as logging into your computer or email Mail will open up in default window that will look something like this. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 27
Settings Changes to Make Go to the Gear Box in the Top-Right Corner Choose Settings Quick Look at your Settings - save after all changes.!!! General -! Conversation View On (Default)! Create a Contact On (Default)! Add a Signature here - If wanted!! Inbox -! Inbox Type - Unread First! Unread and Everything Else!! Labs -! Google Calendar Gadget! Right-side Chat! Undo Send - Go back into General Settings and adjust time!!! that undo is available.!! Theme ****When you save it takes you back to inbox!******* Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 28
Dublin Google Mail - gmail.dublinschools.net (After suggested Settings changes to make your inbox more traditional) 9 5 1 8 2 3 6 7 4 Anatomy of the Google Mail Window (Unread First - Inbox Type) 1. Choose type of work from this window - Mail, Contacts, Tasks 2. Gear - Access to Settings 3. Inbox - Unread Messages 4. Inbox - Everything Else Messages 5. Compose Button - to create a new message. 6. Labels and Folders 7. Chat List - Configured with Lab called Right-side Chat. 8. More Options to deal with messages that you have selected with a check mark. 9. Search for any message in a folder Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 29
Composing E-mail in Google 1 4 2 3 5 8 6 7 After clicking Compose in the initial window, you will see a window like this. 1. Type the address of the person you d like to email - district personnel will auto-fill 2. Type in the subject of that message 3. Type in the body of the message 4. Add Cc or Bcc 5. In Settings - General - you can add a Signature 6. Format your text 7. Add attachment 8. Send your message Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 30
Read, Reply, and Forward E-mail in Google After double-clicking a message, you will see a window like this. 1. Go back to Inbox. 2. Archive the message - does not delete it - sends it to the All Mail Folder. 3. Delete the message 4. Move the message to a folder. 5. Attach a Label to a message. Messages can have more than one label - making it easy to search for later. (This message is labeled by inbox, and Google Stuff.) 6. Person that sent you the message - and who received it. 7. Click Reply, Reply to all, or Forward to respond. (It keeps the old message with the response.) 8. You can download or preview the attachments here. 9. You can start a text chat or video chat with the sender. 10. Who was involved in the email. Google uses icons to help you recognize the users. 11. More options to deal with message. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 31
Contacts in the Google Mail Window This is the Contact Window - Use the arrow next to Mail in the Mail Window. 1. Click to create a new contact. Fill-in Information. 2. Create a New Group. Name the Group Select people from your Contact list. Click the Group icon and assign them to a mail Group. 3. Import Contacts. You can import from FirstClass.! Directions to follow. 4. Use the More list to perform more operations! with your Contact. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 32
Exporting Contacts From FirstClass and Importing Into Google Contacts 1. Open FirstClass. 2. Select Contacts from the Menu on the Left.! **You can export all contacts or you! can export a select few by using your! command key and selecting. 3. File...Export 4. Determine which Contacts to Export and Select the Outlook (.csv) File. Click OK. 5. Name the file and save to your desktop. 6. Open Google Mail. 7. Go into Contacts. 8. Select Import Contacts. Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 33
9. Click Choose File and locate the file you just saved on your desktop. Click Import. 10. Your Contacts will come in and you ll be able to see them and edit. If there are duplicates, you ll be able to merge. 11. Your imports will show up by date imported. Your groups in FirstClass will not come over to Google automatically. You will need to export and import the names of your contacts as individuals, then you can re-create the groups (see previous instructions for group creation). Dublin Technology Center - 7060 Coffman Rd., Dublin, OH 43017 page 34