Storing your Data in the Cloud

Transcription

1 Storing your Data in the Cloud Why store your data in the cloud Since the beginning of the internet, technology has been steadily moving away from local storage to remote, server-based storage and processing - known as the cloud. By keeping your own documents and media files in the cloud, you can reap the same advantages of anywhere anytime-access and sharing. Productivity gains and reduced local storage requirements are additional benefits. We ve rounded up the best cloud storage and file-sharing, and file-syncing services to help you decide which are right for you. The cloud storage services described here provide seamless access to all your important data - Word docs, PDFs, spreadsheets, photos, any other digital assets from wherever you are. You no longer need to be sitting at your work computer to see your files: With cloud syncing you can access them from your smartphone, tablet, laptop, anytime, anywhere, Although there are many cloud storage services on the market, here, we highlight the ones voted by teachers as the best for education. Microsoft One Drive File & Photo Cloud Storage Emphasis: Office Apps, Collaboration Free Storage: 5TB Online Editing: Yes Google Drive Emphasis: Collaboration Free Storage: 15 GB Online Editing: Yes Google Photos Emphasis: Photo & Video cloud storage Collaboration Free Storage: Unlim Online Editing: Yes Dropbox Emphasis: Collaboration Free Storage: 2GB Online Editing: No

2 Microsoft OneDrive: File & Photo cloud storage. Get to and share your documents, photos, and other files from your ios device, computer (PC or Mac), and any other devices you use, anytime, anywhere Like Apple icloud, OneDrive serves a lot of functions. If you just want access to documents or media files, it offers simple online storage accessible from the Web. If you want the same set of files replicated on multiple devices, it provides folder and file syncing. Note: Shared folders from PC s, MacBooks or Mac Computers are only accessible from your OneDrive online at Download and activate your Microsoft OneDrive for Business Cloud storage: Students: Download the App from Self Service. Staff: On ios or OS; Download the App Microsoft OneDrive File & Photo Cloud Storage from the App Store. Activate your account: On a Desktop computer go to your browser and type in the URL, to login with your district username and password. Student s user will look like: 123abc12@stu.olatheschools.org. Sign out. On your ipad, tap OneDrive App and Sign in with the same District and Password. Now you are ready to use. On your Microsoft Office Apps, Tap Open to check One Drive storage, Tap + Add a Place to add and sync your files. Now you are ready to create new or edit documents, they will auto save to your One Drive.

3 Google Drive: Google Drive is a Cloud Based Storage System, stores documents, photos, videos, presentations, spreadsheets, PDF s and more. Google Drive accepts most formats including Microsoft, Google, Apple ios. Access anytime, anywhere, Access files from a desktop, laptop, tablets or phone. You also have the ability to edit personal or shared projects on Google Drive,a great tool when collaborating with others. Students; On your ipad, download the Google Drive App from Self Service. Staff, you will download the App from the App Store. On your desktop or laptop: Go to Google.com and sign in with your Google Account. Students will use their district provided Gmail, it looks like 123abc12@students. olatheschools.com. This will be required for students on the desktop & App. You will see your sign in at the top right. Click on the Waffle icon, 9 square icon at the top right > Click on Google Drive App. Note the menu on the left, My Drive, Shared with me, Google Photos, Recent, Starred, and Trash. Create a New Folder by clicking the Red NEW on left, you will be presented with a drop down to create a New Folder, Upload, or a quick access to the Google Suite of products. To Share a file with student, teacher, parent: Highlight the folder (blue) or file you would like to share > click or tap on the Person icon with a + sign on the top window menu > you can type in an address, or addresses, check to allow edit, or can view only. You can also copy a link to share via NOTE: Do not download Google Drive Sync Agent to Desktops or Laptops. The Sync Agent will cache (collect same items or make a copy and store in an inaccessible place on the hard drive) This will cause your computer to lag, freeze, or eventually crash.

4 Google Photos: Google Photos is a photo and video storage system that is an App and a Website. You have unlimited backup storage for photos and videos for free, up to 16MP and 1080pHD. It makes storing and sharing your media very simple. You can also create albums, collages, videos and animations from Google Photos. Photos and videos are stored in chronoligical order. Students; on your ipad, download the Google Photos App from Self Service. Staff, you will download the App from the App Store. On your desktop or laptop: Go to Google.com and sign in with your Google Account. Students will use their district provided Gmail, it looks like 123abc12@students. olatheschools.com. This will be required for students on the desktop & App. You will see your sign in at the top right. Click on the Waffle icon, 9 square icon at the top right > Click on Google Photos App. Backup and sync: Open App > click on the three lines in the upper left corner > tap settings > tap Back up & Sync. This is an automatic feature that will take place everytime you take a photo or create a new video to your Google Photos Drive. Create an Album: Tap Assistant + in the bottom left menu of Google Photos > Tap Alubum (red button) > Select Photos to add to your album > Tap Create > Name the Album > Edit or delete if needed > Tap check mark on top left corner. Albums will appear in the bottom menuy. Create a Collage: Tap Assistant + > tap photos to select > tap create > Edit, trash, etc. Create Animation: Tap Assistant+ > tap photos to select > tap create > all photos and videos selected will create an animation. Create Movie: Tap Assistant + > choose photos or videos > tap create > 3 choices along the bottom of the Movie, is to edit, add music, or videos. For a guided tour of Google Drive on YouTube, follow this link:

5 Dropbox: Dropbox is one of the most simple to use of all cloud storage. It gives you access to your files from nearly anywhere. Dropbox will sync your files automatically between all devices. You can install Dropbox on virtually any computer or mobile device. Dozens of apps integrate easily with Dropbox, too, making it highly versatile. For personal use, Dropbox works simply and effortlessly. Dropbox is free to download, but space is limited with 2GB of free storage space. Dropbox Pro with 1TB of space is $9.99 a month. With Dropbox pro you will get sharing and collaboration features which are not included in the free version. Step one: Start from a desktop or laptop computer; On your web browser, Go to > Click Get Dropbox Basic > Fill out the fields to Creat an Account > Click Agree to terms > Create an account (blue) The Dropbox application will install the client on your computer under your login. Students; On your ipad, download Dropbox from Self Service. You will need to create your own account, or a generic classroom account will need to be created and provided by your Teacher. Staff; you will download the App from the App Store. Login to your Account created from your desktop computer, all of your files will sync to your devices within minutes. Note: Do not download dropbox on a computer or device that you do not use regularly, as your personal data could be compromised. Go to the web and login to Dropbox.com to view and work remotely, then log out. EXTRA Cloud Storage Tip: 1Password is an Apple recommended cloud storage App for for all your passwords, notes, website logins, and more. This is a powerful and secure cloud storage that syncs between all devices. 1Password is a free App for ios and Android Devices. Download 1Password from the App Store. Students will download the App from Self Service. When you open the app, it ll ask you whether you d like to sync with an existing 1Password account or start a new one. If you re new to this app, select the latter.

6 Tap Create new vault. You ll then be prompted to enter a Master Password. This is the only password you will need to know to access 1Password on all your devices. You can access your 1Password account with your fingerprint if the feature is available on your device. If prompted for 1Password s newsletter, it is not necessary that you sign up. You will be given the choice to sync your data via icloud. If you use another cloud storage service, skip this step. You can always add accounts later. Tap Let s Go to begin. You will be brought to the Categories Page to begin, here you will find Login s, where you enter frequently visited websites or account pages. You can set up these sites to store login and password to frequently visited websites. Another category is Secure Notes, where you can also type up Passwords, notes, etc. If you have any questions regarding Cloud Storage on your technology devices, please submit a school dude ticket, we will be happy to help.

7