Google@IU: Groupspace

Recording of a Previous Session

Description of the following video:

>> Speaker 1: Hi, Welcome to today's webinar. My name is Peter and I am with IT Training. And our topic today is Google at IU Groupspaces. This webinar is brought to you as a collaboration between IT Training and the Centers for Teaching and Learning. So, let's get started. What is a Google at IU Groupspace?

Well basically a group space is going to be a collaborative space for you and your group or your project to work. So,you'll be able to share files; you'll be able to share a calendar; you'll be able to share information through a website format that you can customize. And it also integrates a bunch of other Google tools that may be useful to you depending on what your particular group is up to.

The Google at IU Groupspaces were originally created to replace the functionality of the Oncourse Project site, so some kinds of uses that you might use an I you group space for are if you are on a hiring committee in a department and you need to be able to share information about the various candidates that would be a good use of a group space.

If you were a student group and you want to be able to share information amongst a of bunch of first year students in a particular department, that might be another kind of use you could use for a Groupspace. So, anytime you have a group of people with a dedicated activity that you want to give them a place to share and collaborate together, those would be good uses of a Groupspace.

OK, So to get started today, I'll actually want to show you the Knowledge Base article on Groupspaces, because it has some really great step-by-step instructions that will help you overcome some of the difficulties in setting up your project initially. So let's go ahead to the Knowledge Base. KB dot IU dot edu.

And then I'm going to search for Google Groupspace. And the first hit that comes up here is creating and setting up a Google at IU Groupspace, so let's go ahead and click on that. And scroll down here a little bit. And this is where you want to begin.

So, a couple things I point out to you. This particular KB page is kb dot IU dot edu slash d slash agjy. This is a great beginning point for your Google at IU Groupspace journey. So, the first thing that you're going to need to do in order to get started is to request a new Groupspace, and by requesting this, IU is automatically going to package together a few different things including your group, your group's Google site, and your Google Calendar.

So let's go ahead and request a new Groupspace. When you do that, it is going to ask you to log into Google at IU, and then create a Groupspace. So, let's go ahead and do that now. This address that's listed here is a permanent address for Google at IU, but you can also get there by just typing in google dot IU dot edu, and I will show you that right now.

So I do Google dot iu dot edu and I land on the home page here, and then I have to sign in. It's going to demand a CAS authentication, so I've got my stuff set up ready to go here. And of course since we are in the age of Duo authentication, I'm going to have to go ahead and Duo authenticate as well.

Great, so I've authenticated and now here I am at Google at IU. And when you first log in here, you will see that there are several of the tools that are familiar to you with Google Drive and Google Sheets, Google Docs all of that. Those tools are all available here in the Google at IU.

Now we want to get set up with our group, so we're going to go just as the instructions told us to, to request a Google at IU Groupspace. So, let's go ahead and request that. And it's going to give me this form here that I need to fill out in order to get going.

So, let's imagine that this particular Groupspace we're going to use is for hiring someone in the English department. So we're going to say "English New Hire Committee". That is the purpose of our group. And if we scroll down a little bit here, we also have to give our group a new name.

So I'm gonna ahead and call it English New Hire as well. And then you can see here what the group e-mail is going to be already, English dash new dash hire dash IU dash group. And then here is what our site is going to be as well. The name is available so I can go ahead and stick with that.

Now here in the purpose, this is asking you what's the purpose of your group? What are you guys going to be doing? And there are a few preset options you can choose from here. As you can see this Collaborative Research, so if you were making a Google Groupspace for a particular lab or something this might be a good option for you.

And there's a few others here that you can see. I'm going to go ahead and choose Committee Work, since that's what we are. We are a hiring committee. And then I would also encourage you to add a few words in here of a description about what your group is up to, so that when people happen upon your group, they'll have a sense of what's going on there.

So, "This group is all about a hiring new faculty position in the English department". Scrolling down a little bit more, we have a few options here (not options really) these are some things you need to read and be aware of and then you need to confirm that you actually understand what they all are.

And I would urge you to pay particular attention to this first one. I acknowledge this platform is not appropriate for use with critical data. So, critical data involves sensitive information that cannot be shared on the web, and there are a few levels of data security throughout the IU system and Google at IU has been approved for most of them, but not all of them.

So, just by clicking on that critical data it's taken me to a new site here, the data management dot IU dot edu for a quick review of what the different levels of security are. And if you scroll down here a little bit, there's a great table that I want to show you.

Here we go. So, this table is showing us different kinds of information and what category they fall into. And Google qualifies for this restricted category. So, if you're using a Google Groupspace, these are some things that would be OK. So, it's OK to have someone's address, immunization record, things like that, but you can't have is any personalized identifying numbers such as Social Security numbers or a driver's license or passport.

Or health records, things like that. Those are not approved for Google at IU. But for the things that we'll probably be dealing with such as offer letters, faculty tenure recommendations, those kinds of things are allowed on Google at IU dot edu. So, just be aware of this if you have any questions about the security of the data that you're working with, I highly recommend you contact your data stewards and they can point you in the right direction and let you know if something is OK to put out there on Google at IU.

OK heading back here we're going to say that we understand all of these things. Again I would recommend that you check them out just to make sure that you fully understand them, but we're going to review and confirm. And we get this little pop-up message here asking to confirm our information.

And this all looks pretty good, so we're going to say yeah go ahead and create this Groupspace please. And then at this point it's going to take a couple of moments here and it is going to generate a response e-mail that's going to give me all of the information I need, and in order to get started with my site you want to go to that e-mail and then click on the link there in order to kind of join for the first time.

So, once this gear wheel finishes spinning, and they've set up my site, I'll show you how to get to get to that e-mail, and we'll head to the class from there. OK, so I have received an e-mail from Google now, and let's take a quick look at what that looks like.

This is acknowledging that my Google space was set up correctly, and again we have the site name here, we have the site URL, the group URL, and the group email. Let's go ahead and jump into this site and take a look at what's there. OK, so when you first enter your site, this is what it's going to look like.

By default on the left hand side, we have our navigation here. And these are all the tools that are automatically included in our site to begin with. So, we have to the announcements,we have the calendar, we have files so we can share documents, Word docs or pictures or whatever we need.

We have the beginnings of a mailing list. We have a list of our members.We can create tasks and assign them to people if we need. We have a blog we can use and of course site map to find all of the pages that are in our site. In just a little bit, we will show you how you can actually edit this navigation bar to include the tools that are most pertinent to your particular group.

By default, each kind of group that you create is going to have a different series of gadgets here that are available to use. That's the Google term for these different tools. So, in this case, we have a just a basic About this Site one here. We have our Announcements.

Down here we have things from our Calendar which have been pulled up that are happening right now, and then at the very bottom, we have access to our Google Group. A discussion forum where we can create new topics and get people engaged with each other that way. If you need to edit any of these gadgets, if you don't want these things here or say you're ready to add a description to your particular site, it's very easy to edit the things that are here.

So, at the top of the page we have a few tools here, and to edit the page we're going to take this pen icon and click on it. And when that happens you'll see we get a new list of menu options here. We also get this wysiwyg toolbar editor there.

And then you'll notice as I scroll down into the work area here that each gadget is kind of in gray here. So, we have these four gray boxes, and if we want to work on a particular one, we can click on the Properties. Now that opens up a nice wysiwyg editor here, so if I want to change what that description says, Ian type that in here.

And again I have the kind of typical formatting options that you're familiar with from Microsoft Word here, and if I wanted to change the title of the group here, I could say that here. And then let me change the title of that particular gadget. And once we've made the changes we want we can say Save.

And now we can already see that this has changed too. About the hiring committee and once I save the page, i'll actually be able to see the text that's there. If for some reason there are gadgets here that you don't particularly want, let's say for example, that you don't need this Google Groups option to be here at all, if you want to you can delete it or remove it from the page simply by clicking on that button right there.

So you can play around with these formatting, and there are some more layout options here that you can play around with at your own leisure, but for now we're going to say we're happy with those changes and we're going to go ahead and save. And now you can see my description has gone in there.

OK, so we talked a little bit here about editing a specific page. Let's imagine now that we want to create a new page. Let's say this is a hiring committee, and we have a list of qualifications that we want people to consider when they're looking at these candidates.

We need to put that list of qualifications into our website here, so I'm going to go ahead and create a new page by using this icon at the top here. And it will ask me to name my page, and we're going to go ahead and call this one Qualifications.

And then we also have some templates here that we can use to choose from, so depending on what we're going to be doing in this particular case, let's just stick with Web Page. And we have the option here of where to put this page. Is it going to be a top level page, or is going to be something that kind of falls underneath something else?

And so for this particular case, I am going to say that it falls under this heading here of English New Hire Committee, and we'll see what happens here. To create the page, we just click Create. And now we're going to be brought to a page where we can actually do some editing on that page that we have created.

So, let's say we're going to make a list of qualifications we want. So, must have a Ph D.. And must be a good instructor. Must have published at least two articles. Those are the qualifications for this particular position. Down here we have the option to add files, so if I had some specific rubrics or documentation that I wanted to include on this page I could add that there so people have access to it.

And like a lot of web pages in the modern Internet, there is a space time here for comments so people who are visiting your site can leave a comment about whatever that this information is. I'll say "this list looks a little short what else do we want from people'?

And then that kind of opens up a conversation there that other people will be able to respond to as well. OK, if I'm happy with what's going on with my page so far I can save it. And here is what the page looks like. A pretty simple low-fi page we've created here.

But it's doing what we want. Let's talk now about how you can get this page added into your navigation bar so people can actually get at the content that you've created there. So, to do that, we're going to go up to this gear wheel here that's the more actions option and we're going to scroll down a little bit to Edit Site Layout.

And this is going to let us edit things like our navigation bar. So, if I want to edit this navigation bar here, I just click on navigation and that now opens up all of these tools here. So, let's imagine first of all that we don't need all of these defaults in our navigation bar.

So, we're going to take off this wiki, because we're not going to be using that. We'll take off the tasks and the embedded docs because we're not going to be using those. This is a hiring committee so we don't really need to show people a mailing list, that won't be a problem.

But all these other things maybe are going to be useful for us so we're going to keep those there. Additionally, if I needed to reorganize my navigation, I can use these arrow buttons here. So, if I want to push the files down to the bottom, I can just click that two times (this down arrow) and now Files has moved to the bottom.

If you need to add a specific URL, If there's a link that people are going to be going to all the time, you can go ahead and add that here if you need to. But let's talk about adding that page, because we created that qualifications page, but we don't see it yet.

So, let's go to add a page. And then we can see down here we embedded that page or subsumed it under this Headings. We'll open that one up, and now that's our page. So, we're going to go ahead and say OK. And now Qualifications has been added to our navigation list here.

So, we've got that. We're going to go ahead and say OK here. So, now we can see that our Qualifications has been added to our navigation here that's what we were looking for, and if we don't need to make any more changes we can just go up here and say Close, and that'll save those changes for us.

And now if we go here. We're on our main home page and if we want to go to the Qualifications page all we have to do is click there. So, that is how you control what's in the navigation bar here. And again remember a lot of those tools are there by default.

If you don't need those, feel free to edit them out and really streamline your navigation bar so it's just helping you do the things that your group is going to need to do. Now that we've taken a look at how we can control the way our site looks for our group space by adding or subtracting these gadgets controlling our navigation here, let's take a quick look at who can actually access this site, how we're going to share it out with the world.

So, that's very easy to do. There's a button here in the upper right hand corner that says Share. So, we're going to click on that. And it starts off by giving us the link that if we want to just e-mail this out to people, this is how they will get to our site.

Scroll down a little bit further here. The first topic here: who has access specific people can access. Let's look at what that says. So our options here are, we can make it so that this website is public to everybody on the Web. Even though it's a group project we may be providing information there that we want open to the public such as if we're a student group and we want to share our calendar and what we're up to.

If we have any events going on we could do that. You can make it so anybody who has the link can get to it, but there's not actually a sign. They just have to have the special address to get there. You can open it up to anybody at IU.

You could also open up to anyone at IU who also has the link, which gives you a little more specificity and security. Add lastly by default, it's set up to be for specific people so just the people you want in your site and you can control this again by clicking one of those different options.

For now, we're just going to leave it like it is. Moving down here you can see that I am here and I'm the owner, so it's listing me that way. Down here by default the members of my group, the entire group have the ability just to view things.

So they get this eye icon here. But if I wanted to, I could change that. So if I want to give my group members, let's say I have a pretty small group. This is my hiring committee and everyone's very responsible, so I want everyone to be able to add and control the content that's on this website.

I could also give them the power to edit. And once I do that, this icon changes to a little pen tool there and that's how you know that they are going to be able to be editors. And then once you've made these changes you get a little warning here that you need to save the changes in order to make that happen.

So, let's go ahead and do that now. Additionally, if I want to invite people to my site, but they may be not a part of the actual group that I've already created for it, I can add them here as well. And once I do that, again I have the ability to control what level they're going to be entered in at.

So they can be owners, editors, or viewers. If have several people that I want to invite at one time, I can just type their email addresses here and separate those addresses with a comma. Keep in mind that everybody will be entered in at the same level that you determine here, so if you have certain people that you want to edit and certain people maybe to view, you would do those groups separately.

So that you could control that aspect here. And you have the ability to notify someone, "hey I added you to my website come check it out". And you can send them a little message of that as well. So that will control the kinds of people who have access to your site.

And again, these settings are going to really depend on what the purpose of your group is and how you're going to be using it. Let's talk a little bit about the group and how we might manage the access and manage our group members, and get new people into our group.

So to do, that I'm actually going to go back a level here. Right now I'm in the sights area. And when I do that it takes me back to this page, and you get this little three by three grid. And this is where we want to begin our group journey here.

So, I'm going to go ahead and click on that three by three icon and go to Groups. And now it takes me to this new page here I can browse all the groups that are on Google or the ones that I am specifically involved in. And here is the one we want to look at.

So, we want to manage this English New Hire group, so I'm going to go ahead and click on Manage. And now I have a few options of ways that I can add people into the group. So, if I want to add members into my group and invite them in, I can click on this invite address here, and go ahead and add a few folks.

If I wanted to add a string of people, all I have to do is separate their email addresses with a comma there, and then I can have a string of people. if you already have a preexisting list of people from a mailing list that you want to add here one time, one method to do that would be to get all those names put them into Excel, generate a list that is delimited by commas, and then you can just paste that whole thing in here.

That's a very effective way to do it especially if you have a lot of people you want to invite at the same time. And then of course you have the option here, as you can see, to write an invitation message to these people to ask them to be part of your group.

So, we're going to invite them that way. For this purpose I'm not going to invite blnolen, I'm just going to invite Kim. And let's go ahead and send this invitation. So once I send this invitation, Kim is going to receive an e-mail in her e-mail that will tell her that she's been invited to this group with a link to join it.

And so that's a kind of voluntary way that you can get new members into your group. Now the other way that you can get people into your group is to do this direct ad feature. So, I'm going to go here to Direct add members, and what this does is that it lets people get into your group automatically so they don't actually receive an invitation they're just going to start receiving whatever emails and communications you are sending out.

And because it is that automatic enrollment feature here, you do need to be careful how you use this. So, there's a warning message here letting you know to make sure that you are only adding people that you know. If you are sending people unwanted e-mail, that is called SPAM, and if you send out a lot of it there could be complaints and you may get your account deactivated.


>> Speaker 1: So please, when you use this feature, make sure that you are only contacting people that you know would have interest or reason to be involved in the group. I'm going to go ahead and direct add somebody here, and this is an account that I'm associated with. When you do the direct add, you do need to include a welcome message inviting people in.

Please join in the discussion. And if you scroll down here a little bit more there are some options for how people are going to be enrolled. So, if we want to we can make it so that they're only going to be involved in the web part of it they have to go into the web to actually receive stuff, or there are some options here for how frequently they're going to receive e-mail messages from the group.


>> Speaker 1: So, they can get a summary email one day that has all the new activity, they can get it in digest form with twenty-five full new messages in a single e-mail, or they can say "All Email," I want to get everything as it arrives. By default, it's listed for this maximum participation feature but you could set one of these other ones if you want to.

I'm actually going to say just give me one e-mail at the end of every day. So, I've got my address, I've got my welcome message, and I've got my setting. I can add this person. You're going to get a Captcha thing here, so I am not a robot.

I am a human being. And one person has been added to our group, and we're going to say OK we're good, we're done. And If you go back to my groups we should be able to see our list of folks here. Yes now that we can see that the Intensive English program has been added as a member to our group.

Now that we have actually added some people into our group, we also have the ability to control how much power they can exert within our group. We can control their roles, and some of their permissions. So, if you scroll down here on the left-hand side, you'll see that there are some basic permissions and roles which we can change.

So, let's take a look at some of these options. So under basic permissions, I can control who can view, who can post, who is allowed to join— things like that. And so lets say for example, right now it's set up so that everybody who's a member of the group can post their own topics into the discussion forum, but maybe I want to limit that so that it's just the owners and managers of the groups so that they're the ones kind of controlling what kind of content people are responding to.

So, if I want to control that sort of thing here, all l have to do is to deselect and that will control that option. I'm gonna go ahead and save that change I just made, and then I want to show you one more thing down here which is the roles option here.

So, if we click on the Roles, you can invite people who are within your group to be any of these three different roles where they'll have different powers. So,let's go ahead and look at the Manager role. And we are going to add our new member into that, so I clicked on Add members, and this is adding it to the manager role here.

Let's go ahead and make Intensive English a new manager. And so, once we do that, they will now be one of the members of this crew here. I'll go ahead and save here. Now that I've saved, I can click on an individual person, and I can see what their roles and responsibilities are.

So here, this person has been approved to be a manager. And they are receiving the email in the abridged form. So that is how you add new members into your group and give them different kinds of roles and powers. That's about it for all of our content in this webinar today on Google at IU Groupspaces.

Before I go, I want to point out a few things that may be of use to you as you begin this process. One of the first ones is that Google permissions can be kind of tricky to navigate. You can have several users on the same computer who are all sort of logged into Google at the same time, so before you do any work setting up your Groupspace, make sure from the upper right hand corner here that you are logged in as yourself.

There have definitely been cases where people have been using a shared computer and they create a group and then they try to add something on the calendar, and all of a sudden they're looking at their daughter's school calendar or something because the daughter also uses Google products in the same web browser and hadn't logged out.

So, be very aware of what's going on here and make sure that you are the person you want to be before you begin the whole process. The other thing that I would really encourage you to do is to not simply begin at google dot iu dot edu. Rather, go to the KB and walk through the steps from there to make sure that you're on the correct landing page.

When you get into Google at IU, you should see this screen here, and you want to go down to this Request a Google at IU Groupspace. You want to make that request so that it gets routed through the appropriate computer channels to set things up the way you want.

And once again, just to review, on that KB article that will help you walk through all the steps and get here, you want to go to kb dot iu dot edu slash d slash agjy. You can also just search for Google Groupspaces. And you will get Creating and setting up a Google at IU Groupspace, and that's where you want to start.

Walk through the steps here and you will be in good shape to go. If you have any questions about group spaces and how people are using them I encourage you to check in with the KB. here and ask your questions there. Or you can try if you're particularly if you are a faculty member you might try contacting one of your teaching and learning centers on your local campus, and they can help you get going with this whole process as well.

Thank you very much for joining us today. On behalf of IT Training and the Centers for Teaching and Learning, it's been a pleasure, and we hope to see you at another training event soon. Thank you very much.

This webinar covers how to customize your Google@IU groupspace site, group, and calendar to suit the specific needs of your group.