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GOOGLE DRIVE HILLSBORO R-3 SCHOOL DISTRICT TECHNOLOGY DEPARTMENT

GOOGLE DRIVE - core-docs.s3.amazonaws.com · 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

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GOOGLE DRIVE

HILLSBORO R-3 SCHOOL DISTRICT TECHNOLOGY DEPARTMENT

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

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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

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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

33

Creating a New Spreadsheet from Google Sheets 1. Click the Plus sign in the bottom right corner

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