OneDrive Views Lesson Plan View
Alex Reyes
C HAPTER 1
OneDrive Views Lesson Plan View All district employees and students have an Outlook email account and OneDrive access. OneDrive is a cloud service and storage system. OneDrive provides online versions of Microsoft Word, PowerPoint and Excel. These are very basic versions of the full applications installed on computers but they provide most of the essential tools. OneDrive is also an online storage system for Microsoft documents and other file types. OneDrive can store a variety of file formats like images, video and audio files. One Drive, however, does not support Apple’s iWork documents from Keynote, Pages or Numbers. In OneDrive you can upload all your documents very easily and arrange these documents into folders. However, if you use folders, they don’t operate the same way as they don on your computer. You can place files into these folders, but you cannot easily move or copy files from one folder to another in OneDrive. To accomplish this move or copy task, you need to download the files to your computer and then upload them into the desired folder in OneDrive.
OneDrive uses view, which I like to call smart folders. These views are filters for your documents and allow you to easily organize, sort and filter documents without the need for folders.
How do views work? OneDrive automatically creates a default view with your account. This view contains information on your document library. This information includes the document name, creation date, modification date and document type. This information is seen as column headings. With these column headings you can sort the documents by document name, creation date and any of the other headings. This library is not filtered and shows all the documents in the library automatically. You can create your own views and add or remove column headings for these views. These views can also have filters that display only the documents you want to see. For example, you can create a view that shows only Word documents created in the last month. By adding metadata to the document library, you can refine views for specific needs.
What is metadata? Documents contain some basic information like document name, extension, creation date and modified date. This is basic metadata, or information about the document. Metadata can be added to documents. This metadata can include additional information about the document like notes,
upload date, grade level, or subject. In OneDrive you can create your own metadata and apply this metadata to documents as needed. This metadata is used by views to automatically place documents into views created. For example, you can create a view that uses the grade and subject metadata to filter and sort documents by grade level and subject. In this lesson we will look at a practical application of views.
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L ESSON 1
Lesson Plan View In this lesson we will learn how to create views to organize lesson plans submitted by teachers to administrators. We will need to collect some information from the documents to better help us create the view. When documents are either created or submitted we need some information. The information I need for my example is the teacher's name, grade level, content and lesson period. The lesson period will be the lesson plan week for which the lesson plan will be used.
In my example I've created a 6th grade lesson plan folder to either be shared with teachers or shared with the administrator if it was created by a grade level teacher. Open the folder by clicking on the folder name.
In this example we will be using a shared folder to collect lesson plans from teachers. The shared folder can be from an administrator, a grade level or department. Who ever creates and shares the folder needs to create the views to be used by anyone viewing the shared folder documents.
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Click on the Library tab.
Click on the Library Settings button, which is located on the right side of the Library Ribbon.
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We can adjust a lot of the settings related to the library in this page.
Scroll down to the columns section. Here, we see the basic columns available in our library view. We've decided to collect information from our documents to help create the view for submitted lesson plans. To collect the information we need columns that will hold that information. To create a column, click the create column link.
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The create column page will display. We need to select the type of column to create. The first thing we want to collect is the teacher's name. For this we need a single line of text. That column type is automatically selected. Let's provide a name for the column in the column name box.
Type a descriptive name for the column.
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Scroll down to the additional column settings section. In this section we can provide a description for the column if needed. We can make the information in this field required, to enforce unique values, the maximum number of characters and some default text in the field.
I won't enter a description because the field column name is pretty descriptive. I will require that the field contain information and I will change the maximum length to 30 characters. This field will require a name and I think 30 characters is long enough for a name. Leave the other options alone.
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The option to add to default view is automatically selected. This means the column name, "Teacher Name" will be shown as the column header in the view. Let's leave this alone and click the OK button.
You'll be taken back to the library settings page. We can see the Teacher Name column was created and a check mark appears under the required heading. Let's create our next column. Click on the Create column link.
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The next piece of information we want is the grade level. We'll name the column grade. For the column type we want to restrict the selection to a consistent set of values. If we were to choose a single line of text, teachers could use 3rd, third or 3 for the values. When creating our smart view we would need to account for these options and other inconsistencies. To avoid this problem, we will give them a menu to choose our preferred way for recording the grade level.
Click on the choice option and scroll down the page.
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In this additional column settings we have the option to provide the values we want them to choose from.
Let's make this information required and in the values list let's enter each grade level. Each selection must be on its own line.
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Scroll down the page to view the choice display settings. We can have the choices be part of a drop down menu, radio buttons or checkboxes. Select radio buttons if each teacher teaches only one grade level. If teachers teach more than one grade level, select the checkboxes option. The allow 'Fill-in' choices will allow teachers to enter their own grade level. The default value will automatically select the value in the box, which in this case is Kinder.
In my example each teacher teaches only one grade level, so I've selected the radio button option so they can only select one grade level. I'll leave the other options at their current settings.
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We'll add this column to the default view and click the Ok button to create the column.
We've created two columns, let's create another.
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Our next column will contain the content area for the teacher. We'll make this part of a choice to maintain consistency.
I'll make this field required and provide the four basic content areas. I'll also provide checkboxes for teachers that teach multiple content areas. Elementary schools might choose to leave this column out or replace the content with Class Teacher, Special Education, and other relevant content areas.
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In this example I'll allow fill in choices in case I add positions to my campus in the future. Click OK to create this column.
Let's create our last column.
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The last column contains the lesson period. For this column we want to collect a date.
We want this information to be required. The other options can remain at their automatic settings. We want to collect the date only and we want the date in standard format, '09/12/2014'. Leave the default value to none so teachers can enter the date for the lesson plan manually. In this way teachers can create lesson plans ahead of time and provide the date for the future lesson plan. Click the Ok button to create this column.
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Now that we have our required document information, let's create the view.
Click on OneDrive in the menu to return to your document library.
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Click on the Library tab.
Click on the create view button.
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In the view type, select standard view.
Provide a name for the view.
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The columns we created should be selected. If they are not, make sure to place a check mark next to each.
I don't need the modified or modified by columns, so I'll remove those.
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Let's sort the list, so it's easier to find lesson plans.
Click on the sort pull down menu and select Lesson period. This will help us sort the lesson plans by lesson plan date.
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We want the most current lesson plans to be placed on top so place a check mark on the option to sort the documents in descending order.
Let's set another sort option to group the lesson plans by grade level. Click on the column sort pull down menu and select grade.
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We'll leave the grades sorted in ascending order.
We don't need to filter content for this view since we have a folder that will only collecting lesson plans.
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Leave all the other options alone and scroll to the bottom of the page. Click the OK button to create the view.
The lesson plans view has been created and selected. Let's add lesson plans to the folder. Teachers need to upload their lesson plan document using the upload folder. If they don't, OneDrive won't prompt them for the smart folder information.
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Click the browse button to select the lesson plan file.
Find the lesson plan file and select it for upload.
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Click OK to finish the upload process.
When the file is uploaded, the teacher will be prompted to fill in some information for the document.
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The teacher needs to enter information in all the required fields.
In this example, I've selected the grade level and content areas.
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To enter the lesson period, the teacher can enter the date manually or use the calendar icon.
Select a date from the calendar.
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When you finish providing all the information, click the check in button.
The file will be placed into the lesson plan folder with the appropriate information visible in the column headers.
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We have several teachers that uploaded their lesson plans. At a glance we can see their name, grade level and lesson plan period. We can apply more filters to our existing view if needed.
If we click on the column header, a pull down menu will display.
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I can filter for lesson plans from one or more teachers. In this example, I can filter out all lesson plans except those from alex.
With the filter in place, lesson plans from Alex are the only ones that appear.
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To see all the teachers again, click on the pull down menu and click clear filters from Teacher Name.
Each column has its own set of filters. Alex has submitted two lesson plans. If we only want to see the lesson plans for this week, we can select the lesson plan period for the week of September 22.
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Placing a check mark on the date will hide the other lesson plans.
This lesson plan view can be used to help sort and filter teacher lesson plans.
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If a teacher drags and drops a lesson plan into the folder the system will not prompt them for information about the document. The document will have a green arrow associated with the icon like in this example. This means the document is checked out and cannot be seen by anyone other than the owner of the document. In this case that means the administrator will not have access to the document.
To apply the metadata information to this document, place a check mark next to the document.
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Click on manage and select edit properties from the pop up menu.
An edit module will open so the teacher can apply the information to the document.
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When the teacher is done updating the information he or she will click the save button.
The document is still checked out. We need to check the document in.
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Place a check mark next to the document, click on the manage menu and select Check In.
In the check in module that displays, leave the settings as they are and click the OK button.
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The lesson plan is now updated and checked in for the administrator to review.
Most teachers might create and work on their lesson plans online. In this case the same process applies for files that are uploaded using the drag and drop method. In this case the fact that the document is not viewable by the administrator is good because the teacher can work on the lesson plan then check the document in for review. Let's Create a document online. Click New and select Word document.
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The document will be created and the teacher can work on the lesson plan.
The teacher will name the lesson plan by clicking on the generic document title and entering a descriptive name.
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To return to the document library click on your account name in the menu bar.
The document has the checked out arrow on the icon. Teachers can continue to work on the lesson plan. When the teacher is done he or she needs to update the document column information and check the document in for review.
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