Unit 2

Google Drive
Definition: Google Drive is an online storage service by Google. It lets you save your files
(documents, photos, videos, etc.) on the internet instead of just on your computer or phone.
You can:
• Store files safely and access them anytime.
• Share files with others easily.
• Work together on the same document with other people in real-time.
• Access your files from any device (computer, phone, tablet) by logging in to your Google
account.
It gives 15 GB of free space, and you can buy more if needed.

About Google Drive

Google Drive is a cloud storage service from Google. Instead of keeping files only on your
computer or phone, Google Drive stores them on the internet (in the cloud). This means your files
are safe, even if your device is lost or damaged, and you can access them from anywhere.
Key Points about Google Drive:
1. Free Storage – Google gives 15 GB of free space when you create a Google account. This
space is shared between Google Drive, Gmail, and Google Photos.
2. File Types – You can store documents, spreadsheets, presentations, photos, videos, PDFs,
music, and more.
3. Access Anywhere – You can open your files from any device (computer, phone, tablet) just
by signing into your Google account.
4. Sharing – You can share files or folders with others by sending them a link or giving them
permission to view, comment, or edit.
5. Collaboration – Multiple people can work together on the same file at the same time using
Google Docs, Sheets, or Slides.
6. Security – Files are stored safely on Google’s servers with encryption, and you can control
who sees your files.
7. Search Feature – You can quickly find files by name, type, or even by words inside the file.
8. Upgrade Option – If you need more than 15 GB, you can buy extra storage through Google
One.
Example Use:
• A student can save assignments in Google Drive and share them with teachers.
• A business team can work together on a report in real time without sending multiple email
attachments.

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Uploading Files to Google Drive
Google Drive lets you put (upload) your files from your device to the cloud so they are safe and
accessible anywhere.

Steps to Upload Files

1. Open Google Drive
• Go to [Link] on a computer, or open the Google Drive app on your phone/tablet.
• Sign in with your Google account.
2. Choose Upload Option
• On a computer: Click the "+ New" button on the left side.
3. Select “File Upload” or “Folder Upload”
• File Upload → To upload single or multiple files (like a photo, PDF, video).
• Folder Upload → To upload an entire folder at once.
4. Pick the File(s) from Your Device
• Browse your device’s storage, select the file or folder you want to upload, and click Open (on
PC) or Upload (on mobile).
5. Wait for Upload to Finish
• You’ll see a progress bar showing the upload status.
• Once done, the file will appear in your My Drive.
6. Access from Anywhere
• Now you can open the file on any device by logging into your Google Drive account.

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Note:
Extra Tips:
• Drag & Drop → On a computer, you can simply drag files from your desktop and drop them
into the Google Drive page.
• Internet Needed → Upload works only when connected to the internet.
• Organizing → Create folders in Google Drive to keep your files sorted.

Sharing and Collaborating

Google Drive makes it easy to share files and work together with others in real-time, no matter
where they are.

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Steps to Share a File or Folder
1. Open Google Drive
• Go to [Link] or open the Google Drive app.
• Sign in with your Google account.
2. Find the File or Folder
• Right-click (on PC) or tap the three dots (on phone) on the file/folder you want to share.
3. Choose “Share”
• A sharing settings box will appear.
4. Add People or Groups
• In the “Add people and groups” box, type the email addresses of the people you want to
share with.
• Choose their permission:
o Viewer → Can only see the file.
o Commenter → Can view and leave comments.
o Editor → Can make changes to the file.
5. Send Invitation
• Click Send to share. The person will get an email with a link to the file.

Sharing with a Link

• You can also get a shareable link instead of adding emails:
1. Right-click the file/folder → Get link.
2. Choose “Anyone with the link” if you want it open to anyone who has the link.
3. Set permissions (Viewer, Commenter, Editor).
4. Copy the link and share it via email, WhatsApp, etc.

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Collaborating in Real-Time
When you share a document, spreadsheet, or presentation:
• Multiple people can work on it at the same time.
• Changes appear instantly for everyone.
• You can leave comments, make suggestions, and chat in the document.

Benefits of Sharing & Collaborating:

• Work together without sending files back and forth.
• Keep one updated version for everyone.
• Save time and reduce confusion.

Google Docs
Google Docs is a free online tool from Google that lets you create, edit, and share text
documents just like Microsoft Word but it works directly in your web browser or mobile app.

About Google Docs

• Works Online → You can use it from any device with an internet connection.
• No Software Installation → You don’t have to install anything; it’s part of Google Drive.
• Free to Use → All you need is a Google account.
• Auto-Save → Your work is automatically saved to Google Drive as you type.
• Collaborative → Multiple people can edit the same document at the same time.

Features of Google Docs

1. Create Documents Anywhere – On PC, laptop, tablet, or phone.
2. Edit in Real-Time – Changes are updated instantly for all users.

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 3. Comments & Suggestions – Add notes without changing the main text.
4. Formatting Tools – Change fonts, colors, sizes, alignment, and more.
5. Insert Images, Tables & Links – Makes documents more attractive.
6. Version History – See old versions of your document and restore if needed.
7. Offline Mode – Work without internet, changes will sync when you reconnect.

How to Use Google Docs

1. Open Google Docs
o Go to [Link] or open it from Google Drive.
2. Create a New Document
o Click the blank document (+) or choose a template (e.g., resume, letter).
3. Start Writing
o Type text, format it, insert images/tables, and style it as needed.
4. Share and Collaborate
o Click Share (top-right), add emails or get a link, and choose permission levels: Viewer,
Commenter, or Editor.
5. Download or Print
o You can download your file as Word (.docx), PDF, or other formats, or print it directly.

Why People Love Google Docs

• Easy to use
• Works on any device
• Always saves automatically
• Makes teamwork faster

Creating Google Docs

Here’s how you can create a new Google Docs document in simple words:

Steps to Create Google Docs

1. Sign in to Your Google Account
o Go to [Link] and click Sign in.
o Enter your Gmail and password.
2. Open Google Docs
o Type [Link] in your browser OR
o Open Google Drive → Click New → Choose Google Docs.
3. Choose How You Want to Start
o Blank Document → Click the white page with “+” sign to start fresh.
o Template → Pick a ready-made design (like resume, letter, report).

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 4. Start Typing
o Click inside the page and write whatever you want.
o Use the toolbar at the top to change font, size, color, and alignment.
5. Name Your Document
o Click Untitled Document at the top and give it a name.
6. Auto-Save Works Automatically
o No need to save manually — it’s saved in Google Drive instantly.

Text Basics
When you work in Google Docs, you can make your text look the way you want using different tools.
Here are the basics:
1. Typing Text
• Just click anywhere in the document and start typing.
• Press Enter to start a new line.
• Use the Spacebar to leave spaces between words.
2. Changing Font
• Font Style → Choose a style like Arial, Times New Roman, or Comic Sans.
• Font Size → Make the text bigger or smaller (e.g., 12, 14, 18).
3. Making Text Bold, Italic, or Underlined
• Bold (B) → Makes letters darker.
• Italic (I) → Slants the letters.
• Underline (U) → Adds a line under the text.
4. Text Color
• Change text color or highlight it with a background color.
5. Alignment
• Left Align → Text starts from the left (default).
• Center Align → Text in the middle.
• Right Align → Text starts from the right.
• Justify → Spreads text evenly across the page.
6. Copy, Cut, and Paste
• Copy → Makes a duplicate of the text.
• Cut → Removes the text and saves it in memory.
• Paste → Places copied/cut text somewhere else.
7. Undo and Redo
• Undo → Goes back one step if you make a mistake.
• Redo → Repeats an action you undid.

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Formatting text and adding hyperlinks
When typing on a computer (like in MS Word, Notepad alternatives, or other editors), you can make
text look different by using formatting tools.

1. Bold, Italic, Underline

• Bold – Makes letters darker and thicker.
o Shortcut: Ctrl + B
• Italic – Makes letters slanted.
o Shortcut: Ctrl + I
• Underline – Adds a line under the words.
o Shortcut: Ctrl + U
2. Change Font and Size
• Fonts are styles of letters (like Arial, Times New Roman).
• Size controls how big or small the text looks.
o You can choose these from the toolbar at the top.
3. Change Text Color or Highlight
• Text color – Changes the color of the letters.
• Highlight – Adds a background color behind the text, like using a marker.
4. Other Useful Formats
• Strikethrough – Draws a line through text (useful for mistakes).
• Superscript / Subscript – Small text above (x²) or below (H₂O).
• Alignment – Move text left, center, right, or justify (spread evenly).
• Line spacing – Increase or decrease space between lines.
• Lists – Add bullet points ● or numbering 1, 2, 3.

Adding Hyperlinks in Windows

A hyperlink is a clickable link that takes you to a website, email, or another file.
1. Insert a Link
1. Select the word or sentence you want to make clickable.
2. Press Ctrl + K.
3. A box opens → type or paste the website address (like [Link]

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 4. Click OK / Apply.
o The text turns blue and underlined.

2. Email Link
• Instead of a website, type an email (like example@[Link]).
• Clicking the link will open your email app to send a message.

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3. Edit or Remove Link
• Edit: Right-click the link → choose Edit Hyperlink.
• Remove: Right-click → choose Remove Hyperlink.

Windows Keyboard Shortcuts (Handy)

• Ctrl + B → Bold
• Ctrl + I → Italic
• Ctrl + U → Underline
• Ctrl + K → Insert hyperlink
• Ctrl + Z → Undo last action
• Ctrl + Y → Redo last action
• Ctrl + A → Select all text
• Ctrl + C / Ctrl + V → Copy / Paste

Using Indents and Tabs

Indents
Definition: An indent is the space between the margin (edge of the page) and the text. It makes
the text look neat and helps separate sections.
1. Types of Indents
• Left Indent – Moves the text away from the left margin.
Example: Instead of starting from the edge, the text begins a little inside.
• Right Indent – Moves the text away from the right margin.
Example: The text doesn’t go all the way to the right side.
• First Line Indent – Only the first line of the paragraph is pushed in.
Example: Commonly used at the beginning of paragraphs in essays.
• Hanging Indent – The first line stays at the margin, but all other lines of the paragraph
are pushed in.
Example: Used in bibliographies or reference lists.

2. How to Apply Indents

• Toolbar method (in editors like Word):
o Go to format options.
o Adjust the Left or Right indent in centimeters/inches.

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• Ruler method (if ruler is visible):
o Drag the markers (little triangles) on the ruler at the top to set indents.
• Shortcut method:
o Ctrl + ] → Increases left indent.
o Ctrl + Shift + [ → Decreases left indent.

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Tabs
• Tabs help you move the cursor to a fixed position on the line.
• Instead of pressing the space bar many times, you can press the Tab key on your keyboard to
neatly move text.
• Tabs are often used for paragraphs, lists, and alignment (like making columns without a
table).
1. Default Tab
• On Windows editors, every time you press Tab, the cursor jumps forward by about 0.5
inches (or set space).
• Useful for starting a paragraph with a standard indent.
• Go to insert menu → and select Tab option.

2. Custom Tab Stops

You can set your own tab positions on the ruler (top of the page).
• Left Tab → Text starts from the tab stop and moves to the right.
• Center Tab → Text is centered on the tab stop.
• Right Tab → Text ends at the tab stop (aligns right).
• Decimal Tab → Aligns numbers by decimal point.
• Bar Tab → Puts a vertical line at the tab stop.

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3. How to Set Tabs
1. Make sure the ruler is visible (View → Ruler).
2. Click on the ruler where you want the tab stop.
3. Press the Tab key → Text will align at that point.
4. To remove → Drag the tab stop off the ruler.

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◆ Example
Let’s say you are typing a shopping list:
Without tabs:
Apples 50
Oranges 80
Bananas 100

With tabs (using Tab stops):

Apples 50
Oranges 80
Bananas 100

In short:
• Indents = Push text inside from the margins (useful for paragraphs).
• Tabs = Place text at exact points for neat alignment (useful for lists, tables, forms).

Headers
Definition: A header is a special space at the top of each page in your Google Docs file.
Whatever you write in the header will automatically appear on all pages. It is not part of the main
content, but extra information that helps make the document organized and professional.

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◆ Why Use a Header?
Headers are useful because they:
1. Show Titles or Headings – You can put the document’s title or subject in the header.
2. Add Page Numbers – You don’t need to type numbers manually on every page. Google Docs
does it automatically.
3. Display Author or Date – You can add your name, the date, or other details that should
repeat on all pages.
4. Insert Logos or Images – Many reports, projects, or letters use logos in the header.
5. Make the Document Professional – Readers will find it easier to know what the document
is about.
◆ How to Insert a Header in Google Docs
1. Open your Google Docs file.
2. Go to the top menu and click Format
3. Select Headers & footers → Format.
4. A box will appear at the top of the page.
5. Type your text (for example, “Computer Applications – II [Link] & B.A SEC”).
6. Click anywhere outside the header to return to normal writing.
Now the same text will appear at the top of every page automatically.

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◆ Customizing Headers
Google Docs gives options to make headers flexible:
1. Different First Page
o Useful if you don’t want the header to appear on the cover page.
o Example: Your project cover page doesn’t need a title repeated.
2. Different Odd & Even Pages
o Useful for books or big reports.
o Example: Page numbers on the left for even pages and on the right for odd pages.
3. Adding Page Numbers in the Header
o Click Insert → Page numbers.
o Numbers (1, 2, 3…) will appear on each page automatically.
4. Adding an Image or Logo
o Click inside the header → Insert → Image.
o You can add your school logo, company logo, or any picture.

◆ Example of Header Usage

Let’s say you are preparing a project report.
1. On each page, the top shows:
“Computer Science Project – 2025 | Divya S R”
2. Page numbers appear in the top right corner.
This way, even if the pages get mixed up, anyone can still identify the report.

Footers
Definition: A footer is a special space at the bottom of each page in your Google Docs file.
Whatever you type in the footer will automatically appear on all pages. It is separate from the main
body text and is mostly used for extra details like page numbers, references, or copyright notes.

◆ Why Use a Footer?

Footers make documents more organized and professional. Some uses are:
1. Page Numbers – The most common use. Instead of writing numbers manually, you can
insert auto page numbers.
2. Document Information – Such as author name, project name, or subject.
3. Date & Time – Helps readers know when the document was prepared.
4. Copyright Notice – Example: “© 2025 Divya S R – All Rights Reserved.”
5. References or Notes – Sometimes used to put small notes or references.
6. Contact Information – Example: email ID, phone number, or website link.

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◆ How to Insert a Footer in Google Docs
1. Open your Google Docs file.
2. From the menu, click Insert.
3. Select Headers & footers → Footer.
4. A box will appear at the bottom of the page.
5. Type what you want (example: “Page created by Divya S R”).
6. Click anywhere outside the footer to return to normal writing.

◆ Customizing Footers
Google Docs allows you to adjust footers in different ways:
1. Different First Page
• If your first page is a cover page, you may not want a footer there.
• You can turn on the option Different first page to hide the footer only on page 1.
2. Different Odd & Even Pages
• Useful for books and reports.
• Example: Page number on the bottom left of even pages and bottom right of odd pages.
3. Adding Page Numbers
• Go to Insert → Page numbers.
• Choose whether you want the numbers at the top (header) or bottom (footer).
• The numbers will automatically update when new pages are added.
4. Adding Date or Time
• Go to Insert → Date/Time inside the footer.
• This will show when the document was created.
5. Adding Images/Logos
• Inside the footer, click Insert → Image.
• Add small logos (e.g., a company or school logo).

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◆ Example of Footer Usage
Imagine you are preparing a school project.
1. At the bottom of each page (footer), it shows:
“Computer Science Project – Page 1”
2. On the next page, it will automatically show:
“Computer Science Project – Page 2”, and so on.

Page Breaks
Definition: A page break is a tool in Google Docs that lets you end the current page and start a
new page, even if the first page isn’t completely filled with text.
Instead of pressing the Enter key many times, you can insert a page break, which is cleaner
and more professional.

◆ Why Use Page Breaks?

Page breaks are very useful in long documents. They help you organize your content properly.
Some reasons to use them:
1. Start a New Chapter or Section – Each chapter of a project/book can begin on a fresh
page.
2. Separate Cover Page – Keep your title page separate from the main content.
3. Add Tables, Images, or Charts on a New Page – To avoid mixing with text.
4. Neat Formatting – Instead of pressing Enter multiple times, page breaks keep the layout
consistent.

◆ How to Insert a Page Break in Google Docs

1. Open your Google Docs file.
2. Place your cursor where you want the new page to begin.
3. Go to the Insert menu.
4. Select Break → Page break.
5. Your text after the cursor will move to a new page.

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◆ Types of Breaks in Google Docs
Google Docs actually provides two main types of breaks:
1. Page Break – Moves text to the next page.
Example: Starting a new chapter.
2. Section Breaks – Divide your document into sections.
o Section Break (Next Page) → Starts a new section on a new page.
o Section Break (Continuous) → Starts a new section on the same page (useful for
different formatting like columns).

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Working with tables
What is a Table?
A table is a way of arranging information into rows (horizontal) and columns (vertical).
• The box formed at the intersection of a row and a column is called a cell.
• Tables are useful to organize data, like marks, timetables, lists, or comparisons.

Example of a table:

Name Subject Marks

Rahul Math 90

Priya English 85

Why Use Tables?

Tables make information:
• Easy to read
• Easy to compare
• Look more organized and professional

◆ How to Insert a Table in Google Docs

1. Open your Google Docs file.
2. Place your cursor where you want the table.
3. Go to the Insert menu.
4. Click on Table.
5. Select the number of rows and columns by dragging the grid.
o Example: 3 × 3 = a table with 3 rows and 3 columns.

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◆ Working with Tables
Once the table is inserted, you can do many things:
1. Adding or Removing Rows and Columns
• Right-click on a cell → Choose Insert row above/below or Insert column left/right.
• To remove → Right-click → Delete row/column.
2. Resizing Rows and Columns
• Place your mouse on the border of a row or column.
• Drag to make it bigger or smaller.
3. Merging Cells
• Select two or more cells → Right-click → Merge cells.
• Useful for making headings across the table.
4. Formatting Table
• Change text style (bold, color, font).
• Align text (left, center, right).
• Change cell background color for highlighting.
• Adjust border thickness and color.
5. Moving the Table
• Click and drag the table to place it anywhere in the document.

Example Uses of Tables in Google Docs

• School Timetable
• Student Marks List
• Comparison Table (e.g., Laptop A vs. Laptop B)
• Attendance Sheet
• Project Data Presentation

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Inserting Image
Why Insert Images?
Images make your document:
• More attractive
• Easier to understand (like charts, diagrams, or photos)
• More professional
For example: Instead of just writing “Apple is a fruit”, adding an apple picture makes it clear and
interesting.

◆ Ways to Insert an Image in Google Docs

There are many ways to insert images in Google Docs:
1. From Your Computer
• Go to the place in the document where you want the picture.
• Click Insert → Image → Upload from computer.
• Select the picture from your files → Click Open.
• The image will appear in your document.

2. From the Web (Search the Internet)

• Click Insert → Image → Search the web.
• A side panel will open in Google Docs.

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 • Type the image you want (e.g., “Lion”).
• Select the image → Click Insert.

3. From Google Drive

• If your image is stored in Google Drive:
• Click Insert → Image → Drive.
• Choose the file → Insert it.

4. From Google Photos

• If you use Google Photos, you can directly insert from there.
• Click Insert → Image → Photos.

5. By URL (Web Link)

• If you have a link to an online image:
• Click Insert → Image → By URL.
• Paste the link → Click Insert.

6. By Camera (If your device supports it)

• Click Insert → Image → Camera.
• Take a live picture → Insert it into your document.

◆ Formatting Images
After inserting an image, you can adjust it:
Resize – Click on the image → Drag the corners to make it bigger or smaller.
Move – Click and drag the image anywhere.
Wrap Text –
• Select image → Choose how text flows around it:
o In line (image acts like text)
o Wrap text (text goes around the image)
o Break text (text stays above or below the image)
Position – Align left, center, or right.
Crop – Remove unwanted parts of the image (Format → Crop image).
Add Border / Shadow – Right-click on the image → Select Format options to add
effects.
◆ Example Uses of Images in Google Docs
• Adding diagrams in assignments.
• Using photos in a project report.
• Adding logos in official documents.
• Inserting charts/screenshots in notes.

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Printing Docs
Definition: Printing means taking your document from the computer and getting a hard copy on
paper using a printer.
◆ Steps to Print a Google Doc
Step 1: Open your document
• Go to Google Docs and open the file you want to print.
Step 2: Go to Print option
There are three ways to open print:
1. Click File → Print
2. Or press Ctrl + P (Windows) / Cmd + P (Mac)
3. Or click the Printer icon on the toolbar.
Step 3: Print Settings Window (Print Preview)
A box will appear showing how your document will look on paper. Here you can adjust:
• Destination – Choose your printer (e.g., HP, Canon, Epson).
• Pages – Print all pages, or select only certain pages (e.g., 1–3).
• Copies – Select how many copies you want.
• Layout – Choose Portrait (vertical) or Landscape (horizontal).
• Paper Size – Usually A4 (default).
• Color – Print in Black & White or Color.
Step 4: Print the Document
• After checking settings, click Print.
• Your printer will start printing your document.

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◆ Extra Options
• Save as PDF – If you don’t have a printer, you can select Save as PDF to keep a soft copy.
• Margins – Adjust space around text before printing (File → Page setup).
• Headers/Footers – Make sure they look correct before printing.

◆ Example
If you have made a school project in Google Docs, you can:
• Add title, images, tables.
• Go to File → Print.
• Select Color printing for images.
• Print 2 copies (one for you, one for teacher).

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