Lesson 3

Using Online Collaborative Tools

Exercise

1. What hardware is required for online collaboration?

2. What is video conferencing?
3. Log into your Skype and share a file with your classmates

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Lesson Objectives

In this lesson, you will learn how to:

• Understand and use online storage
• Use common productivity applications
• Use online calendars
• Identify and use social media tools
• Use online meeting tools
• Understand and access online learning
environments

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 3.1 Understand and Use Online Storage
Concept:

• A Web-based file hosting service.

• Also called Cloud Storage
• Users upload files and then access them over
the internet.
• Examples of online storage
1. Google Drive- Google Docs
2. Scribid
3. DropBox
4. DocStoc
5. OneDrive
6. Issuu

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3.1 Understand and Use Online Storage

DATA STORAGE SERVERS

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 3.1 Understand and Use Online Storage
Benefits: Limitations:
1. Online storage offers better safety for
digital content. 1. Limit of storage size or space

2. Access data from all computers and 2. Time Limit and Connectivity
mobile devices
3. Connectivity
3. Easy data recovery in case of disaster
4. Sharing Restrictions
4. Enables sharing and work collaboration

5. Reduces cost 5. Security

6. Can be accessed from anywhere

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 3.1 Understand and Use Online Storage
Steps to Manage Files and Folders Using OneDrive b. Upload a File
account:
a. Create Folder 1. Click the folder to add the file to and Click Upload.

1. Click on New and select Folder.

– Drag the file to upload from the computer to the
drop area.
2. Type in a name for the new folder and press Enter. OR
– Click on the select them from your computer
link, select the required file, and click Open.

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 3.1 Understand and Use Online Storage
c. Download a File d. Delete a File

1. Select the folder to download the file from and point 1. Point to the file to delete.
at the file.
2. Click on the check box at the top right corner to
2. Click the check box at the top right corner to select select the file
the file. If required, repeat the steps to select other
files. 3. Click on Delete.

4. If the Delete button is not visible, hit the … button,

and then select Delete
3. Click on Download

4. Select a location to save the file to

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 3.2 Use Common Productivity Applications

Concepts. Features of Web-Based Applications

• applications that allow the user to work anywhere
there is internet and a device to access that
internet.
• They run inside a browser and serve the same
purpose as that of any software installed on a local
computer.
1. allows multiple users to update files in real time
2. Allows users to share files
3. Offers user experience monitoring as one can
identify how users are interacting with the
application’s key features
4. Availability as long as there is internet access.

Examples:
1. OneDrive with Microsoft Suite of Applications
2. Google docs with Document, presentation,
Spreadsheet etc.

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 3.2 Use Common Productivity Applications

Steps using OneDrive to:

b. Edit Files
a. Create Files
1. Select the file to edit by clicking at the check box at
1. Click on New.
the top right corner.

2. Select the required application.

2. Click Open.

3. Edit the file as required

4. Click on the FILE tab and choose Exit

3. The application opens in your browser allowing you

to use it as you would on a desktop application

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 3.2 Use Common Productivity Applications

c. Save Files
Sharing Files:
1. Click on FILE tab and choose Save As.
Concept:
• Files and folders can be shared to allow other users to
2. Click on Save As.
view, edit or own them. This saves having to send
different versions of documents between workers and
allows for a coherent tracking system.

3. Type a new name for the file and click on Save

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 3.2 Use Common Productivity Applications

Steps using OneDrive to: Set Permissions: Send email

a. Share Files and Folders 1. On the Send email tab, add the email addresses,
1. Select the file or folder to share. contact names, or a group you want to share with.
2. Click on Share.
2. Add an optional message
3. check the permission option like Recipients can edit.
3. Enter the email address of the person whom you wish
to share with.

4. Enter a message in the box provided if required 4. Click Share to save the permission settings and send
the email with the link.

5. You can also post a link on a social networking

service that you have connected to your Microsoft
account

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 3.2 Use Common Productivity Applications

Set Permissions: Get a Link

1. Click the Get a link tab 3. Click Shorten to make the URL shorter if need be

2. Choose the type of option you wish to attribute with 4. NB: You can remove the permissions.
this link i.e. Edit or View Only

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 3.2 Use Common Productivity Applications

Concept: Versions b. To Restore Previous Versions of Files

A way to recover older versions of your files should
considerable work be done on it that may be incorrect or 1. Select the file you want to restore.
need to be checked against a previous version
2. Click on the … icon and then Version History.
Steps
a. To View Previous Versions of Files 3. Select the version you are looking for.

1. Select the file.

2. Click on the … icon.

3. Click on Version History.

4. Click on version on the left pane.

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 3.3 Use Online Calendars
- allows you to keep tracks of your events and activities. You can let others see
your calendar, and view schedules that others have shared with you.

Steps using Google to:

a. Share Calendar and grant permissions

1. Locate the Apps Icon button

2. Click on the Calendar option

3. A new tab will open displaying the calendar.
4. Complete the steps to start using calendar

Create a calendar entry and go through

the sharing options and set access permissions

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 3.3 Use Online Calendars
Managing Events:
Showing and Hiding Calendars: • Click on New from the menu and Choose the type of
Event you wish to create
1. Open the email containing the shared calendar link.

• Type in a name for the event on the Add a title area

2. Click Accept.
3. Set the required options for the shared calendar and
click Save

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 3.3 Use Online Calendars • If required, set the reminder for the event
• Type in the event description in the Add a
description area. Managing invitees and resources

• In the Details pane, enter the start and end date for • Type into the Add people search bar.
your event

• Type in the email addresses of the invitees.

• To remove an invitee, click on the cross next to the

invitee’s name.

• To add a resource, such as a location, type the name of

• Choose the shared calendar name from the Calendar
drop down list
• Specify the frequency if it is a recurring event using
the Repeat drop down list.
the location into the Add a location bar. You can also use
the Add room button to use locations located on your
directory.
• Click Send in the top left corner of the event.

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 3.3 Use Online Calendars
Edit Events:
To accept or decline an invitation: • Click on the event name on the calendar

• Open the email containing the event invite

• Click on Accept or Decline as necessary.

• If required, enter descriptive reply. • Click on the link View details for more options.

• Click Send. • Click Send update.

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 3.3 Use Online Calendars

To cancel an existing event:

• Click on the event name on the calendar.

• Click on the link View details.

• Click Cancel event.

• Click Delete.

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 3.4 Identify and Use Social Media Tools

Concept:
Social media tools provide various means of interactions among people, allowing them to create, share,
and exchange information and ideas in virtual communities and networks.
Tools Description Examples
Social networks A platform to build social networks or relations among people, for
example, with common interests, activities, backgrounds, or real- www.facebook.com
life connections.

Wikis A website which allows users to add, modify, or delete its content
via a web browser usually using a simplified markup language or a en.wikipedia.org
rich-text editor.

Forums and groups Online discussion site of common interest. http://www.topix.com/

forum/us
Blogs A web site on which an individual or group of users record
opinions, information, etc. on a regular basis. www.blogger.com
Wordpress.com
Micro blogs A broadcast medium in the form of blogging with typically smaller
content. twitter.com

Content communities Allow users to share online multimedia materials.

www.youtube.com
www.flickr.com

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 3.4 Identify and Use Social Media Tools

Steps to Set up Social Media Account: Facebook

2. Fill in the details under the Sign Up section.
1. Go to www.facebook.com web page.
3. Click Sign Up.

4. Follow the remaining steps to set up the account.

5. Activate the account using the verification email sent

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 3.4 Identify and Use Social Media Tools

Steps to Modify Permissions or Privacy Options

4. Under Who can see my stuff? Option, click the Edit
link.
1. Log in to your Facebook account.
2. Click the lock icon at the top right.
3. Click on See More Settings

5. Use the Audience Selector to set read access.

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 3.4 Identify and Use Social Media Tools

Steps to Modify Permissions or Privacy Options

9. Set the required options to control the write access
such as who can post on your timeline
6. Under Who can look me up?, click the Edit link. This
option allows you to control who can search for you.

7. Select the options as appropriate to you.

8. On the left panel, click Timeline and Tagging.
10. Click Done.

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 3.4 Identify and Use Social Media Tools

Steps to manage user invites

1. On the left panel, click Blocking.

2. Set the required email address of users under the Block app invites and Block event invites.

3. Click Home

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 3.4 Identify and Use Social Media Tools
2. Under Click on a
Steps to Manage Connections category.

a. To find users or groups 3. Add required contacts

into the category the On
1. Click on Find friends on the left pane. This List option

2. Search for friends using accounts provided or search

using the search box at the top

4. On the left pane, click

b. To group connections Friends.

1. On the left pane, click Friends Click Create List to create a

custom list category

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 3.4 Identify and Use Social Media Tools
2. Under Click on a
Steps to Manage Connections category.

a. To find users or groups 3. Add required contacts

into the category the On
1. Click on Find friends on the left pane. This List option

2. Search for friends using accounts provided or search

using the search box at the top

4. On the left pane, click

b. To group connections Friends.
1. On the left pane, click Friends Click Create List to create a
custom list category
c. To remove connections
or contacts:
1. Click the required list.
2. Click on the cross next to
the email address.

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 3.4 Identify and Use Social Media Tools
Steps to post comments and links
1. Log Click Home on the top right.
2. Type your comment in the Update Status box
3. Click Post
Steps to Reply and Forward Comments
a. To reply or comment on existing post
1. Click the Write a comment box underneath the post.
2. Type your comment and press ENTER
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 3.4 Identify and Use Social Media Tools
Steps to Upload Content
Steps to Reply and Forward Comments
b. To Forward or share a status
a. To upload images
1. Click on the Share button.
1. Click on the Add Photo/Video link.

2. A pop-up window will appear allowing you to find the

content on your computer.
2. Use the drop down list to specify how you would like
3. Select the image file you want to upload.
to share the status
4. Click Open.
5. Click Post.

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 3.4 Identify and Use Social Media Tools
Steps to Remove Posts
Steps to Upload Content

1. Mouse over an existing posting.

b. To upload Videos

2. Click on the icon in the top right hand corner

1. Click on the Add Photo/Video link.

3. Click Delete.
2. A pop-up window will appear allowing you to find the
content on your computer.

3. Select the video file you want to upload.

4. Click Post.
4. NB: As the post could have been shared by others,
permanently deleting them may not be possible.

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 3.4 Identify and Use Social Media Tools

Steps to Add and Update a Topic using Wiki

Use Wikia
1. Go to www.wikia.com web page, scroll to the bottom of the page and click Start a Wikia to setup a wiki account

2. Fill in the details and click next and sign up to create a wiki account

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 3.5 Use Online Meeting Tools
2. Under Click on Sign Up and select to either Signup
Steps to set up AnyMeeting account with Google or Connect with Facebook
1. Go to www.anymeeting.com web page.

3. Fill in the form and click sign up Now

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 3.5 Use Online Meeting Tools 4. Click on Go to Meeting Details
Steps to Schedule and Cancel Meetings on AnyMeeting app
1. Click on Schedule and the type of meeting you want to
arrange.
2. Enter a topic for the meeting in the Title box.
3. Select the date, time, duration and time zone, and hit
Schedule.

5. Click on Schedule Meeting Now button

6. Click on Go to Account Manager.

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 3.5 Use Online Meeting Tools 4. Click Cancel this Meeting
To Cancel scheduled Meetings
5. Click Yes to confirm
1. Click on View Meeting Details.
2. Next to Status, click on Cancel This Meeting.
3. If required, enter a message

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 3.5 Use Online Meeting Tools 2. Click in the Attendees box and enter the email
Steps to Meeting Invitations addresses of the invitees
a. Invite participants

1. Click on Invite More People.

3. Click in the E-mail Message box.

4. Enter a message if required.
5. Click on Send Invitation

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 3.5 Use Online Meeting Tools 5. Click on Delete this Registration.
Steps to Meeting Invitations 6. Click OK
a. Remove participants

1. Click on Go to Meeting Details.

2. Click on the Registrations tab.
3. Click on Enable Registration Form.
4. Click on the Edit link next to the email address of the
participant to be uninvited from the meeting. 7. Click on My Meetings

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 3.5 Use Online Meeting Tools 5. Specify the audio setting using the two options
Steps to Start and End Meetings provided:
a. Use my computer
a. Start a Meeting
b. Use my telephone

1. Click on the Upcoming Meetings tab if necessary.

2. Click on Start This Meeting button.

3. Install the screen share plug in if prompted.

4. When installation is complete, click the Enter This Meeting
button.

6. Click the Got it, thanks! button

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 3.5 Use Online Meeting Tools

7. Check the option Allow to enable the microphone and

web camera.
8. Click Close.

9. The Meeting Window appears

5. Choose the mode under Meeting Options

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 3.5 Use Online Meeting Tools
b. End a Meeting

1. Click on the End Meeting icon at the top right of the window.

2. Click Yes, end the meeting

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 3.5 Use Online Meeting Tools
Steps to join a meeting

1. Open the email containing the invite

3. Click the Join the Meeting button

2. Click on the link provided to join the meeting and enter your
name and email address

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 3.5 Use Online Meeting Tools
Steps to join a meeting

The meeting window appears.

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 3.5 Use Online Meeting Tools
Sharing and Unsharing Desktop and Files in a
meeting

a. To share desktop or screen display

1. In the meeting window, click on the Share icon

2. Click on the monitor icon to share desktop

and files directly

3. Click on Share Full Screen

5. The Presenter screen

To unshare the desktop or screen display, click the Stop

Screen Sharing button

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 3.5 Use Online Meeting Tools 4. Select the file and click Open.
a. To share files
1. In the meeting window, click on the Share icon
2. Click on the projector screen icon to share
PowerPoint presentations or PDF files.

3. Click the Upload button to select the required

file

5. Click Open Presentation.

To unshare the File, select the file and click on Delete

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 3.5 Use Online Meeting Tools

Using Chat Features

a. To send a message Chat Tool bar.

1. Type your message in the area provided at the Command Description
bottom of the pane.  Clear Chat History For Everyone Remove previous chat dialogues.
2. Click the drop down to choose who will receive the  Enable Private Chat Between Enable or disable the Private Chat
message. Attendees feature.

 Show Attendee Chat Only to To disable the ability for all attendees
Presenters to see other people’s chat messages.
Click the icon a second time to enable
the feature.

 Enable Sound Notification of Chat To enable an audible chime for chat

3. Press Enter Messages messages.

 Remove from Audience View Allows the presenter to move the chat
feature to the meeting control bar.

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 3.6 Understanding and Access Online Learning Environments

Features of online environments include: Learning resources can be files such as:
1. Course Notes
2. Resources a. Presentations and tutorials
3. Calendar b. Documents with handouts, study guide or
4. Email worksheets
5. Acivities c. Audio and movie files
d. Hyperlinks to articles on the World Wide Web
a. Discussion forum or notice board
b. Chat
Access to online learning platform
c. Quiz
d. Assignment 1. Go to udemy.com web page and click login
e. Assessment records
f. Journal 2. Look at how to download and upload content
3. Review available activities

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Review Exercise

• Attempt exercise on Page 74 of the workbook individually

• Review the exercise as a group

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Lesson 3 Summary
In this lesson, you learnt how to:
• Understand and use online storage
• Use common productivity applications
• Use online calendars
• Identify and use social media tools
• Use online meeting tools
• Understand and access online learning environments

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Lesson 4 Objectives
In the next lesson, you will learn how to:
• Identify types of mobile devices and operating systems
• Understand Bluetooth and its use
• Understand Internet connection options and key security
considerations
• Use mobile devices
• Manage apps
• Synchronise content

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