Monday, February 29, 2016

Split Names in Google Sheets

Google add-ons are the superheros of  Google Apps!

Today,  we are looking at Split Names.

This handy add-on solves a common problem when you have a list of names, first and last, in one column and you need to sort data by last name.

It's this easy to use the add-on:

  1. Select your column with full names
  2. Start the add-on and pick the parts you have: titles, name parts, and post-nominal letters
  3. Click "Split" and see new columns with the results

The add-on will insert columns with the selected name units next to the original one.

Here's a brief tutorial:

Monday, February 22, 2016

Multiple Forms to One Spreadsheet

Multiple forms to spreadsheet.png
One of the best things about using Google Forms is the ability to view all of your form data in a spreadsheet.
Sometimes it is very handy to put your results of a new form into a new sheet on an existing spreadsheet. This means that if you’re doing regular collection of information, such as weekly quizzes or surveys, you can get all the data collected on new sheets of the same spreadsheet. That makes it much easier to compare your results over time, and makes it easier to find the data for any one of your forms. When choosing your response destination, just choose an existing spreadsheet and a new sheet will be created for you.

Once you have your first form created, simply follow the steps below:

New Google Forms (No "File" menu at top)
  1. Open the form
  2. At the top, click the Responses tab
  3. Click the More icon
  4. Select Choose a response destination
  5. Choose  the following destination:Enter in an existing spreadsheet: Choose from your existing spreadsheets in Google Sheets to store responses
  6. Click Create

Old Google Forms ("File" menu visible at top)
  1. Open your form.
  2. If you're editing the form, click View responses in the toolbar.
  3. Choose the following destinations:New sheet in an existing spreadsheet: Choose from your existing spreadsheets in Google Sheets to store responses

Here is a step by step visual guide. Please note that I am using the new Google Forms for this demonstration.

Multiple Forms to One Spreadsheet

Monday, February 15, 2016

How to Receive a Daily Agenda

Want to see your day at a glance before it starts? Google Calendar gives you the option to receive a daily email detailing all your appointments and meetings.
To receive a daily agenda, click the drop-down menu next to the appropriate calendar and select "Notifications."


Select the Email check box next to "Daily agenda" in the section called "Choose how you would like to be notified." Then, click "Save."


Your daily agenda will be automatically emailed to you each day at 5 a.m.!

Agenda Email.PNG

Hope you find this tip helpful!

Monday, February 8, 2016

Gmail - Canned Responses

Do find yourself typing the same message over and over, perhaps a weekly reminder for for homework, projects or progress reports; a form letter to parents; or a meeting agenda? Gmail has the answer. Canned Responses is a Lab that allows you to insert pre-formatted content you create into your messages.

To enable Canned Responses, click on the gear in the upper right of the Google Mail window, select Mail Settings, and click on the Labs link. Scroll down through the Labs (alpha order) to locate Canned Responses. You can also enter "canned" in the Labs search field to show the Canned Responses Lab. Click the Enable radio button. Finally, at the top or bottom of the window, click the Save Changes button. Canned Responses will be enabled and Gmail will reset.

After enabling, to create a Canned Response, click on the Compose mail button. Enter a subject in the Subject field and what you want to say in the message body. Next, click on the Canned responses link below the subject and choose Save > New canned response.The Canned Response title will be the subject you entered (although you can edit this). Click the OK button.

To use a Canned Response, click the Compose mail button. In the message window, click the Canned responses link and choose Insert > [canned response title]. Once inserted, you can edit (as needed). You can also insert Canned Responses when replying or forwarding messages.

Bonus!: You could create custom signatures as Canned Responses. If you like to send messages in a particular color/front/size, you could create a Canned Response with one start-up word formatted the way you want. Then, when you compose mail, choose that Canned Response, double-click on the start-up word, and start typing.

Monday, February 1, 2016

How to Print Envelopes and Labels in Google Docs

Need to print and envelope or labels? You may not think it can be done in Google Docs, but there are two "add-ons" that can help.  Add-ons for Google Docs are tools made by third-party developers in order to make Google Docs do more for you.


Need to print an envelope? Check out  Envelopes, a Google Docs Add-on that adjusts page setup settings to various envelope sizes — including a standard #10 envelope. The margins adjust to accommodate a return address and a recipient address. The add-on comes with 10 preset sizes and it also allows you to specify a custom envelope height and width.
  1. To install the add-on, open a Google Doc, choose "Add-ons," then "Get add-ons..." Type "envelopes" in the search box, find the Envelopes add-on in the list, then select the "+ Free" button to install.
  2. To create your envelope, open a new Google Doc, select "Add-ons...," "Envelopes," and choose the envelope size (or make a custom size). The page setup of your document will adjust to match the selected envelope size. Type the addresses, then print.

Avery Label Merge

If you're need to print a full sheet of labels, the Avery Label Merge app for Google Docs is for you. Label Merge lets you select from a list of common label-sheet formats -- technically tied to Avery brand products but also supported by most other label manufacturers -- and pull over data from a Google Sheets spreadsheet and have it placed into a print-ready page of labels.
  1. To install the add-on, open a Google Doc, choose "Add-ons," then "Get add-ons..." Type "Avery" in the search box, find the  Avery Label Merge add-on in the list, then select the "+ Free" button to install.
  2. Now, create a new spreadsheet using Google Sheets. This spreadsheet is where you’ll be putting all of the information for your labels. Use the first row of the spreadsheet as names for the columns. So, if you’re making address labels, you’d want to name columns “name”, “street”, etc. Then enter the information in each column that you’d like printed on the labels.
  3. Now, go back to your new Document and click on the Add-ons label. Hover over the Avery Label Merge option and click on New Merge. From the popup window, select which type of label you’d like to make: an address label or a name label. You’ll then be prompted to select which type of Avery label you’ll be printing on, and then you’ll be told to select which spreadsheet has the information for your labels. Choose the spreadsheet you just created and press the Select button located towards the lower, left-hand corner of the window.
  4. In the right-hand corner of your Google Document under the Avery label manage box, you’ll see a list of the names of your columns in the sheet you just created. Select the columns you’d like to include in your document by clicking on them. Then, look towards the bottom of the window next to the header labeled Rows and make sure you’re merging information from the correct rows from the sheet.
  5. After you’ve ensured all of the information that you’ve input is correct, look towards the center of your Google Document. You should see a text box shaped like a square label with the names of your columns in double brackets. Arrange these names around the label like you’d like to have them printed.
  6. Now, you’re ready to create your labels. Look to the bottom of the Avery label manage box and click on the button labeled Merge. You will then be prompted to view your labels in a new Google Document where you can print your labels.

Here's a video tutorial on Avery Label Merge:

Now, wasn't that easy? Google add-ons to the rescue!