Noun Project Icons (4)

Your school site will choose either Google Photos or Google Drive to share photos. Regardless of your choice, you will need to share the photo albums or image folders with your colleagues and student. Below are the steps to share those albums/folders with your staff.

Google Photos or Google Drive

Step 1 - Share Photos

The photos (or images) have been uploaded and now it is time to share them with your students. The following directions will explain how to get the links and add them to a Google Sheets Table of Contents. The template for the Table of Contents is in Step 2.

Google Photos

As you create albums and get shareable links, pay attention to the share options. When you get a chance, compare them to the Google Drive share options. In an ideal world, Google Photos would become a core app with the same share permissions as Drive.

Get Shareable Link and Add to a Google Sheet Table of Contents

  1. Open the album and select the Share icon.
  2. Click on Get link.
  3. Select Copy. Optional: Select Let others add to album.
  4. Paste the link (CTRL + V) into the Google Sheets Table of Contents, which will be discussed later on this page.

Google Drive

As you may recall, we created these subfolders in the last lesson. Now it is time to Get a Shareable link and add it to the Google Sheets Table of Contents.

Get the Folder's Shareable Link

  1. Right-click on the folder.
  2. Select Get Shareable link.
  3. Turn on sharing.
  4. Copy the link using CTRLC
  5. Paste the link in the Google Sheets Table of Contents using CTRLV.

Comments about Sharing Photos

  • Student editors upload the photos to either Google Photo or Google Drive.
    • Choose one and stick with it for the year.
  • If uploading from a memory card, student editors should remember
    • Delete the photos on the memory card after they have been uploaded.
    • Memory cards are easily lost. Keep track of them!
    • If using a USB cable, return it to the assigned location so that it doesn't get lost!

Step 2 - Google Sheets Table of Contents

The photos (or images) have been uploaded and you had added the shareable links to the Google Sheets Table of Contents. But why are we using Google Sheets? What information goes in each column? Read on to learn more.

Google Sheets allows us to sort information and calculate page numbers. Use this Table of Contents to track photo albums, shareable links, advisor information, etc. Below the graphic is a list of what information goes in each column.

  • 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 = Link to Google Slides Section. The yearbook is broken into sections for faster downloading and student ownership. The column is formatted to be clipped so that the entire link is not viewed.
  • Column D = Section number. This makes sorting the sections easier. Our student staff heavily debated where the individual students should be placed. We renumbered the pages multiple times until most of us were happy.
  • Column E = Name of the Group Photo Album or Folder (i.e., yearbook, choir, woodshop, etc).
  • Column F = Link to Album or folder.
  • Column G = Advisor's name
  • Column H = Advisor's contact information (school email or room extension).
  • Column I = Name of student yearbook staff assigned to this page.
  • Column J = Comments and questions from the advisor and student editors.

Comments about Table of Contents

  • As Albums/Folders are created throughout the year, copy the Shareable link and paste it into the Google Sheets.
  • I share this Table of Contents with other adults on campus such as the principal who takes photos on her smartphone, the staff advisor for the school newsletter/newspaper, and the parent liaison.
Google Classroom logo 128

Step 3 - Classroom

Google Classroom is the hub for the yearbook. All resources will be posted in the same folder. This is where the Table of Contents and Weekly Caption Questions are posted. Even the yearbook is posted as an assignment.

Add Student Editor as Co-Teachers

  1. Select the People tab in Google Classroom.
  2. Click on the Teacher share icon.
  3. Type the names of the student editors.
  4. Select Invite.

Add the Table of Contents as an Assignment

  1. In Google Classroom, select the Classwork tab.
  2. Select CREATE  -> Masterial.
  3. Add Title and resources. Topic = Photos.
  4. Select POST.

Comments about Google Classroom

  • Create an Assignment that includes the Google Sheets Table of Contents as view only.
    • Student editors should be co-teachers. As co-teachers hey will have edit access to this document.
  • You may also want to use a Google Site to organize all resources. These resources will include
    • Table of Contents
    • Style Guide
    • and links to the website for how-to directions

It is important to remember that Google Drive has more sharing protections than Google Photos. Because the shared settings of Google Photos are on/off (no specific groups option) remind students of good digital citizenship. They can not share the link with their friends or repost those photos anywhere expect the yearbook.

Additional Resources

YouTUBE Playlist

  • Google Sheets Tutorial by Stephen Kwiecinski
  • The NEW Google Classroom Updates! (2018) by MsLamm1

2nd YouTUBE Playlist


Caption Writing

A yearbook is not a yearbook without captions. How else will you remember names, dates, and events?