Delve Into Google Drive

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Vicki Anderson, Presenter

Todd DeSando, Moderator

Google for Education Certified Trainers

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Expectations & Norms

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• Find your mute/unmute button
• Turn off/on your camera
• Use the chat to ask a questions or find links to resources
• Change the layout if you prefer another view
• Play along with examples, it’s ok if you get stuck
• Practice switching tabs

bit.ly/DriveWksp

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Delve into Drive

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Vicki Anderson, M.Ed.

Google for Education Certified Trainer

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G Suite & Chrome Login

• Sign into your Chrome profile to sync across devices
• Be sure to turn on sync

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Tip for Managing Multiple Accounts: If you have another Google account, use the “Manage People” feature so you can keep accounts separate but still switch easily between them.

“Apps Launcher” (waffle button or Rubik’s cube) - lets you access all of the Google Apps services.

Tips on Viewing the Session

Jump between tabs:

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Or try the Dualless extension for Chrome to split your screen for you!

Split your screen manually:

Add a new tab

Overview of Google Drive

Google Drive: Menu (top-right)

Ready for offline use

Support

Grid / List view toggle

G Suite profile ID

Share settings

Drive settings

Apps launcher

Copy unique URL

Preview (overlay)

Quick launch sidebar

Info: view details

Delete / Remove

More Actions

Google Drive: Folder Customization

Right click for folder customization options (see also “More actions”). Similar options exist for specific documents.

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Notice that menus change based on where you click (folder, document, empty space, etc.).

Google Drive: Folder Organization

Ways to move files & folders:

• Click and drag within content pane
• Click and drag to left collapsible navigation menu
• Open and “Move to”
• Right-click → Move to

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Click and hold “Ctrl” when a location is

selected to add document to another

folder instead of moving it.

Google Drive: Sharing Settings

Sharing from a private doc:

Altering permissions:

Updated 4/30/2020

Google Drive: URL Share Settings

• Advanced sharing settings let you edit access for specific users or URL
• Click here to get a shareable link without sharing to specific people
• Choose sharing settings
• Can people with link view or edit?
• Who can view it (people in district or outside)
• Gives you the option of sharing outside of the district domain

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Updated 4/30/2020

Google Drive: Shared with Me

When files are shared to you, you may choose to add them to your Drive.You can even organize them into folders!

NEW: Add shortcuts to your Drive!

Do not try to clean up “Shared With Me.” It is a view, or filter, not a folder.

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Tip: RECENT and STARRED are also filters.

Google Drive: Other Settings

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• Allow Google to upload Microsoft Office files to Google Docs format
• Enable Offline access to documents on this computer (or tablet/mobile device)
• Built-in Google Translator to view Drive in another language
• Change density of files to your preferred view

Google Drive: Tips for Success

• Emoji and punctuation marks for alphabetization
• Sharing folders - manage unique permissions
• “Add to Drive” - move shared files into your Drive
• Star important documents and folders for quick access
• Explore your menu options & use keyboard shortcuts
• Create a playground!
• Remember you have unlimited storage!
• SHARED DRIVES -- best practices

Shared Drives are not the same as “Shared with me” files/folders!

The navigation pane will always tell you where you are in Drive.

Don’t forget the SEARCH options!

Overview of Google Docs

Click for access to the practice/ info doc

Google Docs: Collaboration and Accountability

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Naming conventions allow for Switch modes for

easy document organization different purposes

and make docs easier to find

Link Sharing allows you to share

without typing specific names

NOTE: Much of what we’ll talk about with Docs applies to all Google document types!

Google Docs: File Menu

• Make a copy
• Organize location in Drive
• Convert to other format
• Email without opening Gmail
• Make available offline
• Publish to the web
• Page size

Revision History- Access from all changes saved button or the file menu.

Google Docs: Insert Menu

• Insert images from multiple sources: including Google Search (find images labeled for reuse)
• Use single-cell tables as answer spaces for students!
• Drawings (create within the doc or pull from Drive; includes Word Art)
• Header/footer, page numbers, and more!
• Equation editor
• Bookmarks & Table of Contents

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Google Docs: Table of Contents

Use Headings Styles to create table of contents and/or Document Outline (under View menu).

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Google Docs: Tools Menu

Explore Tool: Built-in Google search bar. Filter by images, web results, quotes, etc. Drag and drop content into the Google Doc - citation automatically created as a footnote.

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Other useful features:

• Spell check & dictionary
• Compare documents
• Voice typing
• Translator using Google Translate
• Preferences & accessibility

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Google Docs: Commenting

• Comments can be added to the doc and be visible on the side of the doc or in a comment thread.
• Tasks can be assigned in Comments.
• Users can reply to comments or resolve them if issues are corrected.
• Suggesting mode adds even more features!

Google Docs: Useful Add-ons

• DocTools: A set of single-click tools to change case, highlight text, sort tables and lists, spell numbers, and more
• EzNotifications for Docs: ezNotifications will let you be notified of changes in a Google Document. You will be able to activate notifications in any Google Document to receive an email with list of people who made changes.
• Workflows: Use Letter Feed Workflows to automatically send out emails and gather the approvals you need quickly. You’ll be notified immediately when it’s approved.
• Template Gallery: Browse a large gallery of professionally designed templates, including calendars, schedules, invoices, time sheets, budgeting tools, letters, resumes, financial calculators, and more.
• More Fonts: Quickly access and use thousands of fonts from the Google Fonts collection in your documents.

Google Docs: Templates

• Find templates using the arrow options under CREATE in Drive or in the Docs app.
• Public templates for many purposes also available in a searchable format at https://drive.google.com/a/g.npd117.net/templates?view=public

Google Docs: Collaboration Benefits

• Real-time collaboration on a “living” document
• Revision history - monitor all changes made to the Doc
• You can even name different versions!
• Restore previous versions - don’t lose important work!
• Can be used for agendas, meeting minutes or group work
• Can be embedded or attached in multiple platforms
• Give suggestions without modifying the document
• Make the document as public or as private as you want

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Overview of Google Sheets

Google Sheets: Filter & Sort

Filtering Sorting

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Filter out all results except the ones you want Sort results in a particular order, and by multiple criteria

to see

Google Sheets: Format Cells

Change the way data is formatted depending on what you’re trying to display:

• Numbers (specific decimals)
• Percentages
• $
• Date
• Time
• Duration

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Text wrapping - ensures cells with a large amount of text do not make the cell too wide

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Conditional Formatting - If certain data appears in a cell, the cell can change formatting (e.g. If a score below 3 is entered, the score will turn red).

Google Sheets: Functions

Popular formulas to use when collecting/analyzing student data:

• SUM - Adds the numbers in a range
• AVERAGE - Averages the numbers in a range
• MODE - Finds the mode of a range of numbers
• COUNTIF - Counts the specific # of instances in which a certain value appears
• COUNTA - totals the number of values in the range

Find the percentage correct:

=SUM(range)/total points possible

Formulas (auto-format or write them yourself)

=function name(range) → Yields a result

Example: =SUM(D2:D7) → Yields the sum of cells between column D, row 2 and column D, row 7

Google Sheets: Protecting Data

Protect certain cells in a range or the entire spreadsheet

• Contributors will not be able to delete/edit the protected ranges/sheets
• Exceptions: select specific ranges that contributors can edit. All other cells will be protected.

Add Sheet pages at the bottom left.

Google Sheets: Charts & Graphs

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Select the data range you want to analyze

Select “Insert Chart” and use the Chart Editor to customize the appearance of your chart, modify and customize the way the data is displayed

Overview of Google Forms

Google Forms: New Forms

In Google Forms, the question builder and the responses tab appear next to each other in separate tabs

Customize the color palette, select from an extensive list of themes or upload an image to display in the background.

Find Add-ons to use with your form

Preview your form

Google Forms: New Forms

Add a title and description above or below questions/content

Add a question to your form. You can select from various question types.

Insert an image from your computer, Drive, search Google images or take a webcam photo.

Insert a YouTube video. Paste a link or search by keyword

Create a new section for your form. Once you have created different sections, respondents can go to different sections based on their responses.

Google Forms: Go to Section

Respondents can be directed to different sections based on how they respond. For example, if teachers are signing up to volunteer for a series of events, they can be directed to different sections with separate questions for each event. That way, you don’t need to create multiple forms for each event. Make sure you have created the separate sections first.

Make question required.

Duplicate or delete a question.

Google Forms: Security & Settings

Select custom settings depending on your preferences. Do you want to collect respondents’ usernames or get anonymous results?

Can respondents edit and resubmit their responses?

Do you want them to see a summary of all respondents’ results?

Google Forms: Form Options

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Getting a pre-filled link will allow you to fill out part of the form and send that partially completed form to specific respondents.

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If you plan to create the form with the help of someone else, add them as a collaborator. Sharing the form link or sending the form to them will not allow them to edit the contents.

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Search Add-on to use within your form (Add-ons work within a Google App to enhance the features).

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Google Forms: Useful Add-Ons

• Form Publisher: Creates a mail merged Doc or Sheet automatically when a form is submitted. Create a customized template in advance, then mail merge the form results on top. The merged document can be emailed to respondents and saved in your Drive.
• Choice Eliminator: Set a limit on the number of times a respondent can select a particular option in a multiple choice or checkbox question. Once the maximum has been reached, the option will disappear from the form. Great for signing up for time slots!
• Doc Appender: Take Form results and export them into a Google Doc to maintain a running record.
• Email Notifications for Forms: Respondents receive a confirmation email with their form results automatically.

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Google Forms: Viewing Results

See a summary of everyone’s results or by question or individual

View spreadsheet of results

Turn on and off responses

Overview of Google Slides

Google Slides: Collaboration Features

Slides has many of the same useful features available in other apps:

• Share button & “get a shareable link”
• See Revision History - monitor contributions/restore revisions
• Email as an attachment - opens up in a Gmail message
• Tools Menu - research, spelling and define toolbar for searching within the presentation
• Comments - Insert a comment to provide suggestions

Google Slides: Multimedia Content

Insert Menu:

• Insert images from a variety of sources
• Insert a Video from YouTube or Drive
• Insert shapes, lines, tables, and text boxes
• Import slides from another slideshow and even link them to stay updated
• Add an animation to make a particular object or text box move
• Add suggestions with comments

Google Slides: Creative Presentations

Educators and students can benefit from creating more aesthetically pleasing presentations.

Slide Menu:

• Upload an image to serve as the background
• Rotate between different layouts for variety
• Use a theme with vibrant colors Slide Transitions
• Apply a transition between slides Slide Transitions

Layouts

Google Slides: Customize Images

Select text or images and format them without ever leaving your slide presentation.

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• Customize the way the text on a slide is formatted
• Crop images to fit your slide correctly (also works if you double click on the image and drag the corners to the desired size)
• Select Format Options to recolor the photo, adjust the transparency, brightness and contrast
• Reset if you want to start over
• Videos also have format options!

Google Slides: Presenting

Choose to present slideshows with or without speaker notes.

• Speaker notes - allows you to practice reading through your presentation speaker notes while the full-screen presentation transitions between slides in another window
• Audience Tools: In presentation mode, you can allow participants to ask questions. Those questions can be presented to the audience and voted on or discussed more in-depth.
• Presenter Tools ⇓

Google Slides: Publish to the Web

You presentation can be published to the web for easy audience viewing:

• Decide how often you want slides to auto-advance
• Determine start/restart settings
• Access an embed code to embed the presentation on other webpages
• Require a login for people to view

EVALUATE THE SESSION!

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Curious about other G Suite apps that work with Drive? Click on the image to visit this informational Google Drawing, explore my website, visit EdTech Team and sign up for more classes!

Contact me:

Vicki Anderson

Vicki@ReconTECHtualize.com

bit.ly/ReconAZ

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For more of my materials, visit:

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Please evaluate our session!

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Vicki is a Google for Education Certified Trainer, certified G Suite Administrator, Instructional Technology Coach, ASU Academic Associate, EdTech Team presenter, and enthusiastic advocate of innovative education.