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Centralizing school documents

From: Google Apps for Educators

Video: Centralizing school documents

Google Drive not only gives us the ability to The next thing I'd like to do is to go

Centralizing school documents

Google Drive not only gives us the ability to share documents with ourself in a variety of locations, it also gives us the ability to upload information and then share that with a variety of users. One thing you can do inside your school building is to create a centralized place or a library of commonly-used documents. These can be things such as letters to parents, or a field trip permission forms, or even if you have some instructions on how to use the latest grade book that your school's using. To do this the first step is to go ahead and upload some documents. Now when we're uploading directly to Google Drive we have two options. We can either upload files or folders.

When I click on the upload icon which is directly next to the word create, here I have to chose whether or not I'm going to upload individual files, or an entire folder. I'm going to go and select folder. In the exercise files under chapter four, I have a folder called school documents. Now currently this folder only has one document in it which is a detention sign-in sheet. I'm going to go and select the folder and click upload. Google's going to go through and quickly upload it. I can watch the process on the right hand side. And when it's finished, I can just go ahead and click the x to close the Upload Complete dialog box. So, now I have a folder that's been uploaded to my Google drive.

If I click on that folder, I can see that inside of it I just have this one file, which is Detention Sign In doc. If you have a .ds_store or some similar file that starts with a period, this was a hidden file inside of the folder on my computer. This is no longer needed. I can go ahead and select that and then click delete. The next thing I'd like to do is to go ahead and share this folder, school documents, with my entire team. That way other teachers in the building have the ability to upload their own documents and make them available for the rest of the staff. To do this, I'm going to go ahead and check the checkbox directly next to school documents. And I'm going to click on the share button in the upper navigation.

Now, when it comes to sharing, there are several things that I can do. There's a link to share, where I can copy and paste this into an email. Or I can choose to invite people directly from Google Drive. Choosing to invite them means that Google's going to send them an email with a link that allow them to quickly add this drive to their shared folders. I'm going to choose to use this invite option. I can go ahead and just type in people's names, such as Jeff and Jessica, and I can see them pop up, and just hit Tab. Or, if I've created group listservs, such as one that is teachers at Orange Valley School, I can go ahead and type in the listserv, and hit Tab.

What that means, is that every single teacher that's a member of the teachers@orangevalleyschool.com group, will automatically receive access to sharing this folder. Once I've typed in every name or group of the people I'd like to share this with, I need to select how they can interact with the file. By default, it sets to Can Edit. That means that every single person that's able to view the file can also go in and make changes to it. If I have some documents that I don't want teachers to be able to change, such as sharing schedules with them. I may want to switch this to Can View. I'm going to go ahead and leave this as Can Edit, and then click on Share and Save.

So at this point, every single person that was on the teacher's listserv, or the individual names that I typed in, will have received an email with a link, where they can choose to accept this folder. Now because I'm the one sharing this particular folder, it shows up in my particular drive. For the people that have accepted this, they're going to have to view this folder in the Shared With Me section. Because no one has shared any files with me, this section is currently blank in my Google drive.

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This video is part of

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Google Apps for Educators

36 video lessons · 3969 viewers

Aaron Quigley
Author

 
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  1. 2m 47s
    1. Welcome
      42s
    2. Things to know before watching this course
      1m 30s
    3. Using the exercise files
      35s
  2. 18m 22s
    1. What is Google Apps for Education?
      54s
    2. Setting up Google Apps
      4m 27s
    3. Verifying your domain name
      2m 40s
    4. Adding users
      5m 30s
    5. Customizing Google Apps
      4m 51s
  3. 26m 11s
    1. Configuring Gmail
      7m 37s
    2. Gmail communication
      5m 5s
    3. Creating a school signature
      3m 56s
    4. Archiving school communication
      2m 0s
    5. Sending large attachments
      3m 5s
    6. Using common shortcuts
      4m 28s
  4. 16m 12s
    1. Collaborating with calendars
      4m 47s
    2. Adding office hours with repeating events
      4m 48s
    3. Creating event invitations
      3m 0s
    4. Managing alerts
      3m 37s
  5. 8m 8s
    1. Understanding Google Drive
      1m 44s
    2. Creating a lesson-planning workflow
      3m 21s
    3. Centralizing school documents
      3m 3s
  6. 13m 6s
    1. Understanding Google Docs
      2m 30s
    2. Collaborating with Google Docs
      3m 10s
    3. Surveying other teachers
      7m 26s
  7. 26m 2s
    1. Getting started with a collaborative planning website
      3m 6s
    2. Adding collaborators
      1m 39s
    3. Adding pages
      3m 55s
    4. Styling your website
      5m 14s
    5. Styling individual pages
      4m 49s
    6. Adding dynamic elements for user interactions
      3m 55s
    7. Publishing your website
      1m 55s
    8. Google Sites in the classroom
      1m 29s
  8. 8m 14s
    1. Adding educational apps
      3m 6s
    2. Using YouTube for education
      2m 27s
    3. Teaching with Google Scholar
      2m 41s
  9. 45s
    1. Next steps
      45s

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