Google Files Do things differently! Save time and inspire your learners. Google Files explained by PT Innovate Ltd

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I have created this booklet as a resource, to both highlight and provide clear instructions on how to access many of the fantastic features included within Google files. The first step is to create a Google account. Select “sign in” from the Google home page as demonstrated below, and then follow Google’s instructions.

There will be the option to upload an image for your Google online profile. The presence of this image will then help you to determine a bogus Google site, as that image will be displayed every time you log onto a genuine Google site as this screen shot demonstrates.

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Once a Google account has been created access is given to numerous other Google applications including: Google +, Gmail, Maps, Calendar, You Tube etc. Google Files are found within Google Drive. To access Google Drive select the box of squares found at the top of the screen on the right hand side of your Google account. Then a selection of Google applications will open as demonstrated in this screen shot. Select and log onto Google Drive with your Google account information. Google Drive offers 15GB free secure password protected online file storage. Upload photos, videos, audio and Microsoft files. or create resources using Google files (N.B Google files do not count towards your 15GB free storage) Google files are as follows:

• Google Docs (Word) • Google sheets (Excel) • Google Slides (PowerPoint) • Google forms (Questionnaire or quiz and more!) • Google Drawings

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Google files can also be down loaded in the following formats:

• Microsoft Word (.docx) and PowerPoint (.pptx) • PDF • JPEG • CSV • Rich text format (.rtf) • Plain text (.txt) • Web page (.html) • And more…

To access your Google files from within Google Drive select the drop down arrow as indicated. Select “New file” then choose which Google file you would like to work with. Your choice will depend on what you want to do. Google files contain many features including….

• Share a file using its own URL • Allow collaboration or

comments • Work on a file simultaneously

with colleagues and learners • Email a comment directly to a learner from within a file • The option to prevent the download of a M/S word document • Embed within a blog or website using HTML code • Changes to a file are automatically tracked and saved for 30 days • Update a file and see its updates sync where ever the file has been placed • Crop an image from within a file • Carry out a Google search from within a file • Translate a file into 49 languages • Replace word/symbols with your choice of text • Add-ons allow the insertion of third party apps

Google Forms contain the following extra features

• Shuffle questions and limit responses • Automatic marking and recording of responses • Email notification to alert you of activity • The option of differentiation through alternate pathways • Data verification • Customizable templates • Insert videos and images

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- Ipsum

Sharing There is an option to share a Google file with either a collaborator who can also edit. Or allow an individual to comment or just view and down load the file. All of these options create endless possibilities for enhanced online learning. How to share: A Google doc, sheet, slide and drawing. At the top right of your file is a share tab, select this to access the Following option:

The above pop up box enables you to simply share that file with an individual (They will also need to have a Google account.) Select the “can edit” button to change criteria from “edit”, to “comment or view.” When you wish to share with a larger group it may be more convenient to select: “Get shareable link”. Again there are more options as follows:

• Public on the web (Anyone on the Internet can find and access this. No sign-in required) • Anyone with the link (Anyone with the link can access. No sign-in required) • Specific people (Shared with specific people)

Once you have selected your option for the link, simply share the URL with your learners. They can now collaborate with you without the need to create a Google account. The same sharing options are also available within Google Sheets however to access them first select “file” from the top left of the Google sheet, then select “collaborators”

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To prevent the down load of a Microsoft document select (i) then check the “prevent viewers from downloading” as demonstrated below

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Comments Before sharing a file ensure you have made the correct choice of collaboration rights by selecting the drop down box next to the editing icon as indicated. Once this file has been shared this cannot be altered. There are 3 different ways that either you or a learner/collaborator can insert a comment. First highlight a piece of text to be commented on. Then either select insert -comment. Or click on the comments icon as indicated above or the comments box. However the comments box also contains a record of all the previously resolved comment. All collaborators can simply comment on the text or comment on comments. Each comment will appear down the right hand side of the text and will only disappear when the resolve button has been pressed. The three dots indicated below allow the author of that comment to either edit or delete that comment. All activity can be carried out simultaneously when all parties are online. However if a commenter is no longer online simply put a + in front of the comment and an email will be sent directly to them.

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Google Files tool bar: Tools Select “tools” and the following options appear:

• Spelling • Research • Define • Word count • Translate • Script editor • Preferences • Personal dictionary

All are useful assists however below I have included a little more detail on my favorites. Translate A very useful addition to Google docs is “Translate” this is found within “Tools” simply select Translate as demonstrated below then make your choice from 46 different languages. Click on translate and a copy of your document will be made in your chosen language.

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Preferences A cool feature contained within “tools” is “preferences” this allows you to exchange one word/symbol for another or a whole paragraph! Just spending a little time at the start of your project could save a serious amount of time in the long run. This feature could be particularly useful when a selection of large words is going to be used. I have demonstrated this in the screen shot example opposite. It could also save time on correcting spelling errors. Learners will enjoy setting this feature up. Determining the options of what and how to substitute! I believe it could be used in many different situations to inspire learning. Encouraging learners to be creative and forward thinking. Setting rules while creating games alongside practicing their writing skills. After completing the preference table simply type your assignment and watch each abbreviation being automatically substituted.

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Research Select “research” from within “tools” and you will have access to the Google search engine from within your document! Simply brilliant J Open the drop down menu from within the research bar to expose the following options:

• Everything • Scholar • Quotes • Dictionary • Image • Personal • Tables

As you can see I am looking for an image to accompany my project. However not all images available on the Internet are free to use. To ensure you are accessing “copy write free images” select the drop down arrow as indicated above, then select “free to use, share or modify” as the screen shot demonstrates below.

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Google files tool bar: Add-ons Add-ons are app created by third parties, which can be used to enhance and improve the use of your file. There are hundreds to choose from some are good but others are not so good! However they are simple to delete. Just select “manage” then “remove” Select “add-ons” then select “get add-ons” use the search engine to find an app. Your app will then be available for you to use from within “add-ons” Below is an example of a “tag Cloud” app that I have attached to my Google files. This could be useful to learners as it enables then to visually see which words they have used the most within their projects.

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Google forms – the jewel in the Google file crown. I find it amazing that this fantastic resource is free. In my opinion, simply nothing compares! There are really three components to Google forms:

1. Creation of the form. This could be a survey, questionnaire or test questions. Include videos and images. Send respondents down different pathways according to their responses.

2. Completion of the form by a third party. Embed said form within a blog or on a V.L.E or distribute a URL link to the form either will provide 24/7 access.

3. Recording of all outcomes. All responses are automatically collated within a spreadsheet.

1. Creation of a Google form A Google form is very intuitive to create. However I will use the follow screen shots to point out some key features not to be missed. Always remember to check the correct form settings for each project.

Scroll to the bottom of your form to find where to leave a personalized conformation message.

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Each new form is displayed as below. Click on “Untitled form” to change the title. Choose from the follow list of question formats by selecting the drop down arrow next to “Question type”

• Text • Paragraph text • Multiple choice • Checkboxes • Choose from list • Scale • Grid • Date • Time

Remember to tick “required question” when you need a response to that question before the form can be submitted. This may be necessary to ensure a learner leaves their name! “Add item” gives the option to add a fresh question or insert:-

• Section header • Page break • Image • Video

Select “Done” when that question is complete. However if further editing of that question is necessary, hover your mouse over the question and the edit icons will re-appear.

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A really cool feature is the ability to differentiate with different pathways depending on a respondents answer. This is really simple to do. Ideally create all your questions first and ensure you place page breaks between each pathway. Then go back to your questions and tick “go to page based on answer” Your choice of answers will now appear. Select which page each answer should direct the respondent too. See screen shot below

2. Completion of the form by a third party Each form you create is given its own unique URL link and a HTM embed code. These can be accessed by selecting “send form” Either enter the email adresses of those you wish to complete the form. Send out the form via Google +, Face book or Twitter by selecting the icon or copy the URL link and place where all can access. Alternatively select the HTML code. (The size of your form can even be altered to fit its destination) Then embed that within your blog, website or VLE. This is my preferred method as I think its more inspiring to see the live form! The following screen shots highlight the access points.

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3. Recording all outcomes All responses placed on your form are automatically collated within that form. However there is an option to have these responses collected within a spreadsheet. From within your form select the tab “responses” then select “ change responses destination” see screen shot below.

This spreadsheet can then be treaded in the same manner as an “excel” spreadsheet where it could be set up to self mark as well as collate through the use of “if statement” formula. Another useful feature that you may wish to enable is to be notified when someone completes your form. From within the spreadsheet select the “tools” tap. Then from the drop down menu select “notification rules” Complete as required. As I hope you are now aware Google forms are well worth exploring. I have included some very exciting key features but by no means have I covered this topic exhaustively. The possibilities within education are tremendous. Enjoy and so will your learners!

Email: ptinnovate@live.com

PT Innovate Ltd