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.

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.

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: