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Table of Contents What is Google Drive? .................................................................................................................................. 2
How to Access Google Drive ......................................................................................................................... 2
Google Drive Window ................................................................................................................................... 2
Google Drive – Viewing Files ......................................................................................................................... 3
Preview Window ........................................................................................................................................... 3
Open in Editing Software .............................................................................................................................. 4
Downloading File .......................................................................................................................................... 4
Printing .......................................................................................................................................................... 5
Share File from the Preview Window ........................................................................................................... 6
To Add Star ............................................................................................................................................ 6
To Remove Star ..................................................................................................................................... 6
To Rename File ...................................................................................................................................... 6
Google Drive Window Settings ..................................................................................................................... 7
Viewing Google Drive .................................................................................................................................... 8
Sorting ........................................................................................................................................................... 8
Changing your Settings ................................................................................................................................. 9
General Settings .......................................................................................................................................... 10
Managing Apps ........................................................................................................................................... 10
Keyboard Shortcuts ..................................................................................................................................... 11
Viewing Details on Files or Folders ............................................................................................................. 12
Details on Folder ..................................................................................................................................... 12
Details on Shared Folder ......................................................................................................................... 12
Details on File .......................................................................................................................................... 13
Details on Shared File.............................................................................................................................. 13
Changing Color of Folder ............................................................................................................................ 13
Uploading Files ............................................................................................................................................ 14
Method 1: Drag and Drop ...................................................................................................................... 14
Method 2: Upload Files Using Google Drive .......................................................................................... 15
Uploading Folders ....................................................................................................................................... 16
Method 1: Drag and Drop ...................................................................................................................... 16
Method 2: Upload Folder through Google Drive (Using Chrome) ......................................................... 17
Sharing Files and Folders in Google Drive ................................................................................................... 18
Creating a Folder in Google Drive ............................................................................................................... 20
To Remove or Delete a File ..................................................................................................................... 20
To Recover Deleted File .......................................................................................................................... 21
To Search for a File ...................................................................................................................................... 22
Google Drive Extension ............................................................................................................................... 23
Google Drive Applications ........................................................................................................................... 24
Google Docs ................................................................................................................................................ 25
Opening Document in Google Docs from Google Drive ............................................................................. 25
Method 1 ................................................................................................................................................ 25
Method 2 ................................................................................................................................................ 25
Creating a New Document from Google Drive ........................................................................................... 26
To Name Document .................................................................................................................................... 26
Naming Documents .................................................................................................................................... 27
Sharing a Google Doc .................................................................................................................................. 27
Advanced Options when Sharing ........................................................................................................ 28
Opening a Shared Document from an Email Invite .................................................................................... 29
Editing a Document ..................................................................................................................................... 29
Google Sheets ............................................................................................................................................. 31
Opening Spreadsheet in Google Sheets from Google Drive ....................................................................... 31
Method 1 ................................................................................................................................................ 31
Method 2 ................................................................................................................................................ 31
Creating a New Sheet from Google Drive ................................................................................................... 32
To Name Sheet ........................................................................................................................................... 32
Creating a New Spreadsheet from Google Sheets ..................................................................................... 33
Sharing a Google Sheet ............................................................................................................................... 34
Advanced Options when Sharing ........................................................................................................ 35
Opening a Shared Sheet from an Email Invite ............................................................................................ 36
Editing a Sheet ......................................................................................................................................... 36
Review History of Document ...................................................................................................................... 37
Restore to Previous Revision .............................................................................................................. 37
Creating a Google Form .............................................................................................................................. 38
Naming a Form/Adding Questions ...................................................................................................... 39
Headers/Page Breaks/Images ............................................................................................................. 40
Adding Video/Editing Form ................................................................................................................. 41
2
Using Google Drive
What is Google Drive? Google Drive is an online storage system allowing you to store your files to access from anywhere.
Google also has a multitude of apps, such as Docs (word processor similar to Word), Sheets (spreadsheet
similar to Excel) and Google Slides (presentation tool similar to PowerPoint) which are integrated
directly into Google Drive and allow you to create, edit, and share your files. These documents can be
created directly from within Google Drive. In addition, you can upload your documents created from
Office and convert them to the relevant Google format and edit them online.
How to Access Google Drive 1. Log into your Gmail Account
2. Click on the App Launcher icon
located in the upper right corner
3. Click Drive
Google Drive Window Once you are in Google Drive, you will see the following screen. If you do not have any files shared or
currently stored, no files will display under Name.
3
Google Drive – Viewing Files
Double-click on the file you want to view. (If the file is in another folder, double-click on the folder and
you will see all the files in the folder.) The file will now open in a Preview Window.
Preview Window
From Google Drive, you can then print, open in editing software, download the file, share, add star,
embed, or rename.
4
Open in Editing Software To open the document in Google Docs, click on the
Open button – This will open the document in Google
Docs and allow you to edit the document.
Downloading File – Opening in Word
1. To open file in Microsoft Word, click the
download button
2. At the bottom of your page on the left
side, you will see the file, click on the file name and file
will open in Microsoft Word
To edit document, click on Enable Editing at the top of the
page.
5
Printing 1. Click on the Print icon at the top of the page, the following screen will open:
2. The default printer will display, click Print
Note: To change printers, click on Change and choose from the
available printers for your computer
6
Share File from the Preview Window
1. Click the Share icon
2. Enter the Name or Address of the people who will be
sharing the file
3. Click on down arrow next to Can Edit and assign rights –
Edit, View, or Comment
4. Click Send
More Actions
By clicking the More Actions button, you will be able to Add Star or Rename file
To Add Star
1. Click More Actions button
2. Click Add Star
To Remove Star
1. Click More Actions button
2. Click Remove Star
To Rename File
1. Click More Actions button
2. Click Rename
3. Enter name of new file (leave
extension)
4. Click OK
Tip:
You can also rename file by clicking on the name in upper left corner
7
Google Drive Window Settings
A. By clicking on the New button you can create folders or upload files/folders to your Google
Drive. From here, you can also create new documents, spreadsheets, presentations, etc.
B. Once you have uploaded files, you can click on My Drive to see all the files and folders you have
stored. You can also see files/folders that are shared with you, Google Photos, recent activity,
starred items, and Trash
C. All of your files are located in this section
8
List View Grid View
Viewing Google Drive
Files can be viewed in either by List or Grid. Click on the View icon located in the
upper right corner to switch views.
If you are in list view, the Grid view icon will display. If you are in Grid view, the List view icon will
display
Sorting To sort your files and folders, click on the Sort icon in the upper right corner
Choose how you want to sort:
Name
Last modified
Last modified by me
Last opened by me
List View Grid View
9
Changing your Settings
Click on the Settings Gear icon located in the upper right corner
The following window will appear
Click on Settings (You will have two options – General or Manage Apps)
General Settings
10
General Settings Convert uploads – If checked, will convert any uploaded files to the Google Docs editor format
Language – Ability to change default language
Offline – Will sync Google Docs, Sheets, Slides, & Drawings files to this computer which will allow you to
edit offline
Density – The way your email displays. Your choices are Comfortable, Cozy, Compact
Comfortable Cozy Compact
Create a Google Photos folder – Will automatically put your Google Photos into a folder in My Drive. If
you delete them from the Google Photos folder, they will be permanently deleted.
Managing Apps Managing Apps allows you to view information about a particular app and whether or not it should be
the default.
1. Click on the Settings Gear icon located in the upper right corner
2. Click Manage Apps
3. Click Options next to one of the applications
11
4. Click View Product Page
This will provide you with an
overview about that particular app
Keyboard Shortcuts 1. From the settings Gear icon, you can view all the keyboard shortcuts
2. Click on the Gear icon
3. Click on Keyboard shortcuts – the following window will open
4. Click Close button in upper right corner to close
12
Viewing Details on Files or Folders 1. To view details about your file or folder, click on a file or folder
2. Click the Details icon located in the upper right corner. This will give you information on what is
in your folder and if it is shared file, who has access to the file
Details on Folder
Details on Shared Folder
13
Details on File
Details on Shared File
Changing Color of Folders 1. Right Click on folder
2. Click Change color and choose a color
14
Uploading Files There are two ways to upload files to Google Drive:
Method 1: Drag and Drop
If you are using the latest versions of either Chrome or Firefox, you can drag and drop files from your
computer into Google Drive.
1. Locate file you want to upload to Google Drive from My Computer/Computer
2. Hold down left mouse button and drag into Google Drive
Once you have dragged the file over, it will appear in your Google
Drive
Tip: To see both windows side by side you can use the Windows Snap feature.
Open Google Drive and while holding down the Windows button on your keyboard, click the right arrow
(This will move your Google Drive to the right side of the page). Next open My Computer and hold down
the Windows button on your keyboard and click the left arrow (This will move the window to the left
side of the page). They will now be side by side
15
Method 2: Upload Files Using Google Drive
1. Click the New button and select File Upload (If you do not see the New button, click on the
down arrow next to My Drive and select Upload File)
2. Select the file you want to upload. To select multiple files, hold down the CTRL key while
selecting files
3. Click Open
File will now be stored on Google Drive
16
Uploading Folders
There are two ways to upload folders to Google Drive:
Method 1: Drag and Drop
1. If you are using the latest versions of either Chrome, you can drag and drop folders from your
computer into Google Drive.
2. Locate folder you want to upload to Google Drive
3. Hold down left mouse button and drag into Google Drive
Once you have dragged the folder over, it will appear in your Google Drive along with any subfolders
17
Method 2: Upload Folder through Google Drive (Using Chrome)
1. Click the New button and select Folder Upload (If you do not see the New button, click on the
down arrow next to My Drive and select Upload Folder)
2. Select the folder you want to upload. To select multiple
folders, hold down the CTRL key while selecting files
3. Click Open
File will now be stored on Google Drive
18
Sharing Files and Folders in Google Drive
1. Open Google Drive
2. Highlight the file you want to share
3. Click the Share icon located in the
upper right corner or right click on
the file and choose share
The following window will open:
Under People, enter the name(s) of the person with whom you want to share
19
4. Choose whether the person should be able to edit the
document, view, or add comments by clicking the drop
down box next to Can edit
5. Click Send
6. If you do not want to notify by email, click on the Advanced
button
7. Uncheck the box next to Notify people via email
8. Click OK
If you share a document with someone who is not with Hillsboro School District, you will receive a
message similar to the following:
The following screen will appear:
9. Click Done
20
If you chose to send an email, the recipient will receive an email
When the recipient opens the email, the following message will display:
By clicking open, the will now see the
document. They can then click Open
to Edit the document
Creating a Folder in Google Drive
1. Click the New button
2. Click Folder
(If you do not see the New button, click on the
down arrow next to My Drive and select New
Folder
3. Name Folder
4. Click Create
21
To Remove or Delete a File
1. Locate the file you want to delete or remove
2. Right click the file and click Remove (trash icon)
To Recover Deleted File
1. Click on Trash on left side of screen
2. Right-click on file you want to
recover
3. Click Restore (file will appear back
in My Drive
22
To Search for a File Type your search in the search box
Click on the blue search button
For additional Search Criteria, click on the down More button
23
Google Drive Extension
Tip: If you want to share a great resource you found online with your colleagues, the Save to Google
Drive Chrome extension, helps you save text, images, or web page screenshots to your Google Drive. To
install, you will need to go to the following link or search for Google Drive Chrome extension:
https://chrome.google.com/webstore/detail/save-to-google-
drive/gmbmikajjgmnabiglmofipeabaddhgne
Once you have installed the extension, you have the option to save web
24
Google Drive Applications
Google Docs – Word Processor similar to Word
Google Sheets – Spreadsheet similar to Excel
Google Slides – Presentation similar to PowerPoint
Google Forms – Create Surveys and Forms
Google Drawings – Create, share, and edit drawings online
LucidPress (View Only) – A web-based drag and drop design app which allows you to create newsletters,
brochures, reports, etc. similar to InDesign
LucidChart – (View Only) A web-based diagramming software program which allows you to create
flowcharts, organizational charts, etc.
MeisterLabs – Web-based collaboration tool
25
Google Docs Google Docs is a web based editing program that will allow you to create, edit, and share documents.
With Google Docs, you can upload Word or other text-based documents and convert them to Google
Docs. From there, multiple users are able to work on the same document in real time.
Google Docs also allows you to store multiple versions, which would allow the user to roll back to a
previous version.
Opening Document in Google Docs from Google Drive
Method 1
From Google Drive, right-click on File you want to open in Google
Docs
Click Open With
Click Google Docs
Method 2
From Google Drive, double-click on the document you want to
open in Google Docs – File will open in the Preview menu
Click Open button
Note: To open in a different editing software than the
default, click the down arrow next to Open
26
Creating a New Document from Google Drive
From Google Drive, click the New button (The following menu will open)
Click on Google Docs (A blank document will appear in Google Docs)
To Name Document Click on Untitled Document at the top of the page
Creating a New Document from Google Docs
1. Click the Plus sign in the bottom right
corner
A new document will open
Returning to Google Drive
To return to the app, click on the App icon in upper right corner
To return to Google Drive, click the App icon again
27
Naming Documents 1. Click on Untitled document at the top of the page
2. Enter the name of your document
3. Click OK
You will have a more limited functionality with Google Docs, however, most of the common formatting
options are available.
Sharing a Google Doc 1. Click on Share button, located in upper right corner
2. Enter names of those with whom you want to share
3. Choose Edit, Comments, or View rights by clicking
on drop down box next to Can edit
4. Click Send
28
Advanced Options when Sharing
Note: If you share with someone outside the school district,
you will receive the following message:
29
Opening a Shared Document from an Email Invite
1. Click on the email to open
2. Click on either the link or click on Open in Docs
3. The file will open in Google Docs
Editing a Document
Click on Document in Google Docs –
Document will open in Google Docs
You may be prompted to View Only or Edit
As Google Docs
To edit document, click Edit as Google Docs
Edit Document as needed
30
Document will automatically Save
To return to your documents, click on the Google Doc icon in upper left corner
31
Google Sheets Google Docs is a web based spreadsheet application that will allow you to create, edit, and share
spreadsheets. With Google Sheets, you can upload Excel files and convert them to Google Sheets. From
there, multiple users are able to work on the same spreadsheets in real time.
Opening Spreadsheet in Google Sheets from Google Drive
Method 1
1. From Google Drive, right-click on File you want to open in
Google Sheets
2. Click Open With
3. Click Google Sheets
Method 2
From Google Drive, double-click on the document you want to open in Google Sheets – File will open in
the Preview menu
Click Open button
Note: To open in a different editing software than the default, click the down arrow next to Open
32
Creating a New Sheet from Google Drive
From Google Drive, click the New button
(The following menu will open)
Click on Google Sheets (A blank spreadsheet will appear in Google Sheets)
To Name Sheet 1. Click on Untitled spreadsheet at the top of the page
2. Type in name of spreadsheet
3. Click OK
34
Sharing a Google Sheet 1. Click on Share button, located in upper right
corner
2. Enter names of those with whom you want to
share
3. Choose Edit, Comments, or View rights by
clicking
on drop down box next to Can edit
4. Click Send
35
Advanced Options when Sharing
Note: If you share with someone outside the school district,
you will receive the following message:
36
Opening a Shared Sheet from an Email Invite
4. Click on the email to open
5. Click on either the link or click on Open
6. The file will open in Google Sheets
Editing a Sheet
Click on the Sheet in Google Sheets – You will be prompted to View Only or Edit as Google Sheets
To edit, click Edit as Google Sheets
Spreadsheet will open in Google Sheets
Edit Sheet as needed
Spreadsheet will automatically Save
37
To return to your sheets, click on the Google Sheets icon in upper left corner
To View History of Document While in Google Docs, Sheets, Slides, etc. click on File
1. Click on See Revision History
To Restore to Previous Revision 1. Click on the Date
2. Click on Restore this revision
38
Creating a Google Form
1. From Google Drive, click New
2. Click More
3. Click Google Forms
Under Form Settings, check boxes that you want to include in your form
39
Naming Your Form/Survey
Click on Untitled form and type a name for your form/survey
Adding Questions
1. Under Question Title, type in your
first question
2. Enter Help text if needed to better
explain your question
3. Choose the appropriate Question
Type Text by clicking down arrow
next to Question Type
Text – Respondents provide a shorter answer
Paragraph Text — Respondents provide a longer answer
Multiple Choice — Respondents select one option from among several options
Checkboxes — Respondents select as many options as they’d like
Choose from a list — Respondents select one option from a dropdown menu
Scale — Respondents rank something along a scale of numbers (e.g., from 1 to 5)
Grid — Respondents select a point from a two-dimensional grid
Date — Respondents use a calendar to enter a date
Time — Respondents select a time (either a time of day or a duration of time)
4. If question is required, check box next to Required Question
To shuffle the order, click on
Advanced Settings
5. Click Add item to add another
Question (by clicking the Add
button and not the arrow, the
default question type will
appear. Click the down arrow
to change.)
6. Repeat steps 3 – 5
40
Adding Headers and Page Breaks
If you’d like to format your form, you can add section headers (Divide form into sections to
make it easier to read) and page breaks.
Click the down arrow next to Add item
Choose Section header or Page break
Adding Images
1.
Click the down arrow next to Add
item 2. Choose Image (The following window will
open)
3. Drag in an image or click Choose an image to
upload to choose an image
4. By URL will allow you to enter the URL location
of the image
5. Click Google Drive to search for an image
Search will allow you to enter your criteria and will search using Google
41
Adding Video
1. Click the down arrow next to Add item
2. Choose Video (The following window will open)
3. Search for video or enter URL
4. Click Select
Editing your form
To edit your form, click the Edit button to the right
Edit: To edit an existing item, just click the Edit button to the right of the question you want to edit.
Duplicate: Allows you to duplicate the question. Click the Duplicate button to the right of the question you want to duplicate.
Delete: Allows you to delete the question. Click the Delete button to the right of the question you want to delete.
1. Click Send Form when completed