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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.
As our calendar starts filling with events, it's important to know how we can be reminded of upcoming events. For example, some things I might want to receive an email about, and other things I might just need a pop-up message to remind me that it's coming up in a day or so. Also, as we start using events for collaboration, we can choose to receive emails, or not receive emails, when certain events happen. Because often we're on events with a lot of people in an educational school such as every single teacher in the building or every single student in your class. You may not want to receive an email every single time someone accepts an invitation to an event that you've created.
Let's go and talk about how we can manage those settings directly inside of Google Calendars. The first thing we'll take a look at is how to manage the settings for an individual event. If I come to a single event and click on it, I can then click on Edit Event. At the very bottom of each individual event, I can choose to set or remove reminders. Reminders come in two different forms. The pop-up form, which will literally be a small corner pop up if you're logged into Google Calendar, or you can have it email you. The nice thing about an email reminder is if you have your Google Apps for education built into your smart phone, you can automatically receive that email whenever it comes in.
You can also choose the time of how far ahead of the event you'd like the reminder to happen. This can happen in minutes, hours, days, and even weeks. In addition to that, you can set multiple reminders. So for example, maybe I want to be reminded one day before a particular event's going to take place. And then again ten minutes before the event takes place. Now whatever I choose to set in this particular event, when I click Save, it's only going to impact collaborative planning. It's not going to impact my office hours or anything else. Every now and then we want to make changes that are going to impact every single event on our calendar.
To do that, we need to go to the Settings menu. We can access Settings by clicking on the icon on the right hand side. And then choosing Settings in the drop down menu. Here under the Settings tab, I'm going to click on Calendars. From the Calendars menu, I have the opportunity to manage reminders and notifications that are calendar-wide. So whatever changes I make at this point will impact the entire calendar that I'm looking at. I'm going to go and click on Reminders and Notifications under the Notifications section. From my own calendar or the Aaron Quigley calendar. When I do that I can see that some default event reminders.
For example maybe if I create a new event inside the Aaron calendar, I'd like a pop-up reminder five minutes before the event and I'd like an email reminder one hour before the event. In addition to event reminders, I have some options on the right-hand side of how I would like Google to remind me when certain things happen inside of calendar. For example, when someone creates a new event, I can either have it emailed to me or sent SMS to my cell phone. This would come in as a text message. Now notice that even though I unclicked email I'm unable to click SMS. That's because I've not linked a mobile phone yet to my particular Gmail account.
I'm going to go ahead and leave email selected this time. By default, you'll receive an email when new events are created, when someone changes an event, cancels an event or when there's event responses. What I'd recommend, is if you're in a large school and there's a lot of teachers that are commonly responding to events that either you created or that you're on the guest list, that you uncheck event responses. This way in case your principal creates a staff meeting event and invites the entire staff, every single time someone responds to that, you won't receive an email. You will only be receiving email on the new event, and if the event has changed.
The last thing you can choose to receive in the notification section is a daily agenda. What the daily agenda will do for you is Google will automatically at 5:00 a.m., in your current time zone, create a list of all the events that you have going on that day and email it to you. This way you can print it out, stick it on a clipboard, and maybe have it with you in the classroom as you're going through your instructional day, so you don't forget about upcoming appointments. Once you've made the changes you'd like, we can go ahead and click on the Save button. Don't forget that these are reminders and notifications were for one specific calendar. Be sure to set up the reminders and notifications for each individual calendar that you have.
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