Official L2 Certification Study Hub: Weekly Recordings & Summaries

[Sabina_Hussaini]

Welcome to the official home for our Level 2 Certification Study Group!

Every Thursday, we will meet live to dive deeper into the advanced features of Google Workspace (each live session date, time, and link to join can be found here). After each session, I will update this post with the recording and a recap of the discussion.

International Support: We encourage our educators in all regions to use this thread as a 24/7 help desk. If the live time doesn't suit your schedule, the recordings and this community are here for you. If you have any questions, post them here and I will respond as soon as possible.

[Sabina_Hussaini]

Date: March 26, 2026

Part 1: Advanced Google Docs

The GEG Utah team demonstrated how to use Google Docs as a sophisticated coordination hub, moving beyond basic word processing.

Demonstrated by Kelli Cannon

• Create a Table: Go to Insert > Table. Hover over the grid to select the specific number of rows and columns (e.g., 3x3) and click to insert. Use this for tracking progress or organizing classroom data without needing a full spreadsheet.

• Add Hyperlinks: Highlight the text you wish to link. Go to Insert > Link (or use the shortcut Ctrl + K). Paste the URL and click Apply.

• Translate Documents: Go to Tools > Translate document. Choose your target language. Google creates a new copy of the document in that language, preserving your original English version.

Demonstrated by Kristine Marriott

• Use Paragraph Styles: Highlight text and click the Styles dropdown (where it says "Normal text"). Select a Heading level. This creates a consistent structure and automatically generates a document outline for easy navigation.

• Find and Replace: Go to Edit > Find and replace. This allows for bulk updates (e.g., changing a character's name or a date throughout a 50-page document) instantly.

• Use Version History: Go to File > Version history > See version history. You can see exactly what was added/deleted and by whom. You can also Name specific versions to keep track of major milestones.

• Search for Add-ons: Go to Extensions > Add-ons > Get add-ons to open the Google Workspace Marketplace. Search for tools like "Scrible" to extend Doc functionality.

• Join a Meet from Docs: Click the Meet icon (video camera) in the top right. You can start or join a call that lives in a sidebar right next to your document for seamless multitasking.

• Publish to the Web: Go to File > Share > Publish to web. This creates a public link where the document acts as a webpage—ideal for sharing resources in an LMS like Canvas without requiring users to log in.

• Email Draft Building Block: Go to Insert > Building blocks > Email draft. Collaborate on the email content with others in the Doc, then click the blue Gmail icon to export it directly into a Gmail draft.

Demonstrated by Deanna Taylor

• Right-Click to Define: Right-click any word and select Define to open the dictionary in the sidebar.

• Access Dictionary via Tools: Go to Tools > Dictionary to search for any word’s definition or spelling.

• Meeting Notes Smart Chip: Type @ and scroll to Meeting notes. Select a meeting from your calendar to instantly generate a template with the date, attendees, and an action items list.

• Person Smart Chips: Type @ followed by a name. Hover over the resulting "Person Chip" to quickly send a chat, start a Meet, or schedule a calendar event with that person.

Community Connection with Julie Kaster

• The Power of the GEG Network: Julie highlighted the invaluable role of the Google Educator Group (GEG) Utah. She emphasized that while these tools are powerful, the community is what makes them transformational.

• Peer Support: Julie explained how GEG Utah serves as a "Professional Learning Network" (PLN) where educators can hop into a shared space, ask questions, and receive resources and support from colleagues across the state and the globe.

• Growth & Collaboration: She shared how the group stays updated through the Gemini Academy and collaborative emails, reminding us that certification is not just about a test, but about joining a global family of innovative leaders.

Part 2: Google Meet Host Controls with Judy Keller

Judy highlighted the specific security and access features required for the Level 2 exam.

• Allow Users to Join by Phone: In the Google Calendar event, the "Joining info" automatically provides a dial-in number and PIN. Users dial the number, enter the PIN followed by #, and use *6 to mute/unmute.

• Use Host Controls (Trusted): To access these, open the Google Calendar event > click the Gear icon (Settings) > Meeting access.

  • Open: Anyone can join; no one has to ask.

  • Trusted (The L2 Focus): People in your organization or those invited via Google account join automatically. Others must "Ask to join."

  • Restricted: Only those explicitly invited via their Google account can join.

• Host Management: Judy demonstrated the "Host must join before anyone else" toggle, which ensures students cannot enter a digital classroom before the teacher is present.

Strategy for Success

As the GEG Utah team suggested: "Open a new tab and just play with the tools." Hands-on practice with the "Email Draft" and "Meeting Notes" chips is the best way to prepare for the L2 scenario-based questions.

[maswitt21]

Thanks, great explanation

[MrsMedhekar]

Q about Version history .. if one restores, to an older version, does that mean the newer data in the file disappear for good?

[Sabina_Hussaini]

Great question, Mrs. Medhekar! 

No, the newer data does not disappear for good. Restoring an older version in Google Docs is a non-destructive process. The "new" version becomes part of the history, and you can always go back to it by visiting Version History again. It acts as a safety net rather than a permanent deletion. 

Best,
Sabina

[Sabina_Hussaini]

Date: April 2, 2026

Lead: Susan Aplin

1. Form Basics & Setup

• Creating & Titling: Susan demonstrated creating a form via forms.new or Google Drive.

  • Tip: Clicking the "Untitled form" in the top-left corner after typing a title in the main header automatically syncs the file name in your Drive.

• Descriptions: Use the description field to provide context, instructions, or even links to resources students need before they begin.

2. Mastering Question Types

Level 2 requires comfort with diverse data inputs. Susan highlighted:

• Dropdowns: Use these for long lists (like months of the year) to keep the form visually clean.

• Linear Scale: Perfect for "How confident do you feel?" questions (e.g., 1–5).

• File Upload: Allows respondents to submit certificates or projects directly to your Drive.

  • Control Tip: You can restrict this to specific file types (e.g., only PDF or Image) and set a maximum file size.

• Multiple Choice vs. Checkbox Grids: * Multiple Choice Grid: One selection per row (e.g., "Rate your usage of these 3 tools").

  • Checkbox Grid: Multiple selections per row.

3. Advanced Logic & Validation

This section covered the "smart" features that make Forms a powerful pedagogical tool.

• Email Validation:

  1. Create a Short Answer question.

  2. Click the Three Dots (More options) > Response validation.

  3. Select Text > Email.

  4. Custom Error Text: Susan recommends adding a friendly prompt like "Please enter a valid email address" so students know why their entry was rejected.

• Branching (Go to section based on answer): 1. Add a Section (the "two bars" icon on the floating menu). 2. On a Multiple Choice question, click the Three Dots > Go to section based on answer. 3. Map each answer to a specific section (e.g., if a student clicks "I'm ready," they skip to the final section; if "I need help," they go to a section with a review video).

4. Visuals & Multimedia

• Inserting Video: Use the Add Video icon on the right-hand toolbar. You can search YouTube directly or paste a URL. Susan noted this is excellent for "flipped classroom" style forms where students watch a clip then answer questions.

5. Settings & Final Touches

• Confirmation Messages: Found under Settings > Presentation.

  • Tip: Change the generic "Your response has been recorded" to something encouraging or instructional, such as "Congratulations! Now head back to Google Classroom for your next task."

• Required Questions: Toggle the Required switch on essential fields. A red asterisk will appear to alert the student.

• Organization Restrictions: Susan explained that in a school account, you must check Settings to ensure the form isn't restricted to only your organization if you need parents or outside guests to fill it out.

6. Preview & Testing

• The Eye Icon: Always click the Preview (eye icon) at the top to walk through your branching logic. Susan demonstrated how the form stops you if a "Required" question is missed.

Susan’s Strategy for Success

"Google is getting smarter and smarter. If you type 'First Name,' it will often automatically switch the question type for you. Trust the tool, but always preview your flow to make sure your branching leads exactly where you intended!"

[Sabina_Hussaini]

Date: April 9, 2026

Lead: Judy Keller (GEG Pennsylvania)

1. Advanced Title Slide Customization

Judy demonstrated how to move beyond basic text to create a visually compelling professional introduction.

• Creating and Titling: Use slides.new for a quick start and ensure the file is named in the top-left corner (e.g., "GEG Pennsylvania").

• Visual Appeal: Instead of a white background, Judy showed how to use Slide > Change background to apply colors or images.

• Image Management: Insert images via Insert > Image > Google Drive or use the Stock and Web feature in the sidebar to add icons and stickers (like the Pennsylvania flag).

2. The Image Placeholder (Critical L2 Skill)

This is a sophisticated design technique used to ensure consistency across presentation layouts.

1. Go to Slide > Edit theme.

2. On the layout you wish to modify, go to Insert > Placeholder > Image placeholder.

3. Choose a shape (e.g., Oval/Circle) and draw it on the layout.

4. Application: Close the theme editor. Now, on your slide, you can right-click the placeholder and select Replace image. The new image will automatically snap into that specific shape and position.

3. Advanced Video Integration

Integrating YouTube videos is a core L2 skill, focusing on precision and automation.

• Embedding by URL: Go to Insert > Video, select the By URL tab, and paste your specific YouTube link.

• Playback Controls: * Specific Start Time: Use the sidebar Video options to set a start time (e.g., 30 seconds in) to skip unnecessary introductions.

  • Auto-Play: Set the "Video playback" to Play (automatically) so the video begins as soon as you navigate to that slide during a presentation.

4. Navigation and Hyperlinking

• Inter-Slide Hyperlinking: Highlight text (e.g., "How to Join") and press Ctrl+K. Instead of a web URL, select Slides in this presentation and choose a specific slide (e.g., Slide 3). This allows for non-linear navigation, similar to a "choose your own adventure" or a digital choice board.

5. Extending Functionality with Add-ons

• Integration: Go to Extensions > Add-ons > Get add-ons.

• Example: Judy demonstrated installing Pear Deck, which adds interactive layers to slides. After installation, access it via the Extensions menu.

6. Real-Time Collaboration and Ownership

• Assigning Tasks: Use the Comment feature (Insert > Comment) and type @ followed by a colleague’s email to assign them a specific slide or task.

• Sharing and Inviting: Click the Share button to add collaborators. Remember to confirm their permission level (Viewer vs. Editor).

• Starting a Meeting: Judy pointed out the Google Meet icon in the top right, which allows you to present your slides directly into an active meeting or start one instantly from the presentation interface.

Judy’s Strategy for Success

"The image placeholder is a frequent stumbling block on the Level 2 exam because it isn't something most educators do daily. Remember: you must go into 'Edit Theme' to create the placeholder; you can't do it from the normal slide view!"

[Sabina_Hussaini]

Date: Thursday, April 16, 2026

Google Classroom with Judy Keller

1. Advanced Class Setup & Organization

Judy demonstrated how to establish a professional digital environment designed for high-level student accountability.

• Topic Management: Create topics (e.g., "Assessments," "Writing," "Practice Sets") to categorize all work. Note that topics remain invisible to students until they contain at least one posted item.
• People & Invites: Use the People tab to invite co-teachers and students by email, or display the Class Code in full-screen mode for in-person joining.
• Disabling Late Submissions: A key Level 2 skill. Within the assignment creation sidebar, after setting a due date, check the box "Close submissions after due date." This prevents students from turning in work after the deadline.

2. Integrated Communication & Security

• Google Meet Integration: Generate a dedicated classroom Meet link from the Stream header. Judy showed how to toggle its visibility—keeping it hidden until you are ready to start a synchronous session.
• Post Announcements: Use the Stream to post reminders. You can add Google Drive files, YouTube videos, or Meet links directly to these announcements.
• Originality Reports: Enable this on specific assignments to check for plagiarism. Students can run a limited number of reports themselves before submitting to ensure their work is properly cited.

3. Advanced Assessment: Forms & Quizzes

The session covered building a "Quiz Assignment" which automatically enables specific grading features.

• Quiz Setup: Use Create > Quiz Assignment. This automatically generates a blank Google Form.
• File Upload Questions: Add a question and set the type to File Upload.
• Level 2 Specifics: Set "Allow only specific file types" to Image and set the "Maximum number of files" (e.g., to 2).
• Short Answer Validation: Add a short answer question and use the Answer Key to input the correct response (e.g., "George Washington") and check "Mark all other answers incorrect."
• Lock Mode for Chromebooks: If your students use managed Chromebooks, enable Locked Mode in the Form settings to prevent them from opening other tabs during the quiz.
• Grade Importing: Once a quiz is complete, click the "Import Grades" button in the Classroom assignment view to pull the scores directly into your gradebook.

4. Google Classroom Analytics

• The Analytics Tab: Found at the top of the Classroom interface. Judy explained that this provides a high-level view of student engagement and performance trends over time, though it requires active student data to populate.

5. Practice Sets (The "AI" Teaching Assistant)

Practice Sets allow you to create interactive assignments that provide students with real-time hints.

• Creating a Set: Go to Create > Practice Set. You can type questions or use the Math Formula keyboard to enter complex fractions or equations.
• Extra Help Features: For each question, search for and add Skills. Google will automatically suggest relevant YouTube videos and text hints to show students if they get a problem wrong.
• Reviewing Work: Judy showcased the teacher view of a completed Practice Set.
• Dark Green: Correct on the first attempt.
• Light Green: Correct after multiple attempts.
• Insight: You can click into a student's name to see their "Multiple Attempts" and understand their thinking process (e.g., if they used process of elimination).

Judy’s Strategy for Success

"Level 2 is all about the 'Settings' gear. Whether you are turning on Locked Mode for a quiz or enabling Grade Importing, most of the power is hidden in the options on the right-hand side. Always check your sidebar before you hit 'Assign'!"

[Sabina_Hussaini]

Date: Thursday, April 23, 2026
Part 1: Google Calendar with Jessica Adams

Jessica demonstrated how to use the features of Google Calendar to manage professional appointment sand provide seamless meeting documentation.

1. Advanced Event Management

• Creating an Event with More Options: Use the Create button and select More options to access the full-screen editor.
• Smart Details:
• Add Title, Date, and Time: Essential for organization.
• Location: Adding a physical address allows guests to see a map link in their invite.
• Google Meet & Live Streaming: Click "Add Google Meet." For large-scale events, Jessica showed the Add Live Stream option (under conference details), which allows people to watch without actively participating in the call.
• Attachments: Click the Paperclip icon to attach files from Google Drive directly to the invite so all participants have the materials beforehand.
• Meeting Notes: Jessica demonstrated the Create meeting notes button, which automatically generates a Google Doc, titles it, and shares it with all invited guests.

2. Appointment Schedules (Advanced Slots)

Jessica highlighted how "Appointment Schedules" replace the old "Appointment Slots" for a more professional booking experience.

• Setup: Click Create > Appointment schedule.
• Duration & Repeating: Set your session length (e.g., 60 mins) and choose if the schedule repeats weekly or is a one-time block.
• Buffer Time: This is a critical Level 2 skill. Checking the Buffer time box adds a mandatory break (e.g., 15 minutes) between appointments to prevent back-to-back fatigue.
• Scheduling Window: Set "Lead time" (how far in advance someone can book) and "Minimum notice" (to prevent last-minute surprise bookings).
• Sharing the Link: After saving, click Share to get a professional URL that you can send to colleagues or parents so they can book time on your calendar.

3. Guest Permissions

• Modify Settings: In the sidebar of the event editor, uncheck "Invite others" and "See guest list" if you want to keep the meeting private or ensure guests cannot add unvetted participants.

Part 2: Gmail with Missy Halcott

Missy focused on the Advanced Settings that transform Gmail from a simple inbox into a high-powered workflow engine.

1. Enabling Advanced Settings

To access these features, go to Settings (Gear icon) > See all settings > Advanced. Missy recommended enabling:

• Templates: For redundant emails.
• Auto-advance: To automatically open the next email after you delete or archive the current one, saving you from returning to the inbox view.
• Custom Keyboard Shortcuts: To personalize how you navigate Gmail.
• Unread Message Icon: Adds a badge to your browser tab showing exactly how many unread emails you have.

2. Saving Time with Templates

1. Compose an email that you send frequently (e.g., a weekly homework update).
2. Click the Three dots (More options) at the bottom of the compose window.
3. Select Templates > Save draft as template.
4. Usage: Next time, click the three dots > Templates > and select your saved message. Tip: Use brackets [NAME] for areas you need to customize.

3. Granting Access (Delegation)

• How to Setup: Go to Settings > Accounts and Import > Grant access to your account.
• Use Case: Perfect for student teachers or assistants. The delegate can read, delete, and send emails on your behalf, but they cannot change your password or chat as you.

4. Recalling an Email (Undo Send)

• The "Lifesaver" Setting: Under Settings > General, look for Undo Send.
• Level 2 Mastery: Change the "Send cancellation period" from the default 5 seconds to 30 seconds. This gives you a much larger window to click the "Undo" button that pops up after hitting send.

5. Keyboard Shortcuts

Missy shared her favorite shortcuts (once enabled in Advanced Settings):

• C: Compose a new email.
• E: Archive an email.
• #: Delete an email (send to trash).
• Shift + T: Add an email directly to your Google Tasks list.

Expert Strategy for Success

"The 'Undo Send' setting is the first thing every educator should change. Moving that timer to 30 seconds is the difference between a professional mistake and a quick fix!" — Missy Halcott

[Sabina_Hussaini]

Date: Thursday, April 30, 2026
Part 1: Google Sites with Denise Spina

Denise demonstrated how to finalize a digital project by managing visibility and collaboration permissions.

1. Publishing Your Website

• The Publish Button: To make your site live, click the large purple Publish button.
• Web Address Customization: You can choose the end of your URL (e.g., sites.google.com/view/denise-spina-portfolio).
• Tip: Google Sites does not allow apostrophes or special symbols in the URL. If your site title has an apostrophe (like "Denise's Portfolio"), you must remove it in the web address box.
• Draft vs. Published: Denise explained that you can continue editing your "Draft" in the back end without the public seeing your changes. To update the live site with your new work, you must click Publish again.

2. Managing Site Visibility (Public vs. Private)

• Sharing with Collaborators: Click the Share with others icon (person with a plus). Here you can add specific people as Editors to help build the site.
• Published Site Access: * Public: Anyone on the internet can find and view the site.
• Restricted/Domain-Only: Denise showed that in a school account, you can restrict the site so only people with a school email can see it. This is critical for protecting student privacy and work.

Part 2: Google Sheets with Tina Nunez

Tina used a "Hogwarts Student Data" sheet to demonstrate how to turn large amounts of information into useful summaries.

1. Conditional Formatting

• Single Color: Go to Format > Conditional formatting. You can set a rule such as "if text contains '1998', then highlight blue."
• Color Scale (Gradients): Use this for grades. Tina set 0% to red and 100% to green, creating a visual heat map that automatically colors cells based on their percentage value.

2. Column Stats (Instant Analysis)

• How to Access: Highlight a column (e.g., "Grades") and go to Data > Column stats.
• What it Does: A sidebar opens providing instant visual charts of the data, as well as the Sum, Average, Median, Minimum, and Maximum values of that specific column without needing a formula.

3. Pivot Tables (The Power Tool)

• Purpose: A pivot table summarizes large datasets into a smaller, organized table.
• How to Create: Highlight your data range and go to Insert > Pivot table. Always choose to create it in a New Sheet.
• Building the Table: * Rows: Choose what you want to list (e.g., "House").
• Values: Choose the data to calculate (e.g., "Grades").
• Summarize by: You can toggle between SUM, AVERAGE, or COUNT within the pivot table editor.

4. Protecting Data

• Protecting a Sheet: Right-click the Tab name at the bottom of the screen and select Protect sheet.
• Permissions: You can set it so that others can view the data but only you can edit the cells. This is indicated by a Lock icon on the tab.

Expert Strategy for Success

"Don't let pivot tables scare you! They don't change your original data; they just provide a 'lens' to view it differently. If it looks messy, just clear the rows and start over—your main data sheet will remain perfectly safe." — Tina Nunez