In Google Drive, there is a setting called Quick Access. This setting provides quick access to frequently used files. It is one of those personal timesaving features. Thanks to quick access teachers and students will have up to four regularly used files right under their fingertips.
It seems “Share Settings” is one of those misunderstood tools embedded into G Suite APPS. “Share Settings” may become a powerful tool to use. It is up to the user to follow some simple best practice for sharing files and folders for maintaining the utmost privacy in the realm of education. The Google for Education Team supports “Privacy and Security” within the tools they provide for educators and students to use.
Share Settings Basics
If you are sharing a file or folder it is important to understand what the following three settings mean:
Collaboration Share Settings
Share Settings More Controls
There I was reading through posts in a Google Classroom Community when my eye’s fell upon this question. “Can notifications be received when changes occur in my Google Drive?” The answer is yes! Google Drive notifications may be received when there are newly shared items, comments, suggestions, action items or request for access. The user has the choice to receive the notifications as a popup window or in an email. If you would like to setup notifications for Google Drive please follow these steps:
- Open Google Drive
- In the top right corner, click Settings Cogwheel
- Select Settings
- Click Notifications
- Check or uncheck boxes for the settings of choice
Using notifications is just one simple “Timesaving Tool” offered within this suite of education tools. Efficiency is just one simple beneficial support offered by the G Suite for Education package.
My background is in special education and I’m always looking for ways for supporting students of exceptionalities. One of the challenges for both young students and those with exceptionalities is navigating files. Today I’m going to share an idea of mine which incorporates using images to assist the student with finding and opening a specific file. This idea could be used for assisting the student with locating directions, specific classroom projects, independent work and etc… It is really a very simple idea which may save a bit of time and frustration for both the student and adults assisting them.
My last post was about color coding backgrounds of files to make it easier for students to find a group of content specific papers. Now if one takes the color coded file and adds one more step locating files may become even easier. This step involves adding a specific images to the files within a student’s Google Drive Folder. When a folder is first open the student will see the color documents with images. Now all they have to do is click on the image to quickly locate a document.
NOTE: If you are looking to expediting the lesson even faster. Add a Document with the directions using a large font size. This will save time for the student by letting them avoid opening the document but still read the directions needed to complete the task on hand.
Insert an Image
Google Docs, Drawings, Slides & Sheets:
- Open a Google Docs, Drawings, Slides, or Sheets
- Using the Toolbar Locate Insert
- Click “Insert” opens dropdown list
- Select “Image” pop-up window opens
- Click “Search”
- Enter Image Name +png
- (PNG will provide a transparent background)
- Enter Image Name +png
- Click “Image”
- Blue Checkmark & Box appears around image
- Click Blue Select Button
Recently this question has come up quite a bit in the help forums and I wanted to share an easy work-around. One of the beauties for using Google Drive and Docs is the benefit for sharing files and folders digitally. Printing of files is less often used and creating with color is no longer a budgetary concern. This opens doors to other ways of categorizing and organizing ones files.
If a user changes the background of a Google Doc, Slide, Sheet, Drawings or Forms it is easily spotted from within a folder. This means you can have several groups of colleagues or students collaborating within the same folder on different documents focused on specific content. You can further tweak this method by adding numbers within the doc’s name to represent each color group. An example of this would be to use “00” for representing blue and “01” to represent the yellow group. This method for file organization will work both within Team Drive and Google Drive.