Thursday, March 16, 2017

Drive: Team Drives

HJUHSD staff will soon have access to a new feature in Google Drive called Team Drives. 

Team Drives are shared spaces where teams can store files and guarantee that every member has the most up-to-date information, no matter the time or place.
  • Members of a Team Drive share ownership of any files and folders.
  • If someone leaves the Team Drive, any files they added will stay.
  • You can still share files with a link or invite.
  • Team members are prevented from accidentally removing or deleting files that others need.
Any staff member can create a Team Drive. But, obviously, teams will want to coordinate to prevent the creation of multiple Team Drives for the same group and purpose.

To create a Team Drive:
  • Visit
  • Click "Team Drives" on the left-hand side of the screen.
  • Click the blue "New Team Drive" button on the left-hand side of the screen to create a new Team Drive for you and your teammates.
  • Add teammates and files to your Team Drive, giving them appropriate access:
    • Full access: By default, people can manage members, and upload, edit, move, or delete all files.
    • Edit access: Edit all files and upload new files. These people can’t move or delete files.
    • Comment access: Can only comment on all files.
    • View access: Can only view all files.: By default, people can manage members, and upload, edit, move, or delete all files.
Once you have created or been invited to join a Team Drive, you can add, create, edit, delete or view files, depending on your level of access.

Visit the Team Drives Learning Center for detailed tutorials on using Team Drives. 

Because this is a new program, functions of this new feature may change as Google Developers get feedback from users like you. To provide feedback from within Team Drives, click Settings Settings and select Send feedback.

Tuesday, March 14, 2017

Google Keep

Google announced last month that Google Keep will now be a core G Suite service has introduced new integrations between the note-taking app and their other core apps.

Google Keep is a note-taking service that lets you take notes and set reminders from your computer or mobile device. You can make text notes, image notes, audio notes and, with the right equipment, even handwritten notes, which are all saved to the cloud and secured with your G Suite login. You can also turn your notes into reminders by setting dates and times when you want an alert to bring the item back to your attention. Keep reminders are automatically added to your Google Calendar, as well.

This month, Google added a new feature to Google Keep, allowing you to pull up your Keep notes inside a Google Doc and click-and-drag from your notes to your document. Just open a Google Doc, click on "Tools"  and then "Keep" for quick access to all of your notes in Keep. You can also save notes from your doc to Keep by highlighting text, right-clicking and selecting "Save to Keep notepad".

Bonus Teacher Tip: Use Google Keep to add comments to student assignments.

Learn more about Google Keep at the G Suite Learning Center.

Tuesday, March 7, 2017

Mail: Where are my messages?

Learn what happens to your messages when you delete, archive, receive spam, and more.

Understanding a few gmail basics can help you find messages quickly and keep your account organized the way you want it ...

Once you've organized or archived your messages, Google Search makes it easy to find the messages you are looking for:

Tuesday, February 28, 2017

Drive: Smarter Searching for Images

Did you know you can search for images in Google Drive and Google Photos by describing them? Try searching for "baseball" or "beach" or "cow" and Google's smart search will pull up images from your Drive that match.

You can also link photos in your Google Drive directly to Google Photos, which offers additional search and productivity tools: Learn more about how Google Drive works with Google Photos

Tuesday, February 21, 2017

Drive: Keep Track of Changes

In Google Drive, you can track activity for any file or folder in "My Drive" with the activity stream. See when a document was last modified and who made changes.

To view the activity stream in Drive

  1. In Drive, at the top right, click View details Drive details.
  2. The Activity tab is automatically selected and all the activity for My Drive is listed. For each activity, the details include:
    • The file or folder affected
    • The user that made the change
    • The date and time of the activity
    • Any other users affected by the activity
  3. In My Drive, select any item to see specific details.

To view file details in Docs, Sheets, or Slides

  1. Open the file in DocsSheets, or Slides.
  2. Click File > Document details.

Tuesday, February 14, 2017

Calendar: Appointment Slots

Let students or coworkers know when you’re available without having to ask you—just turn blocks of time on your calendar into appointment slots.

Your coworkers or anyone viewing your calendar can book appointments, and they’ll appear on your calendar so you know who you’re meeting and when.

To create an appointment slot in Calendar

  1. In the day or week view on your Google Calendar, click anywhere in the calendar grid.
  2. In the pop-up, click Appointment slots and enter your details.
  3. When you're finished, click Create slots.
  4. Send the URL (at the top of the appointment slot details page) to anyone who might want to book an appointment.
Your appointment block shows as a single event on your calendar, with a grid symbol Appointment block grid symbol in the top-left corner. As people book appointments, they'll appear as regular events overlapping the appointment block.

Tuesday, February 7, 2017