Google Spring Cleaning

Depending on how you are using Gmail and Google Apps, it is possible that you may get to the point in which you are running out of room in the cloud. Fortunately, school users with Google Apps for Education (GAFE) have unlimited storage space for anything and everything that can be created. However, if you do not use GAFE or have a personal Gmail account, the limited 15GB storage on the personal account will consider items in both Gmail and Google Apps. If you find yourself in the middle of a space issue, these directions are for you.

          Making Space in Gmail and Google Apps

Getting Pictures and Videos Off iOS Devices

Even if you do not have an iPad or iPhone, it is good to be aware of possible ways to transfer pictures and videos off iOS devices.

Google Drive – My preferred option is to upload to Google Drive and then either share them with others from there or use my computer to download and access them. If there are only a few videos, I recommend making a folder, dragging in the desired videos, and sharing the folder with Anyone with the link can view. Here are directions on how to get your photos and videos into Google Drive. Your school account has 30 GB space to store everything from emails, files, pictures, and videos. 

Wifi Photo Transfer – Install this app on your iOS device to be able to transfer both photos and videos from your device to your laptop (Mac or PC). It requires the device and laptop to be on the same wifi connection such as facstaff or guest, not one on each. Once in the app, it will give you an address to type into a web browser on your computer in order to facilitate the process. (Free w/ ads)

Other Options

Photos App - Pictures can easily be emailed to yourself and others. Videos tend to be too large to email and will require the use of another method.

AirDrop – This feature allows one to send photos and videos from one iOS device directly to another but not to your computer.

My Photo Stream – Photos (not videos) can be synced between devices using an iCloud account.

Plug it in to your computer – Use the charging cable to plug your device into your computer. You do not need to sync it with iTunes, but you can use a built-in program on Macs called Image Capture to view and download any photos and videos. On PCs access your connected device in a similar fashion as a USB drive.

Dropbox – If you have an account with this service, you can also upload your photos and videos here as a way of transferring them. With the free version, you will not be able to put many videos in there due to the small storage space of the accounts. (Free for up to 2GB)

World Backup Day

World Backup Day has come and gone for this year, but we do not need to celebrate it only once a year. Accidents and data loss can happen at anytime. It is a good idea to create an automatic plan to backup or to get on a schedule to do it manually. Files that should be backed up may be found in your (My) Documents, Desktop, Pictures, Music, and Movies folders. Here are a few ways to safely backup your files:

Physical Options

External Hard Drive or USB Drive - I recommend these over burning your files to a CD or DVD because it will be easy to edit and reuse for future backups. With this method, just find your files and drag them over to the drive. This needs to be done manually, so I recommend setting a reminder on your computer, phone, or calendar to alert you periodically. ($ Cost of hard drive)

Apple Time Machine - Apple makes it simple: just plug in an external hard drive dedicated to backing up to your computer and enable the time machine feature. Your data will automatically backup to the drive, and, in the future, anytime the drive is connected, it will backup any files that have been edited since the last backup without prompting. To view or access the backups through this method, you will need to go through the Time Machine Settings and choose Enter Time Machine to view your backed up files and previous versions of each. ($ Cost of hard drive)

Window’s Backup and Restore – Through the options in the Control Panel, you can choose which files or folders and how often to back them up as well as the desired location to send it. ($ Cost of hard drive)

Cloud Options

Google Drive – With Google Apps for Education, we get unlimited space in each of our Drives (personal accounts receive only 15 GB, but $1.99 per month gets you 100 GB). You can put your files in Drive by merely dragging them into the Drive window or pressing the upload button. Another option is to install the Google Drive application on your computer. This will place a folder on your computer in which you could store all or most of your files that will regularly backup to your Google Drive. If you want or need it installed, open your Google Drive and look on the left for an “Install Drive for your computer” button. I like this option because it doesn’t force me to turn my Word or Pages documents into Google Docs, thus preserving my formatting options and the ability to still edit them. (Free)

Dropbox – This service is similar to Google Drive in that you can manage your files online or within the installed folder on your computer. A major difference is that Dropbox only provides users with 2 GB of storage for free. You can earn another 1.25 GB by jumping through a few hoops like going through some initial set up options, backing up photos from a camera, and referring others to Dropbox. Depending on what you save or are working on, this could be a viable option. (Free)

Lucidchart Concept Mapping

In looking for possible diagraming, mind mapping, flow charting options a while back, I had come across this online option: Lucidchart. It integrates into Google Apps, allows for collaboration, and saves right to your Google Drive. Everyone at my school has access to the unrestricted premium Lucidchart accounts which are free for education and were set up in the Google Admin Console. 

After taking into consideration TPACK and the wordy instructions, I decided to create a video introduction to Lucidchart for staff and students on what it is and how to get started. 

Uses Unique to Lucidchart

• Collaborate with group members.
• Replace Inspiration Software that is not available on BYOD devices.
• Create app mock ups using the Android and iOS templates and icons.
• Construct flowcharts and document processes.

List Making

Usually around this time of year (New Years), people make resolutions to stay more organized. If you really know me, you would know me as the Queen of To-Do Lists. Here are some ways to keep an electronic to-do list:

Google Tasks (web based through your Google account) - On your computer, while logged into Mail, click on where it says “Mail” in the upper left of the screen and pick Tasks. A little window will appear where you can start creating your to-do list. On a mobile device, go to gmail.com/tasks to access your list.

Reminders App (built in on Mac, iPad, iPhone, and through iCloud.com) - This is great for to-do lists and getting tasks done. I like it because it not only creates a separate line for each item, but it can be set to send you notifications at a particular time, on a repeating schedule, or when you get to a certain location to remind you to get your tasks done. Lists will sync between Apple devices through your iCloud (such as your Apple ID or iTunes accounts) if you set it up.

Wunderlist (Mac, iOS, PC, Android, or web based) - This is the free option I am currently using. I like that it can be a separate program on my computer and that I can create lists to share with other people to work on collaboratively. It can be set to remind you to complete tasks at a certain time. You need to sign up for it, but you can Sign Up with Google using your work email address - this way you will not need another username and password. The free account should be all that you need.

Multitasking with a Projector

In this edition, I want to point out one of my favorite buttons found on the remotes of most projectors and provide another option that does not require a remote.

While giving a presentation, teaching a class, or merely projecting to a group, sometimes you want to look at something else on your computer screen without the rest of the audience or class seeing. Thus, the Freeze button comes in handy. Press it once to make the current image being projected stay up on the screen. Do what you want on your computer, and when you are ready to project again, press Freeze once more.

Below are the directions for the Epson PowerLite 95+

Image from PowerLite User's Guide

In the event that the projector remote is not present or provided, there is an option to extend your display onto the projector. This possibility is built-in to your computer or laptop’s operating system.

OS X: How to use multiple displays with your Mac in Mountain Lion and earlier

Click on Extended desktop

Microsoft's Understanding Multiple Monitors

Gmail Filtering with Labels and Folders

This is my first issue in the Tech Randomness line. Each will highlight one set of instructions or center around a theme. Some topics may apply to you and others may not, but I would at least hope for a skim (these are also being sent out via email to the staff where I work as a form of technology professional development).

Gmail Filtering

Ok, so we all have email and sometimes our accounts start to look overwhelming. In Gmail, you can set it up to automatically apply color labels to emails as they enter your inbox or you can have certain emails go directly to a folder (you wouldn't necessarily need to see the email at all).

Uses

Organization

Homework - Have students use a particular word (ex: LA7A) in the subject of their email or the name of their shared Google Doc to have it automatically sent to a class folder

Subscriptions - have recurring email subscriptions sent to a particular folder

Flagging - use labels to easily flag emails in your inbox for what you need to do next or for what you need to respond to quickly

Directions

Gmail Using Filters