Collaboration Services launches 6 week Google Summer Challenge
As we launch our new website on Monday July 15, Collaboration Services will be releasing a series of weekly activities aimed at improving communication and collaboration within the VCU community.
A new activity will be available each week for the 6 weeks leading up to the start of the 2019-2020 academic year. Whether you are on campus or at home - student or employee - anyone can participate!
Google Drive Basics
Starting to use Google Drive is a simple as clicking the Drive icon from the Google Apps menu at the top right of any Google App including Gmail. Begin by reviewing What Can You Do with Drive and Google Drive Cheat Sheet
- Assignment: Click on the Google Apps menu and open Google Drive. Upload a file.
- Assignment: Share a file that you've uploaded to Google Drive.
Finding Files - Add to My Drive
- Assignment: Find a file that has been shared with you and add to "My Drive"
Drive File Stream - Backup
- Quickly see all your Google Drive files in Finder/Explorer (including Shared Drives).
- Browse and organize Google Drive files without downloading all of them to your computer.
- Choose which files or folders you'd like to make available offline.
- Open files in common apps like Microsoft Office and Adobe Photoshop.
To install and begin using Drive File Stream, contact your departmental IT Support team.
Getting started with Docs
Let's start by getting introduced to Docs - an online replacement for Microsoft Word. The following tutorial will walk you through a number of steps to become more familiar with Docs. The same can be repeated for Sheets (replaces Excel) and Slides (replaces PowerPoint).
Track changes, make progress
It can take dozens of edits to make a document just right—especially a legal agreement, project proposal or research paper. These new updates in Docs let you more easily track your team’s changes. Now, your team can:
- Name versions of a Doc, Sheet or Slide on the web.
- Preview “clean versions” of Docs on the web to see what your Doc looks like without comments or suggested edits.
- Accept or reject all edit suggestions at once in your Doc so your team doesn’t have to review every single punctuation mark or formatting update.
- Suggest changes in a Doc from an Android, iPhone or iPad device.
- Assignment: Complete the "What can you do with Docs" tutorial and create, edit, and share a new Doc.
Utilize Action Items to Work More Productively with Google Docs
One of the core promises of Google Docs is to help you and your team go from collecting ideas to achieving your goals as quickly and easily as possible. That’s why Google Docs launched Explore in Docs, Sheets and Slides — with machine intelligence built right in — to help your team create amazing presentations, spreadsheets and documents in a fraction of the time it used to take.
Try out two new time-saving features designed to speed up and simplify the way you work, so you can focus on bringing your team’s ideas to life.
1. Spend less time figuring out who owns what with Action Items
According to research by the McKinsey Global Institute, employees spend about 20 percent of their work week — nearly an entire day — searching for details internally and tracking down colleagues for answers. This can be especially true when a document is full of ideas, requests and comments, making it difficult to get a clear sense of who’s responsible for what.
To help keep your projects moving, when you type phrases like “Ryan to follow up on the keynote script,” or “Andrea to schedule a weekly check in” on desktop, Docs will intelligently suggest an Action Item to assign to the right person, thanks to Natural Language Processing (NLP).
Manually assign an Action Item to someone in the Docs, Sheets and Slides desktop and mobile apps by mentioning their name in a comment and checking the new Action Item box. The assignee will get an email notification and see the Action Item(s) clearly highlighted with a blue bar when they open the file.
2. Spend less time searching for the files that need attention
Once Action Items have been assigned, it’s easy for team members to identify documents, spreadsheets and presentations that need their attention. The next time they visit Docs, Sheets, Slides (or Drive) from their laptops or mobile apps, they’ll see a badge on any files with Action Items assigned to them, plus any unresolved suggestions that others have made to their files.
Once you complete reviewing the materials from the third week of the Google Collaboration Challenge take a few minutes to answer these questions: Week 3 Google Questionnaire
Using Gmail at VCU
VCU provides a Gmail account to all students and employees. With Gmail you can:
Create and send email
Creating and sending emails is as easy as selecting Compose within Gmail. You can then specify the recipients and the subject, and begin typing the content. Once done, select Send to send the email. You can view sent mail by selecting the Sent Mail section in Gmail.
Schedule an email
Organize your inbox
Assignment: Organize your inbox by creating and applying labels.
Search for emails
Using Google Calendar
With Google Calendar, you can quickly schedule meetings and events, and get reminders about upcoming activities, so you always know what’s next. This week we'll show you how to setup your Google Calendar to keep track of classes, meetings, and events as well as configure Calendar to let others know when you are available.
Getting started with Google Calendar
Let's start by getting familiar with Google Calendar. In this tutorial, we'll explore Calendar basics including creating meetings, reminders, and invitations as well as customizing the look and function of Calendar.
First, we'll need to make sure the Calendar is configured to securely share your Free/Busy information while keeping your event details private.
- Access Calendar by clicking the Google Apps menu and selecting "Calendar. The Google Apps menu can be accessed from any Google app including Gmail.
- In calendar, select the "gear" icon at the top right of the page and select "Settings".
- In the Calendar Settings screen select your calendar from the "Settings for my Calendars" list.
- In your calendar settings select, Access permissions from the list. Recommended settings are below. Be sure to check the appropriate boxes and select "See only free/busy" from both drop-downs.
Your calendar has now been configured to the recommended settings to share your availability with others while keeping your event details private.
Get familiar with Google Calendar
Getting Started with Google Forms
To get started, head to forms.google.com and select Blank. This will provide you with an empty canvas that you can begin to fill with questions. Note that you have many templates that you can choose from.
Google Forms is a useful feature that allows you to manage event registrations, create a quick opinion poll, and much more. With Google Forms, you can create and analyze surveys right in your mobile or web browser—no special software required. You get instant results as they come in. And, you can summarize survey results at a glance with charts and graphs.
When responses are submitted, you will be sent an email notifying you that someone has completed your Form. You also have the ability with Google Forms to organize responses into a Google Sheet. This is especially useful when analyzing responses.
- Complete tutorial for creating a Google Form.
Following the instructions in the tutorial, create a Google Form survey asking for a name and five multiple choice questions and have a friend take the survey.
Have their name and responses sent to a Google Sheet.
Once you complete reviewing the materials from the sixth week of the Google Collaboration Challenge, take a few minutes to answer these questions: Week 6 Google Forms Questionnaire