Thursday, February 9, 2023

ASA Tech Tips and News for February 10, 2023

Would your Google Drive look like this
if it were paper on your desk?
Image generated by Dall-E 2
A message from the Diocese last week regarding a Drive storage error prompted me to remind everyone about the new storage limits in Google Workspace for Education.  Previously, Drive file storage has been unlimited, so we never gave cleaning out old files a thought. Those days have now come to an end. When you open Drive, you can now see how much storage you have used so far. Chances are, if you've been using Drive for many years, you could stand to remove old files you no longer need. I don't know about you, but after 10 years of using Google Drive, it looks like a hoarder's house in there! Before anyon starts an intervention, I've started the habit of deleting any files I happen to see during my routine use of Drive. You can also sort files by Last Modified, by clicking on that heading. If you click on it a second time your oldest files will be listed at the top. That makes it very easy to select the files in bulk and remove them.

Unpaid Invoices are One of the Easiest Ways Hackers Can Trick You - Here's What Happened to Me

Keep a cool head, and don't fall for this scam!

5 Tips to Stay Safer Online with Chrome

5 Tips to Stay Safer Online with Chrome, from The Keyword by Andrew Kamau
This will walk you through Chrome's Privacy Guide, Safety Check, password manager and more. 

Google Workspace Updates


Google Calendar:  Check Availability when Using Appointment Schedules


Previously when using Appointment Schedules (formerly known as Appointment Slots), it wasn't possible to to see calendar conflicts in other calendars. With this update it will now be possible. You should see this feature by mid February, if not sooner. If you're not sure how to set up appointment schedules or slots, check out this help page. You can find full details about this update here. 

Google Meet:  Share Content While Presenting



If you are sharing your screen and presenting a file, such as a doc or slide deck, you be able to easily share it with Meet attendees while you are presenting. A new share button will be available to share a link to the file in the chat. While sharing, it will also prompt you to share with any users in the Meet who don't yet have access to the file.  More info is available here. 


Google Meet:  Include Captions with a Google Meet Video Recording

If you are recording a Google Meet, you'll now have the option to include captions in the recording. This is beneficial if someone who will be watching the recording is hearing impaired. When you start the recording, there will soon be an option to select the language for captions as well. You should see this new option by March 1. Details are available here. 

No More Unlimited Space - Managing Your Google Workspace Storage Limits



Within the past year, Google has started enforcing storage limits for all Google Workspace users. Gone are the days of luxurious unlimited storage. This means we all need to be mindful of how much storage space we are using in Google Drive. Google Drive is where all your Docs, Sheets, Slides, PDFs, images, videos, etc. are stored when you upload them to Google. How can you tell how much space you are using? Open Google Drive and take a look at the storage section near the bottom of the left column. That is how much storage you are currently using. Are the old files you no longer need that could be deleted? Get rid of them! You can delete multiple files at once by highlighting (clicking once on) each file you wish to delete, then clicking the trash can icon at the top. You can also press the delete key on your laptop, or right click the hightlighted files and select Remove from the context menu that pops up. 

Set Expiration Dates for Google Docs

For those times when someone needs access to a sensitive file temporarily.

Hearts and Charts Google Sheets Math Activities

Hearts and Charts Google Sheets Math Activities, from Control Alt Achieve by Eric Curts
Valentines day conversation hearts and math are a delicious combination. 

PSA:  You Can Email Books and Documents to Your Kindle

PSA:  You Can Email Books and Documents to Your Kindle, from How-To Geek by Jason Fitzpatrick
There are also apps and programs to help you sideload reading files to your Kindle. 

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