1896 unread emails or more? Then read this.

Email is awesome but not if it is managing you instead of you managing it. I get a colossal amount of email a day, but I keep it under control, so here's a few tips that can help you manage your inbox, AND make it so you can find those emails you need when you need them.

Tips: 

Number 1. DELETE NOTHING (unless it's abusive). There is plenty of space in your GMail inbox, so chillax, let that email slumber sweetly within your nice and comfy inbox. It's OK.

Number 2. Read them all, it only takes a click, just open one at the start (or end), and keep clicking through until you get to the end (or the beginning). You might find this easier to do on your phone than in your browser... 

Number 3: STAR (or Flag) emails you have read, but need to follow up on, then unstar (Is that a word? It is now) them when you're finished. Just click on the star icon.

Number 4: Use the Starred option in the menu to easily view just the Emails you need to deal with.

Number 5: Create a label (folder) to drag and drop email that you want to be able to easily find later.

Number 6: Use the Search option, your very own Google search, but focused on your Email.

Number 7: In GMail you can even use more than one star, just keep clicking the star, you can choose which ones you find most useful - urgent, information and so on.

Number 8: CHEAT. Look you are never going to read those 4276 emails (yes I have seen that many) so let's just start again, and keep a clean slate from now on OK? Here's how to mark all of those emails as read.

Number 9: Use another 'client' to make staying on top of your mail easier, eg the Mail app on your Phone, iPad, or Mail on your MAc, all of these make skimming through your inbox easy (I use the arrow keys to move through them quickly), and all of these allow you to flag an email for follow up - just choose Mark - Flag and it will sync with our GMail inbox.



Number 10. Um. There is no more, so why not use this time to READ YOUR Email!

http://www.freedigitalphotos.net/

Sharing using Google Drive Folders

This year you might want to consider using Google Drive (aka GDrive) instead of the shared drive and email.

Google Docs can get a bit ... overwhelming, in case you haven't noticed?

To a certain extent it 'self regulates' by keeping only the most current stuff at the top, but still, it can be hard for a team to find what they need when they need it, and relying on searching by guessing the keywords in the file name is not ideal...

So, what is the solution?

Create a folder in your GDrive, and name it something obvious, then share THAT with a team, just like you would with a Google Doc, only now instead of having to share individual docs and files with them all you do is drag and drop (or create) them into that folder - then it is automatically shared with them, along with any sub folders, and the docs/files in those folders.

Easy.

Even better you can manage your teams 'exposure' by removing docs from that folder that are now no longer relevant, (or changing the permissions on a sub folder) so you could have another folder in your GDrive to place files for your team that you don't wish to share with them yet. Move files between those folders, by dragging them in they can access them, drag them out and they can't.

Finally, if you have installed GDrive on our Mac (you have, right?) then you can easily manage that folder from your Finder, even easier, any changes you make are reflected in real time online.

Of course this system works with students as well... 

They can drag the whole folder into their 'My Drive' to make it easier to find, without affecting anyone else.

But don't take my word for it, here's the run down from Google themselves, and here:


Intrigued, but confused? Book me, by commenting below.

Share your presentation with the world, but first...

Maybe there are people who missed your awesome presentation for very good reasons, (other than the prospect of boredom) but who would still like to see what they missed.

It's also possible that the those who did attend would appreciate being able to recap the basics.

So put that work you put into your presentation to good use and share the love, but and it's a big but.

Always avoid sending original documents if possible - it's generally a bad idea. As a rule, with all things digital, avoid sharing anything with an audience that can be misappropriated, messed up and/or monstrous (in size), such as an entire Keynote or PowerPoint presentation itself - why?

• Firstly the attachment is likely to be gargantuan (too big for email = anything larger than 1 MB IMHO) especially if you haven't resized the images*...
• Secondly you can't assume that the intended recipients will have the necessary software to run the presentation - or of they do, it may look like a canine's dinner, especially if they are missing certain fonts etc.
• Thirdly you are opening yourself to the possibility of recipients editing your presentation to say things you didn't, or passing it on to others who could/might...

Both Keynote and Powerpoint have the option to Export as images or video, which can then be easily shared as a slideshow with parents via Picasa, or iPhoto etc.

Keynote > Export > Quicktime (Movie) or Images or PDF (the PDF is still likely to be a hefty attachment though)

PowerPoint > Save as Pictures or Save as Movie

In a nutshell.

• Rather than sending Word or Pages Docs, use PDFs
• Rather than sending presentations, create a slide show or video.

How do I make it a PDF?

Any document on a Mac can be turned into a PDF, if you can print it, you can PDF it, Just chose Print, then Save as PDF.

PS

*To resize all the images in a presentation is easy as well:

Keynote > File > Reduce File Size

PowerPoint > File > Reduce File Size

How to use Picasa here.

Images

http://www.presentermedia.com/blog/wp-content/uploads/2012/04/keynote_powerpoint-400x354.jpg

Use a UWCSEA template for your presentations

Communications have created several templates you can use, on the shared drive here:

College Admin/Communications/Communciations Resources/Communications Toolkit May 2012/Templates

Or you can download the UWCSEA Keynote Template from here, or here: http://goo.gl/ntyGO7

1. Open it in Keynote
2. Save it as a Theme (File > Save Theme...)
3. Open the Keynote you want to convert
4. Apply the theme you saved at step 3 (File > Choose Theme, scroll to the bottom)

Even better, now that theme is going to stay here for reuse next time... 



PS

You can turn any PowerPoint file into a Keynote by just opening it in Keynote, yes maybe a little tweakage will be needed, but what price is perfection, right? You'll thank me when your audience give you a standing ovation.


If you're looking for some fantastic images to grace your presentation, Communications have some great ones for you to use on the Media Drive and here:

Annotate PDFs with Preview and more...

The Preview application on every Mac is probably one of the most powerful tools you can use, the only problem is many people have no idea how useful it is.

You can use Preview for editing all sorts of image and PDF files, whether you want to crop, resize, or even delete a colour or background, Preview can do it all, without the bother of having to import the image into iPhoto. 

A quick Google search for 'Preview Mac' will reveal several sites that do a great job of revealing some of Preview's secrets, here a few:

http://www.macworld.com/article/2010521/the-hidden-powers-of-mountain-lions-preview.html

http://mactips.info/2009/08/annotate-pdfs-with-apples-preview

http://support.apple.com/kb/HT2506

What is particularly useful is using Preview with your students as a tool for saving and annotating web pages; here's how:

First 'Save' the web page as a PDF, this will vary slightly depending on the browser you use - in Chrome, one way is File > Print > Open PDF in Preview

Then if you open the thumbnail view (View > Thumbnails)

You can delete pages you don't want, and crop pages you do.

Then you can use the Annotate tools to do things like... 

• highlight text
• strike-through text
• add shapes, callouts, thought bubbles
• notes
• text

And more ... 

Google Chrome Extensions & Apps

"Google Chrome Extensions and Apps are small programs that add new features to your browser and personalise your browsing experience."

Well, that's what Google says, but what is confusing is the difference between Apps and Extensions.

First, how do you get to them, where are they, why should I care, how do I add them?


Open a Tab, if you're viewing 'Most visited', click Apps at the bottom. Then click on the Chrome Web Store.

You can see which Apps I like above, but top of my list is Google Drive (lets you use extra functions in Google Docs) and Drive Tunes (lets you play audio files, in your browser in Google drive).

In the web store, just search for the App you want, and click the green button to install. Simple.

For extensions just click the button next to Apps... Search, and install.



Apps are really for the most part, with the exception of a few (like Drive Tunes) are not much more than glorified 'Bookmarks' - large icons that direct you to a website. They work a bit like Apps on an iOS device - so you can run Cut the Rope or Angry Birds if you want. 

The Extensions are very useful, many of these have some really handy features, soon you will wonder how you ever lived without them, like ...

• Blocking Ads (Ad Block)
• Adding grammar check as well as spelling check (Ginger)
• Taking a screen shot of an entire web page, not just the bit you can see (Awesome Screenshot)
• Shorten a really long web address and copy it to make it nice and neat with one click - all you have to do is paste (goo.gl URL shortener)
• Save to Google Drive (Um... Saves images straight to your Google Drive...)

And many many more, there are all sorts of 'best of' lists online if you search for them. 

To manage your extensions (delete them, or switch them off/on) go to Window > Extensions. 

Do you have any favourites? Please feel to tell us all, just add them in the comments below.

Creating email groups in Contacts - MS/HS

The beginning of the a new school year is a great time to get organised. Setting up email groups for your classes or activities is perhaps the biggest time saver to focus on. Below is a video which steps through the process, but if you are in a hurry work through the bullet points below. For lots of other time saving tips, check out our videos here.

1. Log into the CIMS system from the new UWCSEA Portal
2. Navigate to your timetable and select a class
3. Click on the email student button at top
4. Copy the students email address - click Command + A, then Command + C to copy all
5. Open a new tab with GMail and select Contacts from top black menu bar
6. Scroll down to create a new group - name this with something that is precise
7. Click at the top + symbol and paste in the students email addresses... then you are done !

You can check that this works by creating an email and typing in the group name. You must type in exactly the same phrase as before. You can also use this group in any Google App, including Google Drive or Picasa Web Albums.