Monday, August 7, 2017

GTips: Tech Support Self Help

XKCD Tech Support Flow Chart

Yes, it's funny, but it's not really that far from reality.

The truth is, your tech support team members don't automatically know how to do all the things in all the programs ... but what we do know, is how to find those answers. And the good news is - it's not a secret. We want you to know how to find your best answers, too. There are only 6 of us and there are literally hundreds of you. We don't want you to have to wait for us if you have a problem you can fix yourself and just don't know how. Like good teachers, we want to empower you with the knowledge and skills to be life-long learners when it comes to your tech tools. So, here are just a few tips and tools to help you help yourself!

SELF-HELP TIPS

Google Apps Help Button: Anytime you are logged into your HJUHSD Google Account and using a Google App (Mail, Drive, Calendar, etc.), you will see the Google Apps Help button at the top right corner. Just click on it for immediate, context-based, step-bystep help and lessons.


HJUHSD Tech Help Desk: The HJUHSD Tech Support Center has a variety of FAQs and Help Articles on several subjects and more are added all the time. Browse by topic or use the search bar at the top to find an article related to your issue or question. 

Go to the Source: If you are having a software problem, the manufacturer almost certainly has a support center with help articles and FAQs, too. Just do a search for the name of the software and the word "support" to find their help center (eg: "microsoft office support"), where you can look for the answer to your question. 

Google It: even if we don't know the answer to a tech problem, the odds are really good that someone out there has been there, done that. Try a Google Search describing the problem you are having. Still not finding answers? Try adding "solved" to the end of your query to get better results. 


Of course, if you still need help, we'll still be there as quick as we can. Just let us know. The fastest way to get tech support help for your hardware or software issues is to submit a support ticket at: https://hjuhsd.zendesk.com or via email at support@hjuhsd.zendesk.com


Tuesday, May 2, 2017

Drive: New! Custom Templates

G Suite recently launched a new* Custom Template function for Google Docs, Sheets, Slides and Forms.

Make a file from a template
  1. Open a Google DocsSheetsSlides, or Forms home screen.
  2. Click a template to open it.
  3. To see more options, click MORE.
You can also use templates when you're in a file. Click File and then New and then From template.


* Note: The old Google Drive Template gallery will be shut down in early 2017




Tuesday, April 18, 2017

Calendar: Smarter Scheduling (The G Suite Show)


Watch this video from Google's "G Suite Show" for tips on how to save time using Google's Calendar tools, including "Find a Time" and Room* suggestions.

* Please note: If a calendar resource (room) that you need is missing from the District list, please talk to your principal/site admin and they can work with the IT office to create that room/resource to make it available for booking.




Tuesday, April 4, 2017

Mail: Infinite Aliases

Take advantage of gmail's filtering capability and create an email alias for any task or purpose:

You can create multiple email addresses for specific tasks and purposes and filter those messages right from your inbox just by adding a + and any word before the @ in your email address.

For example, hpotter@hogwarts.edu can sign up for email addresses with hpotter+dailyprophet@hogwarts.edu; for his teammates, he might tell them to email him at hpotter-seeker@hogwarts.edu and all of those messages will still be delivered right into his inbox.

The real power of these infinite aliases can be harnessed by pairing them with gmail's built-in filtering. You can keep your inbox clutter-free by creating a filter that says mail sent to hpotter+dailyprophet@hogwarts.edu skips the inbox and goes straight to a "newsletter" folder. And for hpotter-seeker@hogwarts.edu, you can tell gmail to always mark those messages as "important".

You can even create your own to-do list: Email a message to youraddress+todo@hjuhsd.org and set up a filter to collect all of those notes-to-self in one place.

As an added bonus, if you realize that you are getting a lot of spam at one of your aliases, you can change your filter to tell gmail to send messages to that address straight to spam and go set up a new address for your original purpose.


Use Gmail aliases

Filter using your Gmail alias

An easy way to sort your email is to add categories after your username.
For example, messages sent to the following aliases will all go to janedoe@gmail.com:
  • janedoe+school@gmail.com
  • janedoe+notes@gmail.com
  • janedoe+important.emails@gmail.com

Step 1: Choose aliases

Think of how you want to sort your email, then choose an alias for each category. For example:
  • Use yourname+work@gmail.com for work emails.
  • Use yourname+news@gmail.com to sign up for newsletters.
  • Use yourname+shopping@gmail.com to create an account with an online retailer.

Step 2: Filter your messages

Create filters to take automatic actions, like:
  • Adding a label or a star
  • Forwarding to another account
  • Archiving or deleting

Create rules to filter your emails

You can manage your incoming mail using Gmail’s filters to send email to a label, or archive, delete, star, or automatically forward your mail. 
  1. Open Gmail.
  2. In the search box at the top, click the Down arrow Down Arrow.
  3. Enter your search criteria. If you want to check that your search worked correctly, see what emails show up by clicking Search Search. 
  4. At the bottom of the search window, click Create filter with this search
  5. Choose what you’d like the filter to do.
  6. Click Create filter.
Note: When you create a filter to forward messages, only new messages will be affected. ​Additionally, when someone replies to a message you've filtered, the reply will only be filtered if it meets the same search criteria. 

Use a particular message to create a filter

  1. Open Gmail.
  2. Check the checkbox next to the email you want. 
  3. Click More.
  4. Click Filter messages like these.
  5. Enter your filter criteria.





Tuesday, March 21, 2017

Classroom: What's New in Google Classroom?

Teachers, administrators and other staff can keep up with all the latest updates and improvements to Google Classroom by visiting: "What's New in Google Classroom" and by following Google for Education on Google+ or Twitter and subscribing to the Google for Education blog.

For more info on the latest updates to Google for Education and at look at what's ahead for Chromebooks in education, check out the G Suite Show:





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 drive.google.com.
  • 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.