Productivity Tools (Printer Friendly Format)

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Introduction to Productivity Tools

Productivity tools (e.g., word processing, databases, and spreadsheets) allow us to store, manage, and process information to be more productive. Some of the benefits of these tools are that we can save time, paper, and space by computerizing data sources. Important data that is computerized become more accessible to us on an as-needed basis, that is, records or grades can be easily archived and retrieved. Computerized data also allows us to sort, combine, search, manipulate, or compute it. These capabilities create powerful opportunities to enhance classroom administrative, teaching, or assessment requirements.

Teachers and students can use any given technology in many ways. We suggest three main types of use:

  1. Administrative
    2. Supporting normal activities (e.g., to do list, letters to parents, class lists, etc.)
  2. Instructional
    3. Supporting teaching or learning (e.g., teacher presentations, activities, student tutorials, etc.)
  3. Assessment
    Assessing student learning (e.g., portfolios, tests, rubrics, etc.)

Types of Technology Use in the Classroom

Students:

Teachers:

Problems to Consider

As you proceed through this Unit, several issues or problems should be considered:

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Objectives

After you complete this unit, you should be able to

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Directions for Working Through

There are two main components in this unit: Document Publishing and Spreadsheets. To work through this unit, you should:

Read the Introduction

Read Directions for Working Through
That's this document!

Review the lesson materials
For each lesson, there are corresponding lecture materials and resources available on-line, as well as textbook reading assignments (the latter are noted on our course syllabus in the Course Schedule section). These materials are designed to be reviewed in whatever manner meets your particular needs. For example, if you find you are very familiar with the subject matter of a given lesson, you might choose to skim the materials for that one. However, if you feel you are a "newbie" in another area, you may want to focus more time and effort on the lesson materials that cover that content. F

Complete the Your Task(s) section for each lesson. Here, you will find corresponding activities, including reading assignments, a self-check activity, which will help you determine your skill level, and an online discussion.

Complete the Productivity Tools Unit Project
The unit ends with a project that encompasses the various pages of this unit.

Ready? Let's begin...

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Document Publishing Introduction

One of the most important productivity tools that we use as educators is document publishing. This includes technologies like word processing, desktop publishing, and tools that help us to share documents online that can be edited by multiple individuals.   

Word processing is a friendly tool for most of us. The most significant and useful feature of word processors is that they allow us to revise documents without needing to re-type them. Specifically, we can add paragraphs, delete words, move paragraphs and sentences, correct errors, spell-check, and even use an electronic thesaurus. These all take place within one document, at multiple times and for multiple purposes.

Desktop publishing is a process of producing print materials that closely resemble those produced by a professional print shop. Most flyers, newspapers, and newsletters are produced using desktop publishing applications. By integrating text, graphics, and multiple columns into your document, you can produce high-quality, professional looking documents.

Problems to Consider

Software Options

Most word processing programs are now packaged within what are called "integrated software packages." For instance, you might be using Microsoft Word as a word processor, yet it is only one software program integrated within a package called "Microsoft Office" or "AppleWorks." These integrated packages typically include spreadsheet programs, databases, graphics software, and/or presentation software along with a word processing program. Integrated software packages have many advantages, one of which is that they facilitate the integration of text, graphics, charts, databases, and spreadsheets into one document. Desktop publishing can also be supported through the ability to integrate text and graphics and to handle multi-page and multi-column documents.  Specialized software programs are also available to help you create desktop publishing applications. Finally, Web-based word processing programs allow multiple users to create and edit documents (and spreadsheets) together online and provide real-time input into a document.

Possible programs that you might want to use include:

Software Features

Document publishing software has specific capabilities and features that include the following:

Online word processing or document sharing program like GoogleDocs share similar features to standard word processors, except that they can be shared and edited through your Web browser’s interface.  Wikipedia provides the following information about the software features of GoogleDocs and Spreadsheets (http://en.wikipedia.org/wiki/Google_Docs_&_Spreadsheets):

"Documents and spreadsheets can be created within the application itself, imported through the web interface or sent via email. They can also be saved in a variety of formats to the user's computer. By default, they are saved to Google's servers. The open document is automatically saved to prevent data loss. Documents and spreadsheets can also be tagged and archived for organizational purposes.

Collaboration between users is also a feature of Docs & Spreadsheets. Documents can be shared, and can be opened and edited by multiple users at the same time."

More information about the features of GoogleDocs and Spreadsheets is available from their Web site for educators: http://www.google.com/educators/p_docs_spreadsheets.html

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Using Document Publishing as a Productivity Tool in the Classroom

Technology can help us do things better, faster, cheaper, or in different ways than we have in the past. Also, technology can be used to solve a problem that currently exists in the classroom or help enhance or complement the learning experience. Specifically, document publishing is useful as a way to communicate or organize what we know. For example, we may create a newsletter to distribute class information to parents and allow students a means to publish their work. A topic outline can be created to help students organize their thoughts, or they could create a diagram to provide a way to visually represent what they know. Students can use online document publishing programs to work on collaborative writing assignments that can be easily edited by others, while recording a history of the revisions.

Examples of Document Publishing

 

Student

Teacher

Administrative

Uses a checklist for completing weekly assignments

Creates checklist for parents of items needed for first day of school

Instructional

Student team creates a newsletter*

Creates study guide for students to help them prepare for an exam

Assessment

Creates newsletter that contains writing samples for a journalism class

Creates unit test for students to complete

*A class newsletter could be an interesting project that involves a group of students. Imagine a newsletter created by a writer, editor, photographers, and reporter, produced in conjunction with a scientist, such as an astronaut. The students could interview astronauts using e-mail and collaborate to produce a class newsletter that teaches about space. Older students, especially, will appreciate the finished product and find the effort worthwhile.

Chapter 2 (Word Processing chapter)

Your Newby text provides a good overview of how to create simple documents that incorporate graphics and multiple columns (see the chapter on word processing). Additional resources are provided in the Supplemental Materials section.

A number of resources are available online that provide templates for making useful documents used frequently in classrooms (e.g., newsletters, checklists, rubrics, handouts). Below are some examples of sites that provide links to templates and/or “printables” of documents:

Templates for various documents used in classroom:

Printables:

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Your Task(s): Document Publishing Assignments

You have three tasks to complete for the Document Publishing Assignments:

  1. Reading Assignment – Chapter 2 of Newby
  2. Document Publishing Self-Check Assignments
  3. Online discussion of ideas for using document publishing in the classroom
Task 1

Read Chapter 2 of the Newby text to learn more about the advanced features of word processing.

Task 2

Document Publishing Self-Check Assignments (these are ungraded assignments designed to help you get started on trying outs new technology skills). This is your time to practice and explore how to advance your understanding of how to use these technologies. Play around with creating a document that integrates text and graphics (e.g., newsletter, flyer, manual, check list, activity sheet, or computer-generated overhead transparency). If you are already proficient in these, move on to the next task.

Check your skills: Can you...

Level 1:

Level 2:

Also, as part of this self-check activity, go to the GoogleDocs and Spreadsheets for Educators Web site. http://www.google.com/educators/p_docs_spreadsheets.html. Read how to get started. Click on the Take a Tour link, and sign up to try it out (Create a New Account).  From there, you can create a basic document from scratch. The Quick Start Instructions provide all the information you need: http://www.google.com/educators/p_docs_spreadsheets_start.html

You will use Edit mode to create your document, using the Insert tab if you need to insert a table, image, link, or other component.  If you want to invite others to edit the document as well, simply click on the collaborate tab, which will prompt you to enter the other users' e-mail address. Try this out!

Task 3

Sharing Ideas – Online Discussion: Ideas for using document publishing in the classroom 

Based on your readings and explorations of the software, can you think of ways you could use document publishing in the classroom? Let's share our ideas! For this activity, post at least two ideas for how you might use document publishing in the classroom. One example should be focused specifically on using sharable document publishing, such as Google Docs and Spreadsheets.

To do so, follow these steps:

  1. Click on the Document Publishing Discussion discussion forum.

  2. In the Subject field, type in a meaningful subject line for your posting, one that gives us a hint of your idea (for example, "A Weekly Class Newsletter" or "Online Volunteer Scheduling Form").

  3. Next, type your ideas into the Message field. Be sure to include
  4. Click on the Save button to post your message to the discussion forum.

  5. Finally, review at least two of your peers' postings and provide them with meaningful feedback on their ideas. (Click on a posting to read it. Then reply to a posting by clicking on the Reply to this message link.) Your comments might address issues such as

Please Note: Refer to your Course Syllabus for the due date for this activity.

Supplemental Materials

Here are some resources that you may wish to draw upon as you complete your tasks:

Finished? Let's move on to next page!

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Introduction to Spreadsheets

Spreadsheets are powerful tools for information processing. They provide not only the means to store data, but also to manipulate it. Most educators use tools such as spreadsheets for the purpose of recording grades. Businesses and individuals rely upon spreadsheets to organize financial information and to perform calculations. Yet, as a tool for learning, the dynamic nature of spreadsheets allows us (and our students) to ask hypothetical or "what if" questions about the data. Hypothesis testing is a powerful inquiry process that is difficult to support without tools (such as spreadsheets) that allow for dynamic feedback and manipulation of variables.

Problems to Consider

Software Options

Possible programs that you might want to use include:

Software Features

Spreadsheets have specific capabilities and features that include the following: (from Roblyer et al., 1996)

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Using Spreadsheets in the Classroom

Spreadsheets were created to replace paper-based accounting systems. By inserting numbers and formulas into cells, spreadsheets will perform numerous calculations instantly. For example, a teacher could create a class grade book and decide later to change the weight of an assignment or drop a lowest grade and the spreadsheet will automatically update the final grades. Spreadsheets can help us answer "what if" questions (e.g., what if the interest rate went up by 2%?), for detecting patterns or trends (e.g., looking at this chart, do you think this stock is a good investment?), and for modeling relationships between two or more parameters (e.g., what happens to the rate of growth if we increase the carrying capacity while decreasing the food supply?).

Examples of Spreadsheet Use

                                            

Student

Teacher

Administrative

Use to determine the grade needed on a semester test to get an 'A' in the course

Electronic grade sheet to record and calculate grades

Instructional

Create a model of the relationships between gravitational constant and mass on different planets

Create a model that demonstrates compounding interest on a loan

Assessment

Create a formula that depicts the relationship between interest rate and the consumer pricing index

Chart the amount of prompting needed for a special needs student to complete a task independently

When incorporating spreadsheet activities into your classroom, begin by generating questions that can easily be answered by using a spreadsheet. For example:

    • Would you rather have $1 doubled every week for two years, or $10,000/week for two years? (For example, see the Exponential Growth spreadsheet)

    • What variables most contributed to the North winning the Civil War? If these variables were different, could the South have won?

    • What would happen if I paid my minimum balance plus $5 per month on my credit card? How much more quickly would I have it paid off? (For example, see the Financial Calculator spreadsheet)

    • How does a student's academic behavior change over time? (For example, see the Grade Book spreadsheet)

Be sure to make the best use of spreadsheets for your activities. Why would you use a spreadsheet over something else? Could you accomplish your instructional goals without using a spreadsheet? If you can't identify a good reason, you might want to reconsider your technology choice or your activity idea.

For more ideas regarding how to integrate spreadsheets into the curriculum, please review the examples from the Newby text.

Based on the applications listed above, can you think of a way you could use spreadsheets in the classroom? Below are a few Web sites that provide some examples (and downloadable spreadsheets).

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Your Task(s): Spreadsheet Assignments

You have three tasks to complete for this lesson.
(1) Reading Assignment – Chapter 3 of Newby
(2) Spreadsheets Self-Check Assignments
(3) Online discussion of ideas for using spreadsheets in the classroom

Task 1

Read Newby to walk through the procedures for creating a simple grade sheet. You can create the spreadsheet using a desktop spreadsheet program (like Microsoft Excel) or use the online program available in GoogleDocs and Spreadsheets (see http://www.google.com/educators/p_docs_spreadsheets_start.html).

Task 2

Spreadsheets Self-Check Activities

Check your skills: Can you . . .

Level 1:

Level 2:

Task 3

Sharing Ideas – Online Discussion: Ideas for using spreadsheets in the classroom

Based on your readings and explorations of the software, can you think of ways to use spreadsheets in the classroom? Let's share our ideas! For this activity, post at least one idea for how you might use spreadsheets in the classroom. This example should NOT be a gradebook. You can use existing online lesson plans if you are not creating your own example specific to your teaching/work context.

To do so, follow these steps:

  1. Click on the Spreadsheet Discussion discussion forum.

  2. In the Subject field, type in a meaningful subject line for your posting, one that gives us a hint of your idea.

  3. Next, type your idea into the Message field. Be sure to include

    • A brief description of the way you could use spreadsheets in your classroom
    • An explanation of how your ideas would solve an existing problem or enhance an activity.

  4. Click on the Save button to post your message to the discussion forum.

  5. Finally, review at least two of your peers' postings and provide them with meaningful feedback on their ideas. (Click on a posting to read it. Then reply to a posting by clicking on the "Reply to this message" link.) Your comments might address issues such as

    • How the idea could be enhanced
    • How the idea might be applied to a different content area
    • Your personal experience trying to accomplish a similar goal.

Please Note: Refer to your Course Syllabus for the due date for this activity.

Supplemental Materials

Here are some resources that you may wish to draw upon as you complete your tasks:

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Unit Project: Productivity Tools

Project Overview

Your assignment is to create documents and spreadsheets for use in education/training.  Your task assignment is the following:  Create at least one example of document publishing (e.g., newsletter; handout; flyer), and one example of a spreadsheet that could be useful to increase your productivity as a teacher, educator, or student. 

This project will consist of two parts:

  1.  Create the document publishing and spreadsheet product, using appropriate software.

    • For Document Publishing products: Your product must contain at least five of the following features:

      • columns
      • two different fonts
      • two different text sizes or styles
      • clipart, graphic or image
      • a bulleted or numbered list
      • a text box
      • a table
      • borders or background

    • For Spreadsheet products: You may use the spreadsheet as a predicting tool, have the students use the spreadsheet, or have the students create the spreadsheet. Spreadsheet designs should include at least 5 categories and 10 entries in each.

    NOTE: The spreadsheet file should be under 1 Mb in size so that it can be submitted electronically. If the file created is larger, then submit a "sample" of the spreadsheet that meets the minimum requirements specified above.

  2. Upload the documents and submit your assignment to the Productivity Tools Drop box by the date indicated in the course syllabus. In the Message field, enter the following project description:

    • a brief description of your products;
    • your goals and purposes for using them;
    • the audience for whom they are designed; and
    • any additional information that a teacher or user might need to implement them.

You will receive your project feedback/grade in a private message through your drop box. Check back to see your feedback. If you have any questions about this project, contact me immediately so I can get you back on track.

Evaluation Rubric for Productivity Tools Assignment

Excellent (14)

Adequate (10-13)

Poor (0-9)

Part 1: Document publishing product is created and includes all of the minimum requirements (product contains at least five of the following features):

  • columns
  • two different fonts
  • two different text sizes or styles
  • clipart, graphic or image
  • a bulleted or numbered list
  • a text box
  • a table
  • borders or background

     

Document publishing product is missing at least one of the minimum requirements.

Document publishing product is missing at least 2 of the minimum requirements.

Excellent (14)

Adequate (10-13)

Poor (0-9)

Part 2: Spreadsheet product is created and includes all of the minimum requirements (spreadsheet designs should include at least 5 categories and 10 entries in each).

Spreadsheet product is missing at least one of the minimum requirements.

Spreadsheet product is missing at least 2 of the minimum requirements.

Excellent (2)

Adequate (1)

Poor (0)

Part 3: Your project description is complete and provides the project, goals, audience/topic, and implementation information.

Your project description is missing 1 or more requirements.

Your project description is missing more than 2 requirements.