GAFE for Intermediates/Advanced Group
Room 114
January 31, 2014
Table of Contents
Step 1: Getting Started
1) Login to your Computer
2) Click on Desk Tools
* Note: some of you may already have Google Chrome on your Desktop. If so, proceed to Step 4!
Step 2: Finding Google Chrome
1) Scroll Down until you find Google Chrome
Step 3: Creating a shortcut
1) Right Click on the icon, and click ‘Create Shortcut’
2) A ‘pop-up’ window will appear - click ‘Yes’.
3) Close the Desk Tools window, and Google Chrome should now be on your desktop
Step 4: Open Google Chrome
1) Double click on the Google Chrome icon and open it up to get started!
Follow along here….
You can find the presentation by typing this address in the URL address line:
Follow along or work your way through it at your own pace!
Step 5: Logging into your Account
1) How to login:
Username:
firstname.lastname@ycdsbk12.ca
(Your username is the same name that you use for Firstclass!)
Password:
@ycdsb + MMDD (your birthday) + employee ID
Example Password:
@ycdsb01319568
2) Then Click “Sign In”
Step 5B: Logging into your Account
Click ‘I Accept’
You are now logged in!
Congratulations, you have officially logged in!
The icons that you see in the centre of the page are some of the Google Apps that are available for you to use.
Go to the next slide to continue...
Step 6A: Importing your Bookmarks
At the top of the page there should be a line that reads ‘Import Bookmarks now’
1) Please click on “Import bookmarks now”. This will bring all of your bookmarks from Internet Explorer into Google Chrome.
Why this is important:
Your bookmarks will now follow you every time you log into your google account - at home, at work, or at any random computer. Your bookmarks will always be with you!
Step 6B: Importing your Bookmarks continued...
1) This window should now appear
2) Please ‘uncheck’ the saved passwords box (unless you want your Google account to automatically fill in your passwords for various websites).
3) Click ‘Import’
Step 6C: Importing your Bookmarks continued...
Your bookmarks from Internet Explorer should now appear in the toolbox bar.
Please click ‘Done’
Step 7A: Changing your Password
To begin changing your password, please type www.google.ca into the search bar.
Step 7B: Changing your Password continued...
You are now at the most popular website on the internet.
1) In the top right corner you should see your email address.
2) Click on the drop-down arrow beside your email address.
3) Click on the blue Account button
Step 7C: Changing your Password continued...
1) Click on Security from the menu at the top of the page
Step 7D: Changing your Password continued...
1) Type in your password that was given to you by the Board
(@ycdsbMMDDEmplyeeID)
2) Create your new password and type it in twice.
***Please make your new password something that you will remember! If lost, it will have to be retrieved through YCDSB***
3) Click ‘Change Password’
Exploring Gmail
Step 8: Exploring Gmail
1) At the top of the page, beside your email address, you will see an image of 9 squares.
Click on the squares to reveal some of the Google Apps that you can use.
2) Please click on the Mail icon that looks like this:
Step 9A: Exploring Gmail
You should now see this screen
1) Please click ‘Okay’
Note: This is an update with Gmail related to viewing images. This is not necessarily important for what we are doing today, so we can explore this later!
Step 9B: Exploring Gmail continued...
You should now see this screen
1) Please click ‘Hide’
Note: This is also not necessarily important for what we are doing today, so we can explore this later!
Go to the next slide to continue...
Step 10: Gmail Inbox
Some Gmail features….
Go to the next slide to continue...
Sending an Email (click Compose)
Exploring your Mail, Contacts or Tasks
Email Folders
Scroll through the pages of your emails
Step 11: Archiving an Email
If you are done with an email, but do not want to delete it, you can click on the ‘Archive button.’
The Archive button will take it out of your inbox, but it will not delete it. It will be stored in the ‘cloud’ in case you ever need it again.
You can search for an old email by typing in any keyword into the search box, such as a persons name or a subject.
The archive button is GREAT to keep your inbox clean and organized!
Archive Button
Step 12: Deleting an Email
BUT, if you are done with an email and you do want to permanently delete it, you can highlight the message and click the Delete button.
Delete Button
Step 13: Gmail ‘Flagging’ Options
There are many options that you can choose from when you want to ‘Flag’ an email. This means you can identify it in a number of different ways.
You can:
1) Star it: This will highlight the yellow star beside the email. You can star any email you would like, for any reason.
2) Mark it as Important: This feature highlights the arrow beside the author of the email.
3) Labels: Gmail uses Labels in addition to Folders.
Star an Email
Mark it as Important
Give it a ‘Label’ (more on this later)
More options
Step 14: Gmail Filters and Labels
A Filter (shown above) is a way to organize an emails that are coming to you. You can create a filter for all incoming emails, which will send them to a desired location.
A label (shown above) is where your filter emails will go. Gmail uses labels instead of folders, so emails go under multiple labels (ie: ‘School’ & ‘Memos’).
Step 15: Creating a Label
If you would prefer to watch a Youtube tutorial video of creating and managing your Filters and Labels, follow the link below.
Otherwise, continue with the slideshow and we’ll show you how.
Step 16: Gmail Filters and Labels
Using Gmails Filter & Label options, you can organize your emails in an organized way, bringing emails from multiple work accounts into one place.
Example of Labels that have been created.
To begin, click on the settings drop down menu, and click ‘Settings’
Step 17: Creating a Label
Example of Labels that have been created.
Click on ‘Label’ from the menu options.
Step 18: Creating a Label
Scroll down to the bottom until you see ‘Create new Label’. You can see other labels that have already been created.
Please click ‘Create new Label’.
Step 19: Naming your Label
Give your label a name, such as ‘First Class’, ‘Grade 11 English’, or any other subject you may be teaching. Click Create.
Step 20: Creating a Label
You new label now appears on the left hand side with your other labels, and below.
Step 21: Creating a Filter
1) At the top of the settings bar, please click ‘Filters’
2) Click, Create a new filter
Step 22: Creating a Filter
1) Type in any of the fields (‘From’, ‘To’, ‘Subject’, etc) to sort emails that are sent to you.
2) In the example here, any email coming from an email with ycdsb.ca will have it’s own filter, which I can send to my ‘First Class’ labelled emails.
3) If you created a subject filter with the phrase ‘Grade 11 English’, and your students in your class used that same phrase in their subject line in an email to you, all emails with that subject line will go directly into your ‘Grade 11 English label’.
4) Click here
Step 23: Creating a Label
1) Check ‘Skip the inbox’.
2) Click ‘Choose label..”
Note: As you can see here with all of the options, you can do so many things with an email coming your way. You can have them go directly to any label you have created, delete it immediately, mark it as read, etc. For example, any promotional email you receive from a website can be deleted immediately
Step 24: Creating a Filter
1) Choose the appropriate label that you want the filtered emails to go to.
2) Click ‘Create filter’
Step 25: Creating a Filter
Your new filter will appear with your already created filters.
You can edit or delete your filters at any time here.
Step 26: Managing your Labels
In the ‘Labels’ tab in your settings, you can choose which labels you want to appear on your sidebar.
You will notice that the settings here have everything in ‘Hide’ mode, only showing created labels in the sidebar.
On the labels tab you may choose to show or hide any label or category in your Gmail inbox.
Click ‘Inbox’ to continue.
Step 27: Label Options
Beside your created labels you may click on one of the colours, where a drop-down menu will appear.
Step 28: Label Options
You may format your labels from the drop-down menu.
From here, you can:
a) Assign each label a colour
b) Set the ‘show’ or ‘hide’ options
c) Edit or delete the label
d) Add a sub label (ie: Assignment 1)
Step 29: Gmail ‘Mail’ Options
In the Mail Drop Down menu box, you can go back and forth between:
Mail Inbox: Viewing your emails
Contacts: You can view your contacts and create groups if you’d like (ie: Grade 11 English contact group)
Tasks: This is a tasks list - a running ‘To Do’ list which you can update and check off as you go.
Mail Drop Down Menu
Exploring My Drive
Step 30: Exploring ‘My Drive’
Click on the 9 Squares in the top right corner to open up some of the Google Apps that are available to you.
Click on Drive to open up your Google Drive account
Step 31: Inside My Drive
You should now see a screen that looks like this.
Remember that this Drive (aka My Drive, Google Drive) is where you can store ALL of your files, handouts, tests, worksheets, etc. They will always be stored in the ‘cloud’ and you can access them wherever you have the internet from any device.
General Drive Settings
Your folders and files will appear here
Upload files using this button
Create Folders, Documents, Presentations, etc. when you click ‘Create’
Step 32: Apps inside of My Drive
When you click on the Create button, you will see that there are a number of options that you can choose from.
They are:
Document: A ‘Google Doc’, much like a Word document but with more options
Presentation/Slides: Similar to Powerpoint, but with more options.
Spreadsheet: Like Excel
Forms: To create surveys, exit cards, gather and organize data.
Step 33: Creating a Folder
Click on the Folder option to create a Folder.
Step 34: Naming a Folder
Give the folder a name, such as ‘St. Max’, ‘Personal’, or ‘Courses’.
Step 35: Creating Folders
You may create as many folders, or subfolders, as you would like.
Above are a few examples.
Step 36: SubFolders
You can see your Subfolders at the top, or along the side navigation bar.
Step 37: SubFolders
Here is an example of how your Subfolders will look.
You may drag any existing files from your personal computer, school computer, USB, etc into this space here. The files will be uploaded into whichever folder you are currently in. In this case, they would be dropped into the Unit 1 folder, which is in the Grade 10 History Folder.
Step 38: Organizing ‘My Drive’
Over time, you can upload all of your files from your computer(s).
This means:
a) You can access them whenever you have the internet.
b) You will never have to email an attachment again (because you can share it).
c) You will not need to backup your work on a USB device
d) Your work will ALWAYS be safe, secure and backed up.
e) No more binders. Ever. Throw them out. Right now.
Exploring a Google Doc
Step 39: Creating a Google Doc
Inside your Google Drive, click on Create, and scroll down to Document.
Step 40: Naming a Google Doc
A new, untitled Document will open up in a new ‘Tab’.
You may click on ‘Untitled Document’ to give it a name.
Tab Button
Step 41: Exploring a Google Doc
Begin to type away in your Google Doc.
You may explore some of the features in the top menu bar.
Tip:
Because this is a Word Processor that is on the internet, you have access to the Google Search Engine within this document. Click on Tools - Research - and a Google search box will appear to the right of your document.
Step 42: Google Saves your Work!
As you type your work, the Google Doc will automatically save your work as you, second by second, change by change
But…
What if a change is made to a document (by you or someone else) and you don’t like it? Click on ‘File’, and then click on ‘See Revision History’. You can see every single change that was ever made to a document, and revert back to an earlier version if you’d like. Go ahead, try it out….
Tip: This is also great for students who are working in groups. You can see who did what and when they did it.
Step 43: Google Doc Research Tips
1) A Google Doc is a Word Processor on the Internet, so you can search the net inside of a Google Doc.
2) Click ‘Tools’, then Research.
4) If students find a website or article they like, it will automatically cite it in MLA, APA or Chicago.
3) A research box will appear on the right side. You may search for anything here, including Scholarly articles.
Step 44: The Power of the SHARE Button
This blue Share button in the top right corner is what makes Google Docs so unique. With this button:
Some of the Possibilities:
a) Students can never use the excuse that they lost a worksheet again!
b) Teachers can collaborate on a document (Exam, handout, test)
c) Teachers can provide live, real time feedback to student work
When you have typed something, click the Share button.
Step 45: Share Settings
When you click Share, Google automatically creates a URL (or link) for the document.
It tells you who created the document
It shows you the current privacy settings of the document
It allows you to change the privacy settings of the document
Click This!
Step 46: Share Settings
You can now see the different Share Settings available to you.
Click on ‘Anyone with the Link’
Step 47: Share Settings
A new drop down menu appears. This will allow you to control what the recipient(s) do with the document.
They can edit any part of your document;
They can comment on parts of your document;
Or, they may only view your document.
Please click, ‘Can edit’
Step 48: Sharing It
You can see the changes you have made to the sharing settings here
Begin typing in the name(s) of the people you would like to share the document with. Please pick the person you are sitting beside. Their name will appear as you continue to type.
Notice that you may assign different individuals different sharing options.
Step 49: Sharing It
Click Done
The recipient will receive an email saying that you have shared a document with them.
In your emails, open up the shared document that your colleague sent you and begin typing away on your colleagues Google doc.
Exploring Google Forms
Step 50: Introduction to Google Forms
A Google Form is a questionnaire that you can create. When you send it out to the recipients, a Spreadsheet of the results will automatically be created in your Google Drive.
A Google Form is great for collecting and organizing data.
For example, it can be used for:
1) Creating Exit Cards where students can respond to a daily lesson, activity, critical thinking questions, etc. You can also download an App called Flubaroo that will mark the responses for you (more on this later).
2) Creating surveys which may or may not be anonymous (your choice).
3) Have students complete a self assessment of their Learning Skills at Mid-term and at the end of the semester. You can share the results with parents via email or at interviews.
4) School wide surveys or collecting information from students.
5) Placing orders (ie: A team sweatshirt questionnaire: Name, Number, Size, Colour).
And of course much, much more
Step 51: Creating a Google Form
Inside your Google Drive, click on Create, and scroll down to Form.
A new window will appear. Please choose any theme that you would like.
Step 52: Introduction to Google Forms
Name your Google Form
Type your question in here
Select the type of question here
Create the answers here
(for M.C. questions)
Step 53: Creating your Google Form
Add another question here
Copy your question here
Delete your question here
Edit your question here
When you are done creating your questions, click Done.
Step 54: Google Forms continued...
You should now see all of your questions appear in order. By holding your cursor over any question, you may edit, copy or delete it.
Scroll to the bottom of the page and click Send form to continue
Step 55: Sharing your Google Form
You may share the form by typing in an individual's email address, a group that you have created in your contacts (ie. Grade 10 History) or you may share it by providing the link.
If you use Twitter, you can tweet the link and your students can just click on it.
Click Done to continue
Step 56: Exporting the Results of your Google Form
After you have created your form and shared it, this pop up window will appear.
You can choose to have a new spreadsheet of responses made, or you can add the submissions to an existing spreadsheet.
Step 57: Viewing Form Responses
At the top of the Google Form you have just created and shared, you will now see new features.
You can view the responses to date, view the live form, or choose whether you are currently accepting responses or not.
Click on any of these options to check it out.
Step 58: Using Flubaroo
Flubaroo is what we call a ‘Script App’. What this means is that it is an additional App that we can use on a Google product.
In this case, Flubaroo is used to grade all of the submissions of a Google Form (it works best for Multiple Choice questions). It is very easy to use and become comfortable with.
Here is a tutorial video that was put together by the people at Flubaroo:
Step 59: D2L & GAFE
As of last week, the D2L platform has been linked up with Google Apps for Education.
Teachers and students will need to link their e-Learning accounts to their GAFE accounts the first time they set it up. Once they link their accounts, they will be able to:
Step 60:Linking your D2L account with GAFE
1) Login to the YCDSB e-Learning website.
2) On your homepage, or in a specific course you are teaching, you should see a ‘Google Apps’ tab.
3) Click and open the tab.
4) From here, it will ask you to sign up with your YCDSB Google Account.
5) You are able to use and link to any Google Doc, Google Calendar or Google Email.
Task
With your colleagues, begin to explore your GAFE account
You may:
1) Create Folders in Google Drive
2) Upload files to your Google Drive
3) Create and share a Google Document
4) Explore other Google App Features, such as creating a Presentation in Google Drive, explore Google Forms, organize your bookmarks, etc.
5) Explore and try using Flubaroo
The time is yours!