Save Time With Bookmarks: Document Templates

I don't know about you, but I use Google Slides for #allthethings.  I am constantly opening Google Slides and then changing the size of my slides.  I realized, with a simple two minute investment, I can save time and clicks each time I need a Google Slides file sized a certain way.

You can do this with any size, but I am going to show it with the three documents I use the most, 8.5 x 11 portrait and landscape slides as well as a landscape document.  Portrait documents are default so I didn't need a shortcut for that.

Step 1:  Create a folder in your Google Drive and call it something like Templates or Shortcut Templates.  This will give you a place to store these template documents you are about to create so that you remember what they are for.

Step 2:  Create a folder in your bookmarks bar.  You can do this by right clicking on the bookmarks bar and choosing "Add folder".  Name the folder "Templates" or whatever you wish to call it.

Step 3:  Inside the folder in your Google Drive that you designated for the templates, create a new Google Slides file.  Rename the file to be "Portrait Slide" (or whatever you want to call it).

Step 4:  Change the slide size to be 8.5 x 11 to make a portrait slide set.  You can do this by going to File --> Page Setup and choosing Custom.  Then change the units to inches and set it to 8.5 x 11.

Step 5:  Now that you have your portrait sized slides file, click on the little star to the right of the web address in the address bar to create a bookmark for this page.

Step 6: Change the Folder option to be the Templates folder you created in step 2.  Then before you save, click on the "More" button to get more options.

Step 7: Name the bookmark whatever you wish.  Then look at the URL (web address).  At the end of the URL, there will be something that says "/edit...".  It might have some other characters after it, but that is ok.  Change the /edit and everything after it to say "/copy" and then click "Save". See the pictures below.  

Step 8: Now repeat steps 3-7 to create bookmarks for a Slides file that is landscape and a Google Doc that is landscape.

There you have it!  Now whenever you want a Google Slides or Document file that is one of those sizes, you just click on your templates folder on the bookmark bar.

When you click on one of your template shortcut bookmarks, it will prompt you to make a copy of your template. 

Now you'll have your already resized document and be ready to go.  It took a little bit of set up, but so many clicks are saved each time you do this.  Enjoy all your extra seconds.  :)

Google Docs: Insert a Video into a Google Doc

When it comes to being creative with using Google Docs in the classroom, like when I make Hyperdocs, I was always bummed that I couldn't insert a video right into my Google Doc. Then I learned this little hack to make it work.  It is a little bit of a workaround, but it gets the job done.


Step 1:  Get Your Video URL

• Find the YouTube video you'd like to insert.
• Click on the "Share" button below the video.
• Copy the URL for the video by clicking on the "Copy" link. 

Step 2:  Insert Your Video into a Google Slides Presentation

• Open a new Google Slides presentation.
• Click on the "Insert" menu and choose "Video".
• Select "By URL" and paste in your link.
• Click "Select" and it will insert your video on the slide.

Step 3: Copy Your Video

• On the Google Slide, click on the inserted video to select it.
• Press command+C on a Mac, or Ctrl+C on a PC or Chromebook, to copy the video.  DON'T use right click and copy. 

Step 4: Insert Your Video in the Google Doc

• Place your cursor into the Google Doc wherever you'd like the video to be.  
• Click on the "Insert" menu and choose "Drawing" and "New".

• Click in the Google Drawing window that opens up and press Command+V on a Mac, or Ctrl+V on a PC or Chromebook, to paste the video.  Right click and paste will not work.
• You can resize and position the video however you'd like it.  Normally I make it a little larger by dragging on one of the corner arrows and then I right click and center it horizontally and vertically.  You could even add some credit line text under the video if needed.

• Click "Save and Close" and the video will now be in your Google Doc.  You can adjust the size and positioning of the video in the same way you would an image.

I always give the instructions for viewing the video right in my document.  They will need to either double click on the video to open it up or click it once and then click on the "Edit" link that pops up.  Then they can click the video to start play.  I have had the double click not work for me in the past, so I always double check before I enter the instructions.

Reminder: Because they have to open up the little drawing in order to watch the video, they must have edit access to the document in order to watch.  People with view-only access will not be able to view the video.  

Hopefully, this tip is helpful for you! I know I use it all the time when making HyperDocs.

Google Docs: Editing, Suggesting, and Viewing

Did you know there are 3 modes with which to view your Google Documents?  As long as you have editing rights to the document, you can move freely between the three modes.  They each have a specific purpose.

If you look at the top right corner of your Google Doc, you will see the word "Editing" with a little pencil icon next to it.  By default, you are put into editing mode when you create a new Google Doc.  Editing mode is exactly what it sounds like, it allows you to edit your document.

Suggesting mode is when you are suggesting changes to someone else's document you are looking over or working on collaboratively.  Once you are in this mode, you can type directly into the doc and it will track your changes in green.  It then puts in a comment letting others know what you are suggesting.  They can click to accept your changes or comment back to you.

Viewing mode is just how it sounds - it gives you view only access to the document.  This is great for testing links, table of contents, bookmarks, etc.

There you go!  All three modes explained.

Google Docs: Insert Table of Contents

Did you know you can make a clickable table of contents in Google Docs with just a few clicks?  You can - and it's simple.

Highlight all the parts in the text that you'd like to become a 'title' in your table of contents.  Then click on the drop down to the left of the font title and change "Normal text" to any of the heading options.

After all your 'titles' are changed to a heading setting, like "Heading 1", you can go up to the "Insert" menu and choose "Table of Contents" at the bottom of the menu.  Then you can choose to have your table of contents show as blue links or black text with page numbers.

Now all of the things you've marked as a heading style are titles in the table of contents!  You can personalize the table of contents by highlighting it and changing the size, font, or color.  You can change the size, font, and color of the things in the table of contents, just as long as they are still designated as a heading style.

If you want to be taken to a certain part of the document, click on the link in the table of contents.  It will pop up a small link.  Click on it, and off you go!  This works really well when you are working with a long document.

If you want to update your table of contents after editing your document, simply click somewhere in the table of contents and then click on the refresh button you see appear.  It will take any additional titles and add them into your table of contents, or take away any you may have deleted.

It's quick, it's easy, it's useful!  Thanks, Google!

Force a Copy of a Google Doc

There are times when you need to give your students - or maybe even your colleagues - a copy of a Google Doc.  Perhaps it is a template they need to fill out or some other type of assignment or plan that they need their own copy of so they can edit it and make it their own.  Rather than asking them to go in and go to File-->Make a copy, you can edit your link so that it will prompt them to make a copy as soon as they click on the link.

All you need to do is change your sharing settings so that the person will be able to have "view" access to the file.  You can do this by clicking on the blue "Share" button on the top right corner of your document.

If you are doing this for just a few people, type their names in and their accounts will pop up for you.  Here is the difference - be sure to click on the "Advanced" link at the bottom of the sharing settings window.

Clicking on "Advanced" will add some new options to the window.  Be sure to uncheck the box that says to "Notify people" - you don't want them to get an email letting them know you shared the file with them.  You want them to click on the link you are going to send them separately.  Once you've unchecked the box, you can click on the blue "OK" button to save the changes.

​If you are sharing with a whole class or a large group of people - the easiest way to accomplish the correct sharing privileges is to click on the blue "Share" button and then click "Advanced" just like I showed above.  You'll notice it says the access is set to Private - Only you can access.  You'll see a blue "Change" link just to the right.  Click on that.

Change the link sharing to be "Anyone at [your organization] with the link" and be sure the access level is set to "Can view".  (This will only work if you are sharing with people who all have email addresses belonging to your organization.  If you are sharing outside your organization, choose "Anyone with the link" instead.) Then click the blue "Save" button.  Sharing this way won't notify anyone via email.  It will just allow anyone with an organization email address to have view only access to the file - but only if they have the link.

Whether you shared with a few specific people, or anyone at your organization, once you click "Save" it will go back to the general sharing options window.  You will see that it now shows the access you just selected.  At the top of the window will be the URL link you need to copy and paste to give to whomever you wish to share the file.  Once you have copied the URL you can click the blue "Done" button.

Now is where we edit the link so that it will prompt people to make a copy instead of taking them into the file.  You'll want to make a hyperlink for your students or colleagues to click on so they can see a phrase of your choice as the link instead of the ugly URL - if you need instructions on making a hyperlink - click here to see how.

When you paste your URL into the hyperlink it will look something like this:

Near the end of the URL you will see "/edit" with some other text after it.

Delete everything after the / and change it to say "copy".

That's it!  Now when some one clicks on the link - it will take them to this screen - prompting them to make a copy of your document.  When they click "Make a copy", it will make a copy, save the file to their Google Drive, and allow them to begin editing their own copy of the document.

This can come in very handy to avoid any confusion when people need a copy of your Google Docs.

Google Drive Template Gallery

As busy educators, we have learn to work smarter.  When we can use something that is already made and tweak it to be what we need, it saves valuable time.  You probably know that Microsoft Office has pre-made templates for nearly anything you can imagine - calendars, flyers, newsletters, business letters, fax cover sheets, PowerPoint presentations, etc.  Did you know Google has a template gallery also?

To connect this handy gallery to your Google Drive, follow these easy steps: 

1. From your Drive, click on the red "New" button, go down to "More" and choose "Connect more apps".

2.  Search for "Drive Template Gallery" and you will see it come up in the results.  Click the blue "Connect" button.

3.  It will connect to your Drive and then give you a little confirmation window.  You can leave that checkbox marked and then click "ok". 

Done!  Now you can go back to your Drive and click the red "New" button, go to "More" and then choose "From template".  The first time you do this it will probably ask permission for the template gallery to know who you are on Google. 

Now you can browse the template gallery using the navigation on the left.  If you are part of an organization, you will land in your organization's template gallery, which may be blank.  To access all the templates, click on "Public Templates".

When you find one you like, you click "Use this template" and it will make a copy of the document that you can rename and edit to your heart's content.  If you need a closer look before you make a choice, you can click "Preview" and the document will open larger.  

Have fun browsing templates!

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Keyboard Shortcut for Adding a Comment in Google Docs

Like I've said before, I love using Google Docs with my students and leaving them comments as feedback on their writing.  Leaving comments for students is great, but there is a bit of clicking involved.  These keyboard shortcuts have shortened up the process significantly, especially if I'm using a device with a touchpad instead of a mouse.

If you aren't already familiar with making comments on a Google Doc, click here to read my introductory post.

To make your comment - position your cursor or highlight the desired text and then press Control-Alt-M (Command-Option-M for Mac).  This will open up the comment window.  Type in your comment and then hit Control-Enter (Command-Enter for Mac) to submit the comment.  Simple I know, but it saves so much time when you are grading multiple documents in one sitting.

Try this out next time you leave comments on a doc.  Trust me, you'll never go back to using the mouse!

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Making Comments in a Google Doc

I love using Google Docs with my students.  It makes looking over their writing so much easier than lugging around all their papers or spiral bound writing notebooks.  Giving them feedback has gotten much easier also.  The ability to make comments right on the Google Doc has been amazing!  When we first moved to Google Docs, I would change the color of the font and then type notes to the students directly in the document.  I laugh at that now because using the comments function is so much better.

If you haven't made comments in a Google Doc before, it really is very easy.  I'm going to show the instructions for Google Docs, but the process is essentially the same in Sheets and Slides as well.

When you have a document open, place the cursor where you'd like the comment to appear in the text.  It normally highlights the nearest word.  You can also highlight a specific word or section of the text that you wish to comment on.  Then click the "Comments" button on the upper right hand corner of the window to open the comments thread.  You will see the options for Notifications and Comment.  Click on Comment.

Then it will pop up a little window for you to type your comment.  After you type what you'd like to say, click the blue "Comment" button to submit your comment.

Then the comment will appear to the right of the document.  All the comments will show up in that right side pane for the students.  If they click the highlighted portion of the text, the comment that goes with it will be emphasized.  If your students have email with their Google Apps account, they will get an email letting them know that you commented on their document. 

If they want to reply to your comment, it gives them a little reply box.  You can also type into the reply box to add to your comment.  This creates a little conversation.  You will get an email notification letting you know the student replied to your comment. 

My students love checking their comments and responding back.  Even if it is just to say "ok".  Once they are finished with the comment, they can click "Resolve".  The comment will close, and appear to go away, but you can access it again by clicking "Comments" on the upper right hand corner of the page.  

With my younger students, I try to do a face to face conference about their writing and I leave little comments to remind them of what we talked about.  If the comments are very simple and straight forward, I can leave the comment without the conference.  When I'm at home at night grading their writing, I try to make the comment as clear as possible, but I might ask them to come and see me in the text of the comment so I don't forget to meet with them the following day.  I love it, the students love it, and I love how their little personalities come out when they respond to the comments.

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How to Get Columns in a Google Doc

I can't possibly be the only one who is waiting anxiously for Google to add in the option for making columns into a Google Doc.  The good news is that there is a work around until that joyous day comes along (I really hope it comes along).

When you get to a spot in your document where you would like to use columns, insert a table instead.  A one row, two column table, or however many columns you would like to have.  To do this, click "Insert" across the top of your document and then when you mouse over "Table" you will be able to choose the desired size for your table.

Once you have inserted your table and typed your text into the columns, right click on the table and choose "Table properties" from the menu.

Then a window will pop up that gives you a few different options including line color, line size, cell color, column width, etc.  The one you want to click on is "Table border" which has a default of black.  If you click on the little drop down next to the black square under "Table border", a color panel will appear and you can change the color to white.

After you have selected white, the color panel will disappear and you can click "OK" at the bottom of the window.

Ta da!  Columns!  You may now commence your happy dance. 

Once I figured out this trick, I've never made another document using Microsoft Word.  This was the last option for me that I needed on a regular basis that Google Docs was missing.  Hopefully that option will be added in at some point, but until then tables are my go to.  

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Spell Check Gone Crazy?

Ever find yourself editing a document in Google Docs and spell check goes a little crazy?  All the sudden nearly every word is underlined in red - words you know are correct!  I encountered this the other day on a file that was shared with me.  I'm one of those people that can't handle having the red underline, especially if I know it shouldn't be there.

If you see something like this, you should double check the language that is selected for your file.  That is the language the spell check is going to use to check your document.  You can check this by clicking on the "File" menu across the top of your screen, and then clicking on "Language" about halfway down the list.

Make sure that "English (United States)" is selected.  Once you do that, chances are all the little red underlines will clear and peace will be restored.  

Ahhh.  That's better, right?  I have no idea how Afrikaans got selected on my colleague's document, but I'm glad that choosing the correct language fixed the problem.  You might not run into this issue, but I bet your students might at some point.  It is easy to accidentally click on something with those little fingers on the track pad.  

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