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Google Tips and Tricks

How to Teach Students to Use Google Calendar

by Peggy Reimers
written by Peggy Reimers

Most of us use a digital calendar for a large portion of our work life. So just like any other skill, teachers can help students set up and use school and personal calendars, which will benefit them as they enter college and the workforce. Let’s explore strategies to help students optimize their time by setting up and using Google Calendar to the fullest.

Most online productivity platforms include a calendar and have similar features. Since we at TCEA use Google Workspace for Education, I will be using Google Calendar as my reference.

March 2023 Google Calendar month view
Google Calendar Month View

How to Name and Add a Google Calendar

I would start off by having your students use two calendars to organize their life: a personal calendar and a school calendar. You can access calendars and settings by clicking the waffle icon in the top right corner of your Chrome browser.

Where to access your google calendar

Personal Calendar

Your default calendar has your name, so I would add the word Personal to this calendar. A student would include all events, appointments, meetings, and tasks that don’t involve or relate to school assignments or events here.

On this calendar, students might include items like:

  • Music lessons
  • Therapy sessions
  • Part-time work
  • Concerts
  • Medical appointments
  • Family obligations

Students can rename their calendars by clicking the three vertical dots to the right of the calendar name and clicking Settings and Sharing.

Where to change the name of a Google Calendar

School Calendar

Create a secondary calendar for assignments, tests, project due dates, and extra-curricular school activities. Students can add a new calendar by clicking the plus sign to the right of Other Calendars when viewing their primary calendar.

How to add a calendar

On this calendar, students might include items like:

  • Games and tournaments
  • Practice schedules
  • Pep rallies
  • Club or organization meetings
  • Counselor meetings

Depending on the age of your students, you could add or splinter off major commitments into additional calendars: 

  • Fun events
  • Work schedule
  • Sports or club activities
  • Service-oriented dates 

How to Choose and Customize Your Google Calendar View

I took a quick poll of the TCEA staff to ask about their preferred calendar view: day, week, or month. I was surprised to find that 60% chose the week view with the day view coming in at 30%.

Where to change the view

I personally like a custom view of two weeks. This way I can visually see this week’s events and what is on my radar for the following week. Previously, I used the month view, but since TCEA has so many events per day, it was really difficult to see what is going on. Switching to the two-week custom view provides me with a visual where I can actually see the going-ons very easily. Students can customize their view options by clicking on the Settings wheel in the top right corner of the calendar and scrolling down the settings page to the View Options section.

View Options for Google Calendar

The default custom view is 4 days, but you have options to change this to 2, 3, 4, 5, 6, or 7 days, and 2, 3, or 4 weeks. To change your default custom view, scroll down to View Options and find the second grey box labeled, “Set custom view.”

Google gives one several options. As a teacher, I would share what option works for you and give reasons. I would leave it open for students to choose their own view based on what works best for them. Have them try one option out for a couple of weeks. If the first option doesn’t work for them, they can try another one. 

How to Change Calendar Views with Keyboard Shortcuts

The Google Calendar makes it super easy to toggle between calendar views. Just press the following keys (they not case-sensitive) to toggle between the different views. If your shortcut keys do not work, make sure you go up to the sprocket gear and select settings. Scroll down and make sure you checkmark enable keyboard shortcuts. 

  • day D
  • week W 
  • month M
  • agenda A
  • 2 weeks X

I have read that it is beneficial for ADHD students to view the month in order to see the big picture. Then, they can use shortcuts D or A to see details. Toggling between two views is easy peasy with just two presses on the keyboard, once you have enabled the shortcuts. 

How to Color Code in Google Calendar

For school assignments, projects, and test entries, you can have students select All Day instead of selecting specific times.

Creating an event

The event box on the calendar view will be larger, and they will be able to see 24 characters of the event name. Set the color of the school calendar to red. As the student turns in work, they can change the color of the event to green to note the assignment was turned in. It is a great visual indicator to keep track of their schoolwork.  

Bonus tip: A quick way to change the color of the event is right click on the event and a color palette will pop up. Viola,  the assignment status from red to turn green is a done deal.

Changing calendar colors

I am sure there are more tips to set up best practices for a digital calendar. Please feel free to post your tips and tricks in the comments. Other teachers and I would appreciate it!

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Google Calendar
Google Tips and Tricks

Google Calendar: A Powerful Tool for Back to School

by Jennifer Bergland
written by Jennifer Bergland

Google Calendar is one of those applications that we often take for granted. We see the word “calendar” and assume it’s just a place to record upcoming events, activities, and daily tasks. But let’s explore how Google Calendar can make us more efficient as we begin another school year. Today, I will point out one new feature of Google Calendar and highlight an add-on, Meetric. Both are worth exploring to help with streamlining work and increasing productivity.

Google Calendar Meetings: Attending In-Person or Virtually? 

During 2020, almost all of our meetings were virtual. Consequently, it was understood that invitees wouldn’t attend meetings in person. While virtual attendance remains a viable option for most meetings, we can no longer assume everyone will attend virtually. There may now be a mixture of in-person and virtual attendees. In a recent update, Google Calendar made it easy to indicate how you will attend when accepting the meeting invitation.

When you open up the calendar invite in Google Calendar, you see a video icon next to the “Yes” response option.

Google Calendar Responses

When you click on the word “Yes,” you are given two options: “Yes, in a meeting room” or “Yes, joining virtually.”

Google Calendar "Yes, joining virtually" response

Now attendees can see who is attending virtually and who is attending in person by looking at the event details within Google Calendar.

Google Calendar Virtual Attendees

Check out Google’s announcement for more information about the update to Google Calendar, enabling attendees to indicate if they are attending a meeting virtually or in person.

Meetric: A Google Calendar Add-On

Google add-ons are applications that others have created to work with and enhance specific Google tools. You may have used them in Google Docs or Sheets, but perhaps have never explored any that might assist you in Google Calendar. Meetric is a Google Calendar add-on that I think you might want to try. It can be instrumental in managing the workflow of the various meetings you conduct or attend.

To install Meetric, open up your Google Calendar and click on the settings gear. Then, click on “Get add-ons.”

Google Calendar Meetric Add-on

Click on “Install” and follow the installation instructions. Once Meetric is installed, you will see a “Take notes” button when you open up a calendar event. Click on this link to open the Meetric notepad for the specific event.

Meetric Take Notes

You will have the ability to review your meeting notes in a window that opens to the side of your calendar, or you can open it up in a new window. If you want to view the meeting notes as a full page, click on the icon that has an arrow pointing out of a square in the top right corner. Then, click on the meeting you want to view or edit.

Meetric Full Window Notes

Meetric’s superpower is enabling the meeting attendees to take notes and assign tasks to individuals. You can set deadlines for these tasks, and it indicates when the task is complete. It is the perfect tool to use to track a team’s work using Google Calendar.

Let’s review how to insert a task, assign the task to an individual (with date and time), and easily email meeting notes to the attendees.

Insert a Task

There are two ways to insert a task. Usually, clicking return at the end of a sentence will create a greyed-out box. This box indicates that Meetric is ready for you to enter the task. If the box doesn’t appear, type [ and ] to add a task.

Meetric New Task

Either of these two options creates the box you need to begin the task. Note that you will now see a small box icon, an “@” sign, and a calendar icon. These are all the tools you’ll need.

Meetric Task Options

Assign the Task

Begin by clicking on the “@” sign and choosing which attendee to assign the task. All the people who are attending the meeting will show on the list of options.

Meetric Task Assignments

Next, type in the task you would like the individual to accomplish next to their name. When you finish, click on the calendar icon, and Meetric will give you some suggested dates. If none of the proposed dates are appropriate, add the exact date by clicking on the “Specific date” option at the bottom of the list. If the calendar icon is not visible, type in the word “by” at the task title’s end, which should bring up the suggested dates.

Meetric Deadlines

After selecting a date, you should see a red clock icon appear to the right of the date you chose. Click on the clock and enter the time by which the task needs to be completed.

Meetric Deadlines

Email the Notes

Once you have completed the meeting, you can easily send the contents of the meeting notes to the attendees. They will receive an email that gives them a list of all assigned tasks and another list of tasks specifically assigned to them.

Meetric Notes Email

Each individual can click on their task, and it will link them to the meeting notes. When they complete the task, they can click the box to the left of their name to mark it completed, and it will then update the Meetric note.

Meetric Task Completed

As you can see, this add-on to Google Calendar has the potential to assign and track a group’s work. Since the note is attached to the calendar event, it is easy to find and review the actions assigned. If the meeting is a standing meeting, Meetric gathers all of the notes together to make it easy to refer to past actions taken.


Currently, Meetric is free, so now is an excellent time to try it out. You can learn more about Meetric on their website.

Additional Information

I hope you find this Google Calendar update and Meetric add-on useful as you plan meetings, tasks, and projects with your team(s). If you’re interested in learning even more about Google, check out our TCEA Google Workspace for Education Courses and previous blog posts about Google Calendar.

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teacher-librarians
Google Tips and TricksLibraries

Four Ways Google Calendars Can Help Teacher-Librarians Plan

by Guest Blogger
written by Guest Blogger

There are no two days alike when you are a teacher-librarian. You don’t have the same kids every day. You don’t have the same teachers every day. And you don’t have the same schedule every day. To maximize your impact on student achievement, it is crucial to have a plan to manage programs, lessons, and promotion. Whether you are a veteran educator or just starting out, consider how you can utilize calendars to maximize efficiency and communication in your library or classroom.

Calendars Organize

Being organized makes sure things don’t fall through the cracks and keeps everyone on the same page. Using Google Calendar ensures that critical information is easily shareable across your campus. Here are four different calendars I use.

  •            Calendar 1: Programming. This calendar includes reading promotions, book fairs, monthly themes,  and displays. These items don’t have to take up time on your schedule, but they need to be visible to show balance in what you are offering your campus or grade levels.
  •            Calendar 2:  Instruction/Lessons. This calendar includes the topics you want to make sure to cover like internet safety, research, and information literacy. These lessons can take place in the library or in classrooms.
  •            Calendar 3:  Collection Development. This calendar includes the things that keep your library functioning. This entails the analyzing, weeding, reading reviews, ordering, and processing.
  •            Calendar 4:  Classes. This calendar includes regularly-scheduled visits and one-time events. This will help you keep track, in part, of the number of visitors each day.  If you aren’t on a fixed schedule, you and your teachers might need a little help getting into a groove, especially if they visit only every two or three weeks. Schedule repeating events, make any adjustments to accommodate changes (testing dates, holidays, personal schedules), and then add guests and share. This way, everyone ends up on the same page with no surprises!

Calendars Document

We work in a data-driven profession. How are you documenting your activities? Calendars provide a great point of reference. At the end of six weeks, a semester, or even a full year, you can easily print your calendar and talk with your evaluating administrator about your impact on the campus. This also helps you see how you are spending your time and address any modifications that need to be made to support campus goals.

Calendars Don’t Just Record Dates and Times

Of course, you can extend invitations, but Google Calendar also allows you to set up conferencing via Hangouts. Add a guest to your calendar, select Conferencing, and you can add a Hangout with that individual or group. Once you’ve set it, don’t forget to add a reminder. Reminders can be set minutes, hours, or days in advance, and they can be sent through pop-up notifications, email, or SMS. And if you’re a regular webinar attendee (think TCEA Lunch and Learn, including the exclusive LIB-SIG webinars), you can paste and link the URL in the description box.  When you get the webinar reminder, head to your calendar, click on the link, and you’re there!

Calendars Save Time

Create tasks and set reminders that you can check off or mark as done when complete.  In Google Calendar, when you invite a guest, you can opt to FIND A TIME and your guest’s or guests’ calendars will display.  Select a time that is open for each party and send the invitation. Do you need to set appointments with teachers or parents and want to allow them to sign up?  Let them select their time by creating appointment slots. Share the link and allow others to do the work.

There are all kinds of calendar options. If Google Calendar isn’t a great fit, choose the one that works best for you.  That might mean a paper calendar, Outlook, or Google. To recap the latest changes to Google Calendar, check out this video tutorial.

This is a guest blog by Brandi Rosales and Kristi Starr. Brandi is a library systems administrator in Richardson ISD and the Secretary/Treasurer of LIB-SIG. Kristi is the library media specialist and co-campus technology leader at Coronado High School in Lubbock ISD and the President of LIB-SIG. This blog is part of a monthly series of blogs from LIB-SIG. 

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Google Calendar
ChromebooksGoogle Tips and Tricks

A Teacher’s Guide to Google Calendar

by Jennifer Bergland
written by Jennifer Bergland

The Google Calendar is a little used jewel for keeping you organized. This is especially true for a teacher who has a never-ending list of things to do and places to be. I have a confession to make — I am lousy at using lists. I make them, but then rarely use them to guide my day. Instead, I’ve found that I work best by using a calendar to track my tasks as well as my events.  Let’s explore a few ways a teacher can use the Google Calendar to keep them on track and organized. 

Layout of Google Calendars

Before we look at specific uses, we need to review some of the basics of Google Calendar. The calendar allows you to create multiple planners that can be toggled on and off. This allows you to create calendars that have a specific purpose (homework, lesson plans, cheerleader practice) that can be shared separately. However, you can also view them together. In the above image, you can detect the different calendars by their color. 

Different Types of Calendars

The next thing you need to understand is that Google groups your calendars in two lists — MyCalendar Calendars and Other Calendars. My Calendars are calendars that you created or were created for you and that you have been given the ability to manage. These calendars are located at the top of the list of calendars. Other Calendars are calendars that you have added or that have been added for you by your G Suite administrator. This list of calendars is below the calendars that you own and/or manage.

Homework Calendar

Let’s start by creating a calendar to help your students and their parents keep track of assigned homework. You only have to generate the homework information once and then let parents and students access the calendar at a time that fits their schedule. No more filling out homework sheets for individual students. You could also assign a different student each day to enter the information on the calendar.

Calendar

You will next want make sure you share your calendar with the public and possibly give other individuals more specific sharing permissions.

Calendar

Finally, you will need to decide how you will share your calendar with the world. You can either do this by copying the URL for the calendar and link to the calendar in an email or possibly post the link on a website. You could also embed your calendar either in a Google site or another website.

And finally, you can share the iCal address with individuals who have another type of calendar application.

Calendar

Lesson Plan Calendar

Using Google Calendar as a place to store your lesson plans can be very useful. For each activity, create an event. Within the event details window, you can attach handouts, links to be used in the lesson, and other instructions you might want to give your students. If you need to print your lesson plans, use the Schedule View.

Calendar

Add Useful Calendars

There are other calendars you can add to your Google calendar that provide you with information that you may find helpful. A great example are the UIL calendars. UIL has published their events on four Google Calendars and made them available to the public. All you have to do is subscribe to their calendars by clicking on the + sign at the bottom right of the calendar. All four will be added to your Other Calendars.

Calendar

Google also has some calendars you might find useful or interesting. Remember, these calendars will be added to your Other Calendars.

Calendar

Viewing the Task List in Calendars

I already confessed that I’m not good with tasks, but for those that are, Google has a very useful Task list that you can access via the Gmail or Calendar app. For this blog, we are going to focus on using the Task list from your calendar.

First, let’s toggle the Task calendar on.

Calendar

Let’s make sure the Task list is visible and you know how to add tasks to the list. Note that adding tasks to the list works exactly the same in the Gmail app.

Calendar

In order to view a task in your Task calendar, you must add a date in the event details.

Calendar

My one complaint is that the task is only visible at the top of the day it is to be accomplished. As of now, you can’t assign a specific time to accomplish the task (i.e. 8:30 am). Google, if you are reading this blog, PLEASE consider adding this feature. Instead of using a list, I assign a specific time to accomplish a task and put those directly on my calendar. I could be persuaded to use this app if I could do this via a Task list. 

Most people who use lists love the experience of crossing off the items that have been accomplished. This is as easy as checking a box in the Google Task list. Note that the item is crossed off in the list and calendar view.

Calendar

Reserving a Room or Resource

One very helpful tool in Calendar is that within the event details you can reserve a room or a resource. No more going to the library to check out the iPad cart or signing up for the library. There all kinds of uses for this feature. The types of resources can be grouped together to make it easy if the list becomes too long. In order to use this feature, your domain administrator must enable it and create the list of rooms and/or resources.

Calendar

Color Coding

Some people love to organize with color. Google makes this easy. You can color code each calendar so that when you toggle them on and off, you can easily see what events go with each calendar. You can also color code each event. For instance, you could assign a color for parent teacher conferences and a different color for faculty meetings.

Calendar

As you can see, Google Calendar has the ability to assist you in organizing your events, tasks, and activities. Google also has a Calendar app for both Android and iOS that works very well with the online application. Make a goal to try at least one of these ideas and tell me what you think. Also, if you have any other ways you use the Google Calendar in your classroom, leave a comment below.

 

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Google Tips and Tricks

Two Great Google Calendars for the Classroom

by Lori Gracey
written by Lori Gracey

The Google Calendar is a great tool for both teachers and students and certainly helps to keep me organized. However, it’s somewhat lacking in a few of the educational features that the old-fashioned lesson plan template or student planner book offer. For example, helping students become more organized and future-focused by keeping tracking of assignments on the standard calendar means relying on each student to add the deadlines him/herself.

Now there’s TeacherCal and EddyCal to the rescue. TeacherCal is a teacher planning calendar for Google Apps. And EddyCal is a similar calendar for students that can be populated automatically by TeacherCal. Both calendars are free.

The teacher signs up with either his/her Google account or an email address. Then he can begin to populate the calendar with assignments and test dates. The teacher gives course follow codes to the students, who then register for EddyCal, again with their Google account or an email address. They enter the course codes and course plans and messages are populated in one place. That means that the teacher can add important deadlines and assignments to the student calendars automatically. This is great for not only the teacher and the students, but also for parents who are trying to ensure their children keep up with assigned work.

Training videos and tutorials are available, but they’re not really needed as both calendars are so simple to use.

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Using AI in Google Workspace for Education
Artificial IntelligenceChromebooksGoogle Tips and Tricks

An AI-Powered Google Workspace

by Miguel Guhlin
written by Miguel Guhlin

If you’re following the top education technology trends, then you know that Artificial Intelligence is what is on everyone’s lips. The big question for a lot of educators is “How is Google, your favorite solution partner, using AI to impact the classroom?” While skeptical about yet another technology, Google’s latest updates have me intrigued. Let’s dive into how these innovations change the game for teachers and students alike. At the end, you will also find a table organizing updates to Google Workspace for Education.

Gemini AI in Google Docs side panel via Google Workspace Updates
Gemini AI in Google Docs side panel via Google Workspace Updates

What Are Google’s New AI Tools for Education?

You may already know about Google’s AI offering, Gemini. One question is how this AI tool fits into the Google Workspace for Education ecosystem. Some may see it as a new digital teaching assistant. In this way, it lessens the workload that keeps you from working with students.

Let’s take a look at some of the ideas shared in recent weeks.

Image via Google
Image source: Google

Streamlining Teaching Tasks

These are some of the AI assistants in Google Docs (source). Remember that you can always turn these features off to skip using them.

  • Write in Docs. Get Gemini to generate an outline for a lesson plan or activities for learning.
  • Organize in Sheets. A tough aspect of working with numbers is sorting and organizing data. Google has made that pretty easy (source).
  • Visualize in Slides. You can use Gemini in Google Slides to do quite a bit including creating images, generating new slides, and writing/rewriting content. You can also summarize a presentation. What’s more, your new slides get a nice design assist from Gemini.
  • Create videos in Google Vids. Create AI-enhanced videos using Google Vids. Watch this video for an overview.

But that’s not all. Google is also rolling out AI-powered classroom management tools.

AI-Powered Google Classroom

Google Classroom has a lot of power for a simple, easy-to-understand tool. But with the addition of AI, it now allows the generation of practice sets and tailored learning experiences.

  • In-the-Moment Assistance. Gemini checks if content is inappropriate for learners. It also fact checks responses to fact-based questions students may pose.
  • Practice Sets. Need to craft some retrieval practice questions (entry/exit tickets, anyone)? Google makes it easy to generate practice questions and gives students real-time feedback. And you can now “import images, like graphs, charts or photos, into practice sets using files from Google Drive or directly from [your] computer” (source).
  • Adaptive learning experiences. Classroom and AI bring learners one step closer to personalized learning paths. It involves giving students customized resources and activities that work to address their specific needs when learning (source).

Tools to help do the following via Chromebooks are also available:

  • Text to speech
  • Using customizable fonts
  • Summarizing and translating content

Although not all new, Reading Mode and Smart Select make Chromebooks a bit more usable (source).

Ways to Use These AI Tools

These features open up a world of possibilities:

  • Plan lessons faster.
  • Grade quicker.
  • Make lively slideshows.
  • Help struggling students directly.
  • Adapt content for all learners.
  • Create time for individual talks.

Note: Administrators have control over these AI features. Student data won’t train AI models or feed advertising bots.

Try these tools to save time, boost creativity, and take back time you can spend on students.

AI-Powered Google Workspace for Education: New Features

Here is a table organizing some of the new features announced recently. While efforts have been made to ensure accuracy, please do not hesitate to leave corrections/additions in the comments below. The data is current as of June 24, 2024.

Accessibility and Fonts

FeatureAvailabilityEdition/Add-on Required
New handwriting fontsLater this yearGoogle Workspace for Education

Admin Console and Security

FeatureAvailabilityEdition/Add-on Required
Context-aware access for mobile devicesNow availableAdmin console
Multi-party approval in Admin consoleNow availableAdmin console

AI and Gemini

FeatureAvailabilityEdition/Add-on Required
Gemini for teen studentsComing soonFree, but requires admin activation

Chromebook Features

FeatureAvailabilityEdition/Add-on Required
Gemini in Chromebook PlusComing soonChromebook Plus devices
Google Task and Calendar integrationsRolling out in coming weeksNot specified
New accessibility features for ChromebooksVarious timelinesChromebook devices

Google Classroom

FeatureAvailabilityEdition/Add-on Required
AI-suggested questions for science videosAvailable now (English)Not specified
Gemini in Classroom (pilot)Coming soonNot specified
New Classroom add-onsLaunchingNot specified
Read Along in ClassroomAvailable globallyNot specified
SIS integration with Google ClassroomComing soonFor select SIS partners

Google Meet and Chat

FeatureAvailabilityEdition/Add-on Required
Google Meet LTIComing weeksFor Canvas and PowerSchool Schoology Learning users
New Chat settings for studentsComing monthsAdmin console

Google Vids

FeatureAvailabilityEdition/Add-on Required
Google Vids (with generative AI)Not specifiedGemini for Google Workspace add-on
Google Vids (without generative AI)Later this yearGoogle Workspace for Education Plus

Other Integrations

FeatureAvailabilityEdition/Add-on Required
Assignments LTI 1.3Coming weeksFor PowerSchool Schoology Learning
Expanded app licensing programComing soonNot specified

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2023 Google Resource Roundup
Google Tips and Tricks

2023 Google Resource Roundup

by Diana Benner
written by Diana Benner

Every year, I gather all the fabulous Google resources from our TechNotes blog and put them all in one place for you. This year, we’ve had some amazing posts on everything from Google’s new AI tools to Google experiments. Check out this incredible list of Google articles from 2023 categorized by topic/tool.

Google Add-Ons

You Can Do That with Autocrat blog detailing the Autocrat add-on as a Google resource.

AI

Blog outlining three tools to use with Sheets to help write formulas.

Announcements

Calendar

Blog article outlining how to teach students to use Google Calendar.

Cybersecurity

Google Docs

12 Google Docs Features to Try blog article

Google Drive

Experiments

10 Google Experiments to Explore

Sheets

8 More Google Sheets Tips

Various Google Topics and Tools

Article outlining how to organize and clean up your Drive.

In addition, don’t forget to check out our Google resource roundups from previous years. Happy New Year, everyone!

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12 Google Docs Features to Try Blog Header
Google Tips and Tricks

12 Google Docs Features to Infuse Style, Efficiency, and Fun

by Cari Orts
written by Cari Orts

These quick and breezy Google Docs features are destined to provoke delightful “wow” reactions from both you and your fellow document adventurers! Your documents will captivate even the most hesitant learners and astonish your colleagues as well.

1. Customize a Watermark

Personalize your documents by adding images or text with adjustable size, layout, and transparency. This Google Docs feature is particularly useful for indicating due dates, displaying the grading weight of assignments, or adding a unique touch to your document. You can even create personalized stationery for your classroom.

2 Google docs examples with a text watermark reading "Test Grade" and an image watermark of a pink flamingo.

Learn How to Add a Watermark

2. Make Docs Pageless

If you frequently incorporate tables into your documents and want to avoid awkward page breaks, Google docs offers a “pageless” feature. This setting ensures a seamless flow of information and is especially beneficial for documents that include both text and graphs or charts, making it ideal for data discussions. Here’s how it’s done:

  1. In your doc, click File.
  2. Select Page Setup in the menu.
  3. Choose between Pages or Pageless.

Watch those page breaks disappear!

3. Type Meeting Notes for Calendar Events

Easily connect a Google Doc to an existing calendar event using the convenient “@” menu feature. Simply type the “@” symbol anywhere in your document. When the drop-down menu appears, select Meeting Notes.

Google Docs @ menu showing Meeting Notes in the dropdown.
The @ menu in Google Docs

As a bonus, once you’ve typed your notes, the document will prompt you to share them with all the participants in the calendar event. This feature is particularly handy for keeping meetings productive and setting goals for future meetings through the inclusion of “action items.”

Example Google Doc with meeting notes.
Example of meeting notes in Docs shared with meeting attendees.

4. Insert Emoji Text in Docs

🙂 Emojis are beloved by students and teachers alike, but inserting them as images into a document can be tricky. No worries! You can easily add emojis to your Google Docs from the insert menu. Once inserted, emojis behave like text and can be resized to match the size and formatting of your original text.🦩 Here’s how:

  1. In your doc, click Insert.
  2. Select Emoji in the menu.
  3. Choose the Emoji you’d like to insert!

5. Get Advanced Comment Notifications

Take control of your documents with “any edits to the doc” notifications. This Google Docs feature is particularly useful for teachers and students to keep track of who’s working on the document and prevent major changes. You can customize your notification preferences in the Tools menu under Notification Settings.

6. Add Emoji Comment Reactions

Sometimes, pictures convey messages better than words. Instead of using text for feedback or comments on students’ documents, consider using emojis. Emojis serve as a universal language and help bridge the communication gap between English Language Learners (ELL) and younger students.

Where to find the emoji reaction menu in Google Docs.

7. Simplify Advanced Citations

Let’s face it, citations can be challenging. But this Google Docs feature makes the process a breeze. It offers nine modern source types to choose from, allows you to specify the source location, and provides a step-by-step guide to assist with even the most complex citations. This is a game-changing tool for middle and high school students and teachers. And yes, it will assist you in citing your favorite TV series! 

Tools menu showing Citations features in Google Docs.
Where to find the Citations tool in the Tools menu.

8. Elevate Your Google Docs Fonts

I have a favorite add-on that lets you transform your fonts in exciting ways. You can choose from features like smooth highlight colors, rainbow letters, wobbly text, and even text that appears upside down and backward (ndsᴉpǝ poʍu ʇǝxt), just to name a few! With Fun Text, you can apply multiple effects to the same text, taking your document customization to the next level.

Fun Text Google Extension icon
Screenshot by the author: Google Workplace Marketplace, Fun Text

Say goodbye to messy hyperlinks! You can now use the convenient @ toolbar to create professional-looking clickable hyperlinks that display the linked file’s icon. As an extra benefit, when you hover over the link, a document preview appears, saving you the trouble of opening the file to preview its contents. This preview also provides information on the last time edits were made and allows you to copy the file link with ease. Here’s how:

  1. Type “@” where you’d like to insert your hyperlink.
  2. Scroll down in the menu to Files.
  3. Choose the file you’d like to hyperlink.
A Google Doc showing example hyperlinks and file previews.
A Google Doc showing example hyperlinks and file previews.

10. Customize Dropdown Menus

Take your to-do list to the next level with custom dropdown menus inside your doc. Click the @ sign anywhere in your document and then choose dropdown. Customize the menu to your preferences by choosing your preferred color and text, and then you can start creating your list. These dropdown menus make it incredibly easy to change the status of each item on your list with a simple click. The potential uses for this feature are limitless, making it an excellent tool for keeping student groups on track during extended group assignments.

  1. Type “@” where you’d like to insert your dropdown.
  2. Scroll down in the menu to Dropdowns.
  3. Choose the dropdown you’d like to insert or create a new dropdown.
Dropdown menu examples in Google Docs.
Example dropdown options in Google Docs.

11. Connect Charts from Forms or Sheets to Google Docs

Including a chart in your document is a great way to enrich data discussions. What’s even more valuable is the ability to “link” charts from Google Forms or Google Sheets to your document. This linking feature ensures that the chart stays updated whenever the underlying data changes. You can preload charts into your document and then effortlessly update them with a simple click of the “update” button.

Learn How to Connect Charts to Google Docs

12. Add Paragraph Line Numbers

If you need to conduct a running record with a student using an existing document, hop over to the Tools menu and then click on Line Numbers. This feature allows you to count the lines in specific paragraphs or measure the entire document quickly. It’s also a useful tool for referencing specific parts of the text and ensuring you meet line requirements, especially for essays or similar assignments.

Example Google Doc with numbered lines.

Ready to supercharge your Google Docs experience? Get set to unlock a treasure trove of fantastic features that will take your documents to the next level. But don’t keep these tricks to yourself – spread the word among your co-workers and let’s all boost our productivity and fun together!

Cari Orts will be presenting three sessions at TCEA’s Convention & Exposition in Austin, Texas!

Don’t miss the chance to gather up ideas and resources, collect time-saving tips and tricks, and learn from other educators, like Cari. Early bird registration ends November 3, so register soon to get the best price!

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Google Tips and Tricks

Eight More Google Sheets Tips to Save You Time 

by Emily Horn
written by Emily Horn

It’s the end of March. That means it’s time for more time-saving tips for Google Sheets. Why? Because any time is a good time for Google Sheets tips! Right? Here are eight more tricks to try. Hopefully, you’ll learn something new that can help you on the daily. Enjoy! 

1. Create a Timeline

Did you know that you (and students!) can create timelines using Google Sheets? These can be used for history, project management, collaborative tasks, and more. Check out this quick three-minute video showing how to take Civil War battle information to create a timeline of the Civil War. 

2. Force a Copy of a Spreadsheet 

Want to let people use your spreadsheet as an editable template without giving them access to your actual spreadsheet? Change the word “edit” in the URL to “copy”, and share this link.

screenshot of a Google spreadsheet edit link
screenshot of a Google spreadsheet copy link

They’ll be prompted to make a copy of your spreadsheet for editing!

Screenshot of Make a copy prompt

3. Easily Create and Open a New Spreadsheet

If you’re looking for a fast and easy way to create a brand new spreadsheet, look no further. Simply go to the search bar and type “sheets.new.”

Screenshot of creating a New Spreadsheet

Your new spreadsheet will magically appear! 

Untilted spreadsheet tab

4. Translate Languages within a Sheet

You can translate the contents of one cell into another language using this formula: 

=GOOGLETRANSLATE(cell with text, “source language”, “target language”) 

Simply place the formula in the cell you want the translated text to appear, indicate the cell you’d like translated, and use the two-letter language code for the source language and the target language. In the example below, I place the formula in B1. I asked it to translate text from A1 from English (en) to French (fr).

Google translate formula in a google sheet cell

Et voila! You have your translation. 

example of English to French translation

5. Use Google Sheets Keyboard Shortcuts 

There are so many shortcuts to be taken advantage of in Google Sheets! Here are just a few of my personal favorites:

13 keyboard shortcuts for Google Sheets

6. Get Notifications of Changes 

Did you know you can get notified anytime a change has been made to your spreadsheet? You can! Click on Tools, Notification settings, and then edit notifications. 

Where to locate notification settings

Select to be notified when “Any changes are made” and then make your choice for a daily digest or an immediate email. 

Sheets notification rule choices

7. Protect Parts of Your Sheet and Make Other Parts Editable

Let’s say you want students to add to your sheet, but you don’t want anyone to edit your formatting! No problem. Right click on the sheet and select Protect sheet.

Sheet menu with the option to protect a sheet

Then, you can enter a description and select which cells and ranges you don’t want protected, which means they can be edited. Pretty cool!

protect sheets and ranges options in Google Sheets

8. Use Macros to Help You Complete Tasks in One Click

This one is truly amazing. You can literally record your screen (“Record a macro”) as you’re completing any task (averaging grades, formatting a sheet, setting up a calendar, etc.) within a spreadsheet. Then, instead of completing the same task step by step the same way over and over and over again to multiple sheets, you can just run the macro, and it will do the task for you. Mind. Blown. Take a look at this video example. 

Have any of your own tricks up your sleeve? Share them with us in the comments below. The more tips, the better! 

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Google Tips and Tricks

2022 Google Resource Roundup

by Diana Benner
written by Diana Benner

Every year, I gather all the fabulous Google resources from our blog and compile them into one amazing roundup. This year, we have had so many fantastic posts on topics ranging from Google’s new screencasting app to ways to supercharge your Google Sheets. Check out this incredible list, categorized by topic/tool, of Google blog posts from 2022.

Arts and Culture

Apps

Calendar

Chrome

Chromebooks

Earth

Fonts

Forms

Photos

  • Google Photos’ New Video Editor – Google unveils a new movie maker and video editor for its popular Google Photos. You can blend video clips, images, and text.

Sites

Sheets

Slides

Various Google Topics and Tools

In addition, don’t forget to check out our google resource roundups from previous years.

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