DeKalb IT

Notes one IT (Information Technology) resources provided by DeKalb County Schools.

2017-08 Collaboration experiment

While trying to organize the Sagamore Hills Elementary School robotics efforts in 2017-08, look into how teachers can host resources and collaborate, ideally outside DeKalb County Schools with parents who volunteer.

Summary

Generally, DCSD's systems are restricted to internal collaboration—it's hard to allow outside account useful access. Google Accounts exist for all the teachers and students, but since Microsoft Office 365 is currently their primary, some Google G Suite things don't work, like email. Because of that, should probably lean Microsoft for now.

Create a group

Create a new group, allowing a teacher to add parents (and optionally students with their DCSD Microsoft Accounts) to allow easy messaging (email the group and all the members receive it) and document sharing (creating online storage where group members and upload and edit files belonging to the group.

1. https://outlook.office.com/ , signed in with DCSD teacher account (e12345678@dekalbschoolsga.org)
2. Groups → Create

   1. Choose the type of group you'd like to create.

      Standard group (Next)

   2. Email address

      Example: group-school (robotics-sagamorehills)

      Send copies of all group messages and events to members' inboxes. …

      Selected

   3. Create

   4. Add members

      Not now

3. ∨ More group actions (upper-right corner) → Edit group → Let people outside the organization email the group: select
4. ∨ More group actions (upper-right corner) → Members → Add members

   1. Enter a name or email address

      Enter and select email addresses of parents (not students yet), they will be added as "guests"

   2. Save
5. ∨ More group actions (upper-right corner) → Members → Invite others
   1. Email

   2. To

      Student email address (FistName.MiddleInitial.LastName001@dekalbschoolsga.org)

   3. Send
   4. Students follow link in email to join group

Experiment

Following exercise while signed in as a teacher (e12345678@dekalbschoolsga.org) 2017-08

	G Suite	Office 365
Create group	Google G Suite at https://accounts.google.com/ Google Apps icon in upper-right corner (square of 9 boxes) → Groups Create Group Group name TEST Group 01 Group email address test-group-01@dekalbschoolsga.org (https://groups.google.com/a/dekalbschoolsga.org/d/forum/test-group-01) Group description Just to see how groups work, created 2017-08 Group's primary language English (United States) Group type Email list Basic permissions View topics All (Managers, Members, Organization, Owner) Post All (Owners, Managers, Members, Organization) Join the Group Anyone in the organization (most permissive) Create	Microsoft Office 365 Outlook at https://outlook.office.com/owa/?realm=dekalbschoolsga.org Groups → + Create → Standard group Choose a name TEST Group 01 Email address testgroup01@DCSD.onmicrosoft.com Add a description Just to see how groups work, created 2017-08 Privacy Public - Anyone can see what's inside Language for group-related notifications English (United States) Send copies of all group messages and events to members' inboxes. Members can go to the group inside Outlook to access conversations and choose which copies they want to receive in their inbox. Selected Create
Add teacher to group	Google G Suite at https://accounts.google.com/ Google Apps icon in upper-right corner (square of 9 boxes) → Groups My groups TEST Group 01, Manage Members → Direct add members Enter email addresses to add as members First_Last@dekalbschoolsga.org (a teacher account) Write a welcome message This is First Last, adding you to this temporary test group, just to see how it might work. I'll delete the group after I'm done testing! Add Done	Microsoft Office 365 Outlook at https://outlook.office.com/owa/?realm=dekalbschoolsga.org Groups → TEST Group 01 ∨ More group actions (upper-right corner) → Members Add members Add members First_Last@dekalbschoolsga.org (a teacher account) Save
Make teacher additional group owner	Google G Suite at https://accounts.google.com/ Google Apps icon in upper-right corner (square of 9 boxes) → Groups My groups TEST Group 01, Manage Account Role Owner Save Members → All members Save	Microsoft Office 365 Outlook at https://outlook.office.com/owa/?realm=dekalbschoolsga.org Groups → TEST Group 01 ∨ More group actions (upper-right corner) → Members Account → ⋯ More options → Make owner
Add student to group	Google G Suite at https://accounts.google.com/ Google Apps icon in upper-right corner (square of 9 boxes) → Groups My groups TEST Group 01, Manage Members → Direct add members Enter email addresses to add as members FirstName.MiddleInitial.LastName001@dekalbschoolsga.org (a student account) Write a welcome message This is First Last, adding you to this temporary test group, just to see how it might work. I'll delete the group after I'm done testing! Add Done	Microsoft Office 365 Outlook at https://outlook.office.com/owa/?realm=dekalbschoolsga.org Groups → TEST Group 01 ∨ More group actions (upper-right corner) → Invite others → Email Email student's DeKalb email address, FirstName.MiddleInitial.LastName001@dekalbschoolsga.org (a student account) Student receives email at school account and follows link, "Click here to join the group"
Add parent to group	Google G Suite at https://accounts.google.com/ Google Apps icon in upper-right corner (square of 9 boxes) → Groups My groups TEST Group 01, Manage Members → Direct add members Enter email addresses to add as members "Description" <EmailAddress> Write a welcome message This is First Last, adding you to this temporary test group, just to see how it might work. I'll delete the group after I'm done testing! Add "Some users are outside the organization or are not valid accounts. Your organization or group is configured to allow only organization members to join. Please contact your group owner or domain administrator for help."	Microsoft Office 365 Outlook at https://outlook.office.com/owa/?realm=dekalbschoolsga.org Groups → TEST Group 01 Add members Add members Parent email address (wait a sec for the option to appear) Save ∨ More group actions (upper-right corner) → Invite others → Email Email parent(s), "Description" <EmailAddress> Parent receives an email and follows link Parent signs in with a Microsoft Account associated with the email address the invitation was sent to What if you don't have a Microsoft Account? Does it matter that there are two kinds of Microsoft Account, Personal and Business? Didn't work 2017-08-25?…
Email the group	Send email to test-group-01@dekalbschoolga.org Recieved an email stating: "Your message to test-group-01@dekalbschoolsga.org couldn't be delivered. test-group-01 wasn't found at dekalbschoolsga.org."	Send email to testgroup01@dcsd.onmicrosoft.com All group members receive an email
Create fileshare for group members	https://drive.google.com/ signed in with a teacher account New folder Share… People test-group-01@dekalbschoolsga.org (the group) Can organize, add, & edit Available at Google Drive share link Files are owned by creators, not group	Automatically created when the group was created; it's actually a Sharepoint Library. Available at:
Allow public to access fileshare	Option to share with "anyone with the link is" not available.	Possibly, but I don't know how.
Calendar sharing	Can't share publicly, at most allow public sharing of "See only free/busy (hide details)" Can share with group by sharing with group (test-group-01@dekalbschoolsga.org)	Can't share publicly (ossibly, but I don't know how) Can share with group through Outlook Calendar → New Save to calendar Group People Send an invitation to the group: unselect