Google Tools for Administrators
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Lisa Perez from the Chicago Public Schools Department of Libraries presented on using Google tools for administrators and teachers. Some key tools discussed include Google Docs, Sheets, and Forms for cloud-based collaboration; Google Calendar, Sites, and Fusion Tables for organization and sharing information; and Google Custom Search, Translator, and News for classroom resources. Attendees learned how to use these free tools to improve communications, access documents remotely, gather and analyze data, and enhance teaching practices.
Google Tools for Administrators
- 1. GOOGLE TOOLS FOR ADMINISTRATORS Presented by Lisa Perez, CPS Dept. of Libraries Access presentation and screencasts at: http://cpsproflib.wikispaces.com/cpaa12-1
- 2. USING GOOGLE FOR ADMINISTRATIVE FUNCTIONS
- 3. COMPUTING IN THE CLOUD What is it? Applications and content that exist on the Internet. What are the advantages? • Content always available from any Internet-connected computer • Applications, content, and contacts all flow together easily
- 4. SETTING UP A GOOGLE ACCOUNT
- 5. GOOGLE READER • RSS (Really Simple Syndication) feed aggregator • Manage the blogs and news feeds you follow; see unread blogposts • Add/subtract blogs at will • Use mobile device apps to maximize information flow Screencast video
- 8. GOOGLE DOCS • Similar to, although not as robust as, stand-alone word processing programs • Can track comments/versions • Can share/edit with specific people or publicly • Collaborators do not need to use Gmail • Exports to various formats
- 9. ADMINISTRATOR USES • Create a collection of basic documents for your staff that can be shared in the cloud and updated universally • Share notes and status reports for various committee groups • Use as a brain-storming tool or crowd-sourcing document • Link from your school’s website to provide an instantly current document without updating the entire website • Share important reports broadly • Store records of your own important documents to be readily available to you from any Internet-connected computer
- 10. GOOGLE SPREADSHEETS • Similar to, although not as robust as, Excel • Can track comments/versions • Can share/edit with specific people or publicly • Collaborators do not need to use Gmail • Exports to CSV, HTML, Text, Excel, Open Office, PDF • Script gallery, script manager, & script editor available
- 11. ADMINISTRATOR USES • Create a collection of common spreadsheet templates that need to be used by staff most frequently • Store common spreadsheets of non-sensitive data for retrieval from any Internet-connected computer • Share data with other building administrators or committees • Link appropriate spreadsheets to your school’s website and update on-the-fly • Use the Google script gallery for useful scripts to improve functionality
- 12. GOOGLE FORMS Submitted data dumps into spreadsheets for later analysis Create online forms that • Forms can be shared can be shared via links • Dozens of form designs or embedded into • Target respondents or leave open to public websites • Export data into CSV, HTML, Excel, text, Open Office, or PDF Screencast Video
- 13. ADMINISTRATOR USES • Conduct online surveys • Gather data and status reports • Log regular data input that is tracked into a cloud-based format for easy retrieval at home or school • Solicit preferences, ideas, and suggestions
- 14. GOOGLE PRESENTATIONS • Not as robust as PowerPoint or Keynote, but improving • Convenience of being cloud-based • Collaborate with colleagues • Share with specific people or publish to the Web • Embed in websites • Export as PDF, PowerPoint, or text • Review revision history
- 15. ADMINISTRATOR USES • Save commonly used presentations for review and adaptation • Allow absent teachers to view missed presentations • Develop co-presented presentations online with colleagues at your school or anywhere in the world • Use Google presentations for rotating slideshows, announcements, and images that can be embedded into other websites
- 16. MANAGEMENT TIPS • Save in Docs or native file formats • Create notifications • Manage sharing and permissions • Organize in collections that can be shared • Track versions • Turn forms off when not needed
- 17. GOOGLE MAPS • Search for local maps or travel locations • Locate nearby businesses • Create custom maps • View Earth, satellite, traffic, transit, photo, and weather data
- 18. ADMINISTRATOR USES • Get travel information, including best routes, travel distances, & nearby businesses w/customer reviews • Send maps to email and phone • Save maps, embed in websites, or provide links to your school or meeting locations • Provide aerial photos of your school to analyze school grounds as they relate to the surrounding community • Create custom maps to plot important related information
- 19. GOOGLE ALERTS Use Google Alerts to monitor information on the Web related to your school, community, CP S, and professional information Screencast video
- 20. GOOGLE CALENDAR calendar.google.com • Cloud-based calendars available from any computer • Overlay multiple calendars • Share calendars or keep private • Embed calendars in websites to communicate changes immediately • Use to schedule events, rooms, and equipment
- 21. GOOGLE SITES sites.google.com • Easy-to-create websites • Control visibility and content • Update content immediately • Embed other digital objects, such as Docs, calendar, polls, video, and slideshows
- 22. ADMINISTRATOR USES • Create a school website or an internal website • Hold project or committee materials in a cloud-accessible format • Showcase special projects, construction project progress, special events information • Store and organize special information in a private website.
- 24. GOOGLE FUSION TABLES Intensity Map
- 26. ADMINISTRATOR USES • Study school and community demographics • Create comparison data to analyze school factors • Embed in websites to share more broadly Extensive tutorials & a Fusion Table forum help you get started
- 27. USING GOOGLE FOR BETTER TEACHING PRACTICES
- 28. GOOGLE CUSTOM SEARCH • Create customized Google searches to limit the websites searched • Ideal for inserting into assignment webpages • Perfect for limiting search experiences for students to maximize time-on-task
- 29. GOOGLE TRANSLATOR Embed a Google Translation widget allow visitors to your website to translate the webpage to one of over 30 languages. This is ideal for parent & community informational webpages, as well as for ELL students.
- 30. GOOGLE SITES FOR TEACHING
- 31. GOOGLE SITES FOR TEACHING Science/math teacher site ^ < Librarian site
- 32. GOOGLE SITES FOR TEACHING • Teachers can create sites to share classroom procedures, announcements, field trip information, and homework assignments • Communications can target parents and students • Compile all digital unit resources in one webpage • Include vetted links • Embed calendars, polls, slideshows, pictures, forms, documents • Allow or disallow commenting
- 33. GOOGLE URL SHORTENER Generate shorter URLs to communicate links that are easily shared
- 34. GOOGLE SEARCH CUBE Students can use Search Cube to perform Web searches in a visual interface. Screencast video
- 35. GOOGLE NEWS
- 36. GOOGLE ART PROJECT Search 18 art museums via virtual tours or within artwork databases Screencast video
- 39. LOOKING AHEAD A new email system & more
- 40. LISA PEREZ leperez1@cps.edu ~ @leperez1 Access presentation and screencasts at: http://cpsproflib.wikispaces.com/cpaa12-1