Dec 27, 2016

[TIP] How to use Google Spreadsheet for collaboration


Guide to Collaborative Editing With Google Spreadsheet

2016/12/27 by Charly Choi


I would like to introduce some of the essential things you need to know to collaborate with your team through Google Spreadsheet.


Sometimes you need to collaborate using Excel documents. There are too many limitations when trying to collaborate with team members using Excel or Excel Online in MS Office 365. MS Excel may not be suitable for collaborative document work with Excel documents.

Google Spreadsheet has important features for collaborating with team members. Understanding these features will enable you to maximize your work efficiency through collaboration among your team members.

Here is a good Business Case.

  • I am the sales manager with 5 members.
  • Share my Sales Report  with my members  and have them write their sales reports.
  • Some of the members are not familiar with spreadsheets. They can spoil things by not entering them well.
  • I should check all the records that members have edited or typed.
  • If someone in your group modifies or changes a sheet, I'll automatically be notified.
  • Members can edit or type in everything on the sheet, but some important data can only be viewed and can not be modified.
  • Some of the members can only view the sheet contents, can not be modified, and some sheets in the spreadsheet with sensitive information should not be visible to the members.
  • On the sheet, photos taken on the field should also be saved so that they can be shared among the members.
  • Once the Sales Report is complete, it should be posted on the Company's internal site as a graph chart so that it can be viewed by all employees.

    Protected Sheet and Range

If you need to collaborate with your team on a sheet you've created, you'll need to give them permission to edit. Spreadsheet documents may contain sensitive sheets or specific data that others should not tamper with. This data needs to be kept from being modified by other members.

Google Spreadsheet has a 'Protected Sheet and Range' feature. You can specify a range of cells for a particular sheet so that they can not modify this range.

 

 Hide Sheet

Some of your team members may not have permission to edit, but only view. Spreadsheets have sensitive sheets that the view authority can not see. Google Spreadsheet provides the ability to hide sheets. If you hide the selected sheet, users with view privileges will not be able to see the contents of that sheet.

hide sheet.gif

Data Validation


Collaborating members may accidentally enter data incorrectly. To prevent this, you can specify the allowable range of the input data, input only the specified list data, or input only the data of the specified date range. This prevents accidental input of unacceptable data. This feature is essential if you need to work collaboratively through collaborative editing.



Filter Views

In some cases, the members you are working on may need to arrange them in order for a particular column. When a member attempts to sort, the order of the data in the original is changed. To prevent this, you can sort the data of the desired column only by yourself without affecting the original data. In Google Spreadsheet, the Filter Views feature allows you to sort the columns you need only without affecting the original.

I recommend using the Filter Views feature if the members do not have any effect on the original data and each wants to sort and view the data.


Conditional formatting  


Members who share the sheet need to be able to view the data easily. Google Spreadsheet provides the ability to specify the background color for data (Cell, Row, Column) satisfying a certain condition through conditional formatting function.

Image Sharing

One of the most common features of collaborating with Spreadsheet documents is the ability to insert and share images on a sheet.

There are two ways to insert images into Google Spreadsheet.

1). You can upload images from your local PC via Menu -> Insert -> Image, or upload from Google Photo albums, Google Drive. However, you can not insert an image into a sheet cell.


image insert.gif

2). You can use Function - image () to insert an image into a specific cell. This way, you can insert an image into the cell. However, you can not upload images from my local PC, but only images that are public on the web

Notification Rules

Members who share a sheet can automatically receive notifications when they edit or enter data. Spreadsheet provides the ability to specify 'Notification rules'. You can use this feature to specify a notification rule.


Comments


You can communicate through comments in Spreadsheet between members who are co-editing. You can send 'comments' to members by specifying a specific cell. Members who receive comments can reply.

Chart Publishing


You can create a chart on the sheet or by using the ‘Explorer’ (bottom right of the sheet) function. Once the chart is created, you can publish it to the web or to your site. Charts published on the web will automatically change the charts published on the web when the data in the sheet source changes.




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Advanced Chrome Device Management & 2017 Essential Guide for Chromebook Users: by Charly Choi

Amazon Kindle Store - https://goo.gl/ari79C

Dec 25, 2016

Working with AutoCAD (DWG / DXF) files on your Chromebook


Introducing AutoDesk ™ A360 Viewer



a360 viewer .png

AutoCAD is developed and marketed by AutoDesk ™ as CAD-specific software for 2D /3D design and drafting.

It also uses the DXF format for interoperability in industry standard formats.

S / W for AutoCAD is mostly run on high-end computers (MS or Mac based). In the meantime, Chromebooks have no way to view these high-demanding DWG / DXF CAD formats.

AutoDesk provides a Cloud-based A360 Viewer service for AutoCAD. For Personal is free (use one project for the file, 5GB storage provided). For business use (unlimited use of files, 10GB storage, user management control functions for files).

This A360 Viewer app can be installed on your Chromebook in the Chrome Web Store.

a360.png

Simply create a user account on A360.autodesk.com and run the A360 viewer on your Chromebook.

The A360 Viewer supports Google Drive, so you can open your AutoCAD files by accessing your Google Drive directly from the A360 site without having to download DWG / DXF files to local storage.



a360 upload.png



Introducing Android app DWG Fast Viewer

dwg-fast-viewer.png


Free Android app that opens local DWG files for quick viewing. (Chrome OS version 53+ Chromebooks with Play Store support).

dwg-fast-viewer-1.png


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Advanced Chrome Device Management & 2017 Essential Guide for Chromebook Users: by Charly Choi

Amazon Kindle Store - https://goo.gl/ari79C

Dec 23, 2016

Unboxing Chromebit for Digital Signage

A set of 3 ChromeOS devices (Chromebook, Chromebox, Chromebit) I am using.
In the meantime, I was  useing Chromebooks and Chromeboxes based on Chrome OS, but recently I bought a Chromebit that was released by Asus.

The purpose of this Chromebit purchase is to compare how much better the Chromebook and Chromebox compared to the Chromebit, but the main purpose is to register as a Chrome Device Management Console device and review whether it is good for the ChromeOS Kiosk and Digital Signage.

I think that the Chromebit size (about the size of the thumb) and the price ($ 85) would have a positive ratio and would be a signage kiosk device. After this release, Chrome OS and Kiosk apps will be linked to the second installment.

Thumb-sized ChromeOS devices - 2GB Ram, 16GB storage, WiFi 802.11ac, Bluetooth 4.0, 1 USB 2.0 port, HDMI port, price $ 85

As an option, I bought a Logitech wireless keyboard (wireless dongle + keyboard + touchpad) for $ 25 and a set of Chrome OS devices.




Box components are very simple - power cord, sticker to monitor, chrome comb body, HDMI extension cable.


Plug-in the Logitech keyboard wireless dongle into the USB 1 port terminal, plug in the power cord, and plug it into the monitor's HDMI port to boot up immediately

YouTube launch screen

After signing in with an existing G Suite account, we found that it performs significantly better than writing Gmail and Drive documents.

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Kindle Edition-Paperback/eBook -
"Advanced Chrome Device Management & 2017 Essential Guide for Chromebook Users"




Dec 21, 2016

[Gmail Tip] Gmail is enough for Records Management.


Gmail is enough for records management.



The core of the record is the time record. When verifying the authenticity of a digital document, whether it is writing a diary, writing a minutes, exchanging data with a partner, creating a document, or recording the time (timestamp) has a very important meaning.
If you submit your evidence to the prosecution or the courts, be sure to submit the data stored in Evernote, Dropbox, Google Drive, My Laptop’s storage, Company File Server, etc., as evidence?

Among the digital materials, materials that can be effective as legal proofs are called e-mails. The reason is that the time (timestamp) information recorded when sending and receiving e-mail is considered to be unmodifiable, and it is because you have important time information to check the point.

That's why large businesses doing global businesses want to manage and store all the email content they send and receive with their corporate e-mail archiving solutions (called eDiscovery solutions) at a high price.

Individual or general SMEs do not need to pay extra attention to these costs. All of these problems can be solved if you use only existing e-mail, which is a private company or an ordinary company.

Most importantly, in order to use the tools for recording, you must make sure that the storage is ready for point-of-view confirmation (with the creation time recorded), no matter what tool you use for your record-writing tools. The email system may be recognized as being unable to be modified or altered in the future. So, if possible, I would advise you to log in using Gmail.

The best way to recommend is to use Gmail as much as you can, In addition to email, Gmail is a useful tool for recording. You can choose one of three Gmail (15 gigabytes for free Gmail, 30GB for G Suite Basic, G Suite Business(unlimited) or G Suite for Education). I think it's enough to have one with Gmail as a recording tool.

In addition to simply sending and receiving emails, Gmail has the ability to save all kinds of records (journals, diaries, ideas, book readings, minutes, receipts, paper documents scanned with smartphones, attachments, etc.). I'm using Gmail of G Suite Business(unlimited). This G Suite Business' version includes built-in eDiscovery solution, Google Vault, so that employees who accidentally delete emails will not be deleted in Vault, which deliberately deleted sensitive mail. (These data are effective as evidence.)

Jonathan Rosenberg, vice president of product development at Google, is scanning his passport, health insurance card, and emailing himself with his email address and storing it in Gmail. This way, you can use Gmail for recording and saving because you can search anytime, anywhere, on any device.

The introduction was too long. Learn how to use Gmail to record and auto-categorize, tag, and search.

To manage your records, Send all of your content (all the data you want to record) to your email address. The way Google's vice president, Jonathan Rosenberg, mentioned above, uses mainly. Scan your passport and send it as an attachment to you by email.

At this time, you can use various features of Gmail, such as 'Tagging', 'Auto Classification', 'Labeling/Filter', 'Search', 'Auto Forward', 'Save to Attached Document Drive' and 'Apply e-Discovery'.

  1.    How to insert a tag into an email address.

    • I use Google's Keep as a memo app on my smartphone, and then I keep my records (idea memo, diary, diary, brief customer memo). In order to preserve the long-term record for timestamp to check recorded date in future, the Google Keep note will be sent to ‘hsikchoii+idea@gmail.com’. That is, my email address is 'hsikchoi@gmail.com' but the address of the recipient can be 'hsikchoi+idea@gmail.com'.
    • In the email address scheme, even if you send mail to 'hsikchoi+idea@ gmail.com' in the recipient address, the recipient address of the email content will be displayed as 'hsikchoi+idea@gmail.com' and all characters after the '+' will be ignored. So, even if you send like 'hsikchoi+idea+customer@gmail.com', your email system will be recognized as 'hsikchoi@gmail.com'.
    • After capturing a paper receipt on your smartphone (no matter what app you use for capturing), send it to your email address (eg ‘hsikchoi+receipt@gmail.com). Gmail saves it for your records in the label - Receipt.
    • If you search later in Gmail, you can easily search for all messages tagged with "+receipt" by searching for "To: receipts" in the search box.

  1.    How to automatically label incoming email

    • In Gmail, you can automatically sort all incoming messages by "label" and "filter," so you can color-categorize any desired "label."
    • Messages received at 'hsikchoi+idea @gmail.com' will automatically be given a label 'idea' and saved.
    • From the image below
      1. (1) shows the labels created for my Record Management
      2. (2) shows the labels automatically assigned with the 'Filter' function
      3. (3) is a thread function as a conversation mode  only in Gmail. If you want to send additional mail about the recorded mail or write supplementary information, if you reply to the mail, it is automatically bundled into a thread and stored as a single mail. Shows the number of messages that are bundled.
      4. The symbol shown in (4) is an indication that the e-mail address is the only person who is the only recipient.
      5. (5). For example, if you send a message to the recipient address: "charly.choi+idea@charlychoi.com, you'll automatically be given the label " Idea". You can also apply the filter internally to allow it to be automatically saved in the label -  Idea.
gmail.png
  1.    Search for labels and search for tags
   In Gmail, you can search for 'label:idea' in the search box via the label search. Messages can be searched tagged with '+' in recipient address search in 'To: idea' in search box

Summary

   The reason you should use the email system as Record Management  Tool for your records is due to the effect of logging time stamps on your email.

   Tools that can later arbitrarily modify the time of the generated record are not suitable as a recording tool.

   G Suite Business allows you to purchase unlimited storage for only $ 10 per account per month (if you purchase more than five licenses), so you can store all your records in Gmail, regardless of the size of your data, Take advantage of Google's Vault eDiscovery solution.

   In Gmail, labels, tags, and filters make it easy to manage incoming messages.  It is advisable to use Gmail for Record Management, but you can use any tool for recording.

Not many systems will be able to send, store, and retrieve mail regardless of location, time, or device. I strongly recommend that you manage all record with a single Gmail account rather than using a variety of tools to manage all your records.


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Advanced Chrome Device Management & 2017 Essential Guide for Chromebook Users: by Charly Choi

Amazon Kindle Store - https://goo.gl/ari79C
 

Dec 18, 2016

[Google Translate App vs. MS Translate App] Simple comparison of voice recognition rate and translator quality

Microsoft has released the MS Translate app. It is said that 60 languages are supported.

It can be installed for both Android and iOS apps.


I am interested in machine translation nowadays, so I installed it on my Android phone (Nexus 6P-Android 7.1.1 beta) to compare some core with Google Translator. (Korean to English)

Of course, the winner is the Google Translator. I know you can watch the video below.


Dec 15, 2016

[Googe Cast for Education] Share Screen without any H / W device using only Chromebook

Google Cast for Education is a free Chrome app that allows students and teachers to share their screens wirelessly from anywhere in the classroom. Cast for Education carries video and audio across complex school networks, has built-in controls for teachers, and works seamlessly with Google Classroom.
The Cast for Education app runs on the teacher’s computer that’s connected to the classroom projector, and it doesn't require new hardware. Teachers receive casts through the Cast for Education app, and students share their screens using the latest version of the Cast feature in Chrome.



An app that allows you to freely share your screen among Chrome users within the same domain, without the need for a separate device like Chrome Cast.

In particular, active classroom interaction between teachers and students has become possible in the classroom where students have one Chromebook per school. Teacher <-> students, students <-> Students can share the screen and the class can proceed.

Click here to install 'Google Cast for Education' in Chrome Web Store.

Chromecast app launch screen on your Chromebook. My cast name is 'CharlyChoi-Teacher'.


If you click on 'Chrome Browser -> Cast' you want to share, you will see a list of all devices that Chrome Cast app will register and launch (devices connected to WiFi AP in the same domain)










Teacher 'Charly Choi-Teacher' Chooses the name of the chrome cast.








More Help - https://support.google.com/edu/castforedu/?hl=en
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Advanced Chrome Device Management & 2017 Essential Guide for Chromebook Users: by Charly Choi

Amazon Kindle Store - https://goo.gl/ari79C


Dec 9, 2016

How to use Google Translator Talk with Amazon Alexa in Korean (video)

Amazon Alexa is an American-born AI secretary. To use in Korea, you have to take various inconveniences. First, you need to create an account on Amazon, and in order to activate Alexa app, you have to be connected from USA region. After completing this difficulty, all commands must be in English and of course I have to answer in English.

However, with Google's mobile translator app, you can communicate almost in real time in Korean, even if you do not speak English. I experimented with this.



Please try your own language with Amazon Alexa using Google Translate.

[Action for Resigner in GSuite ] Seven actions to keep data security after employee leaves (recommended)

G Suite administrators secure your organization's data by following these recommendations when your employees leave the company:


  1. Reset all mobile devices - The G Suite administrator can remotely delete data from user devices leaving the management console. You can remotely wipe the entire device or just delete G Suite data.
  2. Delete password recovery access - Remove your recovery email address and recovery phone number so that you can not use password recovery.
  3. Change user password - Reset the password of the user who has left the company. This can significantly reduce the risk of unauthorized access.
  4. Cancel all OAuth 2.0 application tokens - G Suite To increase the security of your account, changing your user password cancels OAuth 2.0 tokens issued to access certain products. Review all approved accesses and cancel other approved applications.
  5. G Suite access blocked - Secure your G Suite account by resetting your signed-in cookies for outgoing users. This can significantly reduce the risk of unauthorized access to G Suite.
  6. Revoke Security Key and Cancel App Password Access - Manage your security settings to enhance 2-step verification and password stability. Revoke any security keys or application-specific passwords to which you have been granted access to your exiting user account.
  7. Delete a user's account - Secure your Google Cloud account by migrating all of your data and deleting your account. The exited user will not be able to access your organization's data.

[G Suite Team Drive Full Features] Tested by EAP (Early Adopter Program)

I was selected for Google's Team Drive's Early Adopter Program (EAP). I would like to introduce Team Drive, a new service for G Suite Business.

This is primarily the result of testing for important functions.

  1. .Add Team Folder Concept - Anyone can create and share Team Folders on team drives that the administrator allows

YouTube video - https://goo.gl/SSlp4r


 2. Team folder can be controlled by folder creator. - Member management (add / delete member), modify / delete permission management


3. Give team folders permission management through Google Groups
           - Automatically display team drives of added members when adding members to groups
           - Automatically removed team drives when leaving group members

4. Each individual ownership concept of all documents created by the members of the team folder is removed.
          - Only the person who created the team folder is displayed. 


4. Only the creator of the team folder has the right to delete.
           
5. Prevention of 'orphaned files' from previous Google Drive. In other words, when the user who shared the files and folders created by the owner is moved to another folder or deleted at will, the side effects such as the disappearance of the original owner's files or folders are prevented

6. Members of Team Folders do not allow random deletion of files or folders within Team Folders

7. If the user who created the team folder and created the file leaves the company (if the account is deleted), all the generated files are retained in the team drive.

8. Recycle Bin is managed separately for each team folder created in Team Drive.


9. Subfolders created on the team drive can not be authored separately on a subfolder basis, as in Google Drive.

10. Deleting a folder on a team drive can only be done by the person who created the team drive.

11. If the folder creator of the team drive grants share owners exclusive rights to delete without permission to delete
     - Sharers can upload, create and modify documents
     - Sharers can not delete or move documents

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Advanced Chrome Device Management & 2017 Essential Guide for Chromebook Users: by Charly Choi

Amazon Kindle Store - https://goo.gl/ari79C