Institute Workshop
Let’s Drive –
Embrace the Journey,
Unveil the Destination
GOOGLE DRIVE�Definition: Google Drive is a cloud storage service by Google.�Purpose: Store, share, and access files from any device.�Features: 15GB free storage, integrates with Google Workspace.�
What is Google Drive – It’s your personal computer in the sky. Google Drive is a cloud-based storage that allows you to save files online and access them anywhere from any smartphone, tablet, or computer. Drive integrates with various apps such as Docs, Sheets, and Slides, similar to Word, Excel and Powerpoint. It keeps everything in one place without buying extra software. Q: How does your committee work on editing your bylaws or contribute to an important document? I assume if you want to work on a document together you would email the doc, redline it and email back to everyone, or you would place docs on usb drive – right?
With Drive –You can collaborate and contribute to files or documents with many ladies online.
What is cloud storage?
Cloud storage is a service model in which data is transmitted and stored on remote servers where it is maintained, managed, backed up – let me repeat that – and backed up. How many have lost info because your computer died or you forgot to backup or save a doc. Oh well too bad too sad, your information is lost or you lose time and money to retrieve the information. By using DRIVE you won’t have that worry as long as you have internet or wifi.
DO I NEED A GMAIL��
Do I need to have a gmail in order to use drive – no, but you have to have a google account.
How to create a google account without a gmail: https://youtu.be/gJpkRbNto7E
Space & Benefits
For Personal accounts: Each Google Account includes 15 GB of storage, which is shared across Gmail, Google Drive, and Google Photos. You can add storage - For $2 a month (or $20 annually), you'll get 100GB of storage to use across Drive, Gmail and Photos. You'll also get 24/7 access to a team of Google experts for your tech questions and emergencies via chat or email.
For google workspace which is what the State has - we get unlimited Google Drive storage. The basic Google Workspace Account costs $6/month comes with 30GB of storage. We get this free – Marybeth Jacobson a few years ago filed for a nonprofit grant from Google and they gave us the Google Workspace with added storage and personalized emails for free. Thank you Marybeth!
Bottom line benefits of using google drive.
1 – files are backed up.
2 – access files wherever you are.
3 – great search features
4 – you can work with others on the files.
5 – availability of apps that you may not have on your personal computer
6 – Can actually save space on your personal computer if you work on documents in the cloud.
Google for Desktop
Something worth mentioning, you can download Google Drive for Desktop - DRIVE FOR DESKTOP – TUTORIAL - https://youtu.be/jJ6UIlE4h88
If you want to work on files from your desktop, install Drive for desktop. Your files live in the cloud and you access them on demand. This frees up space on your computer’s hard drive, saves network bandwidth, and means less time waiting for files to sync. You can also make files in Drive available offline, and they’ll sync to the cloud when you’re back online – see video. (If you decide later to uninstall Drive for desktop, your Drive files won’t be affected. They can still be accessed from Drive on the web.)
Let’s Access �DRIVE
Let’s Drive - How to access Drive
Go to the Waffle – which is where all Google Apps are located. I want to point out the Help and Training Guides.
1. Go to: drive.google.com
2. Sign in with your Google account.
3. Explore the interface:
- My Drive
- Shared with me
- Recent
- Trash
How to: Upload a file to Google Drive
You can store any file in Google Drive: pictures, drawings, videos, and more. You only need to store a file in Drive on one device, and it will automatically be available on all your other devices. 3 easy steps to upload a file or folder.
Wait for the upload to complete.
Let’s Create Docs
Creating and Editing Documents
Go to the Waffle – which is where all Google Apps are located. I want to point out the Help and Training Guides.
1. Go to: drive.google.com
2. Sign in with your Google account.
1. Click: "+ New"
2. Select:
- "Google Docs" for documents
- "Google Sheets" for spreadsheets
- "Google Slides" for presentations
3. Edit your document using the tools provided.
4. Files are saved automatically.
CREATE & MOVE FOLDERS
Create folders
Any new folders you create in your computer’s Drive automatically appear on your devices so that you’re organized everywhere.
On the web: Open Drive.
Click Plus New and then Folder. Do the same for files.
Move files to folders – drag them
Right click to color code them.
Right click to share
Shared drives are shared spaces where teams can easily store, search, and access their files anywhere, from any device. Unlike files in My Drive, files in a shared drive belong to the team instead of an individual.
Shared with Me shows files and folders that you do not own, but that have been shared with you. You may have permission to view them, comment on them, or edit them. By clicking on Shared with Me in the left sidebar, you will see these files and folders.
After you share Google Drive files or folders, you can work on them with teammates or even people outside of your company
IT’S EFFICIENT TO SHARE
Share a file or folder with specific people and set access levels:
1. Select the file you want to share.
2. Click Share OR right click
3. Enter the email address you want to share with.
5. Choose to notify people. If you want to notify people that you shared an item with them, check the box next to Notify people. If you notify people, each email address you enter will be included in the email.
• If you don't want to notify people, uncheck the box.
6. Click Send or Share.
Stop sharing a file or folder you own:
• Find the file or folder in Google Drive, Google Docs, Google Sheets, or Google Slides.
• Open or select the file or folder.
• Click Share or Right click and Share.
• Find the person you want to stop sharing with.
• To the right of their name, click the Down arrow and Remove.
• To save changes, click Save.
PHONE UPLOAD & PREVIEW
Upload files from your phone or tablet
You can also use the Drive app to store files on your Android or Apple iOS device. (If you decide later to uninstall the app, your Drive files won’t be affected and can still be accessed from Drive on the web.)
1. Depending on your device, choose one of these options:
• Android phone or tablet: Tap Google Play .
• iOS devices: Tap App Store .
2. Find and install the Drive app.
3. Open the app containing the file you want to upload, tap Share, and then tap Drive.
Preview and download stored files on the web
To take a quick look at a Drive file, right-click it and select Preview.
In the overlay, you can:
Scroll down or up in your file.
Click Left arrow Back arrow or Right arrow Next arrow to see the previous or next file in Drive.
Open your file to edit it.