Working with Google Docs

Introduction

Google Docs is JTC Education’s software of choice for text-heavy subjects e.g. languages, humanities and social sciences. It is fast, bug-free and requires no account creation for students to access. It may be complemented well by Google Slides when an accompanying presentation is to be given, and can be an effective complementary tool for STEM tuition when taking an approach like the pop-quiz study method, or focussing on longer written responses.

Video-conferencing tools

• Google Meet is JTC Education’s recommended video-conferencing software as it is free and requires no software download/account to use. Inviting students to a Meet is as simple as sharing the URL.Watch
• While a background can be blurred by clicking Apply Visual Effects then blur your background, it can create an imperfect, unclear image while in use. It is always preferable to maintain a professional, clutter-free background when using Google Meet, thereby eliminating the need for this feature.
• Zoom and Teams are also acceptable video-conferencing tools to pair with Google Docs. However, Zoom should only be used if a tutor has a premium account to ensure meetings are not cut at 45 minutes.

Setting up for a lesson

• To create a new document, simply write docs.new in the browser from your JTC Education Google account. Please ensure this is done before the start of the lesson to avoid it eating into lesson time. Next, use Picture-in-Picture mode to ensure videos are still visible while you work in the Google Doc.Watch
• Inviting students to a Google Doc is most easily done by sharing a URL and ensuring Editor access is on for Anyone with the link. Granting access directly to a user/email can cause confusion due to students often having multiple Google accounts. Help your students set themselves up in the same way to ensure an engaging online learning experience.Watch

Screen-sharing vs. sharing a Google Doc

• Screen-sharing may be a preferable option to consider if you require certainty that a student’s attention is in the same place as yours e.g. while you are reading through an extract together. In all other instances, collaborating together within the Google Doc is preferable.Watch
• In order to collaborate in a Google Doc, make sure to share the link to the doc rather than just sharing your screen.Watch

Best practices for screen-sharing

• When screen-sharing, always share a window or tab. Avoid sharing your entire screen as this introduces the risk of students seeing any notification that might accidentally pop up on your screen.Watch
• If screen-sharing in Google Meet with picture-in-picture mode active, unpin the screen-share and pin your student / yourself in order for your student and yourself to appear larger.Watch

Providing feedback — editing vs. suggesting mode

• While editing mode is active, users can only edit or comment in the doc.Watch
• In suggesting mode, users can suggest improvements without changing what was originally written. It is even possible to add a comment/explanation to the suggestion that was made.Watch

Layout management & navigation

• A sidebar for quick navigation can easily be created by using Headings. Learning shortcut keys for this can help with speed and flow.Watch
• Tutors are free to organise and file Google Docs in the way they consider best. A fruitful idea is to have a different Google Doc for each topic covered e.g. one for persuasive writing, one for descriptive etc.
• Users may click on any other user’s icon in the top right-hand corner of a Google Doc to be relocated to that respective user’s position.Watch
• Page breaks (created via the shortcut cmd + enter) can be useful for facilitating effective page layout and when writing responses to a question simultaneously to a student.Watch
• Images/text extracts can be quickly and efficiently added to a Google Doc by use of a snipping tool. On Macbook the shortcut is cmd + ctrl + shift + 4, while on Windows this is the Print Screen button (PrtSc) which can be found either on the upper-right side of most keyboards or next to the Space Bar.Watch

Increasing speed & flow

• Learning shortcuts within Google Docs can prove invaluable in helping navigate and manoeuvre it effectively. A few key Macbook shortcuts include:
  • Page break: cmd + enter
  • Make Heading 1: cmd + ctrl + 1 (change number for heading 2, 3 etc.)
  • Make screenshot to pasteboard: cmd + ctrl + shift + v
  • Undo: cmd + z

Adding colour & design

• It is easy to customise all headings and fonts within a given doc by clicking on Update Heading 1 to match. To create a default style for headings that can be used across all your Google Docs, go to Save as my default styles and then activate this default style within a doc by clicking Use my default styles.Watch

General advice

• If your text seems too small, change your zoom settings in the docs. Changing your zoom setting will only change how you view the doc, not how your student views the doc.Watch
• If you wish to revert to or refer to an older version of a given Google Doc, click the arrow clock in the top right-hand corner of the screen.Watch
• Consider using an OCR or text reader to convert handwritten text from students into ready-to-edit text on Google Docs.