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GOOGLE DRIVE

Google Docs is a web based spreadsheet application that will allow you to create edit

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GOOGLE DRIVE

HILLSBORO R-3 SCHOOL DISTRICT

TECHNOLOGY DEPARTMENT

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

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

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

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

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

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

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

Details on File

Details on Shared File

Changing Color of Folders

1. Right Click on folder

2. Click Change color and choose a color

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

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

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[PDF] GOOGLE DRIVE Google Docs is a web

How do I make a spreadsheet in Google Docs?

Can I make a Google Sheets a PDF?

GOOGLE DRIVE

HILLSBORO R-3 SCHOOL DISTRICT

TECHNOLOGY DEPARTMENT

Table of Contents

Using Google Drive

What is Google Drive?

How to Access Google Drive

1. Log into your Gmail Account

2. Click on the App Launcher icon

3. Click Drive

Google Drive Window

Google Drive - Viewing Files

Preview Window

Open in Editing Software

To open the document in Google Docs, click on the

Docs and allow you to edit the document.

Downloading File - Opening in Word

1. To open file in Microsoft Word, click the

2. At the bottom of your page on the left

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

Share File from the Preview Window

1. Click the Share icon

2. Enter the Name or Address of the people who will be

3. Click on down arrow next to Can Edit and assign rights -

Edit, View, or Comment

4. Click Send

More Actions

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

4. Click OK

Google Drive Window Settings

C. All of your files are located in this section

List View Grid View

Viewing Google Drive

Sorting

Choose how you want to sort:

Last modified

Last modified by me

Last opened by me

List View Grid View

Changing your Settings

The following window will appear

General Settings

General Settings

Language - Ability to change default language

Comfortable Cozy Compact

Managing Apps

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

4. Click View Product Page

This will provide you with an

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

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

Details on Folder

Details on Shared Folder

Details on File

Details on Shared File

Changing Color of Folders

1. Right Click on folder

2. Click Change color and choose a color