Monday, June 19, 2017

Manage Multiple Google Accounts

I posted an article about this subject a couple of years ago, but I definitely think it's worth a review!

Many people have more than one Google account. Perhaps you have a work account and a personal account, or multiples of either. I happen to have 3 accounts I work with regularly.
Before I heard this tip, when I was at home and toggling between accounts, I often mistakenly saved work stuff to my personal account or vice versa. How frustrating! This tip has been a life saver.

Manage Multiple Google Accounts

The Wrong Way:

When I first started working with Google accounts, I would switch my user profile in the Google App I happened to be in at the time. For example, if I had Gmail open for work and wanted to check Gmail in another account I would just add a user to Gmail like this:

Don't do this! Why? Because this method of switching accounts is clumsy and fraught with issues. For instance, if I have two tabs with different accounts logged into any Google App when I browse using the third tab and click on a link, Chrome won't know which account I am referring to so  I will have extra steps to go through to get to the right account. Sometimes it messes things up completely saving or opening in the wrong account.
Clear out the clutter!
Trust me, you will want to do this step if you have already been using multiple accounts in specific Google Apps.

1. Sign out of Google Apps

2. Remove the extra account(s)

You may be prompted to log back into your primary Google account when you are done. 
Now you are ready to access your accounts in a more efficient way!

The Right Way:

Before we begin, remember, always use Chrome to access the full functionality of Google products.

Add a person or profile in Chrome

  • On your computer, open Chrome.
  • At the top right, click the button with your name or People People.
  • Click Manage people.
  • Click Add person.

  • Choose a photo and a name.

  • Click Save. A new window will open and ask you to sign in.
  • Sign in to Chrome with a Google Account for the new profile. Their bookmarks, history, passwords, and other settings will automatically sync.

Now we are ready to use multiple Google accounts in Chrome!

Switch to another person or profile

  • On your computer, open Chrome.
  • At the top right, click the button with your name.
  • Choose the person or profile you want to switch to.
Managing multiple profiles makes it easier to quickly change gears while ensuring that all extensions, apps, history and bookmarks remain synced for each of your Chrome profiles.
Chrome profiles can be used simultaneously which means that you can have multiple profiles
open at the same time in different windows.

Monday, June 12, 2017

Event Merge for Google Calendar

Do you juggle multiple calendars? I know I do! I have my personal calendar, work calendar, team calendars and resource calendars. My calendar view gets cluttered in a hurry! I recently discovered a Google extension that has helped to streamline my calendars.

Event Merge

This extension merges all of your like events across calendars into a single event, then color codes those events to help differentiate the calendars involved.

Problem solved!

Click here to install Event Merge.

Monday, June 5, 2017

Google Drive Quick Access

If you have logged into Google Drive this week, you may have noticed a new feature called Quick Access.
When you see Quick Access for the first time, the primary card will give you the choice to turn off Quick Access (Turn Off) or to proceed (Got It).

What Quick Access does is it intelligently predicts and displays files based on:

  • who specific files are frequently shared with
  • when relevant meetings occur
  • what files are used at specific times of the day

It's a handy feature, but if at any time you want to turn this feature off or on, simply go to the settings button in Drive (gear icon). And check or uncheck the box next to the Quick Access option.

Monday, May 29, 2017

Three Things You Should Know About Windows 10

Moving from Windows 7 to Windows 10?

Although this is a significant change, Windows 10 is much easier to deal with than Windows 8 was, so if you are upgrading from Windows 7, you will be in familiar territory with many of the features of the system. It’s based on the same kind of desktop interface, complete with a start menu and desktop windows.

Three things you should know about Windows 10

The New Start Menu

The Start menu looks a bit different, but it has all the usual features you’d expect — a list of all your installed applications as well as power options for shutting down or restarting your PC. Move your mouse to any edge of the Start menu, and you’ll be able to resize it. The start menu features live tiles, don’t worry — you can remove all the live tiles if you don’t like them. Just right-click them and remove them.

Here's what my personalized start menu looks like:

These are items I often access, so it is really handy to have shortcuts located right in the Start menu!

You may be wondering where's My Computer and Windows Explorer. Both are located on the start menu under Common Tools.

  • Windows Explorer is now named File Explorer. 
  • My Computer is now called This PC. 

So how do I log off?
To log off - now called Sign Out, click the button with the little person on it, This button also gives you the option to lock your machine if you need to step away.

Search Like a Boss

Looking for a program or have a question for Windows 10 help? Once the start menu is open, you can simply start typing your search. Alternatively, you can click on the magnifying glass icon in the taskbar. For example, I used the search term "display." Here are my search results:

Settings App vs. Control Panel

The Settings option in the Start menu takes you straight to the new Settings app. While the control panel feature still exists in Window 10, the Settings app is designed to be a more user-friendly way to configure your computer.

Monday, May 22, 2017

Google Takeout

Need to move or backup your Google data? You can access and download all of your Google data—whether to import it to another service or just to create your own copy by using Google Takeout.

Google Takeout can back up the following:

Let's get started!

Select the items you would like to backup [Select All or individual Google products]. At the
least, backup Drive.

Then scroll down to the bottom of the page and click the Next button.

Leave the “File type” as .zip, “Delivery method” as Send download link via email and click
Create Archive.

The archiving process may take a while to complete. Once it is finished, you can click download in the Takeout window, or from the email message you received from Google Download Your Data. You can now save the Zipped archive file to a safe location (Flash Drive, External Drive, etc.). 

Take Out Window:


Want more help? Here's a 5-minute video tutorial on using Google Takeout:

Monday, May 8, 2017

Google Drive Sharing

Are you a Google Drive sharing ninja? Or are you still getting the hang of it? Either way, I have some tips to share that should help you manage shared files a bit more efficiently.

You can share anything that you have stored in Google Drive. The secret is all about setting the correct permissions and level of sharing.  This short video will help explain the process.

There are three levels of access you can grant to others:
  • Can edit: The collaborative spreadsheet you are working on with your team.
  • Can comment:  The book draft you are writing. Others can view and add comments to the file, but can’t edit it. Folders don’t have comments.
  • Can view:  The weekend party invitation you just made with Presentation.
Source: Google Support

Monday, May 1, 2017

Organize Google Drive - Part 2

Still working on organizing your Google Drive? Are your files all over the place?
A well-organized file structure can help you find the information you need quickly and efficiently.

I previously posted a slide share outlining how to get started on organizing Drive, and it is as relevant today as it was then. Here is the link to that resource:

New to Google Drive?

District 50 offers SimpleK12 online training videos, and I would suggest the webinar "An Intro to Google Drive and Tools".  Even seasoned Drive users will find a tip or two in this presentation.

Google Drive Cheatsheet

Need more help?

Here is another resource for organizing Google Drive brought to you by the Apps Show at Better Cloud Monitor.

In this video you will learn how to:

  • Stay organized using the different Drive sections, like “Starred” and “Recent”
  • Create a clean folder structure
  • Color-code your folders
  • Create an effective naming convention for your Drive files