Google Drive Basics, Tips and Tricks

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Jonathan Frye

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Why use Google Drive?

1. There is unlimited storage.
2. It is packaged with awesome collaboration features.
3. There is no need to save your work because it automatically saves for you.
4. You can easily share documents.
5. You will increase efficiency and engagement.
6. You can access files from any device.

Objectives

• At the end of the session, the learner will have knowledge pertaining to...
• Creating files
• Accessing files
• Organizing/Naming files
• Uploading Files
• Converting Microsoft Files
• Sharing files with specific people
• Sharing files as a link
• Creating and Managing Folders in Google Drive
• Sharing a Folder in Drive
• Searching and Filtering File locations

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Accessing Drive

There are several ways to get to Drive:

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1. Go to drive.google.com
2. Apps Launcher

Understanding Google Drive

My Drive - Everything that you have created, synced and uploaded and the files you added to your Drive from Shared with Me.

Shared Drives - Everything you create in this drive is automatically and collectively editable by everyone else in the Shared drive.

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Understanding Google Drive

Shared with Me - This is where you see all of the files that other people have shared with you. Remember that you can not organize “Shared with Me”.

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Understanding Shared With Me

• When something is shared with you, you will find it in Shared with me
• Always Add to My Drive files that are important to you.
• There is not a way to organize “Shared with me”
• When adding to your Drive, select the folder you want to add it to.
• To add to your Drive, click once on the file to select and then click the Add to my drive icon. Click on organize and select the folder to add it to.

Understanding Google Drive

Recent - Shows what you have opened lately.

Starred - This will show you only the folders and files that you have starred

Trash - Everything that you’ve placed in the trash. You can only trash items that you own. It will stay there until permanently deleted.

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Creating in Google Drive

Folder - This tools creates folders.

File upload** - Use this item to upload files to your Drive one. See next slide for Microsoft conversion.

Folder upload - Use this item to upload an entire folder.

Google Docs - It is similar to a Word document.

Google Sheets - It is similar to an Excel spreadsheet.

Google Slides - This is similar to PowerPoint slideshows.

More - Click here to get to additional applications, such as Forms, Drawings and Sites.

Converting Microsoft to Google before Uploading

1. Go to the “gearbox” (upper right)
2. Go to “settings”
3. Click box in “Convert uploads”
4. Click “Done”

Sharing Files (and folders)

When you share a file with other people, you choose what they can do with the file. You can always change your mind or stop sharing completely. Choose if others:

• Can edit: Others can make changes and share a file with others. The default for sharing with specific people.
• Can comment: Others can view and comment on a file but not make changes. You cannot comment on a folder.
• Can view: Others can open a file but not change it or comment. The default for link sharing.

Sharing with Specific People

• Click New and Google Docs. Give it a name in the top left. Type something in your Google Doc. At the top right, click Share.
• Under “People” in the “Share with others” box, type the email address of the person you want to share with. Tip: Search for contacts by typing a name in the box.
• To choose if a person can view, comment, or edit the file, click the Down arrow next to the right of the People box.
• Click Done. The people you shared with will get an email letting them know you’ve shared a file or folder.

Sharing with a Link

• Select the name of a file or folder.
• At the top, click Get shareable link.
• In the corner, make sure the switch is green and to the right. A file link will be copied to your clipboard.
• Paste the link in an email or any place you want to share it.
• To change whether a person can view, comment, or edit the file, click Sharing settings.

To stop sharing a file:

• At the top, click Get shareable link.
• Next to Link sharing on, click the switch to turn it off.

To share publicly beyond BCPS

Sharing a File or Folder within BCPS

• Click a file or folder.
• Google Drive: Can right-click and choose Share.
• Google Docs, Sheets and Slides: In the top right, click Share.
• In the top right of the “Share with others” box, click Get shareable link.
• Next to “Anyone with the link,” click the Down arrow.
• Click More…..
• Select “On - Anyone at BCPS with the link” Anyone can open the file when logged into their Klein Google Account if they have the link.
• Click Save.
• Choose what level of access people with the link have: view, comment, or edit.
• Click Done.

Organizing Your Drive

Are you a “file” person or a “pile” person?

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How do you organize info on your computer? By year? By topic?

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1. Use colors, folders and stars.
2. Naming order in Google:
1. Symbols (#, !, %, “, etc)
2. Numbers (001, 002 ,003, etc)
3. Letters (A,B,C)
4. Folders before Files

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Organizing Your Drive using Color and Naming conventions.

Organizing Your Drive

Use colors!!

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Right-click on a folder to�change the color.

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Searching

Identify items by stars, to make them easy to find.

Right-click on a file and select�“Add star”.

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Then, click on

Searching by Filter

What Other Questions Might You Have?