OBJECTIVE OF THE COURSE:
- Trainees should know about Google Drive and be able to use it to store folders and files
- Trainees should specifically learn how to edit, collaborate and share files on Google docs
Google Drive is a file storage and synchronization service developed by Google that basically allows users to store files in the cloud, synchronize files across devices, and share files. Storing files in the cloud ensures to a 99% level that the files are kept safe and can never be lost or damaged.
Statistics on Google Drive:
Launch date: April 24, 2012
As of March 2017, Google Drive has 800 million active users
Google Drive encompasses Google Docs, Sheets and Slides, an office suite that permits collaborative editing of documents, spreadsheets, presentations, drawings, forms, and more. Files created and edited through the office suite are saved in Google Drive.
To access Google drive,
Step 1: Go to the far left corner of your Gmail Inbox, click on the first icon from left (rectangular in shape)
Steps 2: Amongst the many icons click on the Google drive icon (one which looks like a triangle)
Steps 3: Begin exploring the resources there including Google docs, sheets and slides.
Things to note about Google drive
- Google drive allows every user 15 GB of free Drive storage space. This is spread across files in Google Drive, messages and attachments in Gmail, and pictures and videos in Google Photos.
- Google Docs, Sheets and Slides files do not count towards the storage limit.
6 steps to uploading a document on Google Drive
Just like we said above, Google Drive is a virtual file-sharing service from Google that lets users upload, share and access their files from anywhere, either on their computer (on both PCs and Macs) or on a mobile device.
You can use the Google Drive website, the Google Drive synced folder on your PC or Mac, or the mobile app for Android and iPhone to upload files to your Google Drive storage.
- Log into the Google Drive website. Visit drive.google.com and log in with your Google account. You'll be taken to your Drive files.
- Click the "NEW" button. You'll find this in the upper-left corner.
- Select "File Upload" or "Folder Upload." This will allow you to upload a single file to drive or an entire folder.
- Select the file or folder you want to upload. You can upload virtually any file to Google Drive, up to 5 TB in size. The amount you can upload depends on how much space is available in your Google Drive account. All accounts come with 15 GB of free storage.
- Wait for your file or folder to upload. You'll see a progress bar in the lower-right corner that will let you know how far along the upload process is. The time the upload takes will vary depending on the size and number of files you're uploading, as well as the speed of your connection. Uploads are almost always significantly slower than downloads.
- Organize your files. Once your files are uploaded, they'll appear in "My Drive." Files will be floating in this folder, and any folders that were uploaded will preserve their structure. You can drag and drop files in My Drive just as if they were on your computer.
Google Docs allows you to create and edit text documents right in your web browser—no special software is required. Even better, multiple people can work at the same time; you can see people’s changes as they make them, and every change is saved automatically.
How to create a new document
You can create a new document right in Docs or in Google Drive.
Go to Docs via (google.com/docs/about); click “Go to Google Docs”
If you are accessing through Drive, then this should help:
In Drive, click New > Google Docs > Blank document or from a template.
IMPORT AND CONVERT OLD DOCUMENTS TO DOCS
If you have existing text documents, such as Microsoft® Word® or Adobe® PDF files, you can import and convert them to Docs.
To do this, then:
- Go to Drive.
- Click New > File Upload and choose a text document from your computer (Supported files include .doc, .docx, .dot, .html, plain text (.txt), .odt, and .rtf.)
- Right-click the file you want to convert and select Open with > Google Docs.
- Converting your document from another program creates a copy of your original file in Docs format. You can then edit it in your browser like any other document.
EDIT AND FORMAT
Once you have a document open, you can edit it as you like, change how it looks, and work in it much like you did in your old program. Remember, docs automatically save every change you make.
To change margins, page color and orientation click on file and then Page setup.
Use the toolbar to customize your document further. See some highlights below:
Add pictures, links, tables, and more
The Insert menu lets you add different features to your document. Here are the highlights:
Image—Insert an image from your computer, the web, or Drive.
Link— Add a link to another page or to a header or bookmark in the same document.
Drawing—Create shapes, pictures, and diagrams right in your document.
Table—Select the number of columns and rows to create a table.
Bookmark—Add shortcuts to specific places within your document.
Table of contents—Create an auto-generated table of contents that links to each heading in your document that has a heading style applied.
CREATE PAGE COLUMNS
If you’re working on an academic paper or another large document, you can organize your text in columns.
To create page columns:
- Click Format > Columns.
- Select the number of columns you want.
- Just in case, you will like to adjust the spacing, or add lines between column, click Format > Columns > More options
- Then click Apply.
SHARE AND COLLABORATE
To work on your document with teammates or even people outside of your company, just share it. People can make changes at the same time, and you can see their changes as they happen.
Open the file you want to share.
- Click Share.
- Enter the email addresses or Google Groups you want to share with.
- Choose what kind of access you want to grant people:
- Can edit—Collaborators can add and edit content as well as add comments.
- Can comment—Collaborators can add comments, but not edit content.
- Can view—People can view the file, but not edit or add comments.
Everyone you shared the document with receives an email with a link to the document.
You can also propose changes directly in the document without editing the text by suggesting an edit. Your suggestions won’t change the original text until the document owner approves them. You must however have edit or comment access to the document to suggest changes.
In the top corner, make sure you’re in Suggesting mode.
To suggest an edit:
- Simply begin typing where you think the edit should be made in the document.
- Your suggestions appear in a new color, and the text you mark to delete or replace is crossed out (but not actually deleted until the document owner approves the suggestion).
- The document’s owner will receive an email with your suggestions. When they click any suggestion, they can accept or reject it.
CHAT WITH PEOPLE DIRECTLY
You can collaborate in real time over chat, too. If more than one person has your document open, just click Show chat to open a group chat. You can get instant feedback without ever leaving your document.
PRINT YOUR DOCUMENT
To print your document, do one of the following options:
Click File > Print.
In the preview that appears, you can scroll through your document on the right, or choose print options on the left.
DOWNLOAD VERSIONS IN OTHER FORMATS
To download your document so it can be opened by other programs, then click File > Download as and choose one of the following formats:
Microsoft Word (.docx)
Open Document Format (.odt)
Rich Text Format (.rtf)
PDF Document (.pdf)
Plain text (.txt)
Web page (.html, zipped)
EMAIL A COPY AS AN ATTACHMENT
If you need to collaborate with someone on your document in a different program or format, such as Word or PDF, you can email it as an attachment. However, this sends a copy of the document instead of sharing the original, so you won’t be able to use Doc’s collaboration tools.
Click File > Email as attachment.
Select a format.
Enter the email addresses or Groups you want to send copies to.
(Optional) Enter a message.
- Upload files to a folder on Google Drive (Images, word document, excel sheets) and share/send the link to the Trainer’s email.