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Google Apps has been embraced by millions of schools and campuses, but is your classroom getting the most from it? Join educator Aaron Quigley as he shows K–12 teachers how to use Google Apps for Education to streamline communication, save time, and increase content mastery. Administrators can learn how to set up Apps for Education, verify your domain name, and add users, while teachers learn how to sort personal from school email, set up email signatures, add events to calendars, and create lesson plans with Google Drive. Administrators and teachers alike can learn how to set up custom Google sites for collaboration with parents and students, and extend Google Apps with apps like YouTube and Google Scholar.
Now that we've verified our domain, the next step is to go ahead and add some users to our Google Apps For Education account. Now before I get started, I'd like to point out one difference between my Admin console and your Admin console. If you've just set up your Google apps for education account, then you'll notice right above all of these icons, you have another box that's open. This is where Google app is walking you through the setup process. The reason I'm choosing to not use the setup process versus just clicking on the actual icons, is once you're done with the setup, that box will disappear.
If you know how to go into each one of those areas individually, then you can always update or change those settings at any additional time. If you'er at the second step of your setup process which is to add users, you can go ahead and click on the Add Users Button at the top of your screen. If not, let's go and click on the Users icon on the left hand side of our Google admin console. Here we are at our Users homescreen. Here I can hover above any single user and I can see some basic information about them. Currently I have only one user in the system, and that is myself.
As I hover above it, I can see this is firstname.lastname@example.org and I can also see that from this screen, I can choose to reset passwords for each individual user. When it comes to adding new users, there's several ways to do this. Let's go and click on the Add More Users icon in the upper right hand corner. Here Google gives me several options for how I can add users. I can either add them manually where I'll type in an e-mail address for each individual user, add their first and last name and a password. Or I can add several users at once. If your'e using Google Apps for Education for your entire school, adding several users at once can save you a lot of time as opposed to hand keying each individual entry.
For this video we're going to talk about how to take an excel spreadsheet and quickly turn it into the required CSV file, so that we can add our entire staff in one click of the mouse. Let’s go ahead and click next to Add Several Users At Once and then click Continue. Here Google is telling us how we need to set up our spreadsheet in order to create the comma separated file that will work perfect for this single batch upload. As you can see the first column has to have e-mail addresses. The second and third column has to have the first and last name. And the fourth column needs to have the password. We're going to go ahead and format an Excel spreadsheet.
Learn how to save it as a CSV, so that we can quickly upload our entire staff. To do that, let's head over to Microsoft Excel. Here I have a file open called Email Lists, and it's in XLSX, or Microsoft Excel File. This is available in chapter one of the Exercise Folders. Inside of this Excel spreadsheet, I have some fake staff members that we're going to go ahead and upload for this particular Google Apps account. I started by importing their first and last names in the second and third column. What I have then done is taken the first initial, followed by the last name, to create an email address.
The email address is @orangevalleyschool.com, which is the same domain that I had verified inside of my Orange Valley School's account. I've also added a password which is standardized for every single user. This is school123. The reason I've taken this very systematic approach to creating the e-mail addresses, is once I've uploaded everyone. I can tell each individual staff member that their way to log in is to use their first initial, last name @orangevalleyschool.com, and that their initial password is school123. This way, I don't have to worry about meeting with each individual person to give them a unique password.
In addition to this, when I first upload the CSV file, each one of these users is going to be prompted to change that school123 password upon their first login. So if I allowed my staff to select a password and then built into the system, they would just be forced to change that password the first time they logged in. So I do recommend setting a standardized password initially. And once every single member's logged in, that will be changed which makes sure that they can't access each other's accounts. Now that I've verified that my XLSX file is properly formatted, let's go ahead and turn it into a CSV file.
I'm going to do that by clicking on File, selecting Save As. And under format I'm going to go ahead and scroll all the way down to Windows Comma Separated File or a CSV file. Now you'll notice in the Exercise Folders that there is currently a CSV file as well as an XLSX file. If you're doing this for your own school, I highly recommend only editing the Excel file not the CSV file. In fact you'll see once I click Save. And I'll choose to replace the current one that's there. Microsoft Excel is actually going to prompt me to tell me that the workbook contains limited features.
That's because there's a lot of limitations to the CSV file versus the Microsoft Excel file. So if you open up the CSV file and try to make changes, you may not have the same result as if you start with a Microsoft Excel file. Let's go and click Continue. At this point, we've already created our CSV file. All we have to do is head back to Google. We're going to go and scroll down, to choose the CSV file we created. I'm going to select the CSV file from the chapter 1 folder of the Exercise Files, and click Open. I'm then going to click Upload and Continue. So Google's gone through, and it's read our file, and it's now showing us the first five entries, so we can double-check to make sure everything looks good.
I see the email addresses are coming through on the left-hand side, first and last names look good, and the password's coming through as well. Let's go and click Confirm and Upload. At this point Google is taking our CSV file and it's automatically creating all of the users that we have in there. What I can do is use the Users dropdown menu, I'm going to click on Users again, and come back to my main Users homepage. Here I can see that all those users have been built into the system. If I hover on any individual user I can see that got the proper email address. I can also choose to reset their passwords. We've successfully, quickly added a giant list of users using the CSV file to our Google Apps for Education Account.
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