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Google Apps Essentials for School Use

Learn the benefits of Google Apps, sign-in procedures, and how to use Google Mail, Drive, Forms, and more for educational purposes. Detailed instructions and tips provided.

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Google Apps Essentials for School Use

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  1. When you come in, please login to a computer with Guest or your own Id, then bring up Firefox.

  2. Google Apps at Roseville Area Schools Laura Mittelbrun Media Specialist at Edgerton Elementary

  3. Agenda • Benefits of Google Apps • How to Sign In • Google Mail • Google Drive (formerly Docs) • How to Share Documents • Google Forms • Create Groups

  4. Benefits of Google Apps • No software installs or updates required • Can access from anywhere (school/home) • Can access from any device (pc/mac/iPad) • Share your documents with others (great for collaboration!) • Documents are stored and backed up to Google's cloud • It's free!

  5. Student Sign In Students will sign in with their computer username and password: Username: 6 digit last name/5 digit first name Password: 8 digit birthday

  6. Teacher Sign In • From the District Website, go to: Staff, Google Apps OR apps.isd623.org • Sign in with your email username and password • example: mittelau000 Practice: sign in to your account now

  7. Google Mail Your email address is: firstname.lastname@apps.isd623.org You can only send and receive emails within the apps.isd623.org domain. Classroom use: exchange emails with your students.

  8. Google Drive (formerly Docs) • This is the place to create documents, presentations, spreadsheets, forms and drawings. • You can group documents together in a Collection (like a folder) • Formatting is similar to Microsoft Office with fewer editing options. Benefits: less complex for your students.

  9. Sharing Documents • There are two "levels" of sharing documents with others. • Visibility Settings: how people can access your document. • Sharing Settings: who can view or change your document.

  10. Visibility Settings • Open a document and click on Share in the upper right corner. Under Who has Access, click on Change. • Visibility Options: • Public on the web • Anyone with a link • Roseville Area Schools (default) • People at Roseville with the link • Private (sign in required) • Access options: can view, edit or comment

  11. Sharing Settings • To give certain people or groups access to your document, type their name(s) under Add People (it will find them in the address book). • You can automatically send them an email with a link to your document. • You can give each person/group the ability to view, edit or comment on your document.

  12. Google Forms • A great tool for collecting information from students, parents or colleagues. • When a person submits your form, it creates a row in a spreadsheet. • Classroom use: create quizzes for your students.

  13. How to Create a Form • Create, Form • Choose a Theme • Give "Untitled Form" a name • Create your first question • Choose a question type • Enter the choices, depending on the type of question • Click on Done • To add more questions, click on Add Item in the upper left corner

  14. How to Share a Form After your form is finished: • While in edit mode, click on Email this Form • Uncheck the box "Include form in the email" • Send it to yourself first to test the link before sending it to others • Send email with a link to the form, or embed the form on a website.

  15. How to View the Results • Go to Drive, find the form and click to open it • The spreadsheet will automatically open showing the results from people who submitted the form • Click on Form, Edit Form to make changes to the form • Click on Form, Go to Live Form to see what the form looks like

  16. Contacts • Click on Directory to see who is in the address book • Staff: firstname.lastname • Students: 6 digit last name / 5 digit first name

  17. How to Create Your Own Group • Click on New Group and give it a name. • For each person you want to add to your group: • Search for the person you want to add • Click the box next to their name • Click on the Groups icon and choose the group you want to add them to, then click on Apply. • Repeat for each person you want to add to the group.

  18. Handout: go to your Google Drive and Search for "Google Apps Basics"

  19. Additional Training • Atomic Learning (www.atomiclearning.com) • Google Help Center (support.google.com) • Google Apps YouTube channel (www.youtube.com/user/googleapps) • Google Apps for Education Training Center (edutraining.googleapps.com/)

  20. Other Google Apps Sites: you can create your own website. Google Sites will replace School Center next year. Calendar: set up a calendar for yourself and share with others.

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