Create Appointment Slots to Book Parent Conferences or Check Out Equipment

Recently a question to the Techy Coach was posted regarding the ability to reserve Chromebook Carts. A teacher is asking if there is a good way to use a Google Form to reserve carts, and also populate a calendar event automatically.

There are a few ways to do this, but if you are a Google Apps for Education (GAFE) User, the best way is through the use of Google Calendar Appointment Slots.   Appointment Slots are an option available to GAFE Users on Google Calendar, that allow you the benefit of assigning slots in your calendar that users can click on to reserve almost anything you choose.  One of the best uses besides checking out equipment is as a means of booking Parent Conferences.  Watch this video or view the steps below to get started:

Create an Appointment Slot

1. Open http://calendar.google.com
   
2. Login and click anywhere on your calendar to create an appointment.
3. Click Appointment Slots at the  top of the box.
4. Enter a name for the "what" portion of the event, such as "Chromebook Reservation"
5. Be sure to choose the correct Calendar that you want your appointment slots to appear in. If you have not already done so, it might be a good idea to create a secondary calendar other than  your personal calendar for Appointment Slots.  To create a secondary Calendar, watch this video.
6. Click Edit Details.  A full screen editor will open.
7. Edit the details of your appointment slots, including time blocks, and how often the slots will repeat on the calendar.
8. Copy the Link to your Appointment Slots and share with your colleagues.
9. Save your event.

This is how appointment slots appear for 1 hour blocks that repeat every day, Monday Through Friday:

When users click on a slot, a reservation in their name appears that they can save.  The slot will appear on both their calendar, and your calendar.  No one will be able to sign up for the same slot, meaning that slot has been reserved.

Share Your Calendar

After you create your Appointment Slots, you can share your calendar with your colleagues so they can see when slots are available or when they have been reserved.  To share a calendar with someone:

1. Select the calendar you would like to share.
2. Click the dropdown menu to the right of the calendar.
3. Choose Calendar Settings.
4. Three Options for Sharing:
1. Calendar Address - Next to Calendar Address, click the HTML Button and copy the link provided.  Then share by email with your colleagues.
2. Embed This Calendar - If you are comfortable with HTML Code, you can use the Embed option to setup your calendar and then use the Embed Code to place it on a webpage.
3. Insert in a Google Site - If you have a Google Site, you can also edit any page on your site, click Insert and Choose Calendar to place your calendar on your sitepage.

Tip:  If you are sharing your calendar with those outside your organization, you may need to change your public sharing options.  

You can also watch this video that explains how to Share a Calendar:

Google Sheets: Import Data from One Google Sheet to Another

This week, a question for the Techy Coach came through about Google Sheets.  The request asked how one could import data from one Google Sheet to another.  

The first question many people may have, is why would you do this?  There are several answers, but one could be that your original sheet may contain information that you don't want others to see (email addresses, phone numbers, etc...).  So by importing data over to another sheet, this allows other users to see only the important information they need to see.

In my circumstance, I use an evaluation sheet for training.  One of the questions asks what attendees find valuable about the training session.  I use the responses to this question as quotes that I sometimes post in informational flyers or advertisements for training sessions.  As a result, I like to keep a running list of just those quotes.  So by importing that column of data into another sheet, I can see only that information.  Plus, I can keep a shortcut to that Google Sheet on my desktop, or in my bookmarks on Google Chrome so I can easily get to it anytime I want.

If you're curious about how to do this, watch this tutorial.  

ePortfolios & Projects with Google Sites

Recently a question was posted in the "Ask the Techy Coach" page regarding Google Sites and Google Classroom.  A teacher had inquired about creating a project for students in which they would create an eBook on a Google Sites page.  Students would "pick up" study guides from Google Classroom and would insert them into their Google Site.  Her concern is over how well the two integrate with one another.

Just last year, I posted an article called Google Sites vs. Google Classroom.  While that article gives a basic Pros & Cons approach to each, this article will discuss how the two can be integrated.

While Google Classroom is not directly integrated with Google Sites on the same level as, say, Google Docs or Slides, you can still use Sites as the platform for a project, and Classroom as a place to submit work.

For the project side, students can use page templates in Google Sites to:

• Blog about a Topic (Announcements)
• Add Content such as YouTube videos (Web Page)
• Create a database of information (Lists)
• Store files (File Cabinet)

If you are interested in learning more about how Google Sites work, and how to get started, watch here:

Sites can also be used as a Digital Portfolio.  A Google Site can be set up as a Template which could then be used as a starting point that all students could use and develop in their own style.  While monitoring this may seem like a nightmare, there is a great solution in an AddOn called Site Maestro.  This handy tool allows teachers to set up an entire class with their own Google Site, while using a Google Sheet as a dashboard for monitoring their progress.  Use my Google Sites tutorial to help you create a skeleton site that your students can use, and then use this tutorial from New Visions Cloudlab to help you get started with your own ePortfolio project for students:

  

Don't forget, there are many other great web tools you can use to get students started with Blogging or ePortfolios, such as:

• Blogger
• EduBlogs
• Kidblog

Now what does any of this have to do with Google Classroom?  If you are like me, you probably have grown to love the simplistic design of Google Classroom, and the way it integrates with Google Drive.  But while it may not work as well with Sites, you can still use Classroom to:

Post links and docs for items required in a Project

• While most of the work will be done inside the Blog, students can still pick up items like Docs or Slideshow templates that they can post within their Site.  For instance, the teacher could post a Doc in Google Classroom with instructions on how students will use the templates, where they should appear, or how they fit in the portfolio, as well as due dates.  In this instance, I have to point out that the integration between Google Sites and Google Docs is great.  Google has made it easy to embed or insert almost anything from Drive into a Site.  

Post assignment submissions for sections of a Google Site

• Once students have completed work in their Google Site, they can use the Assignment Submission page to paste a URL link to their finished product.

Post Reminders & Project Due Dates

• It never hurts to post timely reminders regarding projects in Google Classroom - especially since they will be sent by email to students as well.

Use the Question tool in Classroom so students can post links to their Google Site for discussion

• The Question tool allows teachers to create a Forum in which you can post a question, and have students respond, and comment on each others responses.  This could be used as a great way to get students in a dialogue about their work.  This is a great way to introduce peer grading or suggesting.

All this being said, this answer was mostly for any teacher that uses Google Classroom on a daily basis and may be looking for a solution to guide and oversee a project such as an online project.  But don't ever feel that you have to use a certain tool because it is new.  If another tool will do the job, use it.  The tool should never become more important than the process or learning experience.

Tutorial Showcase: Google Drive

Whether you are a new user to Google Drive or not, you can pick up some helpful tips from these Google Drive videos.  Find out how to:

• Share A Doc
• Share A Folder
• Transfer Ownership of a Doc
• Upload Files from an iPad

Watch using the playlist below, or by visiting the Google Drive page on my site.  Enjoy!

Tutorial Showcase: Google Calendar

Many people who still rely on paper calendars or planners are truly missing out on the dynamic features available in Google Calendar.  If you are a new Google user, or if your an old one that is looking for a few new tricks, check out these features and watch one of the many tutorials available through the playlist below (6 videos). 
Features:

• Share a Calendar
• Create a Secondary Calendar
• Schedule events using Appointment Slots (GAFE Only)
• Attach Documents from Google Drive
• Use Calendar to Communicate Assignments and Due Dates in Google Classroom

 These videos can also be found on the Google Calendar page.

Google Apps, AddOns, and Extensions

Google Chrome is a powerful tool for browsing the web, but did you know you can super charge your browsing experience by adding Apps and Extensions?  What are apps and extensions?  

• Chrome Apps - these are web based applications that can be added to your Chrome Apps Page or Chrome App Launcher.
• Chrome Extensions - These are tools that can be added to your Chrome Browser

Also, if you are a Google Drive user, you may know that there are AddOns that you can install in Docs, Sheets, Slides, and Forms to beef up your productivity and document creation.   

You can easily add these tools to your browser by visiting the Chrome Web Store (http://chrome.google.com/webstore).  Some AddOns may not be viewable in the store, but you can find them in the AddOns menu of whatever Google App you are using.

Now that you know what is possible, below is a list of tools you can't do without!  Just providing enough to make you dangerous, then you can set yourself loose on the webstore to really start exploring.

Apps

• Pocket - This app allows you to save and archive websites/articles for viewing later.  You can use your Google Account to set up your Pocket account. Great for those times that you simply can't read every article or site that you run across.  Just pocket it for later.
• Socrative - This student response app allows teachers to create, edit and deploy assessments.  Students can respond on any web connected mobile device or computer.  And its FREE!
• Remind - this tool is a free, safe way for teachers to interact with students and parents.  Sent out notifications to participants via text or email - whatever format users wish to receive.  Plus you can also setup the Chat feature so that students and parents can respond or reply.
• NewsELA - This tool provides a large library of articles that can be used to engage students in nonfiction and news articles.  Articles can be scaled to the students needs across 5 reading levels.  Plus, teachers can also administer quizzes and discussion questions related to the articles students read, for a great reading comprehension exercise.
• HootSuite - Very simply put, this app allows you to connect all your social media accounts so you can access them in one place.  Wonderful tool if you have social media accounts for the classroom.

AddOns 

• Autocrat - This add on for sheets allows you to merge Sheet data with a Google Doc.  Great for Mail Merges.
• Draftback - Allows users to playback the revision history of a document.  Sort of like watching the document be created all over again. Great as a plagiarism checker, as you can see large pieces of text dropped in at once instead of being typed....
• EasyBib - This add on for Google Docs allows users to search for and add citations to their documents - in MLA, Chicago, APA and more....
• Flubaroo - This add on for a Google Form Response Sheet allows you to grade assessments automatically as they are submitted, and inform students of their grade and responses.  Great time-saver for teachers.
• Merge Values - This add on for sheets allows you to merge values in a google sheet.  Great when paired with Power Tools.
• Power Tools - This add on allows Sheets users to perform many of the functions found in Excel, including capitalization, split (text to columns), data merge, etc...
• Site Maestro - This add on for Google Sheets allows you to create and manage ePortfolio sites for students using a Google Site template you have previously created.  This description will not do justice to the actual add on - you have to watch the video tutorial to see how powerful this tool is!

Extensions

• ColorZilla - This extension allows you to pick a color from anything on your screen and get the RGB values for the color so you can use them in Photoshop or any other program.  More useful than you would know!
• Crafty Text - This extension allows users to display large text on a banner over an existing webpage.  Great for lectures, presentations, or bellringer activities.
• OneTab - Reduces tabs on your browser down to a  list on one tab.  Tab can be shared with others using a link.  Great way to share a list of links for projects and research, with students.
• Save to Pocket - This extension for Chrome allows you to Save articles and sites to your Pocket Account directly from your browser.
• SnagIt - This chrome extension from TechSmith allows you to capture images and screen casts from your browser and save them in Google Drive.  Great screen cast and image tool!
• Tab Resize - Need to view two tabs side by side?  Tired of having to reduce/restore and resize on your own?  Turn your chrome browser into a split screen. Let this extension do the work for you.  Love it!

Tutorial Showcase: Google Forms

As I spend this month overhauling and updating the Techy Coach Blog, I'll be shining the spotlight on tutorial videos that each focus on a specific Google App.

For today, we'll take a look at Google Forms.  Often overlooked and misunderstood by new GAFE users, Google Forms can be an extremely powerful tool.  With Google Forms, users can create:

• Surveys for gathering information
• Registration forms for clubs and teams
• Evaluation Forms linked to a Certificate of Attendance
• Quizzes and Tests
• Forms for plotting locations into a Google Map

That's quite a list, but there are many more applications if you just apply a little creativity.  If you need a jump start to see what you can do, use the YouTube Playlist below, or click over to the Google Forms page in this site.

Get Kids Interested in Coding with Google CS First

For all the technology coaches out there who have a hard time finding coding curriculum for students, Google has answered your prayers.  Google CS First is a free online program that can be completed as an after school, in school, or summer school program. It operates through clubs that are setup by volunteer educators and through free curriculum that employs Scratch to teach students the fundamentals of coding.

Originally developed for students in grades 4-8, the curriculum is designed so that everyone from the most experienced tech geek to the inexperienced newbie can make it work.  All curriculum materials are provided for free - Yes I said FREE! - and additional support print materials can be shipped and provided at no cost. 

Teachers interested in starting a Google CS First Club can get started by following this link.   As I said, no experience is necessary.  You just need a desire to teach and time on your hands to provide training.  

If you are curious about the materials, you can preview them through the Google CS First website.  Topics include:

• Art
• Fashion & Design
• Social Media
• Sports
• Game Design
• Animation and More...

Additional Training Materials and a Getting Started video are available on the Google CS Website.  

Tutorial Showcase: Google Maps

Currently, I am in the process of updating my webpage.  As I go through that process, I'll be highlighting video tutorial pages that cover different Google Tools.  Today, we'll focus on Google Maps.  If you haven't used Google Maps in a while, you might be surprised by all the things you can do with Maps.  Check out these tutorial videos and sample maps from the Google Maps page.

With Google Maps you can:

• Create your own plot points
• Integrate Data from a Google Sheet
• Create Exploratory Activities
• Insert Images and Video

Maps and Sheets

You can easily integrate data from a Google Sheet into a Google Map.  View the sample maps I made below or watch one of the tutorials.    MyMaps can be used in Geography, Literature or History to show locations and events in a story or lesson.

• Geography of the Odyssey - https://www.google.com/maps/d/edit?mid=zRjhd6ZEpzfk.kuYE_Jqt8GEg
• Geography of the Grapes of Wrath - https://www.google.com/maps/d/edit?mid=zKYzlrWzOrG4.kQ-iVe5P76eg' -  click on data points for pics and video

Google My Maps Now Integrated into Google Drive

Working with the New Google Forms

Several months ago, Google issued a preview of the New Google Forms.  While users could work with Forms in the new look, they still had an option to switch back to the Old Forms if they weren't quite ready for the change.

Starting today, Google Forms officially has been updated to default to the New Google Forms interface.  If you have been putting off the transition to the new Forms and you are not yet familiar with the new look and feel, don't worry!  We've got you covered.  Take a look at the New Google Forms in this video tutorial  It'll help you ease into the change.  

The New Forms does offer a few changes, including:

• Form AddOns and Script

• You can access AddOns by clicking on the Puzzle Piece at the top of the screen 
• Ability to View Individual Responses from the Editor
• Access to Templates (http://forms.google.com)
• Notifications for Every Form Response
• Ability to Track Responses

For a full description of these changes, view the Google Apps Update Blog

Finally, if you're still missing the Old Forms, you can click the Running Man in the bottom left to switch back.

Raise the Bar on Communication with Google Classroom and Google Calendar

One of the great features of Google Classroom is that teachers can assign work using documents created in Google Drive and Students can easily turn in work without the headache involved with sharing to multiple users.  But many teachers relate the frustration of not being able to share their Stream with parents so they can keep up with what is going on in Google Classroom.  Apart from giving parents their students' passwords, for a long time, there was no good solution for communicating that information.  

But several months ago, Classroom was updated to include the creation of a Google Calendar with each new course that is created.  If you have not taken advantage of this feature, you simply must.  Having a Calendar for the course creates that avenue of communication with parents so many teachers need and want.  

Dig in to this tutorial to learn how you can take advantage of the features in Google Calendar to communicate due dates, projects, and announcements to the parents of your students.

This video tutorial covers:

• How to access  your Google Classroom Calendar
• How to share your Calendar with parents
• How to post your Class Calendar on Google Sites