google tools for administrators

Presented by Lisa Perez, CPS Dept. of Libraries

GOOGLE TOOLS FOR ADMINISTRATORS

Access presentation and screencasts at:http://cpsproflib.wikispaces.com/cpaa12-1

USING GOOGLE FOR ADMINISTRATIVE

FUNCTIONS

What is it?

Applications and content that exist on the Internet.

What are the advantages?

• Content always available from any Internet-connected computer

• Applications, content, and contacts all flow together easily

COMPUTING IN THE CLOUD

SETTING UP A GOOGLE ACCOUNT

• RSS (Really Simple Syndication) feed aggregator

• Manage the blogs and news feeds you follow; see unread blogposts

• Add/subtract blogs at will

• Use mobile device apps to maximize information flow

GOOGLE READER

Screencast video

GOOGLE READER

GOOGLE DOCS SUITE

GOOGLE DOCS

• Similar to, although not as robust as, stand-alone word processing programs

• Can track comments/versions• Can share/edit with specific people or publicly• Collaborators do not need to use Gmail• Exports to various formats

ADMINISTRATOR USES

• Create a collection of basic documents for your staff that can be shared in the cloud and updated universally

• Share notes and status reports for various committee groups

• Use as a brain-storming tool or crowd-sourcing document

• Link from your school’s website to provide an instantly current document without updating the entire website

• Share important reports broadly• Store records of your own important

documents to be readily available to you from any Internet-connected computer

GOOGLE SPREADSHEETS

• Similar to, although not as robust as, Excel• Can track comments/versions• Can share/edit with specific people or publicly• Collaborators do not need to use Gmail• Exports to CSV, HTML, Text, Excel, Open Office, PDF• Script gallery, script manager, & script editor available

ADMINISTRATOR USES

• Create a collection of common spreadsheet templates that need to be used by staff most frequently

• Store common spreadsheets of non-sensitive data for retrieval from any Internet-connected computer

• Share data with other building administrators or committees

• Link appropriate spreadsheets to your school’s website and update on-the-fly

• Use the Google script gallery for useful scripts to improve functionality

GOOGLE FORMS

Create online forms that can be shared via links or embedded into websites

Submitted data dumps into spreadsheets for later analysis

• Forms can be shared• Dozens of form designs• Target respondents or leave

open to public• Export data into CSV, HTML,

Excel, text, Open Office, or PDF Screencast Video

ADMINISTRATOR USES

• Conduct online surveys• Gather data and status reports• Log regular data input that is tracked into a

cloud-based format for easy retrieval at home or school

• Solicit preferences, ideas, and suggestions

GOOGLE PRESENTATIONS

• Not as robust as PowerPoint or Keynote, but improving• Convenience of being cloud-based• Collaborate with colleagues• Share with specific people or publish to the Web• Embed in websites• Export as PDF, PowerPoint, or text• Review revision history

ADMINISTRATOR USES

• Save commonly used presentations for review and adaptation

• Allow absent teachers to view missed presentations

• Develop co-presented presentations online with colleagues at your school or anywhere in the world

• Use Google presentations for rotating slideshows, announcements, and images that can be embedded into other websites

MANAGEMENT TIPS

• Save in Docs or native file formats

• Manage sharing and permissions• Track versions

• Create notifications• Organize in collections that can

be shared• Turn forms off when not needed

GOOGLE MAPS

• Search for local maps or travel locations• Locate nearby businesses• Create custom maps• View Earth, satellite, traffic, transit, photo, and weather data

ADMINISTRATOR USES

• Get travel information, including best routes, travel distances, & nearby businesses w/customer reviews

• Send maps to email and phone• Save maps, embed in websites, or provide links

to your school or meeting locations• Provide aerial photos of your school to analyze

school grounds as they relate to the surrounding community

• Create custom maps to plot important related information

GOOGLE ALERTS

Use Google Alerts to monitor information on the Web related to your school, community, CPS, and professional information

Screencast video

GOOGLE CALENDAR

calendar.google.com

• Cloud-based calendars available from any computer• Overlay multiple calendars• Share calendars or keep private• Embed calendars in websites to communicate changes

immediately• Use to schedule events, rooms, and equipment

GOOGLE SITES

sites.google.com

• Easy-to-create websites• Control visibility and content• Update content immediately• Embed other digital objects,

such as Docs, calendar, polls, video, and slideshows

ADMINISTRATOR USES

• Create a school website or an internal website• Hold project or committee materials in a cloud-

accessible format• Showcase special projects, construction project

progress, special events information• Store and organize special information in a

private website.

GOOGLE FUSION TABLES

GOOGLE FUSION TABLES

Intensity Map

GOOGLE FUSION TABLES

ADMINISTRATOR USES

• Study school and community demographics• Create comparison data to analyze school factors• Embed in websites to share more broadly

Extensive tutorials & a Fusion Table forum help you get started

USING GOOGLE FOR BETTER TEACHING PRACTICES

GOOGLE CUSTOM SEARCH

• Create customized Google searches to limit the websites searched

• Ideal for inserting into assignment webpages

• Perfect for limiting search experiences for students to maximize time-on-task

GOOGLE TRANSLATOR

Embed a Google Translation widget allow visitors to your website to translate the webpage to one of over 30

languages. This is ideal for parent & community informational webpages, as well as for ELL students.

GOOGLE SITES FOR TEACHING

GOOGLE SITES FOR TEACHING

Science/math teacher site ^< Librarian site

GOOGLE SITES FOR TEACHING

• Teachers can create sites to share classroom procedures, announcements, field trip information, and homework assignments

• Communications can target parents and students• Compile all digital unit resources in one webpage• Include vetted links• Embed calendars, polls, slideshows, pictures, forms, documents• Allow or disallow commenting

GOOGLE URL SHORTENER

Generate shorter URLs to communicate links that are easily shared

GOOGLE SEARCH CUBE

Students can use Search Cube to perform Web searches in a visual interface.

Screencast video

GOOGLE NEWS

GOOGLE ART PROJECT

Search 18 art museums via virtual

tours or within artwork databases

Screencast video

GOOGLE ART PROJECT

GOOGLE ART PROJECT

A new email system & more

LOOKING AHEAD

LISA PEREZ

leperez1@cps.edu ~ @leperez1

Access presentation and screencasts at:http://cpsproflib.wikispaces.com/cpaa12-1