Google Apps Update Alert: Google Docs Mobile App

A new look for the Google Docs, Sheets, and Slides viewers on the mobile web Posted: 27 Jul 2015 02:18 PM PDT To create a consistent experience across the Google Docs, Sheets, and Slides viewers on the web on mobile, today we’re introducing a simpler, more uniform interface for each. In addition, we’re encouraging people to edit their Google Docs files in the mobile app, which is easier to use and offers more robust functionality. Going forward, when users open Docs files on the mobile web and attempt to edit, they’ll be taken directly to the app or given the option to download it. Like with Google Sheets and Slides files, they’ll no longer be able to edit Docs files on the mobile web. Check out the Help Center for more information. Launch Details Release track:  Launching to both Rapid release and Scheduled release Rollout pace:  Full rollout (1–3 days for feature visibility) Impact:  All end users Action:  Change management suggested/FYI

Google Apps Update Alert

Better email security and compliance with attachment scanning and file type detection Posted: 23 Jul 2015 01:33 PM PDT Email compliance settings allow Google Apps admins to set policies to regulate the delivery of both internal and external email for their organization. Today, we’re announcing two different policy improvements to further enhance email security: Attachment scanning The Content compliance setting enables admins to specify what action to perform for messages based on predefined sets of words, phrases, text patterns, or numerical patterns contained within their content. Similarly, the Objectionable content setting enables admins to specify what action to perform for messages containing specific word lists that they create. Previously, each of these policies supported the scanning of the body of email messages and text attachments only. With today’s launch, the policies will also scan the content inside common attachment types―such as documents, presentations, and spreadsheets from different productivity suites―for increased security. File type detection The Attachment compliance setting enables admins to specify actions to perform for messages with attachments based on file type, filename, and message size. Previously, the policy relied solely on the file type extension when identifying matches. With today’s launch, we’ll start scanning and identifying the actual file type of attachments, preventing the renaming of most file type extensions to circumvent attachment policies. Check out the Help Center links below for more information on these security improvements. Launch Details Release track: Launching to both Rapid release and Scheduled release Rollout pace:  Full rollout (1-3 days for feature visibility) Impact:  Admins only Action: Admin action suggested/FYI For more information: Help Center: Content compliance Help Center: Objectionable content Help Center: Attachment compliance Note: all launches are applicable to all Google Apps editions unless otherwise noted Launch release calendar Launch detail categories Get these product update alerts by email Subscribe to the RSS feed of these updates

Prevent individuals from changing their Google+ profile names Posted: 23 Jul 2015 11:12 AM PDT With today’s launch, we’re introducing a new setting in the Google Apps Admin console that gives Apps admins control over whether or not people in their organizations can edit their profile names in Google+. By default, people can change the profile name that’s displayed for their Google+ profile. The new display name is also used in all other Google products, except for user-edited Gmail usernames. Starting today, admins can decide to disallow name changes. If changes are disallowed, all Google+ profile names that were previously changed by individuals will be replaced by their corresponding names in the Admin console directory.   If admins decide to prevent users from changing their Google+ profile names, we recommend the following to minimize any confusion: Inform people in your organization that their profile name might change—before you modify the setting.  Advise people to contact their Google Apps admin if they need to change their profile name after the setting is changed. Visit the Help Center to learn more about managing Google+ profiles. Launch Details  Release track: Launching to both Rapid release and Scheduled release Rollout pace:  Full rollout (1-3 days for feature visibility) Impact:  Admins only for new setting All end users on Google+ if the setting is changed Action: Change management suggested if changing setting For more information: Help Center: Manage Google+ Profiles Help Center: Prevent users from changing their Google+ profile names Note: all launches are applicable to all Google Apps editions unless otherwise noted Launch release calendar Launch detail categories Get these product update alerts by email Subscribe to the RSS feed of these updates

Google Apps Update Alert: View and Comment Permissions Clairfied

Clearer indication of 'View' and 'Comment' access in Google Docs editors Posted: 20 Jul 2015 10:04 AM PDT In an effort to make it more clear when people using the Google Docs editors have only ‘View’ or ‘Comment’ access to a file―and to simplify the process of requesting edit access―we’re making some minor UI tweaks. Starting today, those with ‘View only’ access to a document, spreadsheet, slide, or drawing will see a new blue button in the toolbar: Those with ‘Comment only’ access to a spreadsheet, slide, or drawing will see a similar green button (in documents, the ‘Suggesting’ mode indication will remain in the right side of the toolbar): Clicking on the button allows one to easily request edit access from the file owner: Check out the Help Center for more information on file sharing. Launch Details  Release track:   Launching to Rapid release, with Scheduled release coming in two weeks Rollout pace:  Full rollout (1-3 days for feature visibility) Impact:  All end users Action: Change management suggested/FYI More Information Help Center

Google Apps Update Alert: Sharing Settings

Notification of invalid sharing settings in Google Drive, Docs, Sheets, and Slides Posted: 20 Jul 2015 12:13 PM PDT Sharing files in Google Drive, Docs, Sheets, and Slides is crucial to collaboration, but it’s important to maintain confidentiality by setting the appropriate file-sharing permissions. As such, employees can share files only to the extent allowed by their Google Apps administrators (for example, as an Apps admin, you can restrict employees from sharing Drive files and folders outside of your organization). This launch will provide employees with more information on how their files are being shared. In particular, the “Sharing with others” dialog will now show employees warnings when: a file is shared with a person outside of the sharing employee’s domain, but sharing outside of that employee’s domain is disabled, a file is shared with a person outside of the sharing employee’s domain, but sharing into the receiving person’s domain is disabled, and/or a file is shared using one of the “anyone” options, but sharing or publishing outside of the sharing employee’s domain is disabled. Launch Details Release track: Launching to Rapid release, with Scheduled release coming in two weeks Rollout pace: Full rollout (1–3 days for feature visibility) Impact: All end users Action: Change management suggested/FYI More Information Help Center Note: all launches are applicable to all Google Apps editions unless otherwise noted Launch release calendar Launch detail categories Get these product update alerts by email Subscribe to the RSS feed of these updates

Tech Tip Tuesday: Keep Awake Chrome Extension

Keep Awake is a free Chrome extension that will prevent your Chromebook from going to sleep. It is available in the Chrome Webstore.   It will temporary disable the power management on your Chromebook.  It adds an icon in the browser at the upper right hand corner that will give you the following options:

The sun icon will prevent your Chromebook from going into sleep mode.  It will keep your screen on. 

The moon icon will allow your Chromebook to behave the same way as if you did not install the extension.  Meaning, after a few minutes of inactivity, your Chromebook will go into sleep mode.

The sunset icon will allow your Chromebook screen to be on, but it will eventually dim and go into sleep mode.  The network connections will remain active.  

All you have to do is click on the icon and it will toggle through the options.  Enjoy!

Google Apps Update Alert - Mobile Notifications for Google Classroom!

New content notifications in the Classroom app Posted: 15 Jul 2015 11:31 AM PDT Over the next few days, students will begin receiving mobile notifications via the Classroom app for Android and iOS when new content is added to their classes. For instance, students will be alerted immediately when they receive new assignments or grades, notes from teachers, comments from fellow classmates, and more—allowing them to stay on top of their schoolwork even more easily.    Launch Details Release track: Launching to both Rapid release and Scheduled release Rollout pace: Full rollout (1-3 days for feature visibility) Impact: All end users Action: Change management suggested/FYI More Information Help Center (Teachers) Help Center (Students)

Google Apps Update Alert - Admin Console

New privilege in Admin console will make transferring data ownership easier Posted: 16 Jul 2015 09:20 AM PDT Currently, super admins and delegated admins with the Drive service privilege can transfer Google Drive content from one employee to another in the Drive section of the Admin console. Recently, we introduced a new Data Transfer privilege in the Admin console (located under Admin roles > Privileges > Admin API Privileges). Over the course of the following week, super admins and those delegated admins who already have the Drive service privilege will have this Data Transfer privilege enabled automatically. Once that auto-enablement takes place for your domain, you and any other admins will need to have both the Drive service privilege and the Data Transfer privilege in order to transfer data in the Drive section of the Admin console. Note that super admins will continue to be the only admins allowed to transfer data when deleting users. They’ll also have the option to revoke the Data Transfer privilege from any delegated admin. In the near future, we’ll introduce a Data Ownership Transfer API, which will require this Data Transfer privilege and allow admins to programmatically transfer ownership of various Google data—in bulk—from one employee to another. We’ll provide more details when that API is available. Launch Details Release track: Launching to both Rapid release and Scheduled release Rollout pace: Gradual rollout (potentially longer than 3 days for feature visibility) Impact: Admins only Action: Admin action suggested/FYI More Information Transfer ownership of Drive documents Administrator privilege definitions

My First Google Hangout on Air Reflection!

I am offering an online Google Basics Summer class to staff at the +William Davies in which I am implementing many concepts of Google apps.  The summer class main focus will be on Google Drive, however, it will be using other apps such as Google Classroom, Hangouts, Communities, Chats, Google Plus, Calendar and Gmail.  All of the participants are using their Google Apps for Education account to complete the online class. We meet every other week for about an hour in which I teach the teachers, provide professional development, about the basics of Google Drive.  In turn, they are given hands-on activities and assignments to complete.

I wanted to make it flexible for my students so that they have the option to watch my lesson at any time.  Well, that means I had to use Google Hangouts on Air because it allows me to teach my lesson, record, and publish it.  Also, once the broadcast is over, the video becomes available on my YouTube channel.  

For the first class, I had 4 students, in which they were able to join the Google Hangout on Air and participate in the lesson.  I did mute their microphones because of sound interference.  

Since this was my first time providing instruction using Google Hangout on Air, I was not familiar with it as I would have liked to have been, so the first recording took a bit longer. Once we got through a few technical hurdles, I was able to provide instruction on Google Drive.

I think it is important to reflect on your experiences so that you can learn from them and improve the next time.  Since I explored an unfamiliar area, I would like to reflect on a few things:  

1. Be sure you are in a quiet room or area of your home. It is much easier to work in this type of space where there are no distractions.
2. Equipment - make sure you have a quality microphone and headphones.  I did not realize that my voice sounded muffled until after the recording was over.  (So, I purchased a microphone from Amazon, the Audio Technica 2005. This was recommended by +Jeffrey Bradbury of TeacherCast).  I simply used a pair of earbuds for this session and I will try using a better pair next time.
3. Check the sound settings on your computer and in Google Hangout on Air to help with any adjustments to the sound quality.
4. Screen sharing - most of the time, I did not have my screen maximized for my audience.  Next time I will maximize my screen so that the audience can see my keystrokes and options better.
5. Practice Practice Practice - I will practice a lot more so that I can feel more comfortable with the interface.  In addition, this will allow me to test the sound quality and my new microphone too.

If you would like to listen to my first Google Hangout on Air webinar, click on this link.  Just be warned, I sound like a robot!  Live, learn, reflect, redo!

How to: Insert Bookmarks and Links into a Google Doc

I am sharing a screen cast with you that I created which will demonstrate how to insert links, and bookmarks using a table of contents into a Google document.  This will allow the reader to quickly arrive at a specific section in the Google document.

Here is the video link:  https://youtu.be/Yc1kCkS92_Y

I hope you found the tutorial helpful.  Stay tuned for more screen casts on Google topics.

Tech Tip Tuesday: Google Calendar

If you want to add the week number in your Google Calendar, follow the directions below:

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1. Go to your Google Calendar
2. click the drop down arrow to the right of the Other calendars item in the left-side column and select Browse Interesting Calendars.
3. select More from the top of the screen.
4. This then presents a list of available calendars (Holidays, Phases of the Moon etc.) and at the bottom of the list is Week Numbers.
5. Click the Subscribe button to the right of the screen and then use the Back to calendar link at the top of the screen to return to the calendar.

You will now see the Week Number displayed in the Monday column when in Week or Month view.

You can verify that the weeks are counted correctly by viewing the month of January and checking that it starts with week number 1.

My Reflection of ISTE 2015

I attended ISTE 2015 in Philadelphia for one day and it was an awesome experience.  I heard from other people that it is overwhelming, and that statement is completely accurate. I want to reflect on a few concepts that I learned. These are just 3 of many concepts that I learned. I took a lot of pictures of QR codes, brochures, and links that I will reference later.

Since I only attended one day, I created an agenda of what I was going to see and visit.  I used the ISTE app and favorite sessions, and wrote them down on a piece of paper.  I used this as my guide for the day.  This was extremely helpful.

In addition, on the days I was not at ISTE, I followed the #ISTE2015 on Twitter and I was able to learn about different topics.  I even joined a live broadcast on the ISTE Ignite session on Sunday using Periscope.  It was awesome to hear inspiring stories from other educators.

One of the BYOD sessions I attended was Create your First Touchcast.  I was so happy I was able to attend this session.  I learned about the Touchcast app and how easy it is to create a video.  Here is a Google Doc that was shared with the audience.  A Touchcast will allow students to create videos and express their interpretation of their learning.  Here are some tips that were expressed during the session:

• Plan your Touchcast (scripts, and use the teleprompter in the app)
• Use the Google Doc template planning sheet
• Record your video (can import videos too)
• Then add the effects, titles
• Add your vApps
• Add a clip with whiteboarding

Another area that I spent a lot of my time was in the poster section hall. This area is where students, teachers, admins, and more showcased their projects. One project that I loved was the BYOT^4 Club, Bring Your Own Technology, Tricks, Tips, and Tools. It was a student driven club that was teacher guided. The students told me they are given a list of apps to review in which they used a Google Form to submit their opinions. These apps were provided by the teacher. In addition, the students learned how to create their own app, code, and problem solve. It has given me the inspiration to start a similar club at the +William Davies Middle School in the 2015-2016 school year. For more information, you can visit the BYOT^4 website.

Finally, being a Google Education Trainer, I had the privilege to demo Google Expeditions. This is a new tool from Google that allows you to go on virtual field trips around the world. I visited the Galapagos Islands where I was able to explore the ocean floor, coral reefs, sea life and more. It reminded me of AR, (augmented reality). 

Everyone wore a set of headphones, and used Google Cardboard, which consisted of a smartphone, (a Nexus phone was used here). The instructor, as shown above, used the same equipment in addition to a tablet and a microphone to narrate the field trip. Everyone who was included in this field trip heard the guided tour. It was a great experience. Imagine how the students would react! In the future, Google will give teachers the option to create their own field trips, but right now, the pre-defined packages are available. This product is still in beta.

In conclusion, I was so excited to attend ISTE 2015 in Philadelphia. I learned so much and was able to collaborate with many people. It truly was a great experience and I would highly recommend attending this conference.

Google Apps Update - Google Maps

Create and manage custom maps in Google Drive Posted: 01 Jul 2015 10:25 AM PDT Google My Maps makes it simple to create, share, and publish custom maps online for a variety of business purposes—from publicizing a company’s location to mapping delivery routes and planning events. Now integrated with Google Drive, My Maps allows anyone to easily create maps with custom lines, shapes, and placemarks, to import geographic data (like addresses, places, and coordinates) into maps, and to share maps as they do other Drive files. Shared maps are subject to the same permission settings as other Drive files, allowing Apps admins to decide which groups of employees can share maps within or outside of their domains. Google Apps admins can turn the My Maps service on or off for their entire domains or specific OUs from within the Admin console (under Apps > Additional Google services). Note that these maps are only available on the web; they can’t be accessed offline and can’t be synced to an individual’s hard drive. As with Google Docs, Sheets, and Slides files, maps do not count toward one’s Google Drive storage limit. Check out the Help Center links below for more information. Release track: Rapid release and Scheduled release More information: My Maps Help Center Manage your maps in Google Drive Google for Work Blog post

Google Apps Update - Google Hangouts

Accept or reject external guest requests to join Hangouts video calls with the Hangouts iOS app Posted: 30 Jun 2015 07:36 AM PDT We recently completed the cross-platform rollout of a feature allowing Google Apps customers to share links to Hangouts video calls so that external meeting guests may request to join if not explicitly invited. Previously, video calls shared with the link required someone in the Apps domain of the Hangout video call to accept those requesting access on the web. With today’s launch, we’ve enabled this accept or reject functionality in the latest version of the Hangouts iOS app. To accept or reject a request to join a video call on your mobile device, tap the ‘Accept’ or ‘Decline’ button in the pop-up screen that appears when a guest is requesting to join. This functionality is coming soon to the Hangouts Android app. Release track: Rapid release and Scheduled release For more information: Help Center Get the latest Hangouts app in the App Store