Everything about Google Apps (now called GSuite) that you'll need for your classroom

10 Google Tricks to Learn

From Alice Keeler's Blog - http://alicekeeler.com/2016/12/26/10-google-apps-tricks-learn-2017/

1. Force a Copy

When I create templates I like to share the templates in a way that prompts the user to create a copy. Notice if you go to alicekeeler.com/poo that it does not take you directly to the document but rather asks you to copy it first.

To accomplish this remove the /edit at the end of a Google Apps URL and change it to /copy.

Example:

https://docs.google.com/spreadsheets/d/1RbBc22bEPp8eDoAhR3y7NnP4h7ThEz4TvZQIO9SsCiM/edit#gid=149517262

https://docs.google.com/spreadsheets/d/1RbBc22bEPp8eDoAhR3y7NnP4h7ThEz4TvZQIO9SsCiM/copy

I will usually create a short URL such as tinyurl.com or goo.gl out of the long Google Apps URL where I have modified the URL with slash copy.

2. Filter Google Drive

In the search bar of Google Drive (tip: use the slash key on your keyboard to put your cursor automatically in the search bar) is a tiny triangle. This allows you to filter by file type, date modified, or who you’ve shared a document with.

3. Add Clip Art

In Google Docs, Sheets, Slides, Forms, and Drawings you can add clip art images. When inserting an image look for the “Search” option. First search for an image. After the search results come up notice there is an option for filtering the image type. The default is “Any type” but this can be changed to “Clip art.”

4. Utilize Revision History

Google Docs, Sheets, Slides and Drawings have a revision history. (Not on Forms, sorry.) This shows the edit history of the document.

This is an important feature when collaborating with others. Do not be afraid of collaborators “messing up” the document. Use the File menu to “See revision history” and “Restore this revision” for a time when the document was not messed up.

5. Control Slash

In Google Apps you can hold down the Control key and press slash (/) to open up keyboard shortcuts. Learn one keyboard shortcut a week, you’ll be a ninja at the end of the year!

6. Plus Mention

When making comments in a Google Doc, Sheets, Slides, Drawing or Google Classroom you can mention someone to direct their attention to the comment. Start with a plus sign followed by their email address. +bob@myschool.org

A new feature when adding a plus mention to a comment is the ability to assign as a task to the person.

Notice in Google Drive you can filter your documents for items that need to be followed up. Follow up on “Action items only” shows you documents that someone has assigned you a task in a plus mention comment.

Next to the document title in Google Drive is a badge indicating how many action items you have in that document. Click on the badge to move to the action item.

7. Document Outline

When typing in a Google Doc utilize headings to outline the important parts of your document. Not only does this make your document more accessible for screen readers but Google Docs will automatically populate a table of contents.

The document outline (table of contents) appears on the left-hand side. Click on the headings in the outline to jump to that portion of the document.

8. Explore Tool in Slides

In Google Slides the Explore tool does more than just search the web (it does that too). It uses machine learning to read the content of the slide and suggest attractive slide layouts. As you change the content on the slide the slide layout suggestions change.

9. Use Templates

You can create documents using Google Drive but you can also go straight to the product website to create documents.

docs.google.com

slides.google.com

sheets.google.com

forms.google.com

In each of these is an attractive interface to filter for that document type and also a template gallery. Locate the link to the template gallery in the upper right corner.

10. Explore Data in Google Sheets

Select data in a Google Sheets spreadsheet and use the Explore tool (bottom-right) to answer questions about your data. Ask in plain English.

From Alice Keeler's Blog - http://alicekeeler.com/2017/01/04/google-forms-choose-random-winner/ 

Google Forms: Choose a Random Winner

Choose a random winner from those who fill out your Google Form. Use this Add-on I coded in Google Apps Script to automatically select a winner, create a spreadsheet listing the winner and 19 runner ups and receive an email with the winner and links to the Form and spreadsheet.

If you are having participants at an event fill out an evaluation form you can use this Add-on to randomly select people for a drawing. Randomly select a student in class to share about their work.

Template

alicekeeler.com/randomwinner

In order to use this template you must use the above link to create your Google Form or copy and paste my code from the script editor into the script editor of your existing Google Form. Note: Your form MUST automatically collect responses in order for this code to work.

Create Your Form

The link above will prompt you to make a copy of my Google Form template. Create your form questions just as you normally would.

Collect Responses

Just as you normally would, have people fill out the form.

Choose a Random Responder

At any point after collecting responses, use the puzzle piece icon in the Google Form to run the Add-on “Choose Random Responder.”

The Add-on will randomly select a winner from all form responses. A pop-up will indicate who won, by email address. The pop-up will also tell you the response number.

Individual Responses

In the Google Form, click on “Responses” and then click on “Individual” to see the individual responses. There is a spot to arrow to each of the individual responses. You can type in the winner’s response number and press enter to jump to that person’s response.

Spreadsheet of Winners

Each time you use the Add-on a spreadsheet is created. You will receive an email with the link to the winner spreadsheet. The Add-on chooses one random winner and 19 runner ups. (There may be duplicates, the formula does not take into consideration if someone has already been chosen.) Use the spreadsheet to view the 19 runner ups.

Add the Add-on to YOUR Google Form

If you already have a Google Form, you will need to copy and paste the code into your Form.
If you used my template you do NOT need to do these directions.

Link to the code.

Open the code and use Control A to select all. Use Control C to copy.

In the Google Form, click on the 3 dots icon in the upper right. Choose “Script editor.” You will want to paste (Control V) the code into the script editor.

In the script editor you will need to do a few things.

1. Suggestion to remove the default function already there. (Control A, delete).
   It does not matter if you leave it there, but you also don’t want it in the way of your code.
2. NAME the script. What you name it is what shows up in the Add-on menu. I named mine “Choose Random Responder.”
3. Click SAVE. It’s in the toolbar.
4. Select the “onInstall” function from the toolbar. It probably says “Select function.”
5. Run the script. You want to install the Add-on. Press the triangle icon in the toolbar.
6. Close the script editor, you don’t need it anymore.

You need to do this PER FORM. This Add-on is NOT available in the market place.

Google Training - right when you need it

Awhile back Google bought a company, Synergyse, that integrates G Suite training into the Google Apps. Using Gmail, Google Drive, etc… tutorials will pop up directing you through how to use the product.


See this link for more information: http://alicekeeler.com/2016/11/28/g-suite-google-apps-training-chrome-extension/

Creating and Using a Google Form Quiz

Thank you Tony for sharing this week's tip!

Google can do a lot of things and most recently they have updated their Google Forms to have a built in feature to grade quizzes.  Below is an image that is a link to a document that will walk you through these steps!

Google Sheets: Split Text to Columns

The following is a blog post by Alice Keeler.  (If the images below don't work, go directly to the blog post).

When you copy and paste into Google Sheets you will notice an option will automatically appear allowing you to split the text into columns. Choose the delineator and poof, text is split.

Data Menu

You can also manually activate text to columns by highlighting your data and choosing “Split text to columns” from the Data menu.

Eats Data

Note that choosing to split text to columns will eat the data in adjacent columns. Tip to insert blank columns before splitting your text to columns.

Printer Settings and Presets

With our new copiers, you can set them to double side, hole punch and/or staple.  Below is a quick screencast on how to create those settings.