Google Apps for Educators
Illustration by

Centralizing school documents


Google Apps for Educators

with Aaron Quigley

Video: Centralizing school documents

Google Drive not only gives us the ability to The next thing I'd like to do is to go
Expand all | Collapse all
  1. 2m 47s
    1. Welcome
    2. Things to know before watching this course
      1m 30s
    3. Using the exercise files
  2. 18m 22s
    1. What is Google Apps for Education?
    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

Start your free trial now, and begin learning software, business and creative skills—anytime, anywhere—with video instruction from recognized industry experts.

Start Your Free Trial Now
please wait ...
Watch the Online Video Course Google Apps for Educators
1h 59m Beginner Nov 21, 2013

Viewers: in countries Watching now:

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.

Topics include:
  • What is Google Apps for Education?
  • Creating a Google account
  • Verifying the domain name
  • Configuring Gmail
  • Archiving school communication
  • Adding office hours to calendars
  • Centralizing school documents
  • Collaborating with Google Docs
  • Creating a Google site
  • Adding educational apps
Education + Elearning
Apps for Education
Aaron Quigley

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 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.

There are currently no FAQs about Google Apps for Educators.

Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.

Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

* Estimated file size

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.

Mark all as unwatched Cancel


You have completed Google Apps for Educators.

Return to your organization's learning portal to continue training, or close this page.

Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Thanks for signing up.

We’ll send you a confirmation email shortly.

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.