Using Your PTO Google Drive Account
(for PTO Board Members & Chairpersons)
As a committee or event chair or member of the Carlisle PTO Board, a Google account has been established for your office. Any communications directed to you in your PTO capacity is and should be directed toward the gmail address established for your role.
We request that you use this PTO email address and Google Drive to make your job easier and better organized. It is easy to use! Here’s how to get started…
The three tabs that are most helpful in your PTO role are Gmail, Drive and the Calendar. Here is a bit of information about each. Click on each tab as you review the notes below.
We request that you use this PTO email address and Google Drive to make your job easier and better organized. It is easy to use! Here’s how to get started…
- Put https://www.google.com/ in your web browser
- Click the ‘sign in’ button in the top right corner, this should bring you to a log on screen
- Enter your PTO email address in the Email field and your PTO Google password in the password field (Choose the ‘stay signed in’ tick box if you would like Google to hold your log on info for you.) This will open the desktop for your PTO office; all documents can be stored here!
- If you don’t already have it, please request your password from the [email protected].
- It is most important that you not change this password or any other settings for this account. Thanks!
The three tabs that are most helpful in your PTO role are Gmail, Drive and the Calendar. Here is a bit of information about each. Click on each tab as you review the notes below.
Gmail
All of your PTO email remains in your office gmail account when you need it. This is also a great place to take care of your PTO email correspondence. Feel free to make files and manage the email as you want. Be sure to keep any email that might be useful to the next person to hold your post, and similarly to delete any email that may be useless down the line. Look around, you may find great tools to make your job easier! We can set this gmail account up so that all of the mail will be forwarded to a personal email account of your choosing. Or you can set up your PTO Gmail account as a mailbox on your Outlook or Apple email, click here for instructions. In either case, please be sure to copy your PTO email address on all correspondence so that the original PTO gmail account will have a record. Or you can simply access the PTO Gmail account on the internet. Here is a list of the current officers and chairs and their gmail accounts. Please use these addresses, rather than emailing to personal email addresses whenever possible so we have valuable correspondence records on hand should we need them. You can do this by answering your correspondence from your PTO gmail account. 
Google Calendar
The PTO Calendar has been shared with your Google desktop, and you have full access to update the calendar. Please add your event to the calendar once you have firmed up the details for your event, no matter how far in advance you know the details. This is also a great resource in planning your event or activity as it includes the school calendar information as well. The PTO will reference this calendar for planning and publicity, so it is important that we incorporate your event into the big picture through the calendar. All entries to the PTO Google Calendar will appear in the scrolling calendar on the home page of the PTO website. 
What A Great Idea!
So many of the great tools that the PTO uses to provide valuable information to our members, while making volunteer jobs easier, were ideas shared by other PTO volunteers. If you have an idea that benefits all of our stakeholders, please let us know! You can contact anyone on the Board of Directors or the Chairperson whose responsibilities would most benefit from your idea. Find the full board and committee chair list here. |
Google Drive
This is basically the desktop for your PTO job. Your job description and any templates have been stored here. Please update these documents as you learn more about the details of your job. And store any documents like fliers, templates and memos here. Ultimately this will make the job easier for the next person to hold your post – especially if it’s you! When you first open your Drive you will be asked to download the software. This is up to you, you don’t have to download it if you are not comfortable doing so. Not loading it will minimally limit your use of the page. If you do download the software you will be able to drag and drop documents from your computer into the filing system on Google Drive. Please look under 'Shared with me' if you don't see documents in your Drive. Drive Documents: Create Your Own! On the left side of the page, click on Create to find the tools to make document files, create documents (similar to Word), put together a presentation (similar to Power Point), make a spreadsheet (like Excel) or create a form or questionnaire for people to fill out online – responses come directly back to the questionnaire you create! The Share tool allows each user to invite or give access to other users to share documents or calendars. This is a terrific collaboration tool that saves time and effort when working in teams. Please share all PTO documents with the PTO Secretary and any other affiliated PTO collaborators in the event that we will need to access your resources without you being available. Google Drive Documents: Sharing
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