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Nagel Know How: 7th Grade Google Apps Session: The 7th Grade Google Apps session is meant to introduce students to the application. The goals and content for the session are listed below. You may choose to introduce the content in a way that is most comfortable to you. *You will not get to all of the content listed below. Focus on the 2 main goals and if you have time for additional exploration, use the information below as a resource. GOALS By the end of the session students should be able to:

1) log into Google Apps successfully. 2) identify the functions of Google Apps (e-mail, word processing, spreadsheets, presentation, etc.). 3) (Optional) distinguish between uses of Google Docs and E-mail. 4) (Optional) navigate between the applications in the Google Apps suite. CONTENT To begin this session make certain that students have access to an individual computer. 1) Direct students to the Google Apps Login a)

Ask student to navigate to the Nagel home page (www.foresthills.edu/nagel) > Click the Links button on the left side of the home page. > Under Student Links, click the FHSD Google image to the far right: Username: Students should enter their full e-mail address: firstnamelastname@foresthills.edu Password: Students will be prompted to enter a password. Students should enter their new ForestHills login: "FH"+Student Number+Birth Month+Birth Day Example: Name: Joe Smith Student Number: 123456 Birthday: Jan 31, 1990 In this example, the Password would be: FH1234560131

Once students are logged in, students should see a list of Google Apps (Gmail, Drive, etc.) 2) Practice using Google eMail: You can lead students through the steps described below, or allow students to work in pairs on this Gmail interactive tutorial: http://bit.ly/gmailnmstv


PROBLEM: Many students never check their school e-mail! Instead, they continue to use their personal e-mail account for everything. SOLUTION: Show students how to forward their e-mail from their school account to their personal e-mail address: Here's how to forward messages automatically: 1. 2. 3. 4. 5. 6. 7. 8. 9.

10.

Click the gear icon in the upper right, then select Settings. Click the Forwarding and POP/IMAP tab. From the first drop-down menu in the "Forwarding" section, select 'Add new email address.' Enter the email address to which you'd like your messages forwarded. For your security, we'll send a verification e-mail to that email address. From your personal account: Open your forwarding email account, and find the confirmation message from the Gmail team. Click the verification link in that email. Back in your Gmail account, select the 'Forward a copy of incoming mail to...' option and select your forwarding address from the drop-down menu. Select the action you'd like your messages to take from the drop-down menu. You can choose to keep Gmail's copy of the message in your inbox, or you can send it automatically to All Mail or Trash. Click Save Changes.

Student eMail addresses will use this format firstnamelastname@foresthills.edu Show students how to create an eMail 

Ask students to click on the Compose Mail link located on the top left side under the Forest Hills logo. This will open a new eMail document.

Show students how to attach a file to a message they are composing      

Click Attach a file under the subject field. Browse through your files and click the name of the file you'd like to attach. Click Open. If you'd like to remove a file you've attached to a message click Remove. To attach another file, click Attach another file. Keep in mind that you can't send executable files or messages larger than 25 MB.

Show students how to delete mail  

You can either delete an entire conversation thread or one specific message from a conversation. You can retrieve something from Trash by clicking Trash, selecting the message in question, and clicking Inbox in the 'Move to' drop-down menu. Items that are permanently deleted can’t be retrieved.

Show students how to create folders (In Gmail, folders are called Labels!!!) 

Labels do all the work folders do and give you an extra bonus: you can add more than one to a conversation. Once you've created a label, you can view all the messages with


 

that label by searching, or by clicking the label name along the left side of any Gmail page. You can easily create, edit, and delete existing labels. To create a label:

1. Select a message in your Inbox and a new row of options will appear across the top of your Inbox. Click the Folder icon drop-down menu. 2. Select Create New. 3. Type the name of your new label and click OK  

Any selected messages will automatically be categorized under your new label. To apply a label to a message, you can select the checkbox next to the message(s) in question, and then select the label name from the Labels drop-down menu (or you can label a single message while you're reading it by using the drop-down menu or the keyboard shortcut L). You can also drag a message to a label's name to move that message to a label.

3) Introduce Google Drive: Reasons to use Google Drive: o o o o o

Google Drive allows you to access your files from any computer with Internet access. Google Drive automatically saves all document changes. Google Drive allows you to add additional apps that perform other functions, without having an additional sign in and most save directly to your Google Drive. Google Drive gives you 30 GB of storage between your Drive and mail! With Google Drive, you can easily create, share, and edit documents online. Here are a few specific things you can do:  Upload Microsoft Word, OpenOffice, RTF, HTML or plain text documents, create documents from scratch, and download your online ones.  Edit documents online simultaneously with anyone you choose, and invite others to view them.  Keep track of who made changes to a document and when, and roll back to any version.  Publish documents online to the world, as webpages or post documents to your blog.  Email your documents out as attachments.

Show students how to create a document(word processing, spreadsheet, presentation) 

Click the Create New drop-down menu and select the style of document you want to start: 1. Document = Microsoft Word 2. Presentation = Microsoft PowerPoint 3. Spreadsheet = Microsoft Excel 4. There are other options, but stick to these three for now Within the document, the menus and commands work just like Microsoft Office products.

Show students how to upload a document 1. 2. 3. 4.

Click the Upload icon (to the left of Create) on the main Drive screen. Click Browse and select the document. Click Open. Click Upload File. The uploaded file appears in your Docs list


PROBLEM: Students upload a file form their computer or Schoology only to find they are unable to edit it. SOLUTION: Show students how to change their conversion settings in Drive. 1. Click the gear icon

in the upper right, then select Upload Settings.

In the "Upload settings" dialog, you can select from these options: •

Convert documents, presentations, spreadsheets and drawings to the corresponding Google Docs format. o Select this option to convert all of your files from their existing format, like an Open Office document, into an editable online version in Google Docs. If you don't select this option, this document will appear as a view-only document in the Google Docs Viewer. Convert text from PDF or image files to Google Docs documents. o Select this option to convert image files into a collaborative online version in Google Docs by using Optical Character Recognition (OCR) technology. Learn more about OCR.

These settings will apply to all future uploads, but you may change your settings at any time either by clicking the Upload button and selecting Settings, or by clicking the Settings drop-down menu in the box that indicates the progress of your upload.

Show students how to share a document 

To share a document from the Documents list, select the document you want to share (you can also select multiple documents), select Share from the Actions menu, then select 'Sharing Settings,' then follow the directions below: To share directly from your document, click the Share drop-down menu in the top right corner of the page, then follow the directions below:

1. At the bottom of the 'Sharing settings' window, under 'Add people,' type the email addresses of people

you want to share your document with. You can add a single person or you can also choose from a list of your contacts. 2. To the right of the list of names, select 'Can view' or 'Can edit' from the drop-down menu. 

If you'd like to add a message to your invitation, enter some text and click Share. In the 'Sharing settings' dialog, you can also see who can access your document, change people’s access, remove editors and viewers, and change your document's visibility option.

Show students how to publish a document to a Web page 

Once you're done creating and editing your document, you can publish it to a Web page. 1. Click the Share drop-down menu on the top right; choose Publish as Web Page. 2. Click Publish Now. You can send your document's web address to your friends, colleagues, and family, and they can enter it in their browser address bar to view your document.

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