Course: Google Drive Episode: Introduction. Note-Taking Guide

Transcription

1 Episode: Introduction ü This course is designed to provide you with the skills needed for using the system called Google Drive. ü Google Drive is a resource that can be used on your,, or. ü When you sign up for a free Google you are automatically given access to the Google Drive service. ü During this course you will: Gain a for using Google Drive. Learn to use it. See how Google Drive with other apps d. Receive tips for it into your classroom ü Additional materials are provided to support you through this process, including: d. e. ü To participate in this course you will need: ü Though not necessary, it is recommended that you use Google s web browser called when using Google Drive on your computer. Google Chrome can be downloaded for free by visiting the website: ü If you are unsure whether you have a free Google account, check with your school or district s department. To create a new account visit: 1

2 Episode: Signing In Accessing Google Drive requires: To create a new Google account visit the website: If you already have a personal Google account, it s highly recommended that you create a separate account for life as a. Having separate accounts for personal and professional use helps to protect your information and. How to Access Google Drive 1. Visit the website 2. Press the blue button in the upper-right corner 3. Enter your and, and click the blue Sign in button 4. If after following these steps you are still having trouble signing in, please contact your or IT department 5. Once you are signed in, select the icon in the upper-right corner next to your account name 6. Click on the blue, green, and yellow icon 7. You are now in Drive, the free online provided by Google Whenever you are done using your Google account, it is recommended that you so other people, including students, don t have access to your files. 2

3 Episode: Drive Overview Google Drive is the storage location for all the files you have within your Google account. These include files that have been with you, or documents, spreadsheets, and presentations that you have yourself. How Google Drive Works On a traditional computer, your files are directly on the hard drive of the device. With Google Drive, your files are stored on Google s computers, and your connection allows you to access them. Every time you make a to a file, it is automatically on Google s remote computers. Google Drive is accessible on any device with an connection, including: Google Drive allows you to store files other than those create by Google apps, including: Many of these file types can also be and within Google Drive. Using Google Drive After opening Google Drive, you will notice that files are displayed in view by default. Any you have in your account will be displayed across the top of the page, and are indicated by a small icon. Your files are listed below the folders, with color-coded icons indicating different file. 3

4 Episode: Drive Overview o Blue o Green o Orange o Red Selecting the view icon in the upper-right corner of the screen allows you to view more files at one time. o List view also allows you to see the of each file and when it was last on. Selecting the View details icon in the upper- corner provides additional information about each file, including: d. e. f. g. Clicking the options icon in the upper-right corner displays the following choices: d. Use the feature located at the very top of the page to quickly locate the files you are looking for. 4

5 Episode: Incoming, Recent, & Starred ü Google Drive offers additional ways of viewing files, which can be accessed along the side of the screen. Note that these are the same files you viewed before, just in different ways. My Drive This is a collection of all the in your Google account, which can be viewed in the of the screen. Clicking the icon next to the words My Drive allows you to see a list of your, which are also visible in the middle of the screen. Clicking the words at the top of the screen displays additional options, including: d. ü Incoming These are files and folders that someone else has with you. Recent These are the same files as in My Drive, but organized by when they were last. Starred These are files that you have marked as. Trash This is where you can see files that you have. Files in the trash will remain there until you click the file once, and select the option to located near in the upper-right corner. A file can be brought out of the trash by selecting it and choosing in the upper-right corner. To permanently delete all of the files, click the word Trash in the upper-left corner, and choose. 5

6 Episode: More Actions Google Drive allows you to create files and folders by clicking the button in the upper-left corner. Uploading Files to Google Drive This allows you to access the files you upload on any device with an connection, including: There are two ways to upload a file: 1. Select the New button, choose, and then locate the file. 2. Simply and the file into your browser window. The phrase will appear in the lowerright corner of the window. o If uploading a Microsoft Word file, the letter will appear, indicating that the file has been converted into a Google Doc so that you can work with it. New files can also be created using additional Google, which is covered later in the course. 6

7 Episode: More Actions When a file is selected in Google Drive additional menu appear in the upper-right corner of the screen. Get Link Clicking here allows you to get a link to the address associated with the file. This link can then be so that others can view the file. Share & Preview These two options are covered in later of this course. Remove This option places the file in the. More Actions Move to Add star Rename d. View details e. Make a copy f. Download 7

8 Episode: Preview ü The preview mode in Google Drive allows you to quickly view the of a file without having to open it. Some file may not open in Drive, but the preview mode allows you to at least get a look at them. ü Viewing Files in Preview Mode To view a file in preview mode simply the file while in Drive. o Note that preview mode will only activate if the file not was created using one of s apps (Docs, Sheets, Slides, et). You can tell when you are in preview mode by the dark translucent and the that appears along the top. Preview allows users to and files in Drive, but not work on them. are located on the right and left side of the screen, which allow you to move easily through your list of files. The of the file is visible on the left end of the preview menu bar. In the center of the preview menu bar are the words, which allows users to open a file using a third-party app. Also in the preview menu bar are the options to: d. e. f. g. h. 8

9 Episode: Apps ü Google Drive offers access to several additional made by Google and other companies that allow you to and on different types of files. ü Connecting Apps to Google Drive 1. While in Drive click the red button labeled. 2. Scroll down to the bottom of the menu and select the option, and then choose more. 3. A list of available will appear on screen. 4. Select the word in the upper-left corner, and choose to help narrow down the apps that appear. 5. After choosing an app that seems interesting, you ll notice a new window appears offering the following information: A general of the software. of the software and short about it. The number of times the app has been and the average number of the app has received. d. The number of the app currently has. e. At the bottom are user that provide more details about the resource. 6. If you are interested in trying out the app, click the blue button in the upper-right corner, otherwise press the backward in the upper-left corner to return to the list of apps. ü Using Connected Apps 1. To open a connected app, select the red button while in Google Drive. 2. Choose and select the app you would like to use from the list that appears. 9

10 Episode: Apps 3. The first time you open an app, you will be asked to give it to open files in your Google Drive account, click. 4. The app should now open in a new. ü Each app will be a little bit different and offer its own unique set of and. Most apps will automatically your work to Google Drive, helping to keep your work in a single location. ü Clicking the App icon in the upper-right corner of Google Drive will display a separate set of that can be used outside of Drive, but are not part Drive itself. ü Feel free to try out different apps, you can always them if you don t end up finding them useful. 10

11 Episode: Settings ü The settings for Google Drive can be adjusted by clicking on the icon in the upper-right corner of the window. ü Manage Apps Settings Any connected to your Google Drive account will appear here. In blue at the top of the window is the option to. To remove an app click the word and then choose from Drive. o Note that removing an app may result in you not being able to open created by that app. o Google s collection of apps (Docs, Sheets, Slides, Forms, and Drawings) can not be from Drive. ü General Settings It s recommended that you leave the option to selected, as this will automatically convert Microsoft files into a Google when they are uploaded. The option to change the settings is also provided. Changing the adjusts the way your files are listed in Drive. 11

12 Episode: Offline ü Google Drive allows you to download a of your Google docs, sheets, slides, and drawings so you can work on them when you don t have an connection. Other file types including Google forms, PDFs, and images can be, but not using this offline feature. ü It s important to note that you must be using the Google web browser in order for the offline feature to work. ü Making Files Available Offline 1. While in Google Drive, select the icon in the upper-right corner. 2. Choose the word from the menu that appears. 3. In the General settings, click the box next to. 4. Your will now be available offline. ü Any you make to files while offline will be updated to your Google Drive account the next time you sign in. ü Downloading Google Drive to your Computer You can also work on files offline by a copy of the Google Drive program directly onto your computer. This program creates a Drive on your computer and automatically saves a copy of your Drive files there. 12

13 Episode: Folders ü Using folders is a useful way to your files, making it easier to find exactly what you are looking for. ü Creating a New Folder 1. While in Google Drive, click the red button. 2. Choose, which is the first option listed. 3. Enter a for your folder, for example Science. 4. Click. ü Adding Files to a Folder 1. Expand the My menu on left by clicking the next to those words. 2. Locate the you wish to move in the middle portion of the OR screen, and them into the desired folder listed on the left. 3. You can move several files at once by and the mouse over them, and then placing them in the folder. 1. Select a you wish to move. 2. Click the More icon in the upper-right corner of the screen. 3. Choose the to option. 4. Select the you want from the list provided. 5. Click. ü Tips for Organizing Files and Folders Use folders to group materials. code folders by: 1. Right-clicking on a. 2. Choosing. 3. Selecting the of your choice. Use the feature to mark files and folders as important. 13

14 Episode: Sharing & Permissions ü One of Google Drive s best features is the ability to files and folders with others. Using this feature keeps one of a file, but allows people to work on it, even at the same time. ü How to Share a File 1. While in Google Drive, choose a you wish to share. 2. Choose the icon of a in the upper-right corner. 3. The following options will appear: Get a to the file, which can then be shared via, a website, a blog, or. Enter the addresses of the people you want to share the file with and type a short to send them. It s important to note that files containing student data should only be shared with: ü Permission Settings The following allow you to control what others can do with a file. Can edit Can comment Can view You can go back and permissions after you share a file by: 1. Choosing the specific you wish to change the permissions for. 14

15 Episode: Sharing & Permissions 2. Selecting the icon in the upper-right corner. 3. Clicking in the lower-right corner of the Share window. 4. Making your desired changes, including people from having access to the file by clicking the X on the right side. ü Note that once you share a file with others, regardless of the permissions you choose, a of the file can still be created. 15