Google Tips

Organize Gmail with Filters

posted May 15, 2013, 6:53 AM by Karen Cavanagh   [ updated May 15, 2013, 6:55 AM ]

Sometimes slogging through a lot of mail in your inbox can be frustrating and time consuming. One way that this can be managed is to put some messages into a label (folder) and skip the inbox entirely. The messages can be read later simply by selecting the label, which will show the specific messages that are applied to that label based on criteria that you determine. All messages from a prolific sender can be put "away" for later reading. 

Could you use this? Look at this SHORT CLIP to see how to create a filter.

Sharing Folders for Collaboration

posted May 3, 2013, 8:25 AM by Karen Cavanagh   [ updated May 3, 2013, 8:34 AM ]

A previous tip explained the concept of creating a folder and putting documents in that you want to share with others. What about creating folders that others will create content for but that you want to have access to? How will they access and use the folder you create? 

To begin create a folder, for example Project 1 and share it with specific individuals. The people with whom you share the folder will go to MyDrive and look in Shared with me to see Project 1. They then select the folder and click on Move to MyDrive and they can now open the folder and add content to the folder.

Check this SHORT CLIP to see how to "move" a folder to MyDrive.

Uploading Files into Google Drive

posted Apr 24, 2013, 8:55 AM by Karen Cavanagh   [ updated May 3, 2013, 8:07 AM ]

Do you have files you created in Microsoft Word or Excel that you would like to use in Google? You can upload your files onto your Google Drive and then share them with others. If you would like to edit the files you will have to upload them and convert them to Google Docs. If you do not want to edit then do not convert and you will be able to view them and they will not lose their original view. When files are converted into Google Docs they may lose some of the formatting from the original file as Google does not have all the same functionality as MS Office and cannot always convert everything over in the same format. However, you can get your information there and then you are able to work using other devices and also share it with others.

You can also share an entire folder rather than upload individual files.

Watch this SHORT CLIP see how to share in Google.

Sharing Documents in Google Apps

posted Apr 3, 2013, 7:45 AM by Karen Cavanagh   [ updated Apr 3, 2013, 7:51 AM ]

Still wondering about the how and why of sharing documents in Google? When you share a document with others you can work with them on the document at the same time. This can be a useful way to share information while planning an event, working out the details of a project or working on a project. Think no more mass of emails back and forth in order to accomplish a task.

You can share a document so that others can edit (make changes , even at the same time you do), comment on the document or simply just be able to view the document. You can also have a chat session going wihle you are working with others on the document.

Sharing works for all Google App files: Folders, Presentations, Spreadsheets, Forms, Drawings and Diagrams

Watch this SHORT CLIP see how to share in Google.

Revision History in Google Apps

posted Mar 20, 2013, 6:37 AM by Karen Cavanagh   [ updated Mar 20, 2013, 6:37 AM ]

Revision history allows you to see all the changes made to a document. Each person who edits the document will show up as a different color in the document. Revision History exists for all google  files (i.e. docs, spreadsheets, presentations, etc.). This can be useful to verify that all students are working on a shared document and can be used to "recover" a document if it was deleted accidentally. 

To see a file's Revision History, open the file then choose File (from the menu bar which is under the file's name on the left) and select View Revision History. A list will appear on the right hand side of the file and you can select a specific "revision" and revert back to that version if you need to recover a file.

Folders in Google Drive

posted Mar 12, 2013, 6:48 AM by Karen Cavanagh   [ updated Mar 12, 2013, 10:10 AM ]


Consider using Folders to save documents that you share with others. This can be especially useful for teachers who need to share many documents with their students. You could create a folder for a class and all the documents you place in the folder will have the same share permissions. Once you set this up you can direct students to the folder making it easier for them to find your information and keep it organized.

For example:  View movie

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