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2012-13 SWOMA ConferenceA SWOMAsborg of O&M Topics
November 1-3, 2012
Texas School for the Blind & Visually Impaired
Austin, Texas
Making the Mountain of Paperwork into a Molehill
Presented by
Stephanie Isbell, TVI/COMS, Parker County Co-op, Weatherford, TX
Melanie White, COMS, Parker County Co-op
Weatherford, TX
Saturday, November 3, 2012
8:30-10:00 AM
10:30-12:00 PM
Making a Molehill Out of a Mountain of Paperwork
Stephanie Isbell, TVI/COMS®Melanie White, COMS®
Workshop Protocol Stay on topic No side discussions Do not share Apps during session
o Wait until after session
Goals of Session Dropbox
o Set up accounto Open Dropbox to view documents
Doc to goo For those who want, purchase Doc to Go app for Iphone or Ipado Set up files Iphone or Ipado Enter information on lesson plans from Iphone or Ipad
DropboxIn order to invite you to Join a Shared folder for presentation materialsPlease Email:[email protected]
DropboxDropbox is a free service that lets you bring all your photos, docs, and videos anywhere. This means that any file you save to your Dropbox will automatically save to all your computers, phones and even the Dropbox website.
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Create an Account
•• G
oto dropbox.com on your computer
• Click on the arrow to the right of sign in to expand the box
• Select create an account and follow the directions
Create an Account
Figure 2 Screen shot of "Create an account" option that asks for first name, last name, email and password be filled in before you click the "create an account" button.
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Figure 1 Screen shot of Dropbox opening page with close up showing screen that appears when you click on "Sign in" link in the top right-hand corner. The dropdown menu asks for email and password.
Download Dropbox
Figure 3 Screenshot showing instructions for Downloading Dropbox. Instructions are as follows: 1) Run the Dropbox installer. 2) Click Yes. 3) Follow Setup instructions
Download Dropbox to any computer home/laptop that you use regularly.
Use the web application for computers that are not personal.
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Dropbox on Mobile Devices
1. Download from App Store2. Launch App3. Start Set-up
Dropbox on Mobile Devices
1. Select “Already a user” to log in2. Enter your email and Password for Dropbox3. Choose an option and hit enable
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Figure 4 Screenshot of Dropbox as it appears when accessed from a mobile device. Select “download”.
Figure 5 Dropbox logo as it appears on mobile device. Select “Launch App”.
Figure 6 Screenshot of Welcome to Dropbox logo. Select “Start set-up”.
Figure 7 Welcome to Dropbox screen with options for "I'm already a Dropbox user" and "I'm new to Dropbox".
Figure 8 Screenshot of log-in screen that asks for email and password.
Figure 9 Screenshot of Dropbox dialog for saving photos with the option of “Save All” or “Only New”.
Dropbox on Mobile Devices
Figure 4 View of Dropbox screen on mobile app with bottom buttons featured from bottom left to right: Main File, Favorites, Uploads, and Settings.
Online and Off-line
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Uploads
Figure 5 Cartoon showing two stick figures. One sitting at the desk has a computer monitor on fire. The other stick figure asks, “Um…isn’t your computer on fire?” The other replies, “It’s okay, my files are saved on Dropbox. It was getting cold in here anyway.”
You can work on files in dropbox when you are not connected to the internet (off-line) and connect at a later time to sync files.
If you have 2 open files at once a copy of the open file will be saved because dropbox does not want you to loose data.
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Sync Dropbox Syncs to all devices when they are connected to an internet connection. The file syncs when it is closed or saved from a program.
Share FoldersIt is possible to share files and folders with others.
Click the folder with a rainbow to share and the following dialog box will appear.
Figure 7 Screenshot of "Share a Folder" window on Dropbox. The default selection is "I'd like to create and share a new folder"; click "Next".
You can type in email addresses for the people that you would like to have access to the folder.
Figure 8 A screenshot showing a prompt to let you type in email addresses and a message for the people with whom you will share the folder. The bottom left of the screen has a checkbox selected with the message, “Allow members to invite other people.
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Files that are syncing show a blue rotating circle.
Files that are in sync show a green checkmark.
Figure 6 Pictures showing a Dropbox folder with two different icons showing. The one on the right, a blue, rotating circle indicates a file that is syncing. The one on the right with a green circle and white check mark indicates a file that has been synced.
Security Uses the same secure methods as banks and the military to send and store data
including a new 2 step verification and iphone passcode when enabled.
Files are backed-up, stored securely, and password-protected.
Nobody can see private files in Dropbox unless they are invited, or they’re in the Public folder. (Everything in your Public folder is, by definition accessible to everyone.)
Dropbox keeps a history of every change you make so that you can undo any mistakes and even undelete files. (within 30days unless upgraded)
Dropbox and Docs-to-GoDocs-to-Go (premium) can link directly with dropbox allowing you to work on files and save directly to your folders in Dropbox.
Once downloaded and set up you will directly access your files through the docs- to-go app.
Figure 9 Docs-to-Go logo
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Set up Dropbox in Docs-to-Go
1. Open Docs-to-Go2. Set up cloud storage.3. Enter Dropbox information.
Open a Dropbox file in Docs-to-Go
1. Open your Dropbox link by selecting the cloud.2. Download your file.3. Open file.
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Figure 10 Screenshot with a list of document files.
Figure 11 Screenshot of Select Account Type and the following options: Google Docs, Box.net, Dropbox, SugarSync.
Figure 12 Screenshot of Dropbox Sign-in screen.
Figure 15 Screenshot of Online Accounts.
Figure 14 Screenshot of document downloading.
Figure 13 Screenshot of a list of files available for downloading.
Things to Remember
1. Files that are grey are not synced and files that are green are synced.2. If you hit the arrow to the side of the file an information box will appear instead of opening
the file.3. Files sync when you exit them and go back to the main page.
Docs-to-Go
Figure 19 Screenshot showing options for formatting.
1. Page icon with triangle: Save, open in, send.2. Page icon with small square in the lower right corner: Font/text styles3. Table icon with row indented: Insert and delete rows or columns4. Table with center rows highlighted: Freeze pane/hide/unhide5. Hammer and wrench: Sort, find, clear, go to, full screen.6. Two pages icon (top right): Changes the page in an excel file
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Figure 16 Screenshot showing files that are not synced in grey and files that are synced in green.
Figure 17 Screenshot showing information about the file.
Figure 18 Screenshot showing syncing with message, "Refreshing folder 'Root Folder'".
Goals of Session Lesson plans/daily notes in Excel file
o Enter information on data pageo Set up lesson plano Write daily notes
Lesson Plans/Daily Notes in Excel The original format was developed by Melanie
o Listed required components of lesson planso Intended to be printed and filled in manually
The expanded format was developed by Stephanieo Reformatted into an electronic document
Lesson Plan Format
Figure 20 Screenshot of Daily Lesson Plans form for Bluebonnet Co-op.
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How to get started…
Figure 21 Screenshot of Excel file showing tabs at the bottom for each month. An arrow points to the far-right tab labeled “data”.
Enter student informationo Locate data tab at the bottom of page
Data Tab There are five columns to enter information
1. Student 2. School3. Attendance Code4. Goal5. Objectives
Think of each column separatelyo Your goals will not align with your student name
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Data Tab
Figure 22. Screenshot of Excel sheet showing in column A Student, column B School, Column C Attn. Code, Column D Goal , Column E Objective
Entering Information
Figure 23 Screenshot of the previous file with some information entered.
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Entering Information into Plan Put cursor on box to the right of “Student”
o Put cursor on arrow at far right of boxo Scroll down until you find the student you want to entero Click on that student’s name you want in in the box
Repeat process for “School”, “Goal”, and “Objective” You may also hand type information into box
Entering Information into Plan
Figure 24 Screenshot of completed lesson plan in Excel.
Entering Daily Notes Click on the box to the right of “Notes” and type in your notes from the lesson
o You will not see all of the notes once you enter themo They are currently aligned to the “bottom” of the pageo You can reformat to the “top of page”, but if you enter information from your iphone
or ipad, the alignment will return to original format
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Entering Daily Notes
Figure 25 Screenshot of Lesson Plan with an arrow pointing to the Daily Notes row of the document.
Individual Note Page You can print your daily notes for each individual student
o Go to “DL” tabo Use the drop down box next to the student name and pick the student you want to
print the daily notes on
Individual Note Page
Figure 26 Screenshot of Excell document with an arrow pointing out the second column labled "Time".
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Individual Note Page
Figure 27 Screenshot of Excell file showing dropdown menu for Column B with student names.
Individual Note Page Place the cursor on the drop down for the date Unclick the “FALSE” choice You can select all or by month
Individual Note Page
Figure 28 Screenshot of Excell document showing a dropdown menu for doing a "Sort". An arrow on the menu points out a checkbox with the word “False” checked.
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And this is what it looks like…..
Figure 29 Screenshot showing the result of the "Sort".
Questions?
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Texas School for the Blind & Visually Impaired
Outreach Programs
Figure 30 TSBVI logo
Figure 31 U.S. Department of Education, Office of Special Education Programs (OSEP) logo that reads, “Opinions expressed here are the authors and do not necessarily represent the position of the Department of Education.”
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