Google Apps for Administrators Ashley Hays

Agenda ● Increase organization o Gmail, search options, calendar ● Increase communication o Staff, parents, students, district ● Manage school resources o Google Sheets and add-ons ● Use Google Forms o Teacher evaluations, stakeholder input

Learning Objectives ● Organize Gmail and use Gmail Labs ● Use Google Calendar to create invites/events ● Create Google Alerts ● Share Google Docs ● Create a Google Voice Account ● Use Google Hangouts/Hangouts On-Air ● Create Google Forms for Teacher Evaluations ● Communicate with stakeholders through Forms ● Use add-ons

Increased Organization ● Gmail organizational tips ● Google Calendar ● Google Alerts ● Google Docs

Priority Inbox ● Setting up a Priority Inbox filters your mail by important unread, starred, and everything else. ● Less spam, less adds ● More time reading what is important!

Labels ● Gmail uses labels (not folders) ● Labels help you organize your messages into categories that suit your needs and work for you. o labels are private and are only seen by you o messages can have more than one label o labels can be color-coded

Creating Labels ● Select the message, and then the label icon ● Select 1 or multiple labels for the message, or select create new for a new label.  Search for a label using the search box  To color code a label, click the label to find the option menu  Color coding labels by category helps you manage like-labels more efficiently.

Using Filters ● Filter Messages out of your inbox, into labels, or into specific categories ● Select the message(s) select more and then select filter. You will then see filter settings

Using Filters ● Select your filter preferences * you can also filter based on search results*

Using Google Labs ● In the menu you will find settings ● Go to Labs ● Labs offers a variety of settings and quick references for your inbox such as o Apps Search- Search gmail and docs simultaneously o Canned Responses-Save you most common responses and reuse again and again! o Google Calendar-See your calendar next to your mail

More Useful Labs ● Google Voice player-listen to voic within gmail o We will discuss Google Voice later ● Multiple Inboxes- categorize and filter your mail into columns- great for extended desktop ● Smartlables-Automatic Filtering for messages

Look to the Stars ● In the General settings menu you will also find the stars setting ●Use up to 12 stars instead of 1 as the default to help categorize ●use search codes o has:green-star o has:yellow-bang

Make an a To-Do ● Add an to your “Task List” ● Select the and then ●The original , and sender will go directly to your task list for you to keep track of and deal with at a later date!

Using Google Calendar ● Set reminders ● Schedule meetings and events ● Invite attendees to events and meetings ● Manage the guest list ● Schedule a video call

Calendar Create

● Set established search criteria and receive up-to-date information about the latest educational information ● Receive updates directly to your gmail ● Great for staying up with Common Core, State Testing scores, AYP, and other important curriculum and educational news Google Alerts

Paperless Sharing with Docs ● Go paperless with o Meeting agendas, memos, staff updates and newsletters with Google Docs ● Share your staff development presentations using Google Slides for easy retrieval ● Collaborate with teachers and district staff on curriculum updates when you share an entire folder!

Setting up Share Settings ● Be sure to adjust the level of access to the document. ● This can be adjusted at any time by clicking

Increase Communication Google Voice Google Hangout

Google Voice ● Provide a phone number without providing your phone number ● Use your Google Voice number to make all phones ring! ●Get text transcripts of voic s ●Use mobile app for more features

Google Hangouts ● Chat ● Voice ● Video options to choose from! ● Works on all mobile/desktop devices

About Hangouts ● Great for meetings ● 10 Presenters, with unlimited viewers ● Presentations are easily recorded ● Must activate Google+ to use

Two Types of Services ● Google Hangouts o Video Stream o Meet with up to 10 people o Collaborate in real time ●Google Hangouts On-Air o Video Stream o Recorded for up to 4 hours o 10 presenters (YouTube account) o Unlimited viewers

To Start a Hangout ● Sign in to Google+ ● In the upper right click New Hangout or “ ●Search for the person, when you are ready to initiate the call, push ●All devices that they use Google Hangouts on will “ring” Simultaneously

Start a Google Hangouts On-Air ● In Google+ hover over the Home Button and Select Hangouts, Then select Start Hangouts on Air

You will See More Options ● Note: You may need to adjust your YouTube settings to hold videos larger than 15 minutes

The On-Air Menu Invite people to meeting Different options for sharing your screen Control who sees what fun effects Get the embed code for posting the recorded video muteHangup/end call

Reasons to Use Hangouts ● Meetings ● District representations ● Travel purposes ● New perspectives ● Interviews ● Recorded for later review ● Flexibility

Try a Google Hangout Now!

Using Google Forms ● Great for collecting data/information ● Translates directly into Google Sheet ● Quick, efficient, automatically updated and viewable

Teacher Evaluations ● Many schools (nationwide) moving to a 4 or 5 scale rubric Highly effective, effective, partially effective, ineffective ● Generally consists of a combination of formal and informal observations ●Often require data, test score data, school accountability data and administrative observational data ●This can be difficult to track!

Forms for Evaluations ● Teacher walk-through evaluations are easily done with Google Forms o more “check-list style” ● Record teacher walk-through evaluation, and then “share, view only” with the teacher for immediate feedback. o This saves time, questions, and the need for a formal meeting over an informal walk-through observation

Let’s Try an Example ● Check out this example FORM for a walkthrough evaluationFORM ● Automatically s the recipient upon completion of evaluation (Form er Script) ● Transfers data to spreadsheet for administrator use and easy teacher data upkeeping

Editing the Form for Future Use ● File, Make a copy and rename the Sheet ● Set up automatic ing o Tools, Script Editor o Resources, All Triggers o Add new Trigger

Editing the Form for Future Use ● In Question 1, ERASE my , please! :) ● Input all teacher s ● Edit/add any questions as needed ● From is ready for immediate use!

Using a More Formal Observation ● Forms can be used to carry “paragraph text” as well. ● This form is designed for more lengthy explanation, based off Marzano ●Check out this FORM FORM ●Note: you may make a copy and use this form but it does not have the built in feature.

A Quick Practice Evaluation

● Collecting information from staff o What would you like more professional development in? o What are school strengths? struggles? successes? ● Collecting information from other Stakeholders o Input for the school calendar, school functions, etc. o Curriculum adoption input, etc. Forms are also Great for...

Share with Ease ● the Form link, or post the link to the school website, YouTube Channel or Blog Which school showed the most spirit at the Back to School Rally? VOTE HEREVOTE HERE

Let’s Try one Together ● Go into Google Drive ● Select Create ● Select Form o Choose a theme and off you go!

Helpful Add-Ons ● Older versions of Sheets may refer to scripts or “running scripts” ● These are now made more easily available under the “add-on” menu bar ● Add-ons can increase both productivity and creativity!

WorkFlows-Automated Document Approval

SplitNames, Divides cells into first and last names, click!

● Any other great add-ons you have already been using? ● Please share! ● Questions? Other Add-Ons to Share?

Your Feedback is Appreciated Please Complete this EVALUATION Google Apps for Administrators Ashley Hays Almond Acres Charter Academy

Google Apps for Administrators Ashley Hays