Introduction In the course we will discuss what a Google Drive is, what kind of applications they contain, and how we can work smarter. We will discuss how to start Google Drives, How to access the drives. Setting Security on Drives. Sharing drives. Adding a drive to Gmail. Using keyboard shortcuts on drives. Saving Images to a drive We will look at some specific features of drive Apps, such as collecting data from surveys, using forms. How to set up revisions and history in a Google Doc. Note: This is not a comprehensive look at each application, such as Google Docs, sheets and Slides, although we will introduce some of the applications. What is Google Drive? It is your own hard drive that follows you everywhere you have internet access. Google Drive allows you to share documents, images, spreadsheets, slides, forms, surveys, and other apps with other people. Like SharePoint, you can have multiple people work on one file simultaneously, keeping track of changes, rolling back to a previous version and restricting who has access and how much. Note: Everyone has an introductory storage of 15 GB. Google Docs do not count against storage. Access Google Drive There are multiple ways to access Google drive. 1. Enter drive.google.com in the URL. 2. Alternatively, Click on the Google App box on any Google app (i.e. Gmail, Calendar, etc.) 1
3. Select drive from the Applications list. Add a Second Account You may have multiple Google accounts, such as one for work and one for personal use. You can toggle between both accounts. 1. On top, right click on your other account (i.e jcvumdtest@gmail.com). 2. Switch back to your original drive (i.e. jvice1@umd.edu). 2
Creating and Loading Documents in My Drive The first purpose of Google Drive is to create and upload documents you will be working on both on-line and in the cloud. 1. Click on the Google Apps button To launch My Drive. 2. Right Click on the My Drives button. From this menu, you may create folders to hold a group of documents upload an existing folder or document or create a new document, sheet or slide. We will start by creating a folder for the class documents. 3. Click on New Folder. 4. Enter Google Class for the New Folder name. 5. Click the Create button. 3
6. Double-click on the new Folder (i.e Google Class). 7. Right Click on My Drive. 8. Select My Drive/Google Docs/Blank document. 9. Type some text (i.e. This is a test) 10. Click on the Untitled Document header on the top left of the screen. This is a test is entered automatically. 11. Return to the My Drive Google Drive tab. 4
Upload an Existing Document to Google You may wish to bring an existing document, such as a Word Document, into your Google drive in order to share with other Google Drive members. 1. Enter the Google Class Folder. 2. Right Click on My Drive. 3. Select Upload Files. 4. Select a file from a drive. (i.e. DriveBlurbs.docx) 5. The selected file automatically converts to a Google Document in the Google Drive folder you have navigated. Notification of a successful upload appears on the bottom right. Create a Team Drive Now that you can create and upload documents, you can make them available for editing with other users. 1. Right-Click on Team Drives. 2. Select New Team Drive. 3. Name the Drive Test Team Drive. 4. Click Create. 5
Add Members and Files to a Team Drive 1. Select the hyperlink under Add Members. 2. Click on Add names or email addresses and add users to be able to access files on this drive. 3. Click on the Full drop down menu. Each user can have Full access: By default, people can manage members, and upload, edit, move, or delete all files. Edit access: Edit all files and upload new files. These people cannot move or delete files. Comment access: Can only comment on all files. View access: Can only view all files. 4. Click on Learn More 6
The Google Help explain in more detail the actions, performed with Adding Members. 5. Click on Manage of Remove Members drop down menu. View instructions. 6. Close Share files with Team Drive tab. 7
7. Click on Skip sending notification. This is for test purposes; we do not want emails going out to users in class. 8. Click the Add button. 9. Right-Click on My Drive. 10. Upload various documents types to the team drive. Share File You may want to share just one file and not create a working directory. 1. Select a file you wish to share. Note the highlighted toolbar created upon file selection. 2. Click on the Share button. 8
For each person you select from Enter names or email addresses, you can use the drop down list for Link sharing for edit access, comment only or read view. Search Drive You can locate any file stored on your google drive. Files are shared, modified, downloaded or deleted. 1. Select the More search tools hyperlink. 9
You can search for files by the file type, where they are located, who the owner is and when the modification date. You can search for data within the file, such as searching for the word drink in a document titled company picnic. You can search with just part of the file name, without having to use wildcard characters or search codes. Attach Drive Files to Gmail Unlike traditional attachments where you first have to upload an attachment, attaching a file through Google Drive does not require you to re-upload the file. The file size limit does not apply since when using an email receiver link. 1. Compose a new Gmail Message. 2. Click on the Insert files using drive icon. 10
3. Choose the file you wish to attach to the outgoing Gmail. Note: You can select it as an attachment or as a drive link. You can search for the file. 4. Click the Insert button. Using Keyboard Shortcuts Google Drive allows you to use keyboard shortcuts for navigation right in your web browser. 11
Tips and Tricks Use Forms in Google Drive You can create forms to help you collect data; whatever information inputted into the form will automatically compile into a Spreadsheet document. 1. Click on the New button. 2. Select More, Google Forms, Blank Form. 1. Enter a title for the form, and create a question. 2. Click the drop down Multiple-choice menu. 12
You have many options or ways to collect data. You can use textboxes, checkboxes, multiple choice, lists, scales and grids. Once you have created the form, you can easily share it with other people by providing a direct link to the form or sending it to their email. Add additional questions by selecting the Add Other link. 13
3. To add more questions to the form click the + sign on the menu bar to the left of the Multiple Choice drop down menu. 4. Click on the Preview button on the top right. This view displays how the form will look to the users. 14
Once the form is filled, the results will be automatically and conveniently compiled into a spreadsheet. Google Drive s spreadsheet works similar to Microsoft Excel where you can calculate values and use mathematical formulas. View Files The default setting is icon view, switching to list view provides more functionality. 1. Click the list view button. Icon View List View View Details Google allows for the viewing of all activities surrounding a file as well as details about a file. 1. Select the View Details button of the toolbar. 2. Select My Drive. 3. Click on the Activity tab. 15
The Activity tab provides a history of all changes for the personal google drive. 16
Select one of the listed files. 4. Click on the Details tab This view provides property information about the selected file, such as location, owner, and size of file, last modifier and creation date. Add Ons The tools listed below can all be accessed from the add On tab in any open file. Easy Bib create bibliography. Lucid Chart Fancy diagrams. Translate translate documents in other languages. Thesaurus URL Shortner 17