Google Drive Level 1-

Ease into the Driver’s Seat

Url for today’s class slideshow - https://goo.gl/64x9mV

Url for pre-class RRISD slideshow- https://goo.gl/JGCzCq

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What is Google Drive?

• Types:
• Document
• Presentation
• Spreadsheet
• Form
• Drawing
• Maps
• Sites

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• Drive Structure Document

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Advantages to Drive...

• 24/7 Access - Anywhere Anytime
• Computer Type/Software Doesn't Matter
• Auto Saving - No More Lost Work
• Everyone has the same document in real time
• Trackable changes
• Embeddable - make changes only once!
• Can recover previous versions of documents

• Create/ Upload
• Upload settings
• Share
• Label/ Organize

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http://goo.gl/55ly9r

Access Google Drive and Google Drive Settings

It is simple to use Drive — just visit drive.google.com or use the shortcut located in your Apps launcher, which can be accessed on the top-right corner in any Google app.

Store any type of file in Google Drive

When viewing Drive, the section of the window containing your files and folders is known as the Documents List. Any type of file can be uploaded to Drive and stored for later use, and some files can even be edited directly, without having to convert them to a Google Docs format.

The information below outlines the different file types that can be converted into a Google Docs editor format:

• For spreadsheets: .xls, .xlsx, .ods, .csv, .tsv, .txt, .tab
• For documents: .doc, .docx, .html, plain text (.txt), .rtf
• For presentations: .ppt, .pps, .pptx (.ppsx is not supported)
• For drawings: .wmf
• For OCR: .jpg, .gif, .png, .pdf

To learn about Drive and Office compatibility, check out this video.

Google Drive side navigation�Google Drive offers several ways to filter, view, and manage your files and folders. Filters located on the left-hand side navigation include My Drive, Incoming, Recent, Starred and Trash.

My Drive

Everything in your Google Drive that you have created, synced and uploaded, including files and folders, is located here. Any files or folders that you have manually moved into your My Drive account will also appear. You can automatically sync My Drive to the Google Drive folder on your computer.�

Team Drive�Members of a Team Drive share ownership of any files and folders ; If someone leaves the Team Drive, any files they added will stay ; You can still share files with a link or invite.�

Shared with me

Shared with me only lists files and folders that include your email address in their share settings. You will not see files with share settings set to “Anyone with the link” or “Public.” Instead, try searching your Google Drive.

Recent

Your most recently accessed files in Google Drive, including Shared files, are here. They display with the last file you opened at the top of the Documents List.

Starred

These are items that you have marked with a star. Use the Starred filter to access frequently updated files like school announcements or student anecdotal records. Also, it saves you time locating a file, especially when it is a collaboration in progress.

Trash

This is everything that you have placed in the Trash. You can only trash items that you own. Note: If you have shared an item with anyone else, it will also be deleted from their Drive. For items you do not own, you will only be removing your access; the item’s owner and all other viewers and editors will still have access.

Upload files to Google Drive

To upload files to Google Drive:

1. In the left-hand navigation menu, click the New button.
2. Click File upload to open Explorer on Windows or Finder on Mac and browse and select the items to upload.

Files that you upload but do not convert to a Google Docs, Sheets, or Slides format can be up to 5 terabytes (TB) each (there must be enough available free space in Google Drive to accommodate the size of the file or folder upload).

Benefits of converting uploaded files to Google Docs format

When you upload a file into Google Drive, you have the option to convert it to a Google Docs format. There are a number of benefits to converting files to Google Doc, Google Sheets or Google Slides format, including:

• Editing a file collaboratively
• Using add-ons within the doc
• Add-ons are apps built by third-party developers that give Google Docs more functionality
• Editing on your tablet or mobile device
• Converting text from images or PDF files into editable files
• Saving storage space (files in Google Docs format do not count toward your Google Drive storage quota)

You can enable the Convert uploads option found in Google Drive settings to automate the conversion process when uploading files.

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• Drive settings can be accessed in the top-right corner of the Documents List by clicking the gear icon.

Upload Folders

If you have your files organized in folders on your computer, the organization can be preserved by uploading entire folders to Google Drive including subfolders and files.

Your upload settings will also apply to folders that you upload. If you have opted to convert your files to Google Drive format, all files in a supported format and file size will be converted.

Upload a folder using Google Drive

1. Click New and select Folder Upload.
2. Select one or more folders to upload. (Press and hold Shift to select a contiguous list of multiple files, Press and hold Ctrl to select a random selection of files.)
3. A box that indicates the progress of your folder upload, as well as a list of the files being uploaded, appears in the bottom right of the Documents List.
4. When the upload is complete, click the link to open the folder in your Documents List or close the status window by clicking the X in the upper right corner of the box.

Share files in Google Drive

To share a file with an individual or group:

1. Browse your Documents List and select the file or files you want to share by clicking on them. The title(s) will be highlighted in blue.
2. Right-click on the file and click or click on the Share icon in the menu bar located at the top-right corner of the Drive window.
3. Under People, type the individual or group email addresses of anyone you would like to share the file with.
4. To the right of the list of names, select Can edit or Can view from the drop-down menu.
5. Click Send to send collaborators an email with a link to your file.
6. To change /transfer ownership of a file or folder, open Share settings and click the down arrow next to the person you’d like to assign ownership to.

This can only be done within rrisd domain.

Handy for changing team leads.

Note: If you would rather not notify people via email, click on Advanced in the bottom right of the screen. Another window will open up listing all collaborators. Deselect the Notify people via email checkbox and click Send. Collaborators will still be able to access the file(s) from their Documents List the next time they sign in by selecting the Incoming filter.

Folder/Doc Sharing

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• A single file or folder can be shared with 200 email addresses. If you need more than that, consider changing visibility to public, or use a mailing list instead of individual emails.
• Only 50 out of those 200 people can edit or comment on a document, spreadsheet, presentation, or drawing at the same time. Additional users will still be able to view, but will be restricted from editing and won’t be visible to others working.

• AUP reminder - RRISD AUP Info, RRISD Cyber Safety Info

• Logging out of Chrome

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Training for Google Apps Ext.

• Interactive Training and Walkthroughs, right within Google Apps
• Go to Chrome Web Store and search Training for Google Apps
• Search for the Training for Google Apps Extension and add it to Chrome

Extra Time:

• Forms
• Presentations
• Embedding

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• Forms Template resource - Don't reinvent the wheel!
• 32 Ways to Use Google Apps

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Drive safely!

Photo credits

... from the driver's seat | by Ben McLeod https://www.flickr.com/photos/benmcleod/523653908

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RRISD approved apps page