Hamilton ISD

New Teacher Technology Packet

Technology Department 7/30/2013

2

Table of Contents

Teacher Laptops Info……………………………………………….………………………3

Things to Remember When You Are Outside of HISD Network.……....4

Wireless Network Info………………………………………………………...….........5

Deep Freeze………………………………………………………………….….….…..…..…5

Laptop Care…………………………………………………………………….……….....….5

Google Drive………………………………………………….………………….…………….6

Google Drive Installation………………………………………………..……….………6

Google Drive/Google Docs….............................................................7

Google Drive Folder…………………………………………………………………...……8

About Google “My Drive”…………………………………………………….………….9

Google Drive Icons & Buttons……………………………………………………….…9

How To Search Your Google Drive…………………………………………….…...10

Sort Files in Your Google Drive……………………………………………….………12

Sync Google Docs to Your Computer…………………………………………...…13

Google Docs……………………………………………………………………….....………13

Manually Download Files to Your Computer……………………..….……….14

Upload a File to Your Google Drive………………………………………………..15

Printers………………………………………………………………………………………...16

How to Install Ricoh Copier/Printers…………………………………………..…16

VoiP Phone Setup…………………………………………………………….…………...20

VoIP Phone Settings………………………………………………………………………21

Technology Department Contact Info…………………..………………………21

3

Teacher Laptops

These laptops are automatically setup to save all of your documents, pictures, etc, to your network drive. This

means you will not have access to your files while at home unless they are stored on a server in the cloud such as

Dropbox or Google Drive. Any files that are changed or created while at home will need to be stored in a cloud

service such as Dropbox or Google Drive or on the Thawspace of your computer and then moved to your network

directory.

To get to your network drive you can click on the folders icon in the bottom left hand corner of your screen.

This will come up with a screen that looks like this where you can browse your documents.

4

When you click on save in a document, it should look like this. You can choose to save the documents in the folders

in your user directory.

You’ll see a list of libraries on the left hand side of your screen, and select the Documents and the folder you wish

to save it in.

You will notice a small green circle in the bottom right hand of

your laptop next to the time. That is the sync icon.

This will sync files on your network directory with a temporary cache folder on your computer.

Your computer should automatically sync at certain parts of the day or

when you log off or shut down your computer. To manually sync the

files, you’ll just need to right click on it and select Sync All.

We have designed these laptops to save files to your network directory in case of theft, or computer malfunction,

your files will be on a separate location, and backed up.

When you are at home or away from our network please remember

1) You will need to save your documents in your thawspace or on a flash drive and then move the documents to your network directory. Any documents that are on the Thawspace of the laptop are vulnerable to being lost or wiped clean in case your laptop needs to be re-imaged. You can also use Google Docs through your school email account to save documents when you are not connected to the

5

network or another cloud based document server. (ex. Dropbox) You can also install Google Drive that stores up to 5 GB of documents, pictures, etc. Further in the document you will find instructions on how to download Google Drive to your computer.

Wireless Network Our wireless network has two different wireless systems. One system is named HISD, this is for the students and the public. This network has filters on it that prevent users from going to sites such as YouTube. There is also a network for teachers and administrators known as HISD Teach. This network has less filters put on it so teachers can access more sites than students. The password to HISD Teach is only known by the Technology Department, if you are unable to connect to the HISD Teach wireless please contact the Tech Department and we will come input it for you.

Deep Freeze Info

These laptops have a program known as Deep Freeze installed. Deep Freeze is a program that “freezes” your

computer that keep spyware and viruses to a minimum. You will notice that when your computer is Frozen the

polar bear appears as shown . This means that the computer is in a frozen state, and ANY CHANGES MADE

OR PROGRAMS INSTALLED WILL NOT BE SAVED WHILE COMPUTER IS FROZEN. To thaw the computer, you will

need to hold down the shift key and double click on the polar bear icon. Type in the Deep Freeze password

(contact the Technology Department for the password) and then select the middle option to thaw upon 1 restart.

Restart the computer and the polar bear should now have a red x on it . This means your computer is thawed,

and any changes that are made will still be on the computer once the computer is restarted.

Laptop Care

It is also important to know to keep the laptops on a hard surface when using them. Do NOT place them on a

pillow or on your lap because they need to be able to ventilate and cool. Overheating can cause damage to the

laptop and its components.

Also do not pick up laptops by their screens when moving them. There is a risk that you can crack the screen when

doing so. There have been instances where we’ve had to replace laptops whose screens were cracked due to

someone picking them up by the screen.

Also these laptops are for school use. You are allowed to take them home for use, but you are responsible for any

damages that occur at your home. If you wish to take the laptop home, you are responsible for the purchase of a

laptop bag to ensure that the laptop isn’t damaged.

6

Google Drive For a more in depth look at Google Drive you can go to Google Drive Help to view this information as well

as others

Overview of Google Drive Google Drive lets you store and access your files anywhere -- on the web, on your hard drive, or on the go. Here’s how it works:

1. Go to Google Drive on the web at drive.google.com. 2. Install Google Drive on your computer or mobile device. 3. Throw your files in Google Drive. It’s right there on your device.

Now your files go everywhere you do. Change a file on the web, on your computer, or on your mobile device and it updates on every device where you’ve installed Google Drive. Share, collaborate, or work alone: your files, your choice.

Store the first 5 GB of your stuff for free.

When your Google Drive grows, get another 25 GB of space (or more!) starting at $2.49 per month.

Access everything in your Google Drive from all your devices.

Your files are always waiting for you at drive.google.com, but you can also get them straight from your computer, smartphone, and tablet. Install Google Drive on multiple devices and Google Drive makes sure they’re all the same. You can even get to your files after you go offline.

Keep files synced. Just connect to the web – it's pretty much automatic.

Any time your device has Internet access, it checks in with Google Drive. That ensures your files, folders, and Google Docs are always up to date. Change something on one device and it changes everywhere.

Stop emailing attachments. Start sharing.

Google Drive lets you choose exactly who – friends, family, colleagues – gets your files. You don’t need email attachments anymore. Just share your file, folder, or Google Doc from any device.

Keep collaborating!

Do you collaborate with others in Google Docs? Google Drive lets you continue to create, access, and collaborate in a version-free world.

Install Google Drive on your computer

Step-by-step installation instructions for Windows and Mac.

You can install Google Drive for your Mac/PC as soon as you have access to Google Drive on the web.

Windows

7

1. Go to http://drive.google.com . 2. Click the Download Google Drive for your PC button. 3. Open googledrivesync.exe to automatically install and start Google Drive on your PC. (You may receive a

warning that Google Drive is an application downloaded from the Internet. Click the Open button.) 4. Enter your Google Account username and password in the window that opens. This will be the account

associated with Google Drive for your PC. 5. Complete the installation package instructions. 6. Launch Google Drive for your PC from the Start menu. Drag files and folders into your Google Drive folder

to begin syncing items to My Drive (part of Google Drive on the web).

Mac

1. Go to http://drive.google.com . 2. Click the Download Google Drive for your Mac button. 3. Open installgoogledrive.dmg. 4. Open the installation file and drag the Google Drive icon to your Applications folder. 5. Open Google Drive from your Applications folder. (You may receive a warning that Google Drive is an

application downloaded from the Internet. Click the Open button.) 6. Enter your Google Account username and password in the window that opens. This will be the account

associated with Google Drive for your Mac. 7. Complete the installation package instructions. 8. Launch Google Drive for your Mac from the toolbar. Drag files and folders into your Google Drive folder to

begin syncing items to My Drive (part of Google Drive on the web).

Google Drive is the new home for Google Docs

Watch this video to see what's new you can go to this link to view the video

Your files are now stored in Google Drive, and you can access them anytime at drive.google.com. Just like before, you can upload, edit, share, and create files online. But with Google Drive, you can access your files wherever you are, from any device. And you can work with even more file types by installing Google Drive apps.

To access all of your files, folders, and Google Docs, you have three options:

Sign into Google Drive on the web at drive.google.com.

Open the Google Drive folder on your computer (created when you install Google Drive for your Mac or PC).

Go to the Google Drive mobile app on your Android or iOS device.

What's the same

If you've used Google Docs, some things in Google Drive will be familiar.

Create Google Docs by clicking the red Create button.

Share with exactly who you want — without email attachments.

Search or sort your list of files, folders, and Google Docs.

Preview files and Google Docs.

What's changed

Collections are now called folders.

8

More things have been added to the Settings menu, including upload settings.

The left navigation has new views: o My Drive o Shared with me o Activity

The Home view is gone. Instead, use My Drive to organize all of your files, folders, and Google Docs.

What’s completely new

Sync files between all of your devices with Google Drive for your Mac or PC.

View and search Google Drive on the web in a visual way with grid view.

Add a file to a folder by clicking the folder icon within a file or Google document, spreadsheet, or presentation.

Work with more file types by installing Google Drive apps from the Chrome Web Store.

Use Google Drive with other Google products

Share a photo stored in Google Drive directly in Google+.

Search for images using keywords — without tagging your photos. Google Drive uses Google Goggles technology to recognize familiar things and places.

Google Drive folder

The Google Drive folder is like other folders on your computer... with a few extras.

Google Drive for your Mac/PC is an application that installs a folder on your computer not unlike other folders on your computer. Except for one big difference: automatic syncing with Google Drive on the web.

Like other folders on your computer

Google Drive for your Mac/PC behaves like any other folder on your computer, so that you can take many of the actions on your files and folders that you would with folders stored locally on your computer:

Drag files in and out of the folder

Rename files

Move files and folders around

Edit and save

Move to trash

Most of the files and folders in your Google Drive folder are available even when you don't have an Internet connection.

With a few extras...

The difference with Google Drive for your Mac/PC is that any changes you make locally in this folder are mirrored in My Drive (part of Google Drive on the web). That means anything you share, move, modify, or put in the trash will be reflected in My Drive the next time your computer syncs.

About "My Drive"

“My Drive” is the section of Google Drive on the web that syncs to your computer.

9

My Drive is the section of Google Drive on the web that automatically syncs files, folders, and Google Docs directly to your Google Drive folder (if you have theGoogle Drive for your Mac/PC application installed). Any time you update a file, folder of Google Doc in My Drive these changes will be mirrored in the local versions in your Google Drive folder.

My Drive includes:

Google Docs that you own

Files that you've synced or uploaded

Folders that you've created, synced, or uploaded

Any shared file that you've added to My Drive from Shared with me or All items

Google Drive icons and buttons

Match your file types to icons and learn what the action buttons in Google Drive mean.

Google Drive on the web and Google Drive for your Mac/PC have icons next to the file or folder title to indicate what type of file it is. In your Google Drive (on the web), you'll also find buttons to take an action, such as sharing, on an item in your Google Drive.

Icons in Google Drive on the web

Google Docs icons

Here are all of the icons for Google Doc types that you'll find in Google Drive on the web:

Icons for other files types

Many of these icons will look familiar, as they're a close match to the icons that you'll find on your desktop.

Action buttons in Google Drive

Google Drive on the web also has a variety of buttons that let you take action on your files and folders. Hover your mouse over one of these icons to see text describing the button's action.

10

Here are the action buttons you'll see when you don't have any files or folders selected:

Here are the action buttons you'll see when you have any files or folders selected:

Icons in Google Drive for your Mac/PC

Icons in Google Drive for your Mac/PC closely resemble their online counterparts. Google Docs synced to your Google Drive folder are identical, and they'll show a green check mark over the icon when they're successfully synced.

Other file types will have icons identical to how they show on your desktop. They too will show a green check mark when they're successfully synced.

Search your Google Drive

Use the search box at the top of Google Drive on the web to find files, folders and Google Docs.

How to do a basic search

Type a word or phrase into the search box in your Google Drive to find a specific file, folder, or Google Doc.

11

Techniques to search faster

Narrowing your search and/or typing in search operators can help you more efficiently find your files, folders, and Google Docs so that you spend less time searching and more time editing.

Narrow your search results

1. Go to the search box and click the dropdown menu icon 2. Choose a criteria for narrowing your search

o Type: Text documents, images, PDFs... o Visibility: Private, everyone in your domain, public... o Ownership: Whether the file belongs to you or someone else

3. Type a word or phrase and press Enter on your keyboard or click the search button.

Include search operators

Combine your search phrase with predefined search operators.

1. Type the search operator (see table below for some of our most popular). 2. Enter a search phrase directly after the operator and press Enter on your keyboard or click the search

button.

Operator Definition Example

“ ” Quotes To find documents that contain that exact phrase. “match this phrase exactly”

OR To find documents with at least one of the words. tacos OR nachos

- Hyphen Documents that don’t have a particular word. So if you want

docs that mention salsa, but not dancing use... salsa -dancing

from: Documents shared from someone from:bob@gmail.com

to: Documents shared to someone to:bob@gmail.com

is:starred Items that you have marked with a star. is:starred

type:

Search by the type of document. This covers: document,

spreadsheet, presentation, drawing, image, video,

image_or_video, pdf, and textdoc.

type:spreadsheet

before:YYYY-

MM-DD

after:YYYY-MM-

DD

Find items that were edited before or after a certain day. before:2010-12-01

owner: Search according to who owns the item. Searching by owner owner:frank@emailaddress.com

12

works best with owner:email address.

title: Search by the item’s title title:"Conference 2010"

Sort files in your Google Drive

Sort your Google Drive to keep track of important files, folders and Google Docs.

As you create and sync more files, it can become difficult to keep track of items in your Google Drive. To solve this problem, Google Drive has several ways to sort your items.

You'll find the following sort options under the Sort menu in the upper right of your Google Drive (next to the gear menu).

Last edited by me

This options sorts items in order of when you last modified them. It's the same as theRecently edited filter in the left-hand navigation.

Last modified

This option sorts items in order of when they were last modified by a collaborator, and is particularly helpful to keep track of items that your collaborators have recently edited or modified.

Last opened by me

This option sorts items based on the order in which you've last opened an item or document, which is useful when you accidentally close a tab in your browser or didn't bookmark your item.

Title

This option sorts items in your Google Drive by title in alphabetical order.

Quota used

If you're approaching your storage limit, you can sort your Google Drive by storage used to see what files are taking up the most space. This view is the same as the Using most quota filter in the left-hand navigation. To free up storage space, you can delete files or individual versions of a file by moving them to the Trash.

Only synced or uploaded files take up storage space. Files shared with you and Google Docs (like a Google document or spreadsheet) don't take up any of your storage space. Items that don't count toward your storage will show as "---" in Google Drive.

Sync Google Docs to your computer

Install Google Drive for your Mac/PC to sync Google Docs to your computer.

13

If you’ve installed Google Drive for your Mac/PC, Google Docs that you’ve created will automatically sync to the Google Drive folder on your computer. You can change this setting at any time:

1. Go to the Google Drive menu on your computer. 2. Select "Preferences..." 3. Check or uncheck the box next to "Sync Google Docs files." If you uncheck the box, Google Docs will never

sync to the Google Drive folder on your computer.

How Google Docs appear on your computer

Synced copies of your Google Docs will be stored in the Google Drive folder on your computer. Each Google Docs file type has its own file extension:

Google document: filename.gdoc

Google spreadsheet or form: filename.gsheet

Google presentation: filename.gslides

Google drawing: filename.gdraw

When you open a Google document, spreadsheet, presentation or drawing, it’ll launch in a new tab or window in your default browser as long as you have an Internet connection.

Choose what syncs to your computer

Pick syncing preferences for what syncs to the Google Drive folder on your computer.

The Google Drive for your Mac/PC application puts you in control – you can keep or change the default syncing settings. Decide whether you want to sync Google Docs, all of My Drive or individual folders, and items in Shared with me.

Google Docs

All of the Google Docs that you own (Documents, Spreadsheets, Forms, Drawings, Presentations, and Fusion Tables) will sync to your Google Drive folder, unless you disable this preference:

1. Click the Google Drive icon found in the taskbar on your computer. Normally this will be in the upper right on Mac and lower right on PC.

2. Select "Preferences..." (Mac) or "Settings" (PC). 3. Uncheck the box next to "Sync Google Docs files." 4. Click Apply changes.

All of "My Drive" or individual folders

Everything in My Drive will sync to your Google Drive folder, unless you choose to sync individual folders:

1. Organize your files and Google Docs into folders that you plan to sync.

2. Click the Google Drive desktop icon on your computer. 3. Select "Preferences..." (Mac) or "Settings" (PC). 4. Check the box next to "Only sync some folders to this computer." 5. Select which folders you'd like to sync to your Google Drive folder.

14

6. Click Apply changes.

Items in "Shared with me"

All files, folders and Google Docs that others have shared with you won't sync to the Google Drive folder on your computer, unless you add them to My Drive or to the individual folders that you've synced:

1. Make sure you're connected to the Internet

2. Click the Google Drive desktop icon on your computer. 3. Select "Preferences..." (Mac) or "Settings" (PC). 4. Click the "Visit Shared with me to sync shared items" link. You'll be taken to Shared with me in Google

Drive on the web. 5. Drag-and-drop files, folders or Google Docs from Shared with me into My Drive or individual folders that

you've synced.

Any change that you make to a shared Google Doc, file, or folder – on the web or on your computer – will sync and update your collaborators' copies as well. Learn more about syncing shared files.

Manually download a file to your computer

Manual download is when you select individual files and folders to download to your computer's hard drive, which is different than the automatic syncing that happens when you use Google Drive for your Mac/PC. Even if you use Google Drive for your Mac/PC to automatically sync your files, you can manually download a file to a different location on your computer.

The maximum download file size is 2 GB. If the file size of the download is larger than 2 GB, you'll see a message with a list of files that aren't included in the zip file.

You can download these files to your computer in the following formats:

For documents: HTML, RTF, Word, Open Office, PDF, Text file.

For spreadsheets: CSV, HTML, ODS, PDF, XLS, TXT (only for a single sheet)

For presentations: PDF, PPTX, TXT

For drawings: PNG, JPEG, SVG, PDF

Download a file to your computer from Google Drive

1. Click the checkbox(es) next to the item(s) that you'd like to download. 2. Expand the More drop-down menu, and select Download... 3. Select a file format to which you'd like convert and download your item, such as Microsoft Word. If you

select multiple items, they'll be compressed into a .zip file 4. Click Download.

You can also download a file when you're viewing the file. Go to the File menu, point your mouse to Download as, and select a file format.

15

Manual upload settings in Google Drive

Learn how to set your upload preferences and about privacy of uploaded files.

Manual upload is when you select individual files and folders to upload into Google Drive, which is different than the automatic syncing that happens when you use Google Drive for your Mac/PC. All manually uploaded files will show in My Drive.

Set your manual upload preferences

Setting your manual upload preferences makes it easier for you to have consistency when you're uploading files or folders. Every time you upload a file or folder, these preferences will be applied. The first time you upload a file, the "Upload settings" dialog opens automatically.

In the "Upload settings" dialog, you can select from these options:

Convert documents, presentations, spreadsheets and drawings to the corresponding Google Docs format. o Select this option to convert all of your files from their existing format, like an Open Office

document, into an editable online version in Google Docs. If you don't select this option, this document will appear as a view-only document in the Google Docs Viewer.

Convert text from PDF or image files to Google Docs documents. o Select this option to convert image files into a collaborative online version in Google Docs by

using Optical Character Recognition (OCR) technology. Learn more about OCR.

These settings will apply to all future uploads, but you may change your settings at any time either by clicking the Upload button and selecting Settings, or by clicking the Settings drop-down menu in the box that indicates the progress of your upload.

Privacy and sharing settings

The default visibility setting for uploaded files and folders is "Private". This is true even for Google Apps domains that may have selected a different default privacy setting.

If you’d like to change the visibility setting or share this file or folder with other people, you have a couple of options in Google Drive:

In the box indicating the progress of your upload, you’ll see a Share link next to each file name. Click this link to change the visibility setting of that file to "Anyone with the link" or "Public," or enter the email addresses of the people you’d like to share the file with.

In Google Drive, check the box next to the title of the file you'd like to share. From theMore menu, select Share and then Sharing settings. From the sharing dialog box, you'll be able to change the visibility setting or share the file with other people.

Printers

Workroom printers are set to be “Locked” print. What this means is that the you send a job to the printer

and it will not automatically print. You must go to the workroom printer and select the Printer button on the right

16

and find your username among the jobs listed. The printer will ask you for a code, (contact the Technology

Department for the code), press in the code and it will print your jobs.

Printer Setup

1) Thaw your computer 2) Click on Start 3) Click on Devices and Printers

4) Click on Add Printer

17

5) Click on “The Printer I want isn’t Listed”

6) Type in \\ and then whatever Campus the printer is located on. For example Elementary is \\hel\, Junior High is \\hjh\, and High School is \\hamhs\. Once you type one of those three names it should automatically give you an option for the networked printers on your campus. This picture shows the networked printers on the \\hjh\ campus.

7) Click on next and select the option to update drivers

18

8) Click on Finish. If you always want to print to this printer, then select the option to “Set as default printer.”

9) Right click on the Printer you just added, and go to Printing Preferences

10) Type in your network username (ex. smith) This is the name that you use to log into the computers in the district. It is usually your last name, however, some of you do have your first initial and then your last name (ex. dsmith). Also input your four digit code.

19

11) Click on ok and then click on the Valid Access tab. Type in your four digit access code again.

12) Click on ok and your should have added the Ricoh printer

20

Phones

Setup of VoIP phones:

We use Voice Over IP (VoIP) phones. This means that your phone uses the Internet to make and receive

calls. Each phone has a specific drop in your room that it has to be plugged into in order to work. The phone will

light up when you have it plugged into the correct drop. If you need to move your phone to a different drop,

please contact the Technology Department.

If your phone is connected to your computer, you will need to have two network cables, one going from

the wall to the phone, and one from the phone to your computer. The top slot in the

back of the phone is for the cable from your phone to your computer, it is labeled PC.

The bottom slot in the phone is for the cable from the wall to your phone.

It should look like this when done.

Cable from Wall

Cable from

Phone to Pc

21

VoIP Settings on Phone:

To enable different settings on your phone you can go to https://smartip.embarq.com/webadmin/login/2D424902?LangCode=en

and type in your information and PIN number. If you do not know your PIN please call Kelli Nolen at ext

4001 and she can reset it for you.

After you log in, this screen allows you to make changes to the phone, forward, calls, set up

speed dial etc.

Technology Contact Information:

To find more information, printouts and instructions you can go to the Technology Department homepage at

www.hamiltonisd.org.

Technology Director: Ken Alexander kalexander@hamiltonisd.org Ext: 4368

Technology Specialist: Kelli Nolen knolen@hamiltonisd.org Ext: 4001 Cell Phone: 254-784-0873

Technology Specialist: Harmony Thompson hthompson@hamiltonisd.org Ext: 4002 Cell Phone: 254-784-0874