2013

International School of Management and Economics

Sanjul Bhakri and Core Team (Vu Trung Hieu, Nguyen Quynh Trang, Do Ngoc Anh)

[TRAINING DOCUMENT FOR APPS FOR EDUCATION] Some of Google Apps in Education and How to use them in ISME Contents 1. Overview about Google Applications for Education ...... 4 1.1 Introduction to Google Applications for Education ...... 4 1.2 Why use Google Applications for Education ...... 5 2. ...... 6 2.1 The different between normal Gmail account (@gmail.com) and ISME Gmail account (@isneu.org) ...... 6 2.2 How to use Gmail ...... 7 2.2.1 Send and receive mail ...... 8 2.2.2 Forming an email group by conversation ...... 11 3. ...... 12 3.1 Overview about Google Calendar ...... 12 3.2 Google Calendar in ISME ...... 13 3.2.1 Available in ISME gmail account ...... 13 3.2.2 User of Calendar ...... 13 4. ...... 20 4.1 Overview about Google Drive ...... 21 4.2 Access to Google Drive ...... 22 4.3 Folder in Google Drive ...... 23 4.3.1 Create a folder ...... 23 4.3.2 Move a folder ...... 23 4.3.3 Add to a folder ...... 24 4.3.4 Delete a Folder ...... 24 4.3.5 Recover a folder from Trash ...... 25 4.4 Share your document with other people ...... 26 5. ...... 28 5.1 What is Google Docs ...... 29 5.2 Work with documents ...... 30 5.2.1 Create a new document ...... 30 5.2.2 Upload and convert ...... 32 5.2.3 Find and open documents ...... 33 5.2.4 Rename a document ...... 35 5.2.5 Save documents ...... 37 5.3 Manage documents with multiple editors ...... 38 5.3.1 View and edit together ...... 40 5.3.2 View and revert to previous version ...... 42 5.3.3 Add comments ...... 45 5.3.4 Built-in Chat ...... 46 5.4 Basic formatting ...... 47 5.4.1 Text formatting ...... 47 5.4.2 Paragraph formatting ...... 50 5.4.3 Add images ...... 52 5.4.4 Insert links ...... 53 6. ...... 54 6.1 What is Google Sheets ...... 55 6.2 Enter data into spreadsheets ...... 56 6.2.1 Create a new sheet ...... 56 6.2.2 Edit a cell ...... 56 6.2.3 Add links in a spreadsheet ...... 58 6.2.4 Add images in a spreadsheet ...... 60 7. ...... 61 7.1 What is Google Slides ...... 62 7.2 Edit and customize your presentation ...... 63 7.2.1 Create a new presentation ...... 63 7.2.2 Insert a slide ...... 63 7.2.3 Add a theme or background image ...... 64 7.2.4 Add transitions and animations ...... 67 7.3 Edit and format slides ...... 69 7.3.1 Slide Layout ...... 69 7.3.2 Add text or objects to a slide ...... 69 7.3.3 Arrange objects on a slide ...... 70 7.3.4 Snap to grid ...... 71 7.3.5 Insert a video or an image into a slide ...... 71 7.3.6 Insert and edit in a slide ...... 73

1. Overview about Google Applications for Education

1.1 Introduction to Google Applications for Education

Google Apps for Education is a free suite of hosted communication and collaboration applications designed for schools and universities. Google Applications include:

● Gmail: 25 GBs ( and counting) of email storage and search tools that help your school find information fast and instant messaging from right inside your inbox.

● Google Calendar: A tool for educators and students to organize their schedules and share events and calendars with others.

● Google Drive: A tool to share documents, spreadsheets, and presentations. It can help you collaborate in real-time with your team or with your whole school. With 5GB of free storage, you can even store and share documents in other file formats, video, and audio files.

● : This tool helps educators and students to work together to keep related documents, web content and other information in one place, on one site.

● Google Vault: Vault is optional and adds archiving, e-discovery and information governance capabilities to Gmail for Google for Education domains.

Google Applications provide services within a school domain. Thus, Gmail application provided for ISME will have ISME domain (@isneu.org), instead of Gmail domain (@gmail.com). Therefore, direct competitors to Gmail accounts with ISME Domain are Yahoo mail and Gmail personal accounts. 1.2 Why use Google Applications for Education

• Free service:

With Google Apps for Education, schools no longer need to maintain costly servers and hardware, update and patch software, or pay for school licenses. The entire Google Apps suite is available free of charge to all schools and universities.

• Free Domain:

Google provides all the servers and back-end work, but the services all exist within your school domain. For example, all of ISME students’ and teachers’ accounts will have ISME domain (@isneu.org), not a Google or Gmail domain (@gmail.com).

• Aid in students collaboration:

Google Docs, Sheets & Slides, word processing applications within Google Drive, don't just give you access to the same document, they actually allow students to work on the same document at the same time from anywhere in the world.

"Collaborative projects really make for an excellent education experience not only because students bounce ideas off each other and improve each other's writing skills, but also because the process itself teaches them how to work well with others - a valuable skill for everyone." - Richard Ellwood, Technology Coordinator and Digital Arts Teacher, Columbia Secondary School.

• Preparation for workplace:

What better way to prepare our students for the newest technology in the workplace, than by giving it to them as a part of their education? Google Applications provide them with the latest, most innovative technologies and equip them with the skills to master new technologies to increase work efficiency. 2. Gmail

Gmail is the most important application in Google Apps. It allows users to send message, attach files, documents, create task list, etc . However, there are some main features of Gmail:

• Send and receive mail • Manage contact (form a group) • Store and organize mail • Manage and create task list (integrate with Google calendar) • Chat instantly in mail

The users of Gmail are students and teachers

2.1 The different between normal Gmail account (@gmail.com) and ISME Gmail account (@isneu.org)

In overall, normal Gmail account and ISME Gmail account are used to send , documents to one person or a group of people. They can also chat directly on gmail. However, ISME Gmail account has some characteristics that are more outstanding than normal Gmail account.

• More formal and recognized account: ISME Gmail account is given by an organization and belongs to that organization (ISME). • Used for official documents and communication • Can be merged with your personal Gmail account • Have more features to help you in group work and share materials such as Google sites, Google Calendar

2.2 How to use Gmail

The very first step is to access the website to log in directly by entering your email and password via the following address: https://accounts.google.com/

Or you can open https://www.google.com.vn/ to find Gmail at the top left corner of the page.

2.2.1 Send and receive mail

Compose message

Step 1: To write a new message, click “Compose mail” on the left corner of Gmail page

Step 2: Type email address that you want to send to in the “To” field. If you want to send to more people, entering another Gmail account in “To” field”

Step 3: Enter the subject of your message in “Subject” field

Step 4: Enter your new message

You can edit your message directly on Gmail by using editing tool above the compose window.

If you want to attach file or document, click the signal of “pins” below the compose window.

Then, choose the file that you want to attach. You can attach one or more than two files.

Click “open”

Wait until it is uploaded.

Step 5: Click “send” to finish.

If your mail is sent, Gmail will inform you in its homepage.

Note: You do not have to worry about losing the message you are writing because Gmail automatically saves your message every few minutes. You can access to your draft mail at “Draft” in the vertical bar in Gmail homepage.

You can view and edit the draft mail after clicking each mail in the draft box. After composing, you can save, send or discard your mail.

2.2.2 Forming an email group by conversation

After using Gmail account, you can see the list of contacts in your “Inbox”, it is Gmail group. Then, Gmail group will reply their original message, to create single conversation or thread.

If you have sent an email to many people in your list, all messages related to an original subject will be shown on one screen. Therefore, it helps you follow every conversation.

3. Google Calendar

3.1 Overview about Google Calendar

Calendar is one of the most highlighted features in Google Apps in addition to Gmail and Google Drive. Users can use it to create their own calendar to arrange appointments, events or deadline for assignments, furthermore, you can invite guests to join in activities list or invite others. In Calendar, the timetable is divided clearly into months, days and specific time.

3.2 Google Calendar in ISME

3.2.1 Available in ISME Gmail account

As mentioned above, ISME Gmail account (@isneu.org) has more features than a normal Gmail account (@gmail.com). Calendar is only available in ISME account. Therefore, before using Google Calendar, the users have to access to ISME account.

3.2.2 User of Calendar

There are two main users of Calendar in ISME:

Students

Students can use Calendar to add in events and appointments, classes with specific date and time by following these instructions:

Step 1: Log in ISME gmail account

Google Calendar can be accessed from any other products of Google Apps (Mail, Sites, Drive, Docs…).

After logging in ISME Gmail account, you can easily find Google Calendar at the top left corner of the below page.

Click “Calendar” and it will open automatically in a new tab.

Step 2: Find the day that you are a having a meeting in the calendar in the main screen.

Then, click on the time you want to start.

Click “Edit event”.

The details of the event will be shown as below:

Add name of the event.

Change time of event by choosing Date and time to start and finish in the next line.

Add location in “Where”.

Add a description of the event to provide you the general information of the event.

Choosing a color for the event to differentiate it from others. For example, if this event is very important, you can choose to highlight it by colors such as red, orange, yellow. If it is less important, you can choose colors such as blue, green, etc.

Next to the location, you can see “Add guest”. It allows you to invite friends by entering their ISME gmail accounts.

Choose a method of remind you of this event . There are two ways Calendar used to remind you of the event . You can choose to receive pop-up or email prior to the event date at “Add a reminder”.

To prevent overlapping in your schedule, you should choose “Busy” in “Show me as” so that the day you have events will be blocked out.

After fulfilling all the required parts, click “save” at the top of this page.

4. Google Drive

As the main features of Google Drive include Google Docs, Sheets, and Slides, which will be elaborated in later sections, this part will only give an overview of Google Drive and details of how to access it.

4.1 Overview about Google Drive

Offering word processing, spreadsheets, presentations, forms, and drawings and cloud- based storage, Google Drive provides an easy-to-use, integrated way for teachers and students to work together on projects, reports, and more, and to collect and share information in a secure online environment.

Some of the advantages of using Google Drive include:

Anytime, anywhere access

Web-based Google Drive safely stores documents online, making them accessible to authorized users from any computer or mobile device, whenever they're needed. No need to save files to a USB thumbdrive, you can always access your files from any internet browser.

Collaboration support

Google Drive lets users easily invite others to work on the same document, at the same time, without the hassle of attaching and sending documents. Sharing privileges ensure access by only the right people or groups, and allow either editing or read-only access.

Autosave and revision history

Continuous autosave ensures that current work stays safe, preserving ongoing drafts and edits. A complete revision history makes it easy to review, compare, or revert to a prior version at any point.

Shared folders

Files and Docs that are regularly used by teams or groups stay organized and up-to-date – without the need to manage and communicate changes.

Templates

Ready-made templates covering a wide range of document and report types help jump- start writing projects. You can also create and publish your own document templates to establish assignment structures for your students. Templates can be copied with one click and then modified like any other document.

4.2 Access to Google Drive

Links to Google Drive

You can access Google Drive from any of your school Google Apps product pages.

Step 1: In the top left corner of any product main page, you will see a list of links.

Step 2: Click Drive.

In addition to the links at the top left of any Google Apps page, you can also access Google Drive through a custom URL for your school:

Type http://drive.google.com/a/yourschool.org into your browser address bar. Please replace yourschool.org with your school Apps domain name

Convert attachments to Drive from Gmail

When you are using Gmail, Google will automatically detect supported file types for your attachments and offer an option to open the attachment using Google Drive, either as a Google document, spreadsheet, or presentation. When you open the attachment in Google Drive, you don't need to download the file to your computer and it will be available with the rest of your Google Drive files.

To automatically convert an email attachment to Google Drive, click the "Open as a Google spreadsheet" link in the attachment area at the bottom of the message. The document will then convert in a new window for you to view and edit as you would with any other file in Google Drive.

4.3 Folder in Google Drive

4.3.1 Create a folder

To create a folder in Google Drive on the web, follow these steps:

Step 1: Click the red Create button at the top left of your Google Drive.

Step 2: Select Folder from the drop-down menu.

Step 3: Enter a name for the folder.

Step 4: Click Create and the folder is created in My Drive

4.3.2 Move a folder

To move a folder within another folder, follow these steps:

Step 1: Right click the title and select Organize.

Step 2: Select the folder(s) that you'd like to place the folder in.

Step 3: Click Apply changes

4.3.3 Add files to a folder

To add a file to a folder, follow these steps:

Step 1: Select the item(s) in your Google Drive by checking the box next to its title.

Step 2: Click the Folder icon above your list of items.

Step 3: Select the folder where you’d like to store your items. You can also deselect a folder to remove a file from a particular folder.

Step 4: Click Apply changes.

When you're working with a file or Google document, spreadsheet, or presentation, you can add that item to a folder without having to go back to your Drive:

1. With the file open, click the Folder icon to the right of the file's title.

2. Select the folder where you’d like to store your items. Or, if you'd like, you can create a new folder.

4.3.4 Delete a Folder

To delete a folder, go to My Drive and follow these steps:

1. Check the box next to the folder you'd like to delete.

2. Click the Trash icon.

The folder will be moved to Trash, and all items in that folder will also be moved to Trash. If you've chosen to sync all items in My Drive, the folder will also be moved to your computer's trash bin.

4.3.5 Recover a folder from Trash

If you want to recover a folder, visit Trash in the navigation pane on the left. From there, select the folder in question, and select Restore from the menu options. The folder will be restored to your My folders list, and will contain any items that had been stored in the folder.

Click Empty Trash to delete all of the items in it forever. 4.4 Share your document with other people

When you've created your Google document, you can share it with your friends, family, or coworkers. You can do this from your Drive or directly from the document.

• From your Drive, select the document you want to share (you can also select multiple documents), and click the Share button.

• From your document, click the blue Share button in the top right of the window.

Then, follow these instructions:

Step 1: Under Invite People type the email addresses of people you want to share your document with. You can add a single person or a mailing list.

Step 2: To the right of the list of names, select "Can view," "Can edit," or "Can comment" from the drop-down menu.

Step 3: If you'd like to add a message to your invitation, click Add message and enter some text.

Step 4: Click Share & save. To skip sending an invitation, deselect the option 'Send email notifications (recommended).' Your collaborators and viewers will still be able to access the document from their Drive, but won't receive an email invitation. 5. Google Docs

5.1 What is Google Docs

The real-time collaboration of Docs in Google Drive makes it ideal for group assignments, revision cycles, and shared notes. Built-in tools like autosave and revision history, comments, and an equation editor are useful for students and teachers alike.

Some examples of how teachers are using online documents:

• Collaborate and share curriculum plans

• Consolidate notes for department or faculty meetings

• Create a simple webpage with docs publishing

• Share and collect assignments without printing

• Provide instant feedback to students

• Tracking instructional interventions

Some examples of how students can use online documents:

• Improve writing skills through peer editing and feedback

• Access documents in class or at home

• Work on reports, research, or papers together with peers in different classes, schools, countries

• Keep a continuous, running log for assignments such as journal entries, writing samples, etc.

5.2 Work with documents

5.2.1 Create a new document

From your Drive documents list

To create a new document, go to your Google Drive at http://drive.google.com , click the red Create button, and select Document from the drop-down menu.

From an existing Doc

You can also create a new document while in an existing document, spreadsheet, presentation, or drawing. Simply click the File menu, select New and choose Document.

5.2.2 Upload and convert

You can also upload a variety of file types into Google Drive and have it automatically convert into a document.

You can upload the following file types:

• .html

• .txt

• .odt

• .rtf

• .doc and .docx

To manually select files from your computer to upload to Google Drive, follow these steps:

Step 1: Click the Upload icon in the top left of your Documents List.

Step 2: Click Files..., and select the document you'd like to upload.

Step 3: Click Open.

When you upload a file, a box that indicates the progress of the upload appears in the bottom right of your screen. You can minimize the box or move it to the left or right of the screen. When you’re done, you can click the document title to open the uploaded file or close the box by clicking the x in the upper right of the box.

5.2.3 Find and open documents

Documents that you have created will always be saved in Drive.

You can easily search for documents by starting to type a search term, Google Drive will start to suggest documents from your list.

If you do not see the document you’re looking for in the suggestions, click the search docs link to see a full list of results.

There are also sections of Drive that can help you find your documents based on how you view the document, such as which documents are Owned by me, Shared with me, Not in folders and so forth. Some documents may exist in more than one section, such as a document someone shared with you that you have opened.

You can also browse documents in Drive by file type or other saved searches. Because Google Drive allows you to store any digital media, you can also browse for images and video in folders and Drive.

Finally, you can additional filters in your doc list to locate your documents. You can sort by when it was last modified, when you last opened it, title of the document, and more.

5.2.4 Rename a document

When you create a new document, Google Drive will start saving it as either Untitled or will create a title from the first few words entered in the document.

To choose a name other than Untitled, click the File tab from your doc, and select Rename. From here you can choose and confirm your document's title.

You can also edit the name by clicking the title displayed at the top of the page, and making your changes in the dialog that appears.

Finally, you can access the More menu when select a document from your Drive documents list From there, you can rename the document.

Please note: titles can be up to 255 characters long.

5.2.5 Save documents

Because Google Drive saves to a secure, online storage facility, you can create Docs, Sheets and Slides without the need to save to your local hard drive. You can also access your documents from any computer. In the event of a local hard drive crash, you won't lose your saved content.

If your browser or computer crashes, your document has been automatically saved and you will still be able to recover it – on any computer. Google Drive also keeps a complete revision history of your document, so you can revert to any version at any time.

You’ll see the status of your save up in the top right corner of your document, near the share button.

To save a copy of a document to your computer, you can download it. In your document, go to the File menu and point your mouse to the Download as option. Select one of the following file types: HTML (zipped), RTF, Word, Open Office, PDF, and plain text. Normally, we will download it as a Microsoft Word document. Your document will download to your computer.

5.3 Manage documents with multiple editors

Google Drive enables multiple people in different locations to collaborate simultaneously on the same doc from any computer with Internet access.

For example, teachers can work together on a single document to develop curriculum plans for the year. No one has to compile all the edits together, since everyone is making changes to a single document. Because the document is online, teachers can collaborate beyond the school site and start sharing with others within the district. With everyone contributing ideas and comments, everyone benefits from a more collaborative curriculum.

Another example is for students paired with another class for a group assignment. While the students may never have class together, they can start a document and edit it at any time. After class, they can even open the document and write together, chatting about the project directly in the doc. They can then share the document with a few classmates for peer editing. When they complete the project, they can share the final version or create a copy to share with the teacher, who can also provide the grade and feedback directly in the document. In this example, teachers can check the history to know if everyone does their parts in the group work.

With everyone working on the same document, there’s no back and forth of versions and edits. This can also accelerate the feedback and revision process, allowing teachers to provide quick comments and students to incorporate changes as they’re writing.

5.3.1 View and edit together

If you and another collaborator are editing the same document at the same time, a box with the number of collaborators appears at the top of the screen. If you hover your cursor over one of the boxes, the name of the collaborator will be displayed.

If other people are editing a document simultaneously with you, you will see their edits in real time. You can also see the text that other editors are highlighting as they select it. If someone is about to delete something on your screen or drag text somewhere else, you’ll see them highlight that text before anything changes.

You also have the ability to see their names listed at the top of a document. Click the arrow to the right of the names to open a tab where you can chat with other editors within the document.

Please note: Up to 50 people can edit a document at the same time. You can share a document with up to 200 people.

5.3.2 View and revert to previous version

Working in groups makes the AutoSaved and revision history feature especially helpful.

Since copies of your document are saved anytime a collaborator makes edits, it’s easy to check and see who made edits and when she did so.

To browse previous versions of a shared document, follow these steps:

Step 1: From your document, click File > See revision history.

Step 2: Changes are color-coded based on each collaborator, making it easy to tell what has been added or deleted. This is perfect for evaluating group projects, participation, and more.

While viewing the revision history, you can show more detailed revisions by selecting Show more detailed revisions.

If you change your mind about the most recent edits you or your collaborators made to the document, simply revert to an older version by following these steps:

Step 1: Click down through the edits until you find the version you want.

Step 2: Click Restore this revision.

Your document is reset to the version you selected. Now, when your collaborators view this document, they'll see the version you selected.

5.3.3 Add comments

Comments are a convenient way of adding notes to your regular document text and are visible to viewers and collaborators. These can be invaluable for communicating with collaborators about specific parts of the document, as well as making notes about changes you've made or would like to make.

Comments are useful for the feedback and revision process of drafting a document, as teachers or peer editors can add ideas or questions without disrupting the contents of the document. You can highlight as many or as few words you want to begin a comment.

Because a comment often leads to explanations or additional comments, Docs makes it easy to reply to a comment in the same format, allowing you to read a “conversation” of comments or have a discussion.

To add a comment to your document, follow these instructions:

Step 1: Place your cursor or highlight the text where you'd like your comment to appear.

Step 2: From the Insert menu, select Comment.

Step 3: You can also use the keyboard shortcut Ctrl+Alt+ M (Cmd+Option+M for Mac) to insert a comment.

Step 4: Type your comment in the box that appears to the right of the document.

5.3.4 Built-in Chat

Google Drive supports chat directly in the document without interfering with the contents of the document itself.

Chats are not saved with the document like comments or regular edits, but are primarily used for discussing a document among editors in real-time. Synchronous chats and real- time editing combined together can allow groups to work and communicate together without meeting face to face.

To start chatting with collaborators in a document, follow these steps:

Step 1: Find the number of viewers at the top of the document – if there are no viewers, then no one else is viewing or editing the document and you cannot begin a chat.

Step 2: Click the arrow to the left of the number of viewers to open a tab.

Step3: The names of those editing the document will appear in the chat window.

Step 4: Begin typing and chatting!

5.4 Basic formatting

5.4.1 Text formatting

Editing text in Docs is similar to using editors of other word processing software.

The Styles toolbar menu at the top of your document displays the style of your text selection in a document, and lets you change the style or clear the formatting of your text.

To change the font or text size, simply select the text that you'd like to change and click either the font menu, which lists Arial as the default font, or the text-size drop-down menu, set to 11pt by default. Choose a new font or text size and the changes are applied to the selected text.

Please note: Arial and Times New Roman only appear as options in the font menu if you have these fonts installed on your computer.

To view a list of heading available, click the menu that appears right before the Font drop- down menu, or click Format and select Paragraph styles. Then, choose one of the styles, which range from 'Heading 1,' the biggest, to 'Heading 6,' the smallest.

The styles toolbar also lets you choose a text color or highlight color:

Step 1: Highlight the text.

Step 2: Click the 'A' drop-down menu and choose a color for text color, or click the drop-down menu with the highlighter pen (it's next to the text color menu) and choose a color.

To see which menu option corresponds to the text you're using, simply click the text in your document. The color on the text color and highlighted color menus will reflect the color you're using. If you click the drop-down menus, the color in use will have a check mark next to it.

5.4.2 Paragraph formatting

Docs has standard selections for line spacing, paragraph alignment, and lists.

If you'd like to change the spacing of the document, follow these steps:

Step 1: Click the line spacing button on the far right of the toolbar

Step 2: Select an option from the menu.

If you’d like to change the alignment of a paragraph, place your cursor somewhere in the paragraph and click one of the alignment buttons.

Start a numbered or bulleted list by clicking on one of the list icons.

5.4.3 Add images

You can enhance your document by inserting images. Docs also lets you choose to display the image inline or fixed.

To insert an image, follow these steps:

Step 1: Click the Insert drop-down menu from the toolbar and select Image.

Step 2: Depending on what image you'd like to add to the document, click one of the options below, and follow these instructions:

o Upload: Choose an image from your computer and click the Upload button. Alternately, you can drag an image from your desktop if your browser supports this function. This feature is available only in the latest versions of Chrome and Firefox.

o Take a snapshot: Use your webcam to capture an image to use in your document.

o URL: Type the URL of an image from the Web and click Select.

o Your albums: Your web albums will automatically be displayed when you select this option. You can then scroll through an album to find the image you are looking for. o Google Drive: If you have images stored in Google Drive, then you can easily insert them into your document.

o Search: Enter a search term to find an image using one of the image sources below. Once you've found what you were looking for, click the image and the Select button.

5.4.4 Insert links

If you want to insert a link to a website or an online document as a reference, follow these steps:

Step 1: Click anywhere in your document where you'd like the link to appear.

Step 2: Click the Insert drop-down menu and select Link..., or click the link icon

in the toolbar. The 'Edit Link' window appears.

Step 3: Type the text you'd like to be displayed as the link (if you selected specific text, it will already appear in the 'Text to display' field). Leave this field blank if you want the full link to be displayed in your document. Step 4: Select either 'Web address', 'Email address’, or ‘Bookmark’.

Step 5: Enter a URL (or an email address if you selected 'Email address') in the second text box.

Step 6: Click OK.

6. Google Sheets

6.1 What is Google Sheets

Sheets in Google Drive allow teachers and students to easily aggregate, organize, and analyze information in one place. With advanced tools for sorting, formatting, creating and visualizing information with charts, pivot tables, and entering formulas, shared, online spreadsheets can be used in a variety of settings.

Some examples of how teachers can use online spreadsheets:

• Create a seating chart

• Record grades with an organized gradebook

• Track attendance, missing assignment, behavior reports

• Store a database of contact information for students and parents

• Use a word cloud gadget to visualize written responses

• Use an Apps Script to automatically email feedback to students

Some examples of how students can use online spreadsheets:

• Collect data from across the web for research

• Create interactive flashcards with a spreadsheet gadget

• Format a weekly class schedule

6.2 Enter data into spreadsheets

6.2.1 Create a new sheet

Creating a Sheet is similar to creating a Doc, except from instead of selecting Document, we will select SpreadSheet.

6.2.2 Edit a cell

Google Sheets looks and acts similar to other spreadsheet software. To get started entering content into a cell, just click a cell and start typing.

Please note: Each spreadsheet can be up to 256 columns, under 400,000 cells, or 100 sheets, whichever is reached first, to be converted to Google Drive format. There's no limit on rows. Uploaded spreadsheet files that are converted to Google Sheets format cannot be larger than 20MB.

To edit a cell that already has content, follow these steps:

Step 1: Choose one of the options below to place the cursor in the cell:

o Double-click the cell.

o Click the cell and press Enter.

o Click the cell and press F2.

Step 2: Edit the cell's content.

There are several different data types a cell can be, including various currencies, date, time, percentages, and rounding.

The data type of a cell applies to the whole cell. For example, you cannot have one part of the cell be a currency and the other a percent.

To select a different data type for a cell, follow these steps:

Step 1: While editing the spreadsheet, select the cell/s you'd like to change

Step 2: Open the 123 drop-down menu.

Step 3: Select the desired data type.

6.2.3 Add links in a spreadsheet

Since Google Sheets are created and accessed online, you can include hyperlinks to websites just as you might when creating a webpage.

Links in your spreadsheet can be useful for directly referring to your data sources. By keeping information in a spreadsheet, you maintain the ability to sort and analyze your information while including easy access to your references.

For example, if you were collecting research from around the web in a structured format, a spreadsheet could store the data and you could add a links to data in a “reference” column. Unlike listing entries in a word processing document, with a spreadsheet you can sort all the entries and perform analysis (such as averages, sums, etc). Anyone viewing your spreadsheet can view your data sources.

Please note: Like the other types of data and cell formatting, links in spreadsheets must be assigned to an entire cell, you cannot have just part of the text inside a cell be hyperlinked.

There are two ways to enter links into a spreadsheet:

1. Enter the full URL into a desired cell, and the entire cell will become a hyperlink. This is the quickest way to add a URL to your spreadsheet. With this method, the text inside the cell is the URL.

2. Enter the hyperlink formula, and you can specify the URL but assign separate text. Instead of displaying the full link URL in the cell, it can display the specific text you enter.

In this example, the first two links are using the hyperlink formula, and the last has just a URL pasted in.

With either method, whenever this cell is selected, a small "pop-out" icon will appear to the left of the cell. Click on this icon to open a new browser window linking to the included URL.

To use the hyperlink formula, follow these steps:

Step 1: Navigate to the cell you wish to edit.

Step 2: Double-click the cell, click the cell and press Enter, or click the cell and press F2 to edit.

Step 3: Use the hyperlink formula in this format: =hyperlink(“website URL”, “cell text”).

o For example, =hyperlink(“www.google.com”, “search the web”) would display the text search the web as a link to www.google.com

6.2.4 Add images in a spreadsheet

Users can now upload images directly into to Google Sheets. With this feature, you can upload an image already stored on your computer, take a picture with your webcam, search for an image online, or add personal photos directly from one of your or Google Drive. The possibilities are endless!

To upload an image, go to the Insert menu, select Image. Next, choose an image from one of the file sources to upload into your spreadsheet.

7. Google Slides

7.1 What is Google Slides

With Google Slides, you can easily create, share, and edit online presentations. Here are some things you can do:

• Share presentations with your students and coworkers.

• Upload and convert existing presentations to Google Drive format.

• Download your presentations as a .pdf, a .pptx, or a .txt file.

• Insert images and videos, and format your slides.

• Publish and embed your presentations in a website, allowing access to a wide audience.

• Draw organizational charts, flowcharts, design diagrams and much more right within a presentation.

• Add slide transitions, animations, and themes to create show-stopping presentations.

Developing your slide presentations online in Google Drive makes it easy to share and work concurrently on slides with others. With the ability to add drawings, images, and video, you can use presentations for a variety of projects.

Some examples of how teachers can use online presentations:

• Showcase student work on a class website with embedded presentations

• Create templates that outline specific topics for student presentations

• Publish “how-to” presentations with screenshots and videos

• Design certificates to print or to send virtually

Some examples of how students can use online presentations:

• Create a slideshow with pictures for a class project

• Collaborate easily for group presentations

• Storyboard videos, comic strips, written assignments 7.2 Edit and customize your presentation

7.2.1 Create a new presentation

Creating a Sheet is similar to creating a Doc, except from instead of selecting Document, we will select Presentation.

7.2.2 Insert a slide

There are four ways to insert a new, blank slide into your presentation:

1. Click the red + (plus) button directly above the list of slides on the left.

2. Go to the Slide menu and select 'New slide.'

3. Right click in the slide filmstrip and select 'New slide.'

4. Use the Ctrl+M (Cmd + M on a Mac) keyboard shortcut.

By default, the new slide will have a 'Title and Body' layout. To change this layout or apply a theme, go to the Slide menu, and select 'Change Layout' or 'Change Theme.'

7.2.3 Add a theme or background image

Themes, background images, and layouts are a good way for you to customize your presentation and tailor it to a particular audience.

Themes

To change or add a theme to your presentation, go to the Slide menu, and select Change theme. Select the theme you’d like to use, and it will automatically be applied to all of the slides in your presentation.

Background images

Background images let you customize your slides using an image that’s saved to your computer. You can apply a background image to a single slide or to all of the slides in your presentation.

To insert a background image in a slide, follow these steps:

Step 1: Select a slide.

Step 2: Go to the Slide menu, and select Background

Step 3: In the Background dialog box that appears, click the Choose button to the right of Image to select a custom image for your background.

Step 4: On the Insert image dialog, you can upload or drag an image, take a snapshot with your webcam, select an image by URL, use Google Image Search to find an image, select stock photos from an image library, select from your Picasa Web Albums, or images from your Google Drive. For best results, use images with an aspect ratio of 4:3 and 800x600 resolution.

Step 5: Once you select an image, click the Upload button.

Step 6: You'll go back to the Background dialog, where you can apply the background image to all of the slides in your presentation or add a background color. And then click Done to finish.

7.2.4 Add transitions and animations

Animations are helpful way to make your slides look more dynamic. They’re also a great way to reveal text or objects on a slide one step at a time. For example, you could have five bullet points of text, and reveal them one-by-one on the slide with each click.

You can also make moving from one slide to the next a little more interesting with transitions. You can add or modify slide transitions and animations in the Animations pane. Go to the Slide menu and select Change transition.

The Animations pane is split into two levels. At the top, you’ll see transition options. Use the drop-down menu to select a slide transition for the selected slide.

After selecting a transition, you’ll need to set the speed of the transition

After you’ve selected the transition type and the speed of the transition, you’ll have the option to apply this transition to all slides in the presentation.

At the bottom, you can apply animations to text and objects. 7.3 Edit and format slides

7.3.1 Slide Layout

When you create a new slide, you have 6 different options for a slide layout:

Please note: You can always customize the layout of your slide by inserting images, drawings, text boxes, tables, and more. If you plan to use a more custom format, you may want to select the Blank slide template.

7.3.2 Add text or objects to a slide

In Google Slides, you can draw lines, shapes and other objects directly on a slide your presentation. Go to the slide where you’d like to draw an object, and select a drawing tool from the Insert menu or from the toolbar.

To edit text or an object, click the shape. Then, you’ll see the toolbar display several formatting options for that object. If you’ve drawn a line on a slide, for example, you’ll see formatting options that include line weight, line dash, and arrowheads.

7.3.3 Arrange objects on a slide

If you’d like to change the way objects are arranged on a slide, select an object or multiple objects. Then, go to the Arrange menu and choose from the following options:

• Select an option from the Order menu to create overlapping effects with the text and objects in your slides. This will rearrange your overlapping text and objects in the order you choose.

• After selecting multiple objects, you can align them in a several ways by selecting an option from the Align horizontally or Align vertically menus.

• Go to the Center on slide menu to place your object(s) at the horizontal or vertical center of your slide.

• Use the Rotate menu to flip your object(s) horizontally and vertically.

• If you've selected three or more objects, you can evenly distribute the space between them horizontally or vertically by selecting the applicable Distribute option.

• Select Group or Ungroup to group multiple objects together. This makes it easier to format or move them around as a single unit.

Every option in the Arrange menu is also available when right-clicking on an object.

To move and resize multiple objects at the same time, hold down the Shift key while you click each object, or drag over all of the objects you'd like to select. If an object has already been selected, holding the Shift key while clicking an object will deselect it. 7.3.4 Snap to grid

Snap to grid allows you to easily auto-align text, images, shapes, and tables.

In the new and old versions of presentation, Snap to Guides is enabled by default. For the new version, you can enable or disable the Snap to Grid and Snap to Guides options under the View menu.

If you have the Snap to Guides option disabled you can also use the following keyboard commands to modify the way you work with objects on a slide:

• To turn off the grid to smoothly drag-and-drop your object, hold the Alt key (Option key on a Mac) while dragging an object.

• To create a duplicate of an object while leaving the original in place, hold the Ctrl key while moving an object.

7.3.5 Insert a video or an image into a slide

Images

Images are a good way to make your presentations more colorful. Here are six ways to insert an image into your presentation:

• Drag-and-drop an image from your computer directly into a slide.

• Drag an image from the web directly into your presentation.

• Upload an image that’s saved to your computer. Enter the URL of a publicly available image from the Internet.

• Take a picture with your webcam and insert it directly into the presentation.

• Find an image through Google Image Search.

• Choose an image that’s in one of your Picasa Web Albums or Google Drive

• Browse Stock photos and select an image.

Here’s how to insert an image in your presentation:

Step 1: Click the Insert image icon in your presentation toolbar, to the right of the T text icon.

Alternatively, you can go to the Insert menu, and select Image.

Step 2: Choose one of the options available to insert an image, and choose a file, enter a URL, or do a search.

Step 3: Once you’ve selected an image, click Upload or Select.

Step 4: The image will be inserted into the selected slide.

To move the image to another place on the slide, just drag-and-drop it. To resize the image, use the white resize handles surrounding the image.

Videos

You can add a video from YouTube into your presentation. Here’s how:

Step 1: Go to the Insert menu and select Video.

Step 2: Then, search for a video you'd like to insert or enter a URL from YouTube.

Step 3: After you've selected a video, check the box next to the video's thumbnail and click Insert Video.

Step 4: The video will appear in your presentation. Once you’ve started playing a video, you can maximize it to the full size of a slide by clicking the full screen icon at the bottom right of the video.

You can resize, move, and arrange the video much as you would any other slide object.

7.3.6 Insert and edit tables in a slide

To add a table to a slide in your presentation, follow these steps:

Step 1: Select a slide.

Step 2: Go to the Table menu, and select Insert table.

Step 3: Select the dimensions for your table.

Once your table appears on your slide, you can start editing it.

Add rows and columns

Step 1: Click inside the table to select a cell or row.

Step 2: Go to the Table menu and select from the following options:

o Insert row above the selected cell/row

o Insert row below the selected cell/row

o Insert column to the right of the selected cell/column

o Insert column to the left of the selected cell/column

Step 3: Or, right click a cell or cell range to access a menu that lets you to insert or delete rows and columns. You can also add rows to the table by selecting the cell in the bottom right corner and pressing Tab.

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