magazine.T4L Issue 27 by Technology 4 Learning

magazine Refresh your skills

School Administrative and Support Staff Tech Guide 2024

Welcome It’s our turn to support you! Our vital School Administrative and Support Staff (SASS) are essential in our schools, and we’ve put this tech guide to support you on your journey with professional learning. With tools and platforms changing so often, and the environments you work in being so dynamic, we’ve collected some of our key links to handy resources for you to have at your fingertips.

Linda Lazenby Director, Digital Teaching and Learning

What’s inside? About magazine.T4L

Exploring the portal

This magazine is produced by Technology 4 Learning (T4L) at the Information Technology Directorate with the NSW Department of Education. This magazine is created on the lands of the Gadigal

Microsoft 365

people of the Eora Nation. Thanks to Maree Turra from Lindfield Learning

8 Google Workspace

Village for being our cover star.

10 Exploring Outlook

11 Mac

Kayboard shortcuts

Sway

PowerPoint

Create effective school newsletters with Microsoft Sway.

Create effective presentations and prepare pitch decks

Easily drop in school logos and crests, other relevant images,

for all occasions with PowerPoint. Create templates ready

links and calls to action and share with ease. Set themes,

for use in school across SASS teams, teaching teams and

create short sharp articles, and highlight important dates in

executive leadership teams. There are plenty of new features

the school calendar. You could also create a Sway document

to explore including the AI-powered ‘Presenter Coach’ which

to capture a school event such as a music night, information night or school presentation. Explore the Sway tutorials to get started.

ar do n

Communication tools

Canva for Education

encourages you to present to your very best level. Our best PowerPoint hacks are here.

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Communication tools

15 16 Your learning journey 2

EDITORIAL DIRECTOR

Linda Lazenby

EDITORIAL TEAM

Yvette Poshoglian

DESIGNER

Aditi Verma

CONTRIBUTORS

Aimee Phillips Jarrod Bourke

Professional development

Meet Maree Turra School Administrative Manager, Lindfield Learning Village

How long have you been at Lindfield Learning Village? I’ve been at Lindfield now for two and a half years. This school is only in its fifth year, so we’re a toddler, a school-age child. When I started, the school was getting processes in place.

Tell us about your work environment. I have 10 team members dispersed across a big campus. I sit in an office with two other people — we have a main, public reception with two staff members there. Our enrolment team is in another office, with student services on another level. I also have staff in Science and Food Tech in another area completely, so we’re very dispersed. Our business manager is down the hall.

What are some of the big tech wins you’ve had here? When I joined the team, they were in the process of going digital — most of the school student records had already been scanned in. We finished that off, and then we’ve put all the files in the cloud. And now our whole school is on Teams.

How did learning from home impact you and change the way your team works? It was really hard. Communication was key, and to not be afraid of technology. Our team caught up on Teams for virtual coffee — it was like a ‘virtual morning tea’.

How has tech helped with collaboration? We were all working in different versions of documents — now with Sharepoint — we can all access documents and work in them and pull up the previous versions if we need them. Our staff do everything over teams–we have all of our chats — common chats, emergency chats, senior executive chats and SASS chats.

Lindfield Learning Village is a K-12 school run by stages in a multi-level, modern campus in Sydney’s metropolitan north.

What tools are you using? We use Microsoft 365 and Google — we sort of flip between the two. The teachers mostly use Google. We’ve set up OneNote in our teams in our admin team.

What’s your one piece of tech advice? Don’t be frightened of it. You can’t break it — it can always be fixed. 3

The portal and my essentials This menu on the left is your management tool. From here you can manage your contact details and also access the department’s app store and add new tools to your essentials.

Watch a walk-through video on how to navigate the portal.

Use the pencil to edit the page and your apps.

Your favourite apps can be added to your essentials so you can easily find them at the top of your portal.

Connect with your department tools easily from the portal.

Find your Microsoft 365

Find your Google tools on

Explore Canva for Education via

suite via the app

Google Workspace

Single Sign-On through the portal 5

Microsoft 365 All staff have access to Office 365 tools like Word, OneNote, PowerPoint, Excel and Teams. Save to the OneDrive cloud where up to 1TB storage is available to each user. Work online in browser mode or save the apps to your device.

How do I access Microsoft 365? You can access Microsoft 365 through the portal. Add it to your My essentials bar at the top.

Streamline your work with these timesaving Microsoft tools The T4L Microsoft 365 page is your one-stop shop to explore video Watch this video to learn how to find it in your portal.

resources on using these tools.

“OneNote is the home of our team admin in the office.”

Maree, School Administrative Manager, Lindfield Learning Village 6

SharePoint

OneNote

SharePoint in Microsoft 365

Is your school working with

provides the content services for

OneNote? This digital note-

all files in Microsoft 365, including

taking app provides a single

files you work with in Teams, Viva Engage and

place for keeping all of your SASS team

Outlook. SharePoint is always there, helping

notes, workflows, plans and logistics in one

manage and protect your files, and powering

place. The beauty of it is in the filing. Easily

content collaboration across Microsoft

bookmark your files for easy access to current

365. With both OneDrive and SharePoint in

or future projects. Because it’s collaborative,

Microsoft 365, your files are stored in the

you can also work in it with colleagues and

cloud. You can sync OneDrive or SharePoint

team-mates in real time and annotate

files to your computer.

as you go.

OneDrive Are you saving to the OneCloud drive? Share, upload and sync your files to the cloud with this system management platform. You can easily move files between OneDrive and Sharepoint, depending on where you want to manage or house certain documents and projects. Find out more information on using OneDrive.

Forms No doubt you’re regularly collecting data –so create a template for regular usage for parent surveys or staff surveys. You can invite others to respond to your form, see real-time results as they’re submitted, use built-in analytics to evaluate responses, and export results to Excel for additional analysis.

Google Workspace Google Workspace is available for all staff and includes plenty of cloud storage in Google Drive. You can access and use Workspace apps such as Google Classroom, Docs, Sheets and Forms among many others.

How do I access Google Workspace? You can access Google Workspace through the portal. Access to Google Workspace uses your department Google account which is in the following format: firstname.lastname@education.nsw.gov.au

Get creative and collaborative with these timesaving Google tools The T4L Google resources page is your onestop shop to explore video resources on using these tools.

Watch this video to learn how to find it in your portal.

“Google Drive is your one-stop-shop for saving and sharing documents.”

Google Drive

Google Forms

Is your school working in

Use Google Forms to create

the cloud? Saving in Google

surveys and collect data that you

Drive allows easy access among staff

need. Set simple answer or text responses,

members and permissions can

evaluate response times and rates

be changed and added

and collate and deliver into

according to need. Save

Sheets with ease. Watch

all your Google Docs

these T4L videos for an

here and share easily

overview of Forms and

with links.

creating parent surveys.

Google Docs and Slides Collaborate with colleagues using Google Suite tools.

Google Sheets Google Sheets allows you to create simple and complex

Similar to Word, Docs is a great way to build

tables, charts and graphs and connect your

documents with other team members while

data to external sources, and import from

saving automatically to the cloud. Similarly,

other spreadsheets. You can embed sheets

Slides is a great presentation tool which you

on websites and link between Sheets with

can change up with school themed colours,

plugins. Get started

create templates for staff or certain occasions

with our T4L videos on

and easily drop in images, text and more.

sharing and collaborating

Slides can easily be converted into school

in Sheets and working

newsletters which can be shared internally

smarter with data.

and externally with a simple link.

Exploring Outlook All NSW Department of Education staff use Microsoft Outlook. Email addresses for all staff and students in your school can be found in the Global Address Book or through the staff directory on the Staff Portal. As well as email, Outlook can be used to set up meetings with colleagues. You can access Outlook via the Microsoft 365 app in your portal or have it added as an app to your computer.

Watch our T4L resources on using Outlook and getting the most out of it.

Navigating your staff email 10

Getting to know your email

Doing more with email

Exploring your calendar and contacts

Keyboard shortcuts Use these keyboard shortcuts to make your task faster and easier!

Windows

Mac

Copy

cmd

Paste

cmd

Undo

cmd

Select All

cmd

Save

cmd

Bold

cmd

Italics

cmd

Underline

cmd

Screenshot

Shift

Screenshot

Shift

Try Magic Feature for some AI magic — don’t reinvent the wheel.

All department staff have access to Canva for Education, a premium edition for educators in NSW public schools. You can search for customised education resources and templates. Students can only access Canva documents which you share with them directly.

How do I access Canva for Education? Find the Canva app on your portal and add it to your essentials. Watch this video here on how to log in and view your resources in the Team Switcher.

Your projects sit in your own space under your school’s name

Watch this instructional webinar that shows you everything from sign on to creating in Canva.

Find hundreds of newsletter, certificate, social media and presentation templates and start customising them right now.

Simply search for whatever template you desire!

Your profile sits under your school/s name

Check out the new features including the Education Library for lots of great ideas.

Create bulk certificates for your class.

Certificate of achievement AWARDED TO: ement f achiev o e t a ic : Certif of AW nt Certificate achievement AR DE D TO hieveme AWARDED TO: te of ac a ic if : t r TO For showing excellence in reading and writing D Ce AW AR DE

TAYLOR DAVIES AVIES D R O L Y A T TAYLOR DAVIES IES TAYLOR DAV g and writin in reading excellence For showing For showing excellence in reading and writing g D ANIEL GA LLEGO RACHEL LE B EA UDRY and writin in reading Teacher Principal excellence For showing

DR Y LE BE AU RA CH EL Principal LLE GO DA NIE L GA DANIEL GAL LE GO RAC H ELL E BEAUDRY Teacher DR Y LE BE AU Teacher Principal RA CH EL Principal LLE GO DA NIE L GA Teacher

Communication tools

Sway

PowerPoint

Create effective school newsletters with Microsoft Sway.

Create effective presentations and prepare pitch decks

Easily drop in school logos and crests, other relevant images,

for all occasions with PowerPoint. Create templates ready

links and calls to action and share with ease. Set themes,

for use in school across SASS teams, teaching teams and

create short sharp articles, and highlight important dates in

executive leadership teams. There are plenty of new features

the school calendar. You could also create a Sway document

to explore including the AI-powered ‘Presenter Coach’ which

to capture a school event such as a music night, information

encourages you to present to your very best level.

night or school presentation.

Our best PowerPoint hacks are here.

Explore the Sway tutorials to get started.

Google Slides

Apple Keynote

Create, present, and collaborate on online presentations in

If you’re using Macbooks or iPads in the office, you can create

real-time and from any device. Select themes that suit your

effective presentations in Keynote – with the ability to drop

presentation and collaborate easily by sharing a pointer with

in your own creative ideas and master your playback with

colleagues in real-time as you present.

rehearsal features. Personalise your presentations with

Get some top tips on using Slides here!

your own illustrations and features to enhance your deck for audience engagement Explore some Keynote tips here.

Professional development Digital Performance and Development Plans

Find your tribe

The performance and development process supports the

is a place to share resources, ask questions and connect

ongoing growth of a skilled, effective and professional

with colleagues across the state.

Join Viva Engage and get involved with the conversation! Formerly known as Yammer, the Viva Engage community

workforce, encourages a collaborative and supportive workplace and empowers you to make a difference. The

Join the SASS community now

Digital PDP guides you through the annual performance and development cycle, and provides helpful links and tips along the way. It is streamlined and intuitive to use so time can be spent learning, collaborating and reflecting. Access the Digital PDP via the ‘Digital PDP’ icon in ‘My essentials’ in the staff portal and speak to your supervisor about getting started. Search for these apps on your portal.

Join the SAMs and aspiring SAMs community now Q+ Portal

Digital PDP

Watch this quick guide to get started

Your learning journey Learning Cafe

Strong Foundations

The Learning Unit is offering a weekly series of learning

A new Strong Foundations Program is being offered to all

sessions that staff can participate in during their busy work

non-teaching staff to ensure you are equipped with the

day at the Learning Café.

essentials for your role.

Empowering SLSOs

Development Program for SAMs

This program is designed to provide you with the essential

skills and knowledge needed to excel in your role as a School

skills and knowledge needed to excel in your role as a

Learning Support Officer. Our workshops will cover topics

School Administrative Manager. Our workshops will

such as behaviour dynamics, wellbeing practices, growth

cover topics such as leading your team, effective time

mindset and communication -your superpower!

management, and navigating your learning opportunities.

Learning Roadshow

LinkedIn Learning

The Roadshow brings face-to-face professional learning

LinkedIn Learning is a world of learning at your fingertips.

to non-teaching staff at regional and metro schools. Topics

Whether you want to upskill your knowledge in programs

include staff wellbeing, trauma-informed practice and

such as Excel or Word, or boost your time management

tools and technology. The sessions will be coupled with

and management skills, LinkedIn Learning has courses

opportunities for networking with colleagues in your area.

for everyone.