GOOGLE DRIVE
User guide book
Abstract
Google Drive is a cloud-based storage solution that allows you to save files online and access
them anywhere from any smartphone, tablet, or computer. You can use Drive on your
computer or mobile device to securely upload files and edit them online. Drive also makes it
easy for others to edit and collaborate on files.
E-School Cambodia
info@[Link]
Google Drive | E-School Cambodia
& Google Drive
In this free tutorial, Learn how to use this cloud-based program to create and
share documents, spreadsheets, presentations, and more.
Using Google Drive :
1. All about Google Drive
Learn all about using Google Drive.
2. Getting Start with Google Drive
Get started using Google Drive.
3. Creating Google Docs
Learn how to create new documents, spreadsheets, presentations,
forms, and drawings.
4. Uploading Files to Google Drive
Learn how to upload and sync Google Drive files.
5. Managing Your Files
Learn how to manage and organize your Google Drive files.
6. Sharing and Collaborating
Learn how to share and collaborate on Google Drive files.
7. Converting and Printing Docs
Learn how to convert, download, and print Google Drive files.
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& Lesson 1
All About Google Drive
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@ What is Google Drive?
Google Drive is a free service from Google that allows you to store files online and access
them anywhere using the cloud. Google Drive also gives you access to free web-based
applications for creating documents, spreadsheets, presentations, and more.
' Why use Google Drive?
Google Drive is one of the most popular cloud storage services available today. If you've
never used a cloud-based storage service like Google Drive before, take a moment to
consider the advantages of keeping your files online. Because files can be accessed from
any computer with an Internet connection, Drive eliminates the need to email or save a file to
a USB drive. And because Drive allows you to share files, working with others becomes
much easier.
@ Creating Files on Google Drive
Google Drive doesn't just store your files; it also allows you to create, share, and manage
documents with its own productivity apps. If you've ever used a suite like Microsoft Office,
some things about Google Drive's apps might seem familiar. For instance, the types of files
you can work with are similar to files that can be created with various Microsoft Office
programs.
Below are the types of files you can create and share on Google Drive:
Ø Documents: For composing letters, flyers, essays, and other text-based files (similar
to Microsoft Word documents)
Ø Spreadsheets: For storing and organizing information (similar to Microsoft Excel
workbooks)
Ø Presentations: For creating slideshows (similar to Microsoft PowerPoint
presentations)
Ø Forms: For collecting and organizing data
Ø Drawings: For creating simple vector graphics or diagrams.
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& Lesson 2
Getting Start with Google Drive
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@ Creating a Google Account
In order to use Google Drive, you will need a Google account. Google accounts are free,
and signing up for one is fairly simple. In order to create a Google account, you'll need to
enter some information, including your name, birth date, and location. Creating a Google
account will automatically create a Gmail email address and a Google+ profile.
â If you have a Gmail address, you already have a Google account, so you won't need
to create an account—you can simply sign in to Drive using your Gmail information.
To create a Google account:
1 Go to [Link]. Locate and select the Sign in button in the top-right corner
1 of the page.
2 Click Create an account.
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3 The sign-up form will appear. Follow the directions and enter the required
information.
4 Next enter your phone number. Google will send a verification code to your phone
that you will use to complete the sign up process.
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5 Enter the verification code sent to your phone and click Verify.
6 The personal information page will appear. Follow the directions and enter your
information, including your birth date and gender.
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7 Review Google's Terms of Service and Privacy Policy, then click I agree.
8 Your account will be created.
Just like with any online service, it's important to choose a strongpassword—in other
words, one that's difficult for someone to guess. For more information, check out
our Password Tips lesson.
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@ Accessing Google Drive
Once you've set up your Google account, you can access Google Drive by going
to [Link] in your web browser.
â You can also navigate to Google Drive from any Google page (such as Gmail or
Google search) by selecting the grid icon near the top-right corner, then clicking Drive.
@ The Google Drive interface
Your Google Drive may be empty right now, but as you begin to upload and create files
you'll need to know how to view, manage, and organize them in the interface.
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@ Google Drive for mobile devices
Available for both iOS and Android, the Google Drive mobile app allows you to view and
upload files to Google Drive using your mobile device.
â Google also has separate mobile apps for creating and editing documents, spread
sheets, and presentations. To learn more, check out Google's blog post on New
mobile apps for Docs, Sheets, and Slides.
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@ Google Drive for desktop
If you prefer to work on the desktop, you can download the Google Drive desktop app to
your computer. Available for Windows and OS X, this app makes it a bit easier to upload
your existing files and work offline. Once it's installed, you'll see a new Google Drive folder
on your computer. Any files you move into this folder will automatically be uploaded to your
Google Drive.
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& Lesson 3
Creating Google Docs
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@ Creating new files
Google Drive gives you access to a suite of tools that allows you to create and edit a variety
of files, including documents, spreadsheets, and presentations. There are five types of
files you can create on Google Drive:
Below are the types of files you can create and share on Google Drive:
Ø Documents: For composing letters, flyers, essays, and other text-based files (similar
to Microsoft Word documents)
Ø Spreadsheets: For storing and organizing information (similar to Microsoft Excel
workbooks)
Ø Presentations: For creating slideshows (similar to Microsoft PowerPoint
presentations)
Ø Forms: For collecting and organizing data
Ø Drawings: For creating simple vector graphics or diagrams.
The process for creating new files is the same for all file types.
To create a new file:
1 From Google Drive, locate and select the New button, then choose the type of file
you want to create. In our example, we'll select Google Docs to create a new
document.
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2 Your new file will appear in a new tab on your browser. Locate and select Untitled
document in the upper-left corner.
3 The Rename dialog box will appear. Type a name for your file, then click OK.
4 Your file will be renamed. You can access the file at any time from your Google
Drive, where it will be saved automatically. Simply double-click to open the file
again.
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â You may notice that there is no Save button for your files. This is because Google Drive
uses autosave, which automatically and immediately saves your files as you edit them.
@ Using templates
A template is a pre-designed file you can use to quickly create new documents. Templates
often include custom formatting and designs, so they can save you a lot of time and effort
when starting a new project. Most templates are designed to help you create specific types
of files. For instance, you could use a template to quickly create a resume or newsletter.
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You can find a wide selection of templates in the Google Drive Template Gallery.
Unfortunately, we've found that many of these templates aren't very well designed, and it's
often difficult to find specific templates within the gallery. For this reason, we recommend
using templates made by Google, which tend to be of higher quality than user-submitted
templates.
To use an official Google template:
1 Navigate to the template gallery.
2 When you've found a template you want to use, click the template to select it.
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3 A new file will be created with the selected template. You can then customize the file
with your own information.
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& Lesson 4
Uploading Files to Google Drive
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@ Uploading and syncing files
Google Drive makes it easy to store and access your files online in the cloud, allowing you
to access them from any computer with an Internet connection. If you upload files from
compatible programs like Microsoft Word or Excel, you can even edit them in Google Drive.
' Uploading files to Google Drive
Google Drive gives you 15 gigabytes (15GB) of free storage space to upload files from your
computer and store them in the cloud. There are two main types of files you can store on
your Google Drive:
Ø Files you can edit, like Microsoft Office files, PDFs, and other text-based files
Ø Files you cannot edit, like music, videos, compressed archives (.zip files),
and most other files
Once you upload a file—no matter what type of file it is—you'll be able to manage, organize,
share, and access it from anywhere. And because the files on Google Drive are synced
across your devices, you'll always see the most recent version of a file.
You can also preview many different file types, even if you don't have the software required
for that file on your computer. For example, you can use Google Drive to preview a
Photoshop file, even if Photoshop is not installed on your current computer.
' Converting files to Google Drive formats
If you are uploading files you plan to edit online, you will need to convert them to Google
Drive format. Converting allows you to edit a file and collaborate with others easily. Only
certain file types—like Microsoft Office files and PDF documents—can be converted to
Google Drive formats.
Unfortunately, this conversion isn't always perfect. Depending on the level of formatting
used in the original document, the converted document could turn out looking quite different,
as shown in the example below.
Conversion changes aren't always just cosmetic—you may even lose information
from the original file. You should always review a file that's been converted before
sharing it with others. Remember, you always have the option to store your files in
their original file format if you'd prefer not to edit files online.
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@ Uploading files and folders
It's easy to upload files from your computer to Google Drive. If you're using the Google
Chrome web browser, you can even upload entire folders.
To upload a file:
1 From Google Drive, locate and select the New button, then select File upload.
2 Locate and select the file(s) you want to upload, then click Open.
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3 The file(s) will be uploaded to your Google Drive.
â Depending on your browser and operating system, you may be able to upload files
by clicking and dragging a file from your computer into your Google Drive.
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To upload a folder:
Note: This feature is only available if you're accessing Google Drive through Google
Chrome.
1 Click the New button, then select Folder upload.
2 Locate and select the folder you want to upload, then click OK.
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3 The folder and the files within it will be uploaded to your Google Drive.
@ Converting files to Google Docs format
When you upload certain types of files—such as Microsoft Office files or PDF documents—
you'll only be able to view those files. If you want to edit these types of files in Google Drive,
you'll need to convert them to Google Docs format.
To convert a file:
1 Locate and double-click the file you want to edit.
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2 A preview of the file will appear. Select Open at the top of the screen.
3 The file will be converted to a Google document and appear in a new tab.
4 If you go back to your Google Drive, you'll see that there are now two copies of the
4 file: the original file and the new version in Google Docs format.
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â You can set Google Drive to convert your files automatically when you upload them.
Click the gear icon, select Settings, then check the box next to Convert uploads.
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& Lesson 5
Managing Your Files
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@ Managing your files
After you've been using Google Drive for a while, you might find yourself having a difficult
time keeping track of all of your files. Fortunately, Drive offers several features to help
you manage and organize them.
Searching for files:
Searching lets you look for specific files using words contained within the file or file name.
To do this, locate the search bar, then enter the word or file name you're looking for. A list of
suggested searches and files will appear as you type. Simply click a file to open it directly
from the search results. You can also press the Enter key to see a full list of search results.
Sorting files:
By default, your files are already sorted from newest to oldest. However, you can apply other
sorts to put your files in a different order. To sort by name, click the Name button just above
the list of files. To sort by date, click the Last modified button, then choose the desired sort
option.
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To apply a filter:
Filters let you hide unimportant files and focus only on the ones you're interested in. For
example, if you were looking for a presentation, you could use a filter to narrow down your
visible files so you would only see presentations.
1 Locate and select the Search options arrow in the search bar.
4
2 Choose the filter you want to use. In our example, we'll set a filter for file type.
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3 Choose the desired filter. In our example, we'll select Text documents.
4 Click the Search button or press the Enter key to apply the filter.
4
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5 Only files that match the filter will appear.
â To clear a filter, select the text in search bar, then press the Backspace or Delete key.
@ Organizing your files
Once you start adding files to Google Drive, you can use folders to help organize and group
them. Folders in Google Drive work just like the folders on your computer.
To create a folder:
1 From Google Drive, click the New button, then select Folder from the drop-down
menu.
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2 A dialog box will appear. Enter a name for your folder, then click Create.
3 Your folder will appear on the left below My Drive. You may need to click the drop-
down arrow to see your folders.
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To move files into folders:
1 Click and drag the file to the desired folder.
2 The file will appear in the selected folder.
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â To add multiple files to the same folder, press and hold the Ctrl key (or Command on
a Mac), then click to select each desired file. When you're ready, click and drag the files
to the desired folder.
To delete a file:
Filters let you hide unimportant files and focus only on the ones you're interested in. For
example, if you were looking for a presentation, you could use a filter to narrow down your
visible files so you would only see presentations.
1 Select the file you want to delete, then click the Remove button to move the file to
4 the Trash folder.
1
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2 Select Trash in the left navigation pane.
4
3 The Trash folder will appear. Click Trash near the top of the screen, then select
Empty Trash. The files will be permanently deleted.
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To preview a file:
Previewing files is a great way to make sure you're opening the right version of a file or to
take a quick look at files without opening them.
1 Select the file you want to preview, then click the Preview button.
2 A preview of the file will appear.
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' Right-clicking
Right-clicking allows you to access the full list of actions for any file. Most of the actions listed
here are accessible in other places on Google Drive, but it serves as a great shortcut.
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& Lesson 6
Sharing and Collaborating
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@ Sharing and collaborating on files
Google Drive makes sharing your files simple. It also allows multiple people to edit the
same file, allowing for real-time collaboration.
' Sharing files
Whenever you share a file from your Google Drive, you can let others view and even edit
that same file. While you can share any file stored on your Google Drive, it's important to
note that you can only use the collaboration features for files created within your Drive.
Let's look at the example of Olenna, an art teacher who uses her Google Drive to organize
letters, lesson plans, and more. Olenna's files include:
Ø Files she keeps private, like her spreadsheet with classroom expenses
Ø Files she lets others edit, like the lesson-planning documents she creates
with her co-teacher
Ø Files she shares publicly and doesn't let others edit, like the newsletters
and announcements she shares with her students and their parents
Ø Files others share with her, including ones she can edit, like her co-teacher's
supply inventory; and ones she can't, like a schedule sent to her by the
principal
As you can tell, no single sharing setting would be right for all of Olenna's files. The settings
you choose for each of your shared files will probably depend on why you're sharing it in the
first place.
When you share a file with a limited group of people, your collaborators must sign in with a
Google account to view or edit the file. However, when you share with a larger group or
make the file public, your collaborators will not need a Google account to access the file.
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To share a file with a limited group of people:
1 Select the file you want to delete, then click the Remove button to move the file to
the Trash folder.
2 A dialog box will appear. In the People box, type the email addresses of the
people you'd like to share the file with. If you want, you can add
a messagethat will be emailed to the people you share the file with.
3 Click Send. Your file will be shared.
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â For more control over your files, you can click the drop-down arrow to decide whether
people can edit, comment on, or simply view the file.
' Sharing with a link
You can easily share a file with a larger group of people by providing a link to any file in your
Google Drive. A link is basically a URL or web address for any file you want to share. This
can be especially helpful for files that would be too large to send as an email attachment,
like music or video files. You can also share a file by posting the link to a public webpage.
Anyone who clicks the link will be redirected to the file.
To share a link:
1 Locate and select the file you want to share, then click the Share button.
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2 A dialog box will appear. Click Get shareable link.
3 A link to the file will be copied to your web clipboard. You can then pastethe link in
an email message or on the Web to share the file. When you're finished, click Done.
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@ Files shared with you
People can also choose to share files with you. These files will appear in your Shared with
Me folder. However, if you'd prefer to access a file from your Google Drive without switching
to this view, you can move it. To do this, navigate to your Shared with Mefolder, hover the
mouse over the desired file, then select Add to My Drive.
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@ Collaboration tools
Whenever you share a file in a Google Drive format, you'll have the option to allow your co-
editors to change and edit the file. Google Drive offers several tools that
enhance collaboration by making it easier to communicate with your co-editors and to see
which changes have been made and by whom.
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& Lesson 7
Converting and Printing Docs
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@ Downloading and printing files from Google Drive
Once you've created a file, it will be accessible whenever you sign in to Google Drive.
However, there may be times when you want to download or print a file for offline access.
To download a file:
1 Locate and select the file you want to share, then click the Share button.
2 The file will be downloaded to your computer.
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To choose a file format:
By default, Google Drive will choose the most common file format whenever you download a
file. For example, if you download a Google Document, it will automatically be saved as
a .docx file, which is used by Microsoft Word and most other word processors. However,
there may be times when you want to choose a different format, such as PDF.
1 Double-click the desired file to open it.
2 The file will appear in a new tab. Select File > Download as, then choose the
desired file type. In this example, we'll choose PDF Document (.pdf).
3 The file will be downloaded to your computer in the desired file type.
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To choose a file format:
1 Double-click the desired file to open it.
2 Select File > Print.
3 The Print dialog box will appear, along with a preview of your file on the right.
Choose the desired options, then click Print.
â Note that these options will vary depending on the type of file you're printing. For
example, you'll have different options for printing a spreadsheet than you would for
printing a presentation.
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