Tech Tip Tuesdays

Tech Tip Tuesday: New Image Options in Google Docs

Google Docs now offers more options when you create and import documents with images. Images can now be positioned above or behind text in a Google Doc.

Users have always been able to insert and manipulate images in a Google Doc. These new options will enable you to superimpose text onto an image, or vice versa.

Screenshot of a Google Doc containing a photo of the night sky, with superimposed text reading "Capture the night sky this Milky Way season."

 

This video from GCF Learn Free gives more tips on using images in Google Docs:


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Tech Tip Tuesday: Using Comments in Google Sheets

While commenting tools have long been available in Google Sheets, Google is now offering  new ways to discover and navigate comments in Google Sheets that are more similar to the ways you may already be familiar with using comments in Google Docs. These changes make it easier to review, respond to, and resolve comments in Sheets.

You now have easy ways to see and navigate all comments in a spreadsheet by clicking:

  • The comment icon in the Appbar.
  • The “open all comments” item in the sheet tab.
  • The “open” from any comment anchored to a cell.
  • A new button in the comment overlay that allows you to page between comment threads in a document.

Just like in Google Docs, you can use comments to add supplemental information, recommend updates or revisions, or assign action items to collaborators on the Sheet.

Learn more about sharing and collaborating in Drive, Docs, Sheets, and Slides.

Come join our July Tech Tuesday Workshops to learn more about collaboration tools.

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Tech Tip Tuesday: Replace Your Background in Google Meet

In Google Meet, you can replace your background with one supplied by Google, or even upload your own.

This feature is now available in both Google Chrome and the Android app.

A brief moving image showing a user selecting from among several background images in Google Meet.

You can also upload your own images to use as a background.

Using Chrome on desktop, you can even use a video. Google offers three videos to choose from, with more on the way. Google also plans to make video backgrounds available for mobile in the future.

Learn more about using Google Meet.

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Tech Tip Tuesday: Remember to Clear Your Browser History

David Nield of Popular Science offers a great explanation of Why and How to Clear Your Web History in Any Browser. In short, routinely clearing your browser history (also often referred to as “clearing your cache”) can help protect your privacy, speed up your browser performance overall, and help you avoid mysterious glitches with web pages displaying incorrectly or behaving in odd ways.

LITS offers brief instructions on clearing your browser history on Microsoft Edge or Safari, or in Google Chrome or Firefox.

UPDATED: Please be aware that, depending on your choices in this process, you may be logged out of your accounts, and will have to log back in when you revisit them next. In some cases, you may lose custom settings for some sites as well.

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Tech Tip Tuesday: Show Editors of a Google Doc

From the Google Workspace Updates blog:
“You can now view richer information on the edit history of a particular range of content in Google Docs. Simply highlight and right-click on a range of text and select Show Editors from the dropdown menu. Here, you can view a list of editors and their latest edit along with time stamps. You’ll also have the option to open the Version History of the document.

Screenshot showing a segment of text selected in a Google Doc and a list of previous editors of that segment.
This makes it easier to track edits made by multiple collaborators, giving greater insight into who the recent editors were, what changes were made and when.”

Learn more about seeing changes in Drive files and folders.

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Tech Tip Tuesday: Google Alerts

Sign up to receive personalized alerts in your Gmail inbox for various topics of interest to you.

  1. Make sure you are logged into your Allegheny College Gmail account.
  2. Go to Google Alerts.
  3. Fill in the search terms for the topic you wish to monitor, and other details in the Create Alert box.
    Screenshot of the search dialog box in Google Alerts with the phrase "Allegheny College" typed in
  4. Click on Show options.
  5. Choose your preferred frequency, language, and other options.
    Screenshot of the "Choose options" dialog in Google Alerts
  6. Click on Create Alert.

Based on your choices, you will receive emails alerting you to new Google search results using the terms you entered in the search box.

You can run a number of alerts concurrently, and revisit your Google Alerts account to modify/add/remove alerts.

Learn more about Google Alerts.

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Tech Tip Tuesday: Assign Tasks in Google Workspace

When you’re working with others in Google Docs, Sheets, and Slides, you can assign tasks and action items to specific collaborators.

  1. In a web browser, open a shared Google file.
  2. Select the text, images, cells, or slides you want to comment on.
  3. To add a comment, click the plus sign to Add comment.
    Screenshot of "Add comment" option in a Google Doc
  4. Somewhere in your comment, add the email address of the person you want to assign it to, and add a plus sign (+) in front of it.
  5. Click the box next to Assign to [name].
    Screenshot of a comment assigned to infodesk@allegheny.edu
  6. Click Assign. The person you assigned the action item to will receive  an email.
  7. Once the action item has been resolved, then return to the document. In the top right corner of the comment, click Done.
    screenshot of the "Mark as done and hide discussion" option in a comment on a Google Doc

Tip

If someone has set their status to “Out of office” and you have permission to view their calendar, you get a notification in the comment as you assign it to them.

You cal also see what tasks have been assigned to you:

  1. Go to Drive and click the arrow next to Search to show the advanced search options.
  2. At the bottom of the advanced search box, there is an dropdown menu for Follow up.
  3. Select Action Items Only from the Follow up menu, and click Search.
    Screenshot of the advanced search options in Google Drive, with "Follow up" and "Action Items Only" selected.
  4. You will see a list of all the documents where you’ve been assigned action items in one place.

Learn more about using comments and action items in Google Workspace.

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Tech Tip Tuesday: Improvements in Google Meet

In response to feedback from users, Google is adding improvements to the Google Meet interface. Some of these include:

  • Seeing what you are presenting within Google Meet.
  • More intuitive positioning for buttons and controls–for example, the Leave call button is moved away from the microphone and camera buttons to prevent accidental call hang-ups.
  • When someone speaks, their tile is outlined in blue.

Learn more about all the new features!

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Tech Tip Tuesday: New “External” Label in Gmail

Google is adding a new “External” label to Gmail. You will begin to see the label added to email threads that include people outside Allegheny College. This adds to the existing external recipient warning banner, which is displayed when responding to emails sent from people not using Allegheny College email addresses.

The “External” label will be visible on Gmail on the web and Android devices. Google plans to add this feature to iOS devices in the future.

Screenshot of a Gmail window showing the "External" label and an alert about sending to external recipients.
The external label and warning banner will appear when interacting with individuals outside of the allegheny.edu domain.

The “External” label and the reply warning banner and label are helpful reminders to treat external messages with caution. This can help prompt users to consider carefully before sharing confidential information with people outside the college.

Learn more about using labels in Gmail.


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