Annotate PDFs Collaboratively Using Google Drive

A few times lately, I’ve had questions from faculty about how to use collaborative annotation tools. “What’s a good way for my students to add and share comments on a reading for class?” is the most common form. Most frequently, the readings in question are PDF documents, which makes this question a little tricky.  Up until now, I had some suggestions to offer (like converting readings to google docs format, or using hypothes.is).  But, sadly, none of these suggestions were very straightforward for students or faculty to use.

But now, (at last!) we’ve reached the end of awkward work-arounds for this question. Since Google Drive’s latest set of updates, it’s easy to highlight and comment on PDFs from within your Google Drive, and you can even see comments left by other users in real time.  Now is a great time to check this new feature out, whether you would like your students to use it in the fall, or if you’re just interested in using it for yourself.

The sequence goes something like this:

  • Upload a PDF to your Google Drive (New>File upload, or click-and-drag the PDF into your Google Drive).
  • Click the PDF to preview it.
  • (Optional) Click the share button in the upper right to add other people, or get a link to share.
  • Click on the annotate icon in the upper right to start adding notes.  Highlight text or illustrations throughout the document to comment on them.

If you’re planning to use this feature with a class or group, there are multiple options for sharing. For just one or two documents, you could add collaborators one-by-one by their Hampshire email addresses. If you’re making the commenting a regular activity, it may be more convenient to create a folder containing all the relevant readings and share that folder with the whole group.  And don’t forget to add the relevant links to your Moodle pages as you design your fall courses!

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New to your Hampshire Google Drive: Team Drives

If you’ve logged into your Hampshire Google Drive over the past few days, you may have noticed the new “Team Drives” option hanging out in your right sidebar. You can read up on how Team Drives can make your life easier below, or head over to our instructions for using Team Drives for more information.

File Ownership

While normal files and folders in Google Drive are owned by the person who created them, the files and folders in a Team Drive are owned by the group.  Using Team Drives, you won’t need to worry about transferring the ownership of documents between people if the original owner is no longer around.  

Easier Sharing

When you view your Team Drive, you can immediately see how many members it has displayed in the header, along with the option to manage those members.  The more direct route to these options can make your life easier when working with larger groups.

If you just want to share one file or folder with an individual who isn’t a Team Drive member, you have the flexibility to do that, too.  The steps for sharing in that way are the same for all Google Drive documents.

Clear Organization

Even for constant users of Google Drive, it can sometimes be a challenge to organize and efficiently find your documents.  Team Drives have some advantages in this area, too.  Any Team Drives that you belong to will appear in the left sidebar of your Google Drive.  They also have customizable themes, which allows you to vary up the colors and patterns to better orient yourself.

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La Vie en Chrome

This piece reflects the personal experience and opinions of Asha Kinney and does not reflect the opinions or recommendations of the Hampshire College IT Department 🙂 .  

This past summer, the “m” key broke off my ancient PC laptop. I was aware that its days were numbered, but this really hammered it home. I was also starting to realize how quaint it was to have all my family photos stored on a local device- yes, they were backed up, but still. I realized it was time to act in a manner befitting an IT professional and get all that stuff into the cloud, one way or the other.

At around the same time, I discovered that through my Marlboro College alum account I had unlimited cloud storage on Google Drive. Giddy up! I proceeded to upload 200 gigs worth of photos and bade farewell to the Dell of yesteryear. However, I still needed a computer to work on. My work Mac was also starting to feel its age. It took about 15 minutes to boot up in the morning, and a day without a spinning beach ball was a very lucky day indeed.

Enter the Chromebook.

A Chromebook is a small, cheap ($200-$300) laptop that is neither Mac nor PC nor Linux but it’s own thing- totally Google, running Chrome OS. The concept is that your electronic life is entirely in the cloud, and nothing is stored on, or run off of, the actual computer. The computer runs a web browser, and that’s about it.

This reliance on cloud services means the computer itself doesn’t have to do much work, and this means there’s not much to go wrong. It’s super fast. It boots up in three seconds. There are no spinning beachballs, ever. Did I mention the $200 part?

Here’s what it’s great for:

  • Email- using Gmail or Webmail or similar web service.
  • Basic productivity stuff using Google Docs/Slides/Spreadsheets. Any basic file in a Microsoft Office format can be imported and worked on just fine. The computer uses your Google Drive as its main file system. Some stuff can be stored locally, but not much.
  • Managing photos, media, music, etc (which can all be stored on Google).
  • Using any other service or site you access through a web browser. This is nothing to sneeze at, as there are even photo editing, page layout/design, and video editing apps now available through web interfaces.

However, there are lots of people for whom a Chromebook will simply not work. Do any of these apply to you? If so, you’re going to hit a wall pretty quickly.

  • You’re wedded to an email client like Apple’s Mail, or Thunderbird.
  • You rely on Adobe products or like to annotate PDF’s.
  • You want to connect to Hampshire’s network printers or file servers.
  • You use the super-advanced features of Microsoft Office programs.
  • You require any specialized software that is not available through a web browser (and/or does not work with the Chrome browser).

Even with these caveats, you can see how the Chromebook is a great choice for the average person doing average stuff. Many higher-ed and K-12 systems are going Google and are giving Chromebooks to their students. The Amherst Regional System just announced their move to Google and subsequent purchase of Chromebook carts for classrooms.  

Does this all mean selling your soul to Google on a personal or institutional level? Yes, yes it does. Increasingly, though, schools and colleges do the math and decide that they simply cannot afford the luxury of NOT going Google. A lone institution would never be able to provide the cutting edge tools and systems that Google does. Similarly, a $200 computer is a huge leveler for students who cannot shell out $2,000 for a shiny new Mac. Thus, it becomes an internal war of conscience between providing your students access to the best possible tools, versus protecting what little privacy they have left. Google makes this choice easier for schools by claiming to protect the privacy of educational accounts, but do they really?

But let’s get back to our little friend, the Chromebook. I spent about six months living very happily with it. It required re-thinking how I did certain work, but I was able to find a way to accomplish most tasks. This is saying a lot given my job as an instructional technologist! When I hit a wall (see list above) I bumped to my Mac.

But then, something happened. I decided to give my Work Mac a fresh start and wipe the hard drive. It perked right up. No more spinning beach balls. And lo and behold, it could do everything I needed to do, without my having to hunt around for the way to do it. I was forced to admit that for me personally, and with my particular job, I really do need a computer that can just do everything, with no limitations or qualifications.

The Chromebook is still great and useful for lots things, but to loosely quote the late, great Queen of Camden: my odds were stacked, and I went back to Mac.

 

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hamp.it URL Shortener

hamp.it is a Hampshire-branded URL shortener. This offers anyone (students, faculty or staff) the means to post a short URL to a Hampshire webpage without having to use a commercial service like tinyurl.com or bit.ly. There are a few policies in place to use it appropriately, but if you see a news item or announcement with hamp.it in the URL, you should know that this is a legitimate Hampshire domain.

Read the full policy »

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Student Toolkit for End of Term

It’s not too early to think about the end of the semester, it will be here sooner that you think! Get some strategies in place now and things may feel a little easier in December!

Juggling Workload

Last month Alana Kumbier (Library) and Asha Kinney (IT) ran a workshop for the First Year Students Program called “Getting It Done” which outlined a strategy for keeping your work organized and lists some good tools and techniques. Slides and notes from this workshop are here.

Tools for Staying Organized

Here is a playlist featuring some online tools that can help you keep your work, time, and research organized. Need help deciding which to use? Here’s a matrix of what we think each one is best for.

Presentations

Many of you will need to do presentations for class. This video has some tips on keeping your audience awake, what software to choose, avoiding technical disasters, and calming presentation day nerves.

Create a PDF Portfolio

Some classes will have you submit an end-of-semester portfolio of your work. This video shows a few different ways to combine multiple file types into one PDF document. This one is a little long, so check out the video description on YouTube to jump to different sections for Mac or PC, etc!

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FPH Classroom Updates

We’ve been busy this summer getting the rest of the FPH classrooms ready to go with new equipment. Rooms 101-102 and 105-108 now have similar set-ups to 103 and 104.

Features include new HD projectors, Apple TV’s that allow wireless projecting from some Mac devices, and no more ugly racks with crazy cabling!

Rooms 101 and 102 have projection whiteboards behind the projection screens, so a class can mark-up a projected image or text, but still have a nice pristine screen when they need it.

We hope these improvements will improve everyone’s classroom experiences this fall!

 

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iPads, GPS, and one Bad Elf

This semester Myrna Breitbart’s class “Creative Interventions: Locating the Spatial Practice of Social Change” is experimenting with a mapping project, with support from Caro Pinto, our CSI and Emerging Technology Librarian. They’ll be using mobile devices and an app called Fulcrum to collect location-specific data about our campus.   An amazing amount of her students had personal smartphones with GPS already, but we needed to get something on hand for the rest to use. iPads seemed the obvious choice, but there were a couple things to sort out.
Continue reading “iPads, GPS, and one Bad Elf”

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