Tech Tip Tuesday: Get Organized Before the Holidays

tech-tip-tuesday

With the holidays upon us and the end of 2018 around the corner, now is as good of a time as any to organize your digital self for a smooth transition when you return. Here are some tips:

  1. Clean Up Your Google Drive: Starting at your “My Drive” level, make sure EVERYTHING has a folder. I find the best way to begin organizing your Google Drive is from the top level, making sure everything has a home. There shouldn’t be any documents on their own.
  2. Disregard Your Shared With Me/Recent Folders: These get messy quick and honestly aren’t worth your time organizing.
  3. Save Important Shared Documents: So if someone DID send you something important, and you get the email, just use the “Add to Drive” button, then “organize” to put it in the correct folder so it’s organized from the onset.
  4. Create a STUFF Folder: If you have things you’re not sure you want to delete or where they should go, it pays to have a stuff folder. Think of this as your “junk drawer” in your kitchen…
  5. Star Folders: Have important documents you need to get to quickly? Star those folders in Google Drive. I like to do this to the class folders I am teaching. Have a new half year elective coming up? Star that folder and un-star the previous.
  6. Clean Your Mac Desktop/Hard-drive: Organize your Macbook desktop and hard-drive. If you don’t need it- delete it. I’d recommend also taking advantage of Google Drive and syncing everything to upload there!
  7. Clean Your Gmail: First things first. If you get a lot of junk mail, unsubscribe from those things you no longer need. This is usually found at the bottom of the email message.
    1. Next, create labels (which act like folders) and drag and drop emails into them to organize them better. To create a label, check off the email message you want to label –> click the label icon –> then create new.
    2. You can also color-code these labels. To do this hover next to the label on the left side –> click the 3 dots (more button) –> click label color.

Hope this helps!

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Tech Tip Tuesday (Belated)- Force Users to Copy Google etc.

tech-tip-tuesday

Ok, so I realized I forgot yesterday’s tech tip. But this one is simple- and cool – and effective.

Instead of making your Google Doc, sheet, or slide only viewable, and having your students or colleagues go to File –> Make a Copy, there is a simpler and cooler way! When in editing mode of a Google Doc, Sheet, or Slide, go to the URL link of the document, go to the end of the URL, and remove everything after the last “dash” (usually it looks like this: (/edit . . .)

Replace it with the word copy, so it looks like this: (/copy). When you post this link or share it out and the user/student clicks on it, it will automatically direct them to “Make a copy” of it. They won’t have any other option and it doesn’t affect your edit copy. This is really really cool.

You can send a user a Slide presentation and automatically send it in “presentation mode”. To do this open a Google Slide Presentation –> remove everything in the URL after the last dash (as noted above) and replace with the word “present” (looks like this: /present). They won’t get editing mode, won’t be able to copy, and see it like you would present it.

Hope this helps!