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 Drive: Update Your File Versions

With a Google Doc, Slide, Form, Sheet, or Drawing in Drive, it is easy to go in and make changes - even if you have already shared the link with someone.  The links you share out take the user to the live document - meaning they automatically see any updates or changes you might make.  That's fantastic!  However, what do you do if you need to update a PDF, image, video, or audio file after you've shared the link?  Google has a solution for that too!

If you need to update a video, audio, image, or PDF file in Google Drive - but you want to maintain the same link for the file because you've already sent it out, just right click on the file in your Google Drive and choose "Manage versions" from the list. 

Now you have several options.  You can see all the versions of your file as well as a button to upload a new file.  If you click on the three dots menu for each version, you have the ability to delete, download, or keep forever.  Generally, versions older than 30 days will delete automatically.  If you want to keep an old version for some reason, be sure to go in and tell it to 'keep forever'.  

Now you can upload a new version of your file, or even a brand new file if you wanted, and keep the same URL link.  This can come in very handy if you noticed a mistake in a file you have already shared out, or if you need to update your file with new or updated information.  

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!

Google Keep Chrome Extension

I've introduced you to Google Keep before - basically a website where you can store digital sticky notes with access across all your mobile devices.  Click here to get more information about Google Keep.

They now have a Google Keep extension for Chrome that is just wonderful!  You can click on the extension and it will take the web address and title of the web page you are on and let you add a note to it.  It will put it directly in your Google Keep notepad without you having to actually browse to the site.  Super useful!

To get this handy extension - browse to the Chrome Web Store or click this link.  Search for "Google Keep" and watch for it under the extensions - NOT apps.  Go ahead and click the blue "Add to Chrome" button.

It will prompt you for permission.  Click "Add extension".

Now you will see the Google Keep icon next to your address bar (Omnibox).

Next time you are on a website that you'd like to save for a specific purpose, you can just click on your Google Keep icon and it will pop up a little box for you to add a note to.  When you are finished typing your note, just click the Google Keep icon again to close it.   It saves automatically.

Now when you visit Google Keep on your computer or mobile device, your note will be there along with the web address ready for you to return when you need it again.

So handy!  I know I'll certainly make good use of it!  Hopefully, you will too.

TabCloud Chrome Extension

There are times when I know I need a certain set of tabs open in my Chrome browser.  For a specific lesson or presentation, I'd like certain things to be open each time I start.  TabCloud is my hero in these situations.

TabCloud is a Google Chrome Extension that takes all the tabs I have open in my Chrome window and saves them.  I can give that tab set a name, and then reopen it on any device I'm logged into that has a full Chrome browser (does not work on iPad, tablet, etc.).  Whenever I need that tab set, I can click on the TabCloud icon and load my saved set.  It's a beautiful thing.

To get TabCloud, head on over to the Chrome Web Store and search for TabCloud (one word).  Then click on the blue "Add to Chrome" button.

It will ask you for permission - click "Add extension".

Now you will see the little TabCloud icon in the upper right of your Chrome Browser.  The first time you use it will ask you to click to log in, then you will have to allow it access to your account.  You should only have to do that once.  After that, whenever you have a set of open tabs you'd like to save, click on the cloud, name your set, and click the little disk icon to save it.

To load a saved set, click on the TabCloud icon and click the green plus sign next to the set you'd like to load.  Then watch the tabs open right before your eyes.

Now when you go to teach a lesson or do a presentation where you need multiple tabs open - the preparation is quick and easy.  Walk in, log in, load your saved TabCloud and you are ready to go in just a few clicks.

Google Chrome: Save Space on Your Bookmarks Bar

You can't have too many bookmarks.  If you look carefully, most bookmark icons are highly identifiable.  Capitalize on that and save a ton of space on your Bookmarks Bar.

Here is a little .gif that shows the process.

CraftyCursor Google Chrome Extension

I learned about this great Chrome Extension from my friend Amanda Taylor (@TeacherandGeek).  Head on over to the Chrome Web Store and search for CraftyCursor.  When you see it, click on the blue "Add to Chrome" button.

After you install CraftyCursor, you may need to refresh your Chrome browser before it will work.  Click on the CraftyCursor icon in the upper right of your screen when you are ready to use it.

You can set your color using the drop down and then click "Start highlighting".  Now you will get a highlighted circle around your cursor to help your audience track with your mouse movements.

To stop highlighting, simply click on the CraftyCursor icon again and click "Stop highlighting".

CraftyText Extension

Ever needed to give students or an audience a word, code, website, etc. to copy down or type in and you have to spell it out loud repeatedly so they can get it?  I've got a solution for you.  CraftyText Extension!  With just a click you can have giant text displayed across your screen.

Browse to the Chrome Web Store by typing "Chrome Web Store" into Google or just clicking on this link.  Type "CraftyText" into the search bar and then hit enter.  You'll see CraftyText listed under extensions.  Click the blue "Add to Chrome" button.

You'll be prompted for permission to install.  Click "Add Extension". 

The extension will now be installed and you can see the little CT icon to the right of your address bar.

Now when you have text you'd like to share with your audience, just click on the CraftyText icon and a little box will open for you.  (Sometimes you need to refresh your Chrome window before it will work the first time after you install it.)  Type whatever text you'd like displayed into the box and hit enter.

Then you will see the text displayed giant size across your screen.

When you are done with the text, click the CT icon again and it will go away.  If you have any trouble getting it to work the first time, go ahead and refresh your browser. 

If you like CraftyText, you'll definitely want to give CraftyCursor a try!  It will put a little colored dot around your cursor to help your audience follow along with your movements around the screen. 

These are two of my very favorite extensions.  Enjoy!

Zoom in on Google Chrome

Ever been reading a web page with text too small to read comfortably?  An email that came in with an extra small font?  Maybe you are showing your class a Google Doc or web page, and it is too small for the kids in the back to read.  No problem - easy fix!

In the upper right hand corner of your Chrome window, you will see the menu button.  It has three lines stacked on top of one another.  This menu is often referred to as the "hotdog" or the "hamburger".  Click on it to access the Zoom options in the drop down menu.

You can then click on the little plus sign to zoom in closer.  Of course - if you want to zoom out, you can use the little minus sign.  Here is what it looks like when I zoom in a few times.

If you have adjusted the zoom in any way - you will have a small magnifying glass in the upper right hand corner of your address bar (also called the Omnibox).  If you click on it, you can adjust your zoom from there, or you can hit "reset" to go back to normal.  

Happy zooming!

Gmail Inbox: Change The Spacing

Did you know you could change the spacing on your Gmail inbox?

You have three choices:

Comfortable - a good amount of space between emails
Cozy - in the middle
Compact - emails are tight together so you can see more on the page

You can change it with one easy step.

Click on the little gear icon on the upper right hand corner of your inbox and you will see all three options.  Click on the one you want.  I put all three options below so you can see the difference.  The default is comfortable, so you are probably already set to that one.

Comfortable

Cozy

Compact

You can pick whatever works best for your vision and your productivity.

Google Drive Search Tip

When you are hunting for a file in Google Drive and you type into the search bar, it searches your entire Google Drive - including files that have been shared with you.  This often creates a very long list and makes it more difficult for you to find your file.  If you are looking for a file you created, type "owner:me" into the search bar (do not include the quotes) and then type your text.  For instance, if you are looking for an English Essay file you made, and you don't want the 120 English Essays your students wrote to show up, type the following into the search bar:

owner:me English Essay

Your results will only include files that you created.  This helps narrow the results significantly and helps you find your files faster.

For more Google Drive tips check out these posts I made:

Google Drive Search Tips
Google Drive Organization Tips

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Making a Signature in Gmail

Get tired of typing your name at the bottom of every email?  Envious of your colleague's email signature, but just never get around to asking how to do it?  No problem.  It's easy!

From your inbox, click on the gear icon on the top right corner and click settings.

Scroll down until you see the section for "Signature".

Click in the box and type in the signature you'd like to have.  I have my name, title, email, and phone number.  I also have a school logo in mine, but you'll have to decide what works best for you.  You can copy and paste the image in if you'd like, or you can upload it from your computer by clicking on the image icon (the one that looks like a mountain range).  You can choose the font, size, color, and format that works best for you.

I generally like to click the check box for putting the signature before any quoted text in a reply.  That way it shows up after my message when I reply, instead of all the way at the bottom of the email chain.

Here is the step you can't forget!  Scroll all the way to the bottom of the page and click "Save changes" or else it will not save your signature.

That's it!  Done!

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Two Keyboard Shortcuts I Can't Live Without

These two keyboard shortcuts are life savers!  I use them daily.

Ctrl-Shift-V (Command-Shift-V for Mac)

If you use Ctrl-C to copy, Ctrl-X to cut, and Ctrl-V to paste, this one is for you.  Ctrl-Shift-V (Command-Shift-V) will allow you to paste using source formatting.  That means it will match the formatting of the document you are pasting into.  For example - I am typing an email and I want to copy some text from a document or website that is using a fun font and green text.  I want the text to be black and in the same font and size as the rest of my email.  If I use Ctrl-V to paste, it will most likely keep the font, color, size, and line spacing from where I found it.  If I use Ctrl-Shift-V, it will match the font, color, size, and line spacing of my email.  Talk about a time saver!

Holding Shift while Making a Shape

In apps like Google Drawings and Google Slides, when you make a shape like a square or a circle, there are times when you don't want it to shift into a rectangle or a circle, you want it to maintain its shape as a perfect square or circle.  If you hold the shift key down while you draw the shape, it will stay true.  For a triangle, it will keep it equilateral or isosceles, depending on the one you chose to make.  For an arrow or a line, it will keep it straight and not let it become slanted.  If you drag up or down far enough, it will snap to a diagonal, but it will prevent you from doing the slightly not straight line.  This is a life saver for making all my tutorials!  I know it works in Drawings and Slides, and also in Preview on a Mac.  Try it in whatever program you use that makes shapes or lines and see if it works - I bet it will!  

Both of these tips saved me a bunch of hassle once I learned them.  I hope they save you some time and hassle too.

Handy Keyboard Shortcuts for Google Chrome

Sometimes using the mouse just takes up extra time.  I've got some handy keyboard shortcuts for you today that will save you some time and effort when working in Google Chrome.

Control-T (Command-T for Mac) - This will open a new tab.

Control-W (Command-W) - This will close the active tab.  The active tab is whatever tab you are currently working in.  This can come in especially handy if you are working through a whole class of Google Docs.

Control-Shift-T (Command-Shift-T) - This will reopen the last tab you closed.  This is really useful if you accidentally closed a tab, or realize you needed one more thing from the document or web page you just closed.  Google Chrome remembers the last 10 tabs you closed.

Control-Tab (Works for Mac also!) - This will switch you to the next open tab (moves you one tab to the right).  If you are on your last tab, it will take you back to the first one.

Control-Shift-Tab (Also works for Mac) - This will switch you to the previous tab (moves you one tab to the left).  If you are on your first tab, it will take you to the last tab.

Control-1 through Control-8 (Command-1 through Command-8) - This will take you to tab in that position across the top of your screen.  For instance, if you want the third tab from the left, you push Control-3 (Command-3).  If you are like me and often have more than 8 tabs open, Control-9 (Command-9) will take you to the last tab, no matter how many tabs are open.

This one does use a mouse - but I use it quite a bit, so I thought I'd share it with you.

Press Control (Command) while you click a link - This will open the link in a new tab.  You can then click on that tab to see the new webpage.  This works especially well if you are doing a Google Search.  You can open several of the links that look promising as you look through the results and then click through the tabs to view.  It also means you don't have to hit the back button to return to your results because they stay open in the original tab.  If you want it to open the results in a new tab and have it take you to directly to that tab, you can press Control-Shift (Command-Shift) while you click the link.

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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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Save Slides as Image Files

This is one of those tips that you may not use all the time, but it can come in really handy when the need arises.  A colleague shared this tip with me and I've already thought of a few ways I might use it!

There are a variety of reasons you might want to save some, or all, of the slides from a PowerPoint or Google Slides Presentation as image files.  You can create a video with a song or with narration using iMovie, Windows Movie Maker, or Adobe Premiere Pro using your slide images.  You can easily email out single slides that students have created for parents to see.  Maybe you need to post pictures of single slides on a website or as work examples, etc.

Now that we know it is a handy trick, let's talk about how it's done.

First - using Microsoft PowerPoint:

Open your slide show, and then click the Office Button (menu button).  Choose "Save As", and then "Other Formats".

A box will pop up asking where you'd like to save.  Chose the location where you'd like to save your files and then change the "Save as type" option to be the image file of your choice - JPEG, PNG, TIFF, GIF, etc.  If you have no idea what the differences are - just choose JPEG.  

Once you click "Save", it will prompt you to see if you would like to save just the current slide or all of the slides as images.  You can make your choice. 

 If you choose "Every Slide" it will save all of the files in a folder and confirm the location of that folder.

If you open up the folder, you will see all of your slides saved as individual image files.  

You can now do whatever you wish with your files like import them into a video creation app or email out individual slides to specific people.  

This process is a little different in Google Slides.

At the time of this post, Google Slides only allows you to save one slide at a time.  You can't save the whole show all at once like you can in PowerPoint.  If you want to save every slide, I suggest you download the file as a PowerPoint document, open it in PowerPoint, and complete the process I shared with you above.  If you just need a few of the slides, or you don't have access to the PowerPoint program, you can follow the directions below.  

Open up your Google Slides Presentation.  Click on "File" and choose "Download as".  You can then pick PNG, JPEG, or SVG.  Again, if you aren't sure what those all are, just choose JPEG.  

Once you click on the file type you want, it will automatically download your file.  Chances are downloads will automatically go into your "Downloads" folder unless you have changed the default location for downloads.

I had my students create a slide in a shared Google Slides Presentation for their parents that I set in a revolving slideshow on our Open House night.  I will be converting that slideshow into a PowerPoint, saving all the slides as JPEG images, and emailing them out individually to parents in case they missed it at the event.  This process will make that very easy.  

I hope this tip was helpful for you!  Stop in again soon for more handy tech tips!