Gmail and Google Drive for Rutherford County Master Gardeners

Transcription

1 Gmail and Ggle Drive fr Rutherfrd Cunty Master Gardeners Gmail Create a Ggle Gmail accunt. (Hw t Create a Gmail Accunt 2014 by Ansn Alexander is a great YuTube tutrial). Navigate t in a new tab r windw in any brwser yu want t use. In the middle f the screen and in the tp right f yur screen, yu shuld see a blue buttn that says Create an accunt r sign in. Click ne f thse ptins. When yu create a ggle accunt (als called Gmail), yu will have access t many ther features, including Ggle Drive (what we will mstly be using). Nw, yu will see a screen where yu can create yur Ggle Accunt. Yu will fill ut the infrmatin in the right clumn by first entering yur First and Last Name. Next, yu will enter yur username. This is the part that is befre when smene is trying t yu, s d nt make it t cmplicated. If yu try t enter smething and gives yu an errr message, this usually means that is already taken r yu are using characters that they d nt allw, s just try smething else. Nw yu can create yur passwrd that is at least 8 characters lng. Please write this dwn s that yu d nt lse it if yu frget it! Next, yu will enter yur birthday (they may use this t cnfirm that it is yu if yu get lcked ut f yur accunt). The next selectin is yur gender. Then, they ask fr yur mbile phne number and yur current address. Bth f these are safeguards fr yu, s that if smene tries t lg in t yur Gmail frm a new device, yu will get cntacted in a different way. [Whenever I lg in t my Gmail frm a different device (a friend s cmputer, etc.), gets an asking t make sure that it is me. If it was nt me lgging in n a new device, I wuld then knw that smene had hacked int my Gmail accunt, and I culd click that it was nt me n that t let Ggle knw. ]

2 Click next step t g n t the next screen. Yu can nw chse t add a pht, which is a gd idea s that thers can see yur face t knw it is yu. This is cmpletely ptinal thugh. Yu can uplad a pht r click t g t yur webcam t take a pht. Nw, yu can click next step t g t the next screen. Ggle will say Welcme, Yur First Name. Yur new address Yu can click the blue buttn that says Cntinue t Gmail. Cngrats! Yu just created a Gmail! Hw easy! Using Ggle Drive/ Team Drive Once yu have created a Gmail Accunt and lgged in t it, yu can nw access Ggle Drive. Ggle Drive is simply an nline place t stre files. Once files are stred n yur Ggle Drive, yu can share them with thers and access them frm any device (either by lgging in t yur Gmail r by dwnlading the Ggle Drive App). This makes sharing infrmatin very easy, as nce yu uplad a file, anyne else that has access t it can view it, dwnlad it, r change it (if they have permissin t d s). T access Ggle Drive, click the 9 small squares in the upper right crner f yur Gmail screen. Yu will see many different ptins shw up in a small dialg bx. Fr ur purpses, yu want t click the Drive ptin (which shuld be in the upper right), with the blue, green, and yellw triangle. The Ggle Drive screen will nw appear. Yu can see n the left navigatin menu ptins fr My Drive, Team Drives, Shared with me, Recent, Ggle Phts, Starred, and Trash. Yu may als have a Cmputer ptin, and a Backups clud, and the ptin t upgrade strage. Yu als have a New blue buttn at the tp f yur left navigatin menu t create new files. My Drive If yu create a ggle dc, sheet (spreadsheet), r slides (presentatin), it will be in yur My Drive. Think abut this as all f my files are in My Drive. In yur My Drive, yu can create Flders, Uplad files, and Create New Files (Dcs, Sheets, Slides) by clicking the My Drive in bld with the dwn arrw beside it (directly under the Search bar). In my My Drive, I have sme files that I want t be able t access frm wherever I might be, such as the membership list f all f ur Master Gardeners with all f yur s and phne numbers in case I need t cntact yu while away frm the ffice. This means I can access the files in My Drive n my phne, r n any device that I can lg n t my Gmail with. Creating Files in Ggle Drive: T create a file, click n the My Drive in bld under the Search bar. Frm the My Drive menu, chse t create whatever kind f file yu wuld like t create, a Ggle Dc (their versin f Wrd), a Ggle Sheet (their versin f Excel, where yu can create

3 spreadsheets), r a Ggle Slide (their versin f PwerPint, where yu can create presentatins). Let s create a Ggle Slide frm scratch: start by clicking the ptin fr Ggle Slides. Next, yur screen will shw the first slide f a blank presentatin. Yu can change the Theme f the presentatin in the right clumn. Scrll thrugh these ptins until yu find ne yu like and then chse it by duble clicking n that theme slide ptin. It will change yur presentatin t be in that Theme. I always like t chse my theme befre I begin my presentatin s that it des nt change my frmatting after I have made my presentatin. Nw, yu can change the Title f the presentatin in the Upper left f the screen where it says Untitled Presentatin. Simply click nce n Untitled Presentatin and it will turn blue fr yu t edit the name. Once it is highlighted in blue, start typing what yu wuld like t title yur presentatin. This is the name f the file. S title it smething shrt and easy t figure ut. (This is hw yu will find it again frm yur My Drive menu, s remember that nly basically the first wrd f the Title will shw up). Next, yu can change the Title n yur first slide by clicking n the screen in the text bx, and yu ca add a subtitle (such as Presented by Rutherfrd Cunty Master Gardeners, a vlunteer prgram f UT/TSU Extensin). Yu can add mre slides by right clicking n the slide in the left hand clumn. When yu right click n the slide, yu will see many different ptins starting with Cut, Cpy, and Paste. Yu can als chse New Slide r Duplicate Slide. I wuld chse New Slide t begin my next slide. Yu can als create yur next slide by clicking the Slide ptin in yur tp tlbar. Frm here, yu can cntinue creating yur presentatin until it is cmplete. Once yu create a dcument, slide, r sheet in Ggle Drive, it will autmatically save yur changes in the drive. Yu d nt have t click Save anywhere. I knw this may seem crazy, but it autmatically saves, which means yu d nt have t wrry abut frgetting t save yur wrk as yu wrk n it! Yay! When yu are dne wrking n it fr the day, simply clse ut f the tab/brwser windw and it will be saved fr yu t pick up where yu left ff. Once it is cmplete, I suggest dwnlading yur cmplete presentatin t yur cmputer and saving it n a flashdrive/usb/thumbdrive f yur chice s that yu have it saved smewhere ff the Ggle Drive as well. Sharing Files: Yu can als share files in yur My Drive with ther peple that have Gmail addresses. When yu share a file, bth yu and the persn yu share the file with will have access t that file thrugh their Ggle Drive. Depending upn the permissins yu give the ther peple, they can have access t Edit, View, r just add Cmments t the file. T share files, nce yu have created a file, yu can right click the thumbnail fr that file frm yur My Drive hme screen, and yu will see an ptins menu pp up with ptins such as Preview, Open With, Share, Get Shareable Link, Mve T, Add Star, Rename, Make a Cpy, Dwnlad, r Remve (Delete).

4 T share this file with smene else, simply right click the thumbnail and chse the Share ptin. In the Share with Others dialg bx, yu can enter peple s names if they are already in yur Ggle Cntacts. Mst likely they are nt, s yu can enter their addresses. Even if they d nt have a Gmail address, they can still see the file, they just may nt be able t edit it with yu in a shareable frmat like they wuld if yu send it t them n their Gmail address. Once yu type their address, yu can click the little pencil buttn t the right and chse their level f permissins. If yu want the ther persn t be able t edit the file and add t the dcument just like yu can, yu d nt have t change their permissins, as that is the default. If yu want the ther persn t nly be able t view the dcument, yu can chse can view frm the pencil icn. If yu want the ther persn t nly be able t cmment, yu can chse can cmment. This means they will be able t make little cmment bxes n whatever they wuld like t cmment n yur dcument, but wuld nt be able t make actual changes t yur dcument. This can be helpful in certain situatins, but I have never had t much use fr it persnally. Next click the Dne blue buttn. This will send an t thse peple yu decided t share the file with that they nw have access t a Ggle Drive dc, sheet, r slide and will tell them the permissins yu gave them access t d (view, edit, cmment). Anther way t Share files frm yur My Drive is t click n the thumbnail fr the file yu want t pen, and share it nce yu are n the file itself. T d this, pen the file by clicking n the thumbnail. If yu created the dcument r if yu have been given edit permissins t anther dcument, yu will have a blue Share buttn in the tp right f yur screen. If yu click this blue Share buttn, it will bring up the same Share with Others dialg bx as the ne described abve. Advanced Sharing ptins: Frm the Share with Others dialg bx, yu can click the Advanced ptin in the bttm right f the bx. Frm here, yu can see wh has access already. If yu have editing access, yu can change sme f these permissins if yu wuld like t d s frm this screen, and yu can invite ther peple frm here, as well. Each persn that has access will be listed either by their name r their , and then it will have an icn next t their name with their permissins. Once yu have changed whatever yu want t d, make sure yu press the blue Dne buttn at the bttm.

5 Team Drive: Frm yur Ggle Drive main page, yu will see Team Drives n the left side navigatin pane. If yu have nt been added t any Team Drives, yu will nt see anything in yur Team Drive. Our Team Drive name is Rutherfrd Cunty Master Gardeners. If yu wuld like t be added, please send yur Gmail address t Reather1@utk.edu and ask me t add yu t the Team Drive. Once yu are a member f the Team Drive, yu will see many Pwerpint presentatins that yu can view. Ggle tells yu what kind f frmat that file is in the bttm left f each thumbnail. (PDF, Ggle Slides, PwerPint). T view a file, duble click the thumbnail. It will pen in Preview mde. Yu can chse t pen the file with Ggle slides in the tp middle f the preview. This will pen the file in Ggle s versin f PwerPint. If yu d nt have PwerPint n yur cmputer, Ggle Slides is a great way t still be able t make presentatins. Yu can als chse t print a presentatin (make sure t change hw many slides are printed per page s yu dn t print just ne slide per page). If yu d have PwerPint n yur cmputer, a great thing t d wuld be t Dwnlad any presentatins yu want t use. Yu can d this by clicking the dwn arrw with a line under it in the upper right hand crner. Once yu dwnlad the file, save it smewhere n yur cmputer (nt in dwnlads, try t put it n yur Desktp, r create a flder n yur Desktp titled MG Presentatins t save any f the presentatins t frm ur Team Drive). If yu Preview a presentatin and then yu want t leave Preview mde, yu can click the left arrw at the tp f yur screen t g back t the Team Drive. The Team Drive als has UT Publicatins fr yu t access in a flder. T access the publicatins, duble click n the Flder titled UT Publicatins. As yu can see frm the bttm left f the thumbnails, these are in PDF frmat. Therefre, yur best ptin wuld be t Preview them t read any infrmatin yu wuld like t, r yu can print r dwnlad the publicatin (t save it t yur cmputer). If yu wuld like t add any dcuments t the Team Drive, please let me knw and we can get them added s that everyne has access t the file.