Google Tools

Introduction to Google ToolsFacilitated by:Rose Ha (Systems & Data Analyst, FoGS, UBC)Wendy Foster (PDI Coordinator, FoGS, UBC): 

Introduction to Google Tools Facilitated by: Rose Ha (Systems andamp; Data Analyst, FoGS, UBC) Wendy Foster (PDI Coordinator, FoGS, UBC) Graduate Student Professional Development

Agenda: 

Agenda 1. Introduction to P.I.M 2. Introduction to Google Tools 3. Google Tools: Tutorial andamp; Overview 4. Hands-On Lab

Personal Information Management: 

Personal Information Management Definition Personal information management (PIM) refers to both the practice and the study of the activities people perform in order to acquire, organize, maintain, retrieve and use information items such as documents (paper-based and digital), web pages and email messages for everyday use to complete tasks and fulfill a person’s various roles. (http://en.wikipedia.org/wiki/Personal_information_management)

P.I.M for Graduate Students: 

P.I.M for Graduate Students What are the specific needs of graduate students in relation to personal information management systems? What kinds of information management systems are you now using or have used in the past? What are some examples of common tasks that graduate students need to perform in order achieve success in their programs? How can personal information management systems be leveraged to provide support for graduate student work?

Graduate Student Tasks: 

Graduate Student Tasks What kinds of information do graduate students need to manage in order to achieve program success? Coursework Scholarship deadlines and application procedures Graduate policies and procedures (your own department’s requirements as well as those of the Faculty of Graduate Studies) T.A. Duties: tutorial/lab preparation, marking, office hours, instruction, course meetings with T.A. group and instructor(s) Comprehensive examinations Thesis/Dissertation: coordinating literature review, research/experiments, writing drafts, reviewing drafts with your committee

Leveraging P.I.M for Graduate Students: 

Leveraging P.I.M for Graduate Students Supporting Graduate Student Work Identify your material 'needs' to achieve success Calendar (plot meetings, classes, deadlines [for marking, scholarships, papers, etc.]) To-do Lists or Mind-maps of tasks [to provide context for your tasks as well as to show relational links between tasks] Project List Project Support Materials Reference Materials (Paper and Digital) Weekly Review

Managing Information: 

Managing Information Provide 'active context' to your tasks in order to 'manage' them more effectively. 'Active context' refers to identifying your tasks in terms of the times, tools, or locations to which any given task can or must be undertaken. Examples of nested 'active contexts' @computer: refers to all of the tasks that you can only perform on your computer @google: refers to all the tasks that you have aggregated and perform using Google Tools on the computer. Avoid becoming super-atomic in the context creation for your tasks: too deeply nesting tasks can be difficult to manage. Your goal is to keep all of your information 'within reach.'

Managing Information II: 

Managing Information II Take the time to evaluate what kind of organizational systems speak to the ways in which you 'normally' work best. The best organizational systems are: Simple Common-sensical Can be easily adapted to your individual working 'style'

Google Tools: 

Google Tools Using Google as a 'Research Environment' Refer back to our 'graduate student work' task list On a new piece of paper, or in Notepad, create a list of umbrella contexts that might help to organize your 'graduate student work' For each category that you have created, note the tools that you require to engage or complete the work Begin attributing your tasks to your contexts Note any relational networks that might exist between tasks associated with different contexts.

Example mind-map : 

Example mind-map Task3 Task1 Task2 Task5 Task4 Context Create your context, Then attribute your Tasks to the context.

General Example : 

General Example Calendar To Do Mail Projects Notebook @google You can use Google Tools to create context layers specific to your 'work space'. Here, your work space would be your Google homepage.

Context (creating informational networks): 

Context (creating informational networks) Action Lists -use these lists to add and maintain your general task lists. Mail -add the Gmail gadget here. Google Docsandamp; Spreadsheets -use spreadsheets to chart project progress, use docs to create collaborative writing environments. Google Calendar -use google calendar to set up multiple calendar systems to track and aggregate your projects. Google Notebook -use the google notebook gadget for project notes, meeting notes, checklists and references. TO DO MAIL PROJECTS CALENDAR NOTEBOOK

Project-Specific Example : 

Project-Specific Example Documents To Do and Calendar Mail Reading Lists Research Tools Comps You can use Google Tools to create context layers specific to your 'work space'. Here, your work space would be your Google homepage.

Google Tools: 

Google Tools Walkthrough Tutorial Setting up your 'Google Personal Home Page' http://www.google.com

Google Tools: 

Google Tools Google Personal Homepage Log-in to your Google/Gmail Account Switch to the 'Personalized Home' view on the Google classic homepage.

Google Tools: 

Google Tools Google Personal Homepage Add 'tabs' and 'gadgets' to your personalized homepage to help organize your projects and tasks.

Google Tools: 

Google Tools Editing and developing your own gadgets

Google Tools: 

Google Tools Your project homepage

Google Docs & Spreadsheets: 

Google Docs andamp; Spreadsheets Walkthrough Log into your Google Docs account: http://docs.google.com/ Add the Docs andamp; Spreadsheets gadget to your google homepage: http://www.google.com/ig/directory?synd=openandamp;num=24andamp;url=http://www.google.com/ig/modules/docs.xmlandamp;q=andamp;start=72

Google Docs and Spreadsheets: 

Google Docs and Spreadsheets Once logged into the docs and spreadsheets application you can import existing documents or create new documents from scratch using the web-based word processor. Using the 'Actions' menu, Google documents can be saved in multiple formats, copied, archived, and designated as collaborative or private files.

Google Docs & Spreadsheets: 

Google Docs andamp; Spreadsheets Individual files that you store in Google Docs can be 'tagged' using the 'Tag' menu to create document categories to help you organize multiple projects. Documents can be 'archived' when they are no longer in 'active use', which keeps your 'active documents' screen current with only relevant files. You can move documents between 'archive' and 'active' easily, as you need.

Google Docs & Spreadsheets: 

Google Docs andamp; Spreadsheets Editing documents Use Google Docs word processor as you would your normal application. Save, print, and access document formatting options from the 'file' menu. The 'revisions' tab allows you to access and restore your file from its 'revision history.' This is a particularly important feature if your document has collaborative writing permissions attached to it.

Google Docs & Spreadsheets: 

Google Docs andamp; Spreadsheets 'Collaborate' tab Lets others edit your document 'Publish' tab Publishes your document on the web. This feature assigns your document a unique url, which allows you to publicly share your file with viewers. Viewers can, alternatively, be assigned and invited using the 'collaborate' tab feature of Docs.

Google Notebook: 

Google Notebook Use 'notebooks' to store project relevant web snippets, urls, images, notes, etc. http://www.google.com/notebook/ Add a 'notebook' gadget to your Google homepage to easily access your web references when working your projects. http://www.google.com/ig/directory?url=notebook.xml

Google Notebook: 

Google Notebook You can save snippets of information from sites you are currently visiting to Google Notebook by accessing the right-click context menu through your browser. Simply highlight the content that you wish to save, then right click and select 'Note This' from the context menu that appears under your mouse. Download the Firefox 'Google Notebook' extension to access your notebook from your computer’s toolbar andlt;http://tools.google.com/firefox/andgt;.

Google Notebook: 

Google Notebook

Google Groups: 

Google Groups Use Google Groups to set up collaborative discussion spaces for your courses, comprehensive exams, research group, etc. andlt;http://groups.google.com/andgt;

Google Groups: 

Google Groups

Google Calendar: 

Google Calendar Why you need a calendar Paper PDA Outlook Gmail Have a Plan, be organized!

Google Calendar: 

Google Calendar

Google Calendar: 

Google Calendar Google Calendar Web-based Portable Sharing andamp; publishing capabilities Multiple languages Reminders -- email, pop ups and sms Multiple calendars -- all-in-one

Google Calendar: 

Google Calendar Outlook Windows Users Sync with Palm Sharing only with Exchange or other collaboration software Multiple languages with configuration Reminders -- Pop ups Multiple Calendars -- side by side

Outlook: 

Outlook

Outlook: 

Outlook

Outlook: 

Outlook

Picasa: 

Picasa

Picasa: 

Picasa

Picasa: 

Picasa 250 mb of space http://picasaweb.google.com/roseha Why is it useful? Lectures Archiving analysis

Google Page Creator: 

Google Page Creator andlt;http://pages.google.comandgt;

Google Page Creator: 

Google Page Creator Page creator sample http://roseha.googlepages.com/googlecalendar http://roseha.googlepages.com/home