School of Health and Human Sciences

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Office of Educational Innovation and Design

Overview

G Suite Learning Center Learn by Product  (For G Suite users with no significant disabilities)
Google Accessibility  (For G Suite users who use screenreaders, shortcut keys, or braille)The table below provides support links for UNCG-licensed G Suite Apps that are not covered in the subpages of this Google Apps section of this website.

App UNCG Knowledge Base Google
Video tutorial
iSpartan/Gmail About G Mail GMail
Google Drive About Google Drive Drive  Google Drive Tutorial 2018 – Quick Start Training (12:38)
Google Docs Docs Google Docs Tutorial 2018 (16:52)
Google Spreadsheets Sheets https://youtu.be/TzblMvTNWEgGoogle Sheets Tutorial (16:17)
Blogger Blogger*

*As of Fall 2018, Google seems to be downgrading Blogger making some wonder whether it plans ultimately to shut it down.
If you decide to use Blogger, please keep this in mind.

Hangouts

Introduction

NOTE FROM GOOGLE: In March 2017, we announced plans to evolve classic Hangouts to focus on two experiences that help bring teams together: Hangouts Chat and Hangouts Meet… We’re planning to transition users from classic Hangouts to Chat and Meet after June 2020. We are fully committed to supporting classic Hangouts users until everyone is successfully migrated to Chat and Meet.

  • Google has two tools for engaging in video meetings: Hangouts and Meet. They have slightly different icons and slightly different interfaces.
  • There is definite overlap in functionality. Google Meet is oriented more toward Mobile use.
  • To engage in a Google Hangout or Meet, you will need to download the Hangouts Plugin on each device you are using.”
  • UNCG’s Google video meetings tools will support up to 25 people at one time.
  • Hangouts Meet Cheat Sheet – from the G Suite Learning Center

Google Meet Support Resources

Google Hangouts Handouts and Support Resources

Google Hangouts Help Center

Youtube

To post video to the Web

Closed Captioning for Uploaded YouTube Clips – Automatic

To meet the requirements of the American Disabilities Act (ADA), video clips for course use must be closed captioned and/or a text transcript provided.
When a video clip is uploaded to YouTube, it will try to automatically caption it.  YouTube claims 80% accuracy for its automatic captions.
This function is a potentially significant time saver.

Tips for increasing the likelihood for YouTube automatic captioning (and for enhancing quality)

  • limit clip length to 10-15 minutes
  • use a headset for recording to ensure good quality audio
  • select one of the 160 supported languages
  • limit speech to one person at a time

Correct your YouTube clip automatic captions handout

Closed Captioning for Uploaded YouTube Clips – Upload Transcript

If creating a script ahead of time for ease of narrating is preferred, use the following handout.

Upload Transcript for your YouTube video

Forms

Overview

What it is

  • Google Forms is a versatile survey tool available to both instructors and students.
  • It is part of UNCG’s GoogleApps, which makes it less of a concern vis-a-vis FERPA.
  • The owner of the form can invite collaborators to edit the form.
  • Survey availability may be restricted to UNCG users, emailed to specific people, the survey link shared via a Canvas course, or the survey itself embedded in a web page or email.
  • Respondent email may be automatically captured; responses may be limited to one.
  • Respondents may be allowed to change their responses after submitting and be allowed to view summary charts and text responses.
  • Responses can be viewed both via a spreadsheet form as well as via the Responses view which provides charts for objective questions and text responses ordered by question.

Examples of Uses

  • Survey students at the beginning of a course to learn more about them and possibly group them more effectively.
  • Collect anonymous data about students for data analysis and/or statistical problem-solving in class.
  • Ask students to research a topic and share their findings via a survey.  Use survey findings for class discussion or other activities.
  • Google Forms supports branching (skip logic) which can be used to create tutorials. Assign students to create tutorials to serve as study guides for one another.
  • Google Forms now contains a quiz feature with the ability to send results to students via email. Student groups could create study quizzes for the class.

Useful Tutorials

Text Tutorials from Google Support

Video Tutorials on Using Forms to Create Quizzes – helpful for students as well

Slides

Overview

What it is

  • Slides is Google Drive’s version of PowerPoint.
  • It is part of UNCG’s GoogleApps, which makes it less of a concern vis-a-vis FERPA.
  • The owner of a Slide presentation can invite collaborators to edit the form.

When to use

  • Students can collaborate in real time on a single presentation.
  • Students can comment on a presentation in real time or asynchronously.
  • A Slides presentation can be shared with anyone on the web.
  • Slides is available across devices: computer, Android, and iOS.
  • With fewer options and simpler user interface, students should have fewer problems and create simpler, more accessible presentations.  The technology is less likely to get in the way of learning.
  • Slides can be edited, viewed, and presented offline. When web access is renewed, the offline version syncs with and updates the online version.

Limitations

  • It is not possible to narrate in Slides and audio will not function in an uploaded narrated PowerPoint opened in Slides. It will function if opened as a PowerPoint file.
  • It is not possible to export a Slides presentation as a video.

Accessibility

Useful Tutorials

Text tutorials from Google support

Video tutorials on YouTube

Tips for Q&A

  • Audience members should use a browser to make comments and vote up/down.
  • If the presenter starts the Q&A over again, the comment URL may change.

Sites

Overview

What it is

  • The new Google Sites is a robust, continually evolving tool that enables creation of web sites that can be used for diverse purposes.
  • It is more visual and the interface more user friendly than Classic Sites.
  • Important! Please use the Chrome browser when creating new Google Sites.
  • It is part of UNCG’s GoogleApps, which makes it less of a concern in terms of student privacy. Access to a Google Site may be restricted to specific viewers/editors, made available to UNCG users, or to the world.
  • The best introductory documentation to date (09/18) is Get started with Sites.
  • To stay current with updates, join the Steegle New Google Sites Update group. You will receive an email when there is a new feature which occurs about once per per month.
  • Note: at the current time, it is not possible to copy a Site from the UNCG environment to a personal Gmail account.

Examples of uses

  • Instructors can create sites that aggregate and display their research and/or pedagogical work and/or that of their students.
  • Students can create collaborative web sites or digital portfolios. Google Sites can display products but also work in process that demonstrate ongoing thought and development.
  • In addition to static pages of content in a variety of media, it is possible to embed blogs, Twitter feeds, views of Google calendars, maps, slide shows, presentations, spreadsheets, surveys, news readers, chat, and more.

Tips

  • To obtain a professional look and feel: you want all your Site’s pages to have a similar look and feel. To do this, create the look and feel for your Home page first, then duplicate that page for all subsequent pages.
  • Header: use the smaller banner unless the Site title is compelling enough to prompt viewers to explore further. Note that there is no opportunity to apply alt text so screenreaders for the blind will ignore the banner image.
  • Background overall: maximize contrast between background and text for persons with low vision.
  • Images: make sure you have permission to use any images. Do not use the new Sites search function under Images as it is likely to retrieve copyrighted images. To embed images from your hard drive, select Upload rather than Images. Apply an alt text that conveys the meaning of the image. If the image is decorative only, omit the alt text.
    • To find usable images, search in Flickr (Enter keywords and search. Then in the Any License drop down menu, select the appropriate Creative Commons category.) or check the Free Resources page on this site.
  • Embed: use to embed videos from YouTube, etc.
  • Preview and Responsive Design: preview your Site by clicking the eye. See it in phone, tablet, and desktop view. Be sure that it displays satisfactorily in all views.
  • Share: click the Share icon   when you want to add collaborators with edit rights OR to share your Published Site with specific people rather than making it available to the public.
    • Important: under Draft – do not select On – public on the web. This means that anyone on the web will be able to edit your Site!
  • Publish: you can modify the name of your site (though it must be unique) and you can control who can view your Site.
    • After you publish, you will see a drop down arrow next to the Publish button enabling you to modify the URL, view the Published Site, and  Unpublish.
    • Important: if you Publish your Site and then choose Anyone can find and view the published version, search engines will be able to find your Site.  Be wary of this for students.

Help Documentation

Getting Started with Sites This is the clearest and most efficient documentation I could find as of 09/2018.

New Features Recently Added

Warning: clicking a link like this will take your viewer away from your Site.

Team Drives

Introduction

A Team Drive is a common space where team members can store and access their files from any device.  Unlike files in My Drive, files in a Team Drive are owned by the Team rather than an individual. This means that Team members may come and go and the documents remain in the same space.

Getting started with Team Drives – clear, succinct documentation with screenshots.

Use Cases

  • Permanent University committees
  • Student clubs
  • Research collaborators whose students may vary

Access

  • Adding members provides them full access by default.
  • Can modify permission access levels: full, edit, comment, view.
  • Can add non-members to specific files.
  • To modify access or remove, in the header, click ‘x members’ (where x=number of members and means Manage Members), edit access, and click Done.

Add Files and Folders

  • Can upload files or folders from computer hard drive
  • Can Move files you own from My Drive to a Team Drive. Those files will be shared and owned by all members of the Team Drive as well as still accessible to those who had access before those files were moved.
  • Cannot move folders in My Drive to a Team Drive.
  • Can move files between Team Drives IF you have full access to the source Team Drive and at least edit access to the destination Team Drive.

Team Drive Settings

Click the down arrow next to the Team Drive title in the header to use the following options.

  • Email members
  • Sharing with members outside the team. Under Team Drive Settings, decide whether
    • People outside UNCG can be given access to the Team Drive (the default is yes)
    • Non-members can be given access to the files in this Team Drive (the default is yes)
    • To allow commenters or viewers to download, copy, or print files (the default is yes)
  • Change Theme of Team Drive (or set custom theme)
  • Rename
  • Search the Team Drive
  • View the Team Drive Trash

Share Files

Files in Team Drive are shared with all members of the Team Drive. If the Team Drive Settings are set such that non-members can have access, it is possible for a member to allow access to an individual file.
Note: it is not possible to allow access for folders.

Use Cases

  • The Team wants a non-team member(s) to review a specific document.
  • The Team wants to send out a survey but wants to keep it and its responses in the Team Drive.

To grant access for a limited number of users

  1. Right click the link to the file OR click into the Document itself.
  2. Click Share.
  3. Add their names or email addresses.
  4. Select level of access: Edit, Comment, or View.
  5. Add a Message if desired.
  6. Click Send.

To grant access to a large number of people

  1. Click into the Document itself.
  2. Click Share.
  3. Click Who Has Access.
  4. Open Link sharing and make sure it is on.
  5. Copy the URL.
  6. Check Allow external access if you are sharing with people outside your organization.
  7. If you wish your document to be findable via search engines such as Google, check that box.
  8. Click Done.

Protect Files

To prevent people from downloading, printing, or copying a file:

  1. Click into the Document itself.
  2. Click Share.
  3. Click Who Has Access.
  4. Click the 3 vertical dots in the upper right.
  5. Check the box next to Restrict download, print & copy actions on this file for commenters & viewers.