Google Apps CMTC2013

Using Google Apps &
CMTC 2013
Kathy Weise, Technology Integrator
Windham High School NH
[email protected]
Google Drive
Scripts for edu - Autocrat, kidpicker,
gClassFolders, Doctopus and Goobric
Chrome extensions
Calendar tool - you can book . me
Move “spam” from
dropdown –
drag it up to show in list all the time – that
way you’ll know if something goes into spam
(and lots does)
Google takes time
Lots of times it takes “time” for Google to
“Wait an hour and see if you see it now.”
EDU domains are different
• Some functionality is just not there
• Most is controlled by administrator of
domain so check with them
• Try to be “open” in philosophy of
Teach screen-shot method as a way to
capture the moment – just in case.
Google Drive
Organize! Folders (note: can drag & drop)
Can move “Shared with Me” into folders also
Search capabilities
Share levels - view, comment, edit
Be careful of ownership if people leave
district! Transfer ownership before delete.
Google Drive in Classroom
Students can “make a copy” of view-only to
Document titles: assignment – student –
strictly enforce naming rules so you can
Set up sharing by folder
Use Mail Contact Groups - setup early
Google Drive – Upload Settings
• Convert to Google Docs format or not?
• Settings to ask every time – in DRIVE:
• Collaborators can insert comments
anywhere in document
• Others can reply so it becomes threaded
• Access from <Comments> at top right –
see entire list
• Resolve when done
Add comment
From Insert 
Google Form
• Create one for students to submit
assignments – just have them enter their
name and the link
• Can now embed images and Youtube
videos into Google forms
The Paperless Classroom with Google Docs
North Canton City Schools (site next page)
GAFE Admin Center – lots of great stuff!!!
Google Scripts
Written by somebody to perform a certain task
Can make using Google Docs much more
Add script to spreadsheet or copy a
spreadsheet with a script in it
Authorize script step
Run - restartable if problems - NICE!
Script: Autocrat
• mail/merge to send a document
• Create a spreadsheet with names, email
addresses and any desired data columns
• Create a document with the text and any
<<mergetags>> that correlate to columns in
Autocrat script – continued
Run Autocrat script creates documents (doing
merges), stores a copy in a folder (optional), and
emails them out.
Option of Google doc or PDF
Shares merged Google doc as either view-only or
Use for form letters, progress reports, certificates,
personalized assignment updates, etc.
Sample of document created – note mergetags in <<tag>> format:
Spreadsheet with name, email, hours and comment columns:
Option to save documents into a folder – I chose to
and chose PDF option. Sent as email attachment.
Note – no record in “sent mail” – record in spreadsheet updated columns.
Resource on these scripts –
• bit disorganized website and a bit techie
(Andrew Stillman)
• Youtube searches are best resource I’ve
found (Jay Atwood is good teacher /
Richard Byrne also recommended)
• Education-oriented (school) scripts
Script: Kidpicker
Beta so scroll down blog comments to get
correct URL:
and authorize to install –
Then you will see spreadsheet in Drive.
Kidpicker - continued
I had to return to initial URL to get screen to
appear – should appear off Script menu in
spreadsheet (beta?)
** Script: gClassFolders
• Creates default set of class folders with
appropriate sharing setup – in less than 10
• Teacher mode or School mode – use
Teacher mode
gClassFolders Automatically creates for Teacher:
1 view only folder
1 edit by all folder
1 teacher only folder (used by other scripts)
a drop box / assignment folder for each student
And creates 3 folders for Students (view only,
edit, and drop box/assignment) and shares.
gClassFolders – Process
1. Download spreadsheet from
2. Run script; authorize; menu item
3. Fill in spreadsheet - first name, last name,
email address, class name, period
Don’t change column headings!!
Run Script to Create new folders and shares:
gClassFolders – Process continued
4. Then go back to script and run it - creates
another spreadsheet gClassRoster - see tab
at bottom (not Sheet1). Pops up box saying
you created folders.
5. The roster spreadsheet has lots of new
columns with links to all the new folders
Runs script and fills in new columns with links to new
If script stops, just re-run it and it should pick up where
it left off and fill in more. Can add new student and re-run.
Creates folders for teacher(s) and Students
Teacher sees these 4 folders named by class:
Note – class was Tech1 in spreadsheet
Student View
First View – in Shared with Me:
Student View – Important - Organize
• Student finds the 3 new folders in “Shared with
me”. Important to do this soon.
• Student creates a folder in My Drive (give
them the name so it becomes standard class
• Student moves the 3 new folders in “Shared
with me” to the new folder in his My Drive with
your class name.
Student creates new folder in My Drive – Teacher provides folder name!
Student “moves” 3 folders
from Shared with Me into
new folder.
Student view of
folder structure
to use in My Drive
for that class.
Student work process
Students want to share files. If students create
the file in the assignment folder, it’s only
allowed between teacher and student. So
have students create file in My Drive first,
share however they want, and then they
move the file to their assignment folder when
they want to “submit it”.
gClassFolders – bulk operations
• Remove from class
• Add teacher
• Add School Aide
• Move to another class
• Archive course
Highlight rows in spreadsheet and run bulk
operations from menu
Period column in spreadsheet
Creates separate Assignment subfolders for
each period of same class but share View &
Edit folders.
If you don’t want shared View & Edit folders,
change the name of the class.
Important for high school – multiple classes of
same subject.
Script: Doctopus (and Goobric)
• Doctopus organizes project files in folders –
best used with gClassFolders but not
• Goobric is a grading/feedback
tool that works with Doctopus
1. Create a roster spreadsheet of student
name, email and group (if desired) – may
want to keep a clean copy of this for future
2. Create folder for project (if used
gClassFolders, this is already setup)
3. Create docs for distribution - you have
options of: whole class, project groups or
4. Go into the roster spreadsheet and insert
(menu) --> script --> "Doctopus" and
<Install>; then <authorize>. Close window.
Doctopus should appear on the menu.
5. On the Doctopus menu, select "launch
installation" and it'll step you through the
Doctopus steps. (After first time, menu
changes to detail steps to rerun single steps.)
6. Authorize script (installs Chrome extension
Goobric). Note – sign out of multiple accounts.
7. Doctopus script wizard starts – takes you
through these steps the first time:
Step 1: Setup Sharing Basics - select sharing type
(individual, group, class) and class access level
Step 2: Choose which documents to copy & distribute
(created in step 3 above)
Step 3: Setup naming and notifications; select folder
for submissions (from Step 2 above), naming
convention ($lastName and add your project or class
Step 4: Copy and Share Docs - review and <Run copy
and share>. (You can exit this box if you don't want to
run it right now and come back and run this step later.)
This step to copy and distribute docs takes time - be
Video link – Youtube - Jay Atwood’s Doctopus Walkthrough
Notes to using Doctopus:
You can share documents, spreadsheets, drawings,
presentations, PDFs (extra step required for sharing
presentations or drawings)
Project groups - each group can have a separate
template or you can use the same template for each
group and just share within the group
Script adds 5 columns to your roster spreadsheet
Teacher is owner of docs and students get either edit or
view capabilities (you dictate which in script prompt)
Doctopus notes - continued
Students receive the file and it goes into "shared with me"
folder. They can create a project folder for themselves
and tag it to go there. You can send the link to the file to
students, which is recommended so they know exactly
how to access it easily (and you eliminate that excuse).
There's a teacher option to refresh the last update time if
you plan to work on grades immediately
There's an embargo - changes from edit to view for
students and unembargo - reverts back to editing rights.
• You must use Doctopus to create/distribute
documents before you can use Goobric.
(You can use Doctopus without goobric, but
to use goobric, you must use Doctopus!)
• You must use Google's Chrome browser
because Goobric is a Chrome extension.
Using Goobric
You can score students on rubric multiple times - it'll save
each iteration and create a log entry for each one, but
only show the latest score in the roster.
You have the option to send students the rubric score at
the time you use the rubric to score the student.
Option to attach Goobric appears on Doctopus menu
The Goobric icon appears in address bar
1. Create your rubric.
Cell A1 must be blank. Row 1 is the scores,
Column A is the assessments.
2. Attach Rubric to Doctopus Roster
In your roster spreadsheet that you used in
Doctopus, from the Doctopus menu select
"Attach Rubric".
Note that there's a new spreadsheet in your
roster spreadsheet workbook - note the tab at
bottom left called "rubric Scores". It also adds
columns to the roster sheet (Sheet1).
3. Score Student Work
• Use student project link to open student’s
• Then click on icon in address bar:
• Rubric pops up – enter score from rubric.
You can also enter a comment.
• Scroll down and <Submit and paste into
See how Goobric works
• Jay Atwood’s Goobric walkthrough Youtube
• Pulls together common scripts into an
“environment” – gClassFolders and
Script: Flubaroo
• Script to process form data so
you can use as a quiz
instantly grades the students’
flags low-scoring questions
shows you a grade distribution
gives you an option to instantly
email the students their grades
Audio commenting & create account
Allow access to google drive
Works on Docs now (not spreadsheets,
Can right-click on doc to open with… Kaizena
Kaizena - continued
Highlight text and then can:
audio comment
text comment
resource - name & link - saved in Resources
so can re-use by name - stored by account
color coding
send feedback - either by email or by comment
Highlight text – gives
choices of audio
comment, text
comment, or resource.
Sample of Resource:
name the resource
and then enter the
address and <Add>.
Saves that resource
by that name for you
to reuse any time.
You can access all
Resources from your
Chrome - browser
• Philosophy to use Chrome when using
Google (still no guarantee)
• Login – makes it so that Chrome is the
same (bookmarks, extensions, preferences,
etc.) everywhere you use it.
Chrome Extensions
1. “send from gmail” (by Google) - icon to
send link
tab cloud - setup account – stores lists of
browser tabs
bitly or ShortenMe ( and QR code) URL shortener
Chrome Extension -
1. go to and then → Extension
2. download the extension
3. open the page for your Chrome Extensions
(Window→ Extensions)
4. Drag the downloaded file from the download
directory onto the Extensions page
Turn extension on/off to display clean/regular
Must be enabled by Admin in edu domain
Create a channel so students can subscribe
Can now annotate with links - makes video
interactive (note Interlude App)
Video Link – Newton’s Laws of Motion with Links
Calendar Tool -
1. setup account
2. put entries on calendar that “match” entries
on and are “available”
3. displays available times people can book
4. sends email to both - adds entry to my
Login/create account and give access to your Gmail.
Name your page – mine is “kyz”
Staff access this
page to see available
times and book a
Behind the scenes setup
Anyone can request a time slot that
appears open on main page.
Once booked, I receive an email with
booking information, they receive an
email with booking information, and an
entry goes into my calendar automatically.
Entry can be cancelled by either of us
and both are notified by email (and my
calendar gets updated automatically).
Google’s self-paced courses on basics
Google’s intro to Google Apps courses
Email me!
Kathy Weise, Windham High School NH
[email protected]

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