Google Apps for Sharing Folders and Collecting Assignments

Transcription

1 Google Apps for Sharing Folders and Collecting Assignments The Google Drive is cloud (online) storage space, and it is also where you create and work with Google Docs, Sheets, Slides, etc. Create a Folder Click the New button, and choose Folder. Give the folder a name. For classes you could use something like class, section, your name; for example Bus CindyStoner.

2 Share a folder 1.Choose a Folder you want to share. Select the folder by clicking on it once. 2.Click the Share icon. 3.You can share by typing in the Invite People box.. 4.You will be prompted to select who you want to share the document with. To share with your class either type in their addresses in, or you can create a class contact group (see below.) The class contact group allows you to add all the addresses at once by typing in the class contact group name, and when your class appears in the drop down area, selecting the contact group. 5.You can choose how you share the content of the folder. If you choose Can edit then students can add, edit and remove documents. If you change it to Can view the student can see the document, and make a copy they can work on, but they can not change the copy the class is using. Click can edit to control whether they can just view, or actually edit the document. 6.You can also send an notification (leave Notify people via checked checked) that the folder has been shared, and type your message in the Add a note box to personalize that . 7.When you upload, create, or move a file to the shared folder, it will automatically be shared in the way the folder is set to share. Have Students Create a Folder Shared with You See the above instructions for creating a folder, and sharing it. The procedures are the same, except the student just uses your address when sharing, not the class contact group. If you just need

3 to comment on their work, they can set the permission to Can comment. If you need to add documents for them to see or work on they need to use the default folder permissions of Can edit. Uploading files button and selecting Files In your Drive List, click the New button and select File upload from the drop-down menu. Select the file you'd like to upload to Google Docs. If you wish to upload to a specific folder, select that folder first, before you click upload. Otherwise, after uploading you can select the file, choose more, and choose move and move it to a folder. If a folder has sharing permissions, when you upload, create or move a file into it, that file will automatically be shared with the same permissions as the folder. It does not send an when new files are added to it, only when the folder itself is first shared. A box that indicates the progress of the upload appears in the bottom right of your screen. You can minimize the box, move it to the left or right of the screen, or share directly from the box by clicking the Share link. When you re done, you can click the document title to open the uploaded file or close the box by clicking the x in the upper right of the box. Create a Google document To create a new document, go to your Drive, click the Create button, and select Document. A window with a new Google document will open, and you'll be able to edit the document, share it with other people, and collaborate on it in real-time. Google Docs saves your document automatically, and you can access it from your Drive anywhere you have internet access. If you have a folder open when you create the document, it will be created in that folder, with the sharing permissions of that folder. Name a document When you create a new document, Google Docs will name it Untitled document by default. To choose a name other than Untitled document, click where it says Untitled Document on the screen and type in a new name. Titles can be up to 255 characters long.

4 Set up a Contact group for your class For each class you will need to create the Contact group once, and then you can use it for the rest of the semester. First, Export From Banner First, go into banner and export your class list as a CSV file. To do this, go to Class Summary, click on Class Address List, and choose Save File. Next, Edit In Excel Find the saved CSV file and open it with Excel. You will need to make a couple of edits to the file before you can import it into Google Contacts. First, you need to delete all the columns except First Name, Last Name and (you may also leave banner id if you wish.) To delete the columns, select them by clicking in the grey area with letter above the column. In the example below the D was clicked on, and now the column is highlighted. Then, right click in the column and choose Delete. Continue until you have deleted all the extra columns. Next, you need to add a header row. To add a header row you first need to click on the number one to the right of the data to

5 select the first row. Then, right click in the selected row and choose Insert. Finally, you need to add the names to the header row; First Name, Last Name, and . You can not use a dash in (use , not .) Finish by closing Excel. You will be asked to save your file. Click Save and choose where you want to save it. Click Save again. Now a window will ask if you want to keep the CSV format. Click Yes. Now you need to go back to Google Apps to import your contacts. Finally, Create the Contact Group In Google Go to Google Contacts by clicking on the app grid and choosing Contacts. Next go to the bottom of the options list on the left side of the screen and choose Import Contacts. Browse to find your class CSV file. Then click Import.

6 This creates a group of contacts and calls them Imported and the date. Click on the group, and click on the More button, then Rename group. Give the group a name related to your class so your students will recognize it. Example: Bus Fall2014 CindyStoner. Now you are ready to use this Contact Group throughout Google Apps. You can send s, share Docs, Slides, Calendars, etc..