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Google Guide Training

An introduction to the core features of Google

Michelle Gouveia

on 16 September 2012

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Transcript of Google Guide Training

Google and CloudShare Getting started 1. Install Google Chrome https://www.google.com/intl/en/chrome/browser/

2. Install Google Drive
https://drive.google.com/start What is CloudShare How does it work? CloudShare is the new virtual learning environment for Sydney Catholic Schools, replacing the old Myclasses system. CloudShare is powered by Google Apps for Education and provides a suite of core productivity tools such as Google Mail (Gmail), Google Calendar, and Google Contacts.

CloudShare allows you and your students to create, share and collaborate online using powerful tools like Google Drive, Google Sites, Google Groups, Picasa, Blogger and much more, all in a secure shared learning environment.

In addition to these core Google Apps, CloudShare provides access to many of Google’s other Web-based services, for example Google+ (Staff only), Google Chat, Youtube (videos), LucidChart (diagrams) and SketchUp (3D modelling) to name a few.
More information about Google Apps is available at the official Google Apps for Education site.
http://www.google.com/apps/intl/en/edu/k12.html All CEO Sydney staff and students have access to CloudShare. All users access the services using their new User ID.

CloudShare is implemented using two Google Apps “environments”. A Google Apps environment is simply a collection of users with associated services. There is one Google Apps environment for all CEO Staff, and one Google Apps environment for all students in CEO Schools.

The key idea is that the two environments are connected, allowing you to share and collaborate with your school colleagues, your students, staff and students from other CEO schools, CEO central and regional offices, and the wider community. http://mail.syd.catholic.edu.au/
Bookmark it for easy access Click the gear icon in the upper-right and select settings in the top right of your Gmail page. • Maximum page size (conversations per page)
• Conversation view (OFF) - Threading messages
• Undo send (up to 30 sec to undo a send)
• Stars (select all) - For sorting emails
• My picture (select a picture for all to see)
• Create contacts for auto complete (ON)
• Signature
• Out of office reply (when needed) "General" tab • This is where you can manage your folders (inbox etc)

• Create new labels to sort mail (you can specify which folder they go to) "Labels" tab It is suggested that you enable the following labs (experimental features):

• Create a document
• Google docs previews in mail
• Inserting images
• Mark as read button
• Pictures in chat
• Preview pane
• Undo send (once added will appear in general)
• Extra emoji
• Google Maps preview
• Smart labels "Labs" tab "Filters" tab • This is where you can automatically sort your mail based on their labels This is where you can personalise your mail

• Choose a theme
• Light vs Dark (text vs background) "Themes" tab Each person has two email addresses that are interchangeable:
• @syd.catholic.edu.au - Use when logging in
• @ceosyd.catholic.edu.au - Give to people as your new email address Hold your mouse over inbox, a drop down arrow appears - select "unread first"

At the top right of the page is a button to control your view - select "vertical split" Return to inbox 10 to Try! Click the gear icon in the upper-right and select settings in the top right of your calendar page. "General" tab:

Customise timezone, view and weather "Calendars" tab:

This is where you can import, export, and create new calendars

You can also add national holidays and contacts' birthdays "Labs" tab:

Hide morning and night Importing a calendar Go to my desktop
Find the school's calendar
Look for this image
Add selected calendars, or add all
The selected calendars should show up in "my calendars" like this: These can be colour coded by selecting the drop down arrow or by selecting the coloured cube you can remove them from your view Exporting a calendar In settings under the "calendar" tab select the calenders to be exported - this will download the selected calendars as an .ical file which can then be imported into outlook or other calendar programs Creating a calendar In settings under the "calendar" tab select "create new calendar" and fill out the details
You can choose to share this (or any other) calendar with the public, everyone in the CEO or specific people. Sharing a calendar In settings under the "calendar" tab select "sharing: edit settings" https://docs.google.com/a/syd.catholic.edu.au/document/d/13C4sEpm3sare2a6XVIfqFlBVMASlwIHgeWdDeL8B-S4/edit Ten to Try more info on importing and merging Ten to Try Google Groups can be used as mailing lists, discussion forums and for sharing. You can share calendars, docs, sites, and videos easily with groups of colleagues and students. However, there are some rules you need to follow when using Google Groups. Things you need to know about Google Groups:

• Staff can create, edit & delete Google Groups
• May be used for global mailing lists in the staff CloudShare environment.
• Google Group names must be unique. A naming convention must be followed when creating a group in the Staff CloudShare environment.
• Google Groups have an email address used for emailing group members and sharing. For example, the Google Group “CEO Mathematics Teachers” has the email address ceo-mathematics-teachers@syd.catholic.edu.au
• Google Groups can include a discussion forum.
• Students can be added to Google groups created by staff. However, they cannot be added directly to a group but must be invited by email.
• Students cannot create Google groups.
• The creator of a Google Group becomes the group owner. A Google Group may have multiple owners.
• Various rules govern the membership of Google Groups: who can join, how users join, what roles and privileges users have in a Google Group. Groups owners can configure these settings as required.
• The Google Group discussion forum can be managed and moderated, making it useful for collaboration among staff, students, and external users. Users can create Personal Contact Groups within their Gmail Contact Manager. These groups can only be used by the user who created the PCG. Think of PCGs as a way to create your own private contact lists or mailing lists.

Things you need to know about personal contact groups:
•All staff can create, edit & delete their own PCGs.
•PCGs can include internal and external members, staff and students.
•Used for personal mailing lists, such as students in a class, teachers in your KLA, stage, or subject department, or groups of friends and family.
•Personal Contact Groups are only visible to the user who creates them.
•Students can create Personal Contact Groups and can add staff and external email addresses to their PCGs. Google Drive and Docs is an easy-to-use online document editing tool that let's you and your students collaborate online in real time. Create word documents, spreadsheets, presentations, forms and drawings that you and your students can edit, store and share instantly and securely. Your drive can be saved in two ways: Google drive app in chrome Downloaded Google drive onto desktop Uploading and Converting Files You can populate My Drive by either dragging folders & files to the Google Drive folder OR Clicking the upload button in My Drive.

PDF, Word images & Video files can be uploaded, but only viewed & take up space in My Drive. You have 5 GB of free space.
Converted files can be edited and take up no space. But be aware that converting can change the formatting in documents that contain images, tables and complex formatting.

Go to cog wheel > upload setting > and select "confirm before each upload" to prevent automatic reformatting Organizing your documents http://cloudshare.syd.catholic.edu.au/ •Folders are located in two places ‘My Drive’ and ‘Shared with me’.
•Colour code folders to make them easier to find.
•Drag folders shared with you to your Drive to make them more visible.
•The sharing permissions on folders apply to all the documents you place inside - you only need to share once!
•Share folders with individuals and groups.
•Upload and download whole folders using Chrome.
•Files can be located in multiple folders but there’s only one version of the file. Any updates to the file are automatically made in all folders.
•Click on a folder in My Drive before uploading or creating a new to have the item automatically placed in the selected folder. Sharing your documents https://docs.google.com/a/syd.catholic.edu.au/presentation/d/1-mTBuibn8gIivuhjbRTvCsvkXsmhtPGbT4LYjXj50UY/edit#slide=id.p What is it? All CEO SYD staff can be found in the directory folder.
You can select individual addresses to move into a chosen folder (personal contact group). All files shared with you, will appear in your "Shared with me" folder
These files can be dragged into "My drive" to save a copy
The permissions of shared files are set by the owner of the document.
Folders as well as individual files can be shared.
To set a folders sharing settings, hold the mouse over the folder and click the drop down arrow then select "share" and then "share" again.
You can do the same for an individual file by right clicking on the file and selecting "share" and then "share" again.
In the sharing settings, select one of the following: https://sites.google.com/site/iteachgsw/Welcome Creating a Site After navigating to Google Sites by clicking on the "sites" tab, select "create"
Select a template to use
Name your site (this becomes the URL OR you can type in your own URL)
Select a theme (this can be changed later)
Select "create"
Setting Permissions By selecting the blue "share" button you can select to:
Editing a Site Selecting the "pen" allows you to edit the current page.
This enables you to format the text and layout as well as embed tables, document, videos, presentations, calendars etc into your site. Adding pages Selecting the "+ page" allows you to add a new page to your site.
Your new page will need a name, a template and a location Managing a Site By selecting "more" and then "manage site" you can manage the site's pages, attachments, sharing and permissions as well as the layout, colours, fonts and themes
Permissions can be set at a site or at a page level
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