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Google apps such as Sheets, Photos (or Drive), Docs, and Forms help students organize and sell yearbooks. Below are examples of how the Compton Jr. High Yearbook class used each of these apps for our 2017-2018 yearbook.

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Google Sheets and Albums (or Drive)

Google Sheets is an incredible organizational tool. Store links to the Google Slides Yearbook sections and links to the photo album or folder. Use functions to calculate page numbers. Assign sections to students.

  • Column A = Page numbers with the function =A3+B2. The even pages are on the left-hand side of the yearbook.
  • Column B = Number of pages per group. Some groups may have 1 page while others may have a 2-page spread. This number is used in the Column A function.
  • Column C = Section title. The title is linked to the actual Google Slide using Insert -> Link. Each section (clubs, sports, etc) has its own section. Multiple people will be assigned to a given section.
  • Column D = Section number. This makes sorting the sections easier.
  • Column E = Name of the group (i.e., yearbook, choir, woodshop, etc).
  • Column F = Advisor's name if necessary. Suggestion: Include the advisor's email address.
  • Column G = Student yearbook staff member who is assigned to the page.
  • Column H = Link to Google Photos Album OR Google Drive folder. Only the best photos are stored in the Album/folder.
  • Column I = Is the group done?

Below are examples and a template that you can modify.

Will we use the same prices next year? No. As we add more pages, the price of the yearbook will increase. Plus it is reasonable to charge $10 for students who want to create their own page.


Google Docs or Slides

Do you a basic flyer with yearbook information? Use Google Docs or Slides.

When students sell yearbooks, the student salesperson adds an entry in the receipt book. Advisory teachers should be named on the receipt. If the student customer submits a baby picture or purchases a full-page, the customer completes the paper Google Doc.  The Google Doc is not fancy, but it serves its purpose. Next year, we will redesign the doc.


Google Forms and Google Sheets

Organize yearbook sales with Google Forms. Calculate the number of yearbooks and profit in the auto-populated Google Sheets.

Google Forms and Sheets are an excellent way to keep track of yearbook sales. Only the yearbook advisor has editing access to the Google Sheets as it inventories the number of books sold and the amount of money collected.

This is an Example Sales Google Form with data stored in Google Sheets that we used in Spring 2018. Notice that Row 2 of the Google Sheets includes functions to keep track of the number of yearbooks sold and the money received.

Insert a Row to Calculate Yearbooks Sold

  1. Right-click on Row 1.
  2. Select Insert Row below.
  3. For Columns G-K, write the following function =sum(G3:G500). Change the letter to the appropriate column name.
  4. Go to View -> Freeze
  5. Select two rows.

As more entries are added in the Google Form, the sums for Row 2 will increase.

Non-Tech Supplies

Schools will be audited. As such a receipt book is a must! The white copy goes to the customer, the yellow copy is kept for accounting purposes, and the pink copy is saved for the yearbook staff.

You may notice a question for Student Salesperson. Any yearbook staff member that sales 10 yearbooks receives one free yearbook. Most yearbook profit goes to the student body. Suggestion: Have the Student Body Officers approve "the free yearbook for 10 sales." This agreement must be in the notes for auditing purposes.


What about cameras? Which cameras should we buy? How can we use smartphone cameras?

Updated June 11, 2018