Google Drive: Give Preview Access with Option to Make Copy

Forcing people to make a copy of a Google document, spreadsheet, drawing, or slide is a nice feature if in fact you need everyone to make a copy. But the force copy feature can be annoying to those that want to see the file first and make their own decision of whether or not to make a copy.

Instead of the force copy feature, consider giving people preview rights and allow them to choose to make a copy of the template.

To provide the 'preview' and 'use template' feature you must replace the last portion of the original URL starting from 'edit' with 'template/preview'.

Original URL

https://docs.google.com/presentation/d/1U6VqD9ZPU-v56mDuXzcHp0YZB_sZPG4h1XO-dflSjJw/edit#slide=id.p

New URL

https://docs.google.com/presentation/d/1U6VqD9ZPU-v56mDuXzcHp0YZB_sZPG4h1XO-dflSjJw/template/preview

Please note, that your file must be shared with ‘anyone with the link’ or 'public' for this feature to work.

30+ Tips Showing How Google Drive is Electrifying

The following presentation shows over 30 features that makes Google Drive electrifying. This is not an exhaustive list, just some of my favorites. 

Shortcut to Quickly Create a File in Google Drive

The following shortcut will allow you to save time when you need to quickly create a file in Google Drive, such as document, form, slide, sheet, or site. 

In Google Drive, all web address paths are  ____.google.com. For example, drive.google.com takes you directly to Google Drive. While docs.google.com takes you directly to all of your Google document files.

By ending the web address with /create, you can instantly create that type of Drive file.  

For example:

This trick works for the following:

docs.google.com/create

slides.google.com/create

forms.google.com/create

sheets.google.com/create

sites.google.com/create

Add Voice Notes in Google Drive

In a recent #gafechat (Twitter chat centered around Google in Education), Kelsey Flynn shared a Chrome extension she recently discovered called Talk and Comment. I started playing with it that night, but somehow got squirreled and stopped. Fast forward one week later, where I woke up this morning to a Tweet from Joe Dale mentioning that it works in Google doc comments. So I immediately set out to test it out. Sure enough, the extension works perfectly in Google docs, sheets, slides, and drawings. Teachers and students can now leave voice feedback in the comment section of other people's papers. 

Here is a quick video showing how it works. 

I am so excited about this feature! I think teachers are going to love how easy this extension will be for making quick voice comments. 

Note: make sure students set their papers to 'anyone with the link can comment,' so other people can leave the voice comments for them. 

Set an Expiration Date for Doc, Sheet, and Slide Files

I am so excited that Google added the 'Expiration Date' feature in Google Drive and even more excited that it is finally available in our district. The latest update to sharing will now allow you to remove access to a file from those whom you give commenting or viewing rights. 

The feature is only available for Google Apps customers, so don't go looking for this in your personal Google account. It is available for all Drive files, except for Drawing (which I personally hope comes soon). This feature will come in extremely hand when sharing files with students, parents, student teachers, and teaching fellows. 

Google Drive: Set Date/Time to Auto Expire for Shared File/Folder

One of the best features of Google Drive is the ability to communicate and collaborate with other people. When you share files and folders with other people, you must manually take those permissions away. Sometimes you want to be able to share with other people for just a short period of time. The auto expire script keeps you on top of things and does the work for you. 

Steps to activate the script:

Step 1: Click on this link to access the script (it will automatically make a copy for you).

Step 2: In line #3, replace the existing URL with the URL of your shared Drive file or folder.

Step 3: In line #7, replace the existing date and time with the date and time you want the file/folder to automatically remove permissions. Note, the time must be according to the 24 hour clock, i.e. 3:00pm would be 15:00.

Step 4: Click on File, select 'Project Properties,' and choose your time zone.

Step 5: Click on Run, select start, and authorize to run. 

Close the script editor window, sit back, and relax because the script will do all the work for you. 

Google Forms Has a New Look

Google has done it again, they have made another big change and this time it is to Google Forms. It looks completely different.

If you are in a Google Apps for Education district, you might not have access to it yet, as your Google Domain Administrator might have it set to 'scheduled release' as opposed to 'rapid release.' See below image for descriptions. 

Whether you have access to the new Google Forms look now or it is coming in a couple weeks, here is a guide to help you become familiar to all the changes. 

Revision History: Great Feature in Google Drive

Revision history gives teachers and students a record of the additions, changes and deletions that are made on a Google document, spreadsheet, slide, or drawing. You must be an owner of editor of the file in order to access revision history. 

Here is a quick demonstration on how it works:

Photos to Slideshow in No Time Flat!

Here is a tutorial on how you can take photos from your phone/tablet and quickly turn them into a YouTube slideshow. 

There are also some advanced features you can use to make your slide show more personal. Here is how to add text to your slideshow:

Quick Google Sites Tip for Teachers

Yesterday, I got the pleasure of working with teachers on Google at one of our middle schools. We all know that teachers have a million things on their plate and they don't have enough time to get everything accomplished. I shared a little Google Sites tip with them that they seemed very thankful for. 

If you want to share a group of files with your students, place all of the files in a shared Google Drive folder. Insert that Drive Folder onto your Google Site page. Now every time you drop something into that shared folder it automatically appears (upon browser refreshing, of course) on the page with the inserted folder. 

There is no need for placing the file in the shared folder and then going to your Google Site to insert a link or attach the file. Why take 2 steps when you can do it in one! Something so simple can end up saving a teacher a lot of time in the long run. Share the tip with your friends and co-workers. 

Here are directions for inserting the Drive folder. 

New Google Drive Quick Start Guide

Google Drive got a facelift a couple weeks ago and although there are a few things I miss, such as updated items are no longer bold, I do like the new look. 

If you are part of a Google Apps for Education district you might not see the new look just yet. Be patient as it is coming soon. The company rolls out updated products in shifts. If you have a personal Google account and you have not been switched to the new look, you have the option to switch yourself. From Drive, go to settings and select 'Experience the new Drive.' 

Here is a summary of some of the most notable changes that were made:

• The Create button is now called New
• Shared with Me is now called Incoming
• New show link button that appears when you select a file/folder
• Two ways to create a folder or file.
• Sort files/folders by last modified, last edited by you, last opened by you or name.
• Easily enable offline access through settings

Here is a New Google Drive Quick Start Guide that I created. My district has not switched over yet, but I wanted to be prepared for when the switch is made. 

New Google Drive Quick Start Guide