Google apps such as Sheets, 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 and our 2022-2023 yearbook.
Google Drive Image Storage
Google Drive is the preferred method of photo storage only because it is a core app that is FERPA compliant. Google Drive does not offer photo editing like Google Photos. To edit photos in 2022-2023, we are using the free school version of Canva.
I wish we could use Google Photos for our school yearbook. Unfortunately, student privacy is more important. Read more in the FERPA article. Google Photos needs to become a Core app before we use it for student yearbooks.
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. This is a copy the Google Sheets Table of Contents we are currently editing for our 2022-2023 yearbook. VIEW | COPY
Notice that I added an example link to a Google Drive folder in cell D9. After you paste the link, you can click on it to automatically rename it.
If you copy the file and delete rows to match your school's activities, you may need to copy down the formula in G3.
Google Docs or Slides
Do you need a basic flyer with yearbook information? Use Google Docs or Slides. Am I happy with this design? Not really, but it served its purpose. Next year I am asking a student to do a better job than I did.
In 2022-2023, our junior high school yearbook students designed in both Google Slides and Canva. When an educator verifies their account, the educator can share the Invite members link with their class. Both the classroom teacher and the students can use the professional version for free to create and learn graphic design.
Could you create an entire yearbook in Canva? Quite possibly, but I recommend that you use the Slides Create (beta) add-on to create the portraits section in Google 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 an individual page, then use a Google Form.
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 will use in Spring 2023. Notice that Row 2 of the Google Sheets includes functions to keep track of the number of yearbooks sold and the money received.
Below are the directions to format the Google Sheets.
Insert a Row to Calculate Yearbooks Sold
- Right-click on Row 1.
- Select Insert Row below.
- For Column H, type the following function =sum(H3:H). For Column I, type =sum(I3:I).
- Go to View -> Freeze and select two rows.
- OPTIONAL: Go to Format -> Alternating colors.
As more entries are added in the Google Form, the sums for Row 2 will increase.
Google Forms and Google Drive Folder
Using Google Forms with a Google Drive folder to collect photos from students was especially helpful in Spring 2020 when school unexpectedly closed. Due to the historical nature of Spring 2020, we decided to a COVID section. Students submitted photos via a Google Form. Most students shared images of friends they missed seeing in person.
To learn how our school used Google Forms to collect photos, click on of the following blog post:
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 sells 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.
Updated January 24, 2023.