Living in the Cloud

Living in the cloud makes it easier to manage workflow and stay organised.

In my teaching role I mostly use Google Apps for Education (GAFE) for keeping organised, storing digital resources, communicating and sharing. Google Drive, Gmail and Google Calendar are the apps I use most. I also use Evernote and Diigo often. At school and on the road I use Evernote on my phone for all notes (never pen or paper) ranging from jotting someone’s name to keeping detailed meeting notes. (Here’s a note listing VicPLN 2013 participants and their blogs.) Later, I transfer notes that require further work or follow up to Google Drive or Google Calendar. (That’s led me to consider Google’s new note taking app Google Keep. It’s not as powerful as Evernote yet, but its inbuilt Google Drive integration makes it attractive.)

Thanks to VicPLN’s prompting I’ve recently started using Pocket. (I used to use it when it was called ‘Read It Later’, but stopped after I ran out of room for apps on my smartphone.  I recently bought a new phone with more room for apps, so Pocket is once again proving very useful.) Instead of sticking things I want to read, but not necessarily keep, in Diigo, I now ‘pocket’ it for reading later and decide then whether or not to archive it in Diigo.

I use Chrome bookmarks for storing and accessing the sites I use most. I love the way Chrome makes it easy to add web-apps and sync my bookmarks, passwords and files with whatever web connected device I happen to be using. I spend 99% of my notebook computer time in Chrome. The only applications I regularly run locally are for editing videos.

For bandwidth reasons I store music and videos on portable hard disks, but I store everything else ‘in the cloud’ using Google Drive. I’ve become so used to being able to access all my stuff anywhere, anytime from any device that, apart from music and videos, I no longer save anything locally. I’m working hard to encourage my teaching colleagues and students to do the same.

I think it’s essential that students develop effective workflow and organisational techniques. Digital tools make this easier today than ever been before. I’m encouraging my students and teaching colleagues to store everything in Google Drive, Gmail and Google Calendar so that all their important communication, resources, digital work, tasks, deadlines, and events are accessible anytime from home and school. (We use DropBox as a backup for some files.) A growing number of students are beginning to access their work out of school hours to show their parents or to work on a project, sometimes collaboratively with classmates who are also ‘working’ from home. Some students become very well organised with carefully labelled folders in Google Drive, labels for filtering and categorising email messages, and important events marked in Google Calendar with reminders. When classroom teachers begin doing the same, the habit catches on and becomes part of the daily routine.

Having our communication, resources and digital creations stored in one place with everything easily searchable is incredibly powerful. Even with someone else’s smartphone, you have all your stuff available. And that’s just the beginning of the power you hold in your hand!

Creating an event on a shared Google calendar

To create an event login to your Google account, select ‘Calendar’ and click where the event is to be scheduled.  (You can drag the event up, down or sideways to change its location or make it longer or shorter.)

Enter the name of the event and choose the calendar the event applies to.  If it is an event for the whole school, choose the shared school calendar.

If you need to change additional details such as add reminders or mark the event as an all day event, choose ‘Edit event details’.

When you have finished, choose ‘Create event’.

Creating Event

Creating a shared Google calendar for school events

In addition to using one or more Google calendars for yourself, it’s easy to create additional calendars to share with others. This is especially useful for school staff who can access and update a shared school calendar anywhere and anytime provided they can find a computer/phone etc with Internet access.

Under ‘My Calendars’ choose ‘Add’, then complete the calendar details as shown below:

1. Enter the name of the school calendar

2. Enter a description for the calendar (optional)

3. Check that the country and time zone are correct

4. Select ‘Make changes AND manage sharing’ or ‘Make changes to events’ from the drop down menu under ‘Permission Settings’

5. Enter the email address of the person you wish to share the calendar with and choose ‘Add Person’ or select the person’s email address if it is recognised as you type.  Do this for each person you wish to share  the calendar with.

6. Choose ‘Create Calendar’

Shared Google Calendar final

Sharing school staff calendars

Here is a way to share Google Calendars so that school staff can add events and make changes anywhere, anytime.  Each member of staff shares their calendar with colleagues.  Each event is marked with the email address of the person who creates it and the event is visible and editable by any other member of staff.   This approach also allows one ICT facilitator to set up the mutual sharing of all calendars provided each member of staff sets their calendar permissions to allow the ICT facilitator to “Make changes AND manage sharing”.


First choose “Settings” under “My Calendars”. (Double click images in this post to see larger versions.)

Then choose “Share this calendar” (or “Shared: Edit settings” if the calendar was previously shared).


Then follow the four steps below:

1. Choose “Make changes AND manage sharing” (This is a privelege for trusted colleagues only).

2. Enter the email address of the person you wish to share the calendar with.

3. Choose “Add Person” or select the person’s email address if it is recognised as you type.

4. Choose “Save”

_2agoogle calendar sharing

Once you have allowed an ICT facilitator to manage your calendar sharing, he or she can go through the process of seeing that your calendar is shared with each colleague and that each colleague’s calendar is shared with yours.  You can do this yourself if you share your calendar using the process above for each colleague and each colleague shares his or her calendar with you.  (For an alternative approach, see ‘Creating a shared Google calendar for school events’ above.)