Last week I was at the BETT show, working for The Tablet Academy who were running the interactive classroom on the Microsoft stand. We ran a series of 15 minutes interactive sessions, with one of my sessions being on the use of Office 365 to create collaborative activities. This session turned out to be very popular showing the interest from educators in this way of working.
The principle that I demonstrated wasn’t new – it was something that I have been doing for 8 or 9 years using the collaborative functionality of Google Drive (formerly known as Google Docs) which I have previously blogged about, however many education organisations are nervous about using Google Drive in this way, and the example that I used in my blog post, did involve the work being potentially visible to anyone in the World, which didn’t matter for what I was doing, but for other subjects would be an issue. If an organisation has adopted Google Apps for education then it could all be kept safely enclosed within the organisation, but most places don’t have this – but if they do have Microsoft, and now that Office 365 offers a real time collaborative functionality – I can easily set up similar activities in a way that the IT/Network manager will be happier with.
Before we progress we need to understand a bit about how Office 365 works in conjunction with OneDrive (Microsoft’s cloud storage option – formerly called SkyDrive). When a teacher creates a file using Word, PowerPoint Excel or similar – they can save this to their OneDrive – this will appear on their computer just like any other network drive, so behaviour wise it is very easy for staff. If they are offline, it doesn’t matter the work will save, and as soon as they are online again it will Synchronise with the OneDrive server.
The files are now stored on the computer but also in the cloud – this means that I can access them from any internet enabled computer by going to the OneDrive website and logging in as me.
You will see in the image that there are 4 options highlighted with the red rectangle:
- Download – allows for a local copy of the file to be downloaded onto the computer.
- Share – Is what we want here, as we can give students access to the file, without having to send them a copy.
- Embed – allows for files to be embedded into something like a website, blog or VLE – this could be very useful for displaying a graph or chart following an experiment or survey.
- Manage – allows options such as renaming, but also a version history – so if someone sabotages a collaborative file, you can roll back to an earlier version and find out who did the sabotaging.
These different options can be applied to individual files, multiple files or even folders. The folders options could be very useful, as you could set up sharing options with individual students at folder level once at the start of the year, then any file that is added into that folder will automatically be visible to the student – I can see lots of potential here for giving feedback after assessment, and an ability for students to make comments etc. on their feedback all with the same document. The history functionality gives me the data integrity that I need for assessment purposes which in the past caused us to produce lots of inefficient different files with no information moving between them.
If I were to set up a collaborative activity using these tools, there are 2 options for the students. They can either edit the file in the web app – this is great if accessing this activity via a device that doesn’t have Microsoft Office on it (e.g. an iPhone or iPad), and allows for real time synchronous editing (lots of people editing same document at same time) – but you don’t get the full Office functionality. Or students can access and edit the file in Office, which gives the full functionality and great for small scale non-synchronous collaboration.
The key to making any of this work, is changing the way that we behave with files – which will take time. Email although a great tool, has created a culture of sending files as attachments – which creates multiple copies of the same file in different location which then leads to problems. If a single file is stored in one place and a link to this file is shared then there is only 1 file and therefore less problems.
In the coming days I will release posts, giving examples of different collaborative activities using PowerPoint, Excel and Word.
Filed under: CPD and reflective practice, e-learning, Excel, How do I...?, m-learning, Office 365, PowerPoint, Tablet, Word Tagged: | 365, activity, collaborative, College, docs, Drive, Excel, google, iPad, learning, Microsoft, Office, PowerPoint, School, SkyDrive, Surface, Tablet Academy, teacher, training, University, windows, Word