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GOOGLE DRIVE AND DOCS Written by Peter Bethell for SeniorNet Whitianga Inc. March 2014 Rev 1.0

and is subject to copyright.

Objectives and BackgroundThis course is intended to provide basic instruction in the creation, storage, and sharing of documents using Google Drive. To get the best out of Google Drive use Google Chrome browser.Google Drive is a Cloud Storage facility with built in software that is free for

use anywhere in the world by anyone with a Google Account (Gmail).At left is the software available free in Google Docs and this menu is opened by clicking “Create”. Check it out.The first icon is for creating new “folders”. “Document” is word processing, similar to “Word”.“Presentation” is for slideshows etc. and is similar to “Power Point”.“Spreadsheet” is similar to Excel“Draw” is similar to “Paint”.Have a look in “Connect more apps”.

Note that this software is free and it can be used on any computer device connected to the internet anywhere in the world.

Chrome App LauncherChrome App Launcher sits on the toolbar as shown.

There is a “Launcher" on the top right corner of your screen – check it out.In the launcher you have options to choose from. Any of the listed Google Apps can be started with just one click.Have a look at what “Configure” does

Let’s get started

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Open Google Drive by using the App

Note we are assuming that you are already logged on to the Google system e g. Chrome or Gmail, so as to get to this page.

Displayed above is the Drive page. Features are: It has a Windows Explorer look about it The “Create” button provides a selection of software for your use The “Up” arrow to the right of “Create” is for “Uploading” of data,

pictures or files etc. from your computer to GoogleDrive. (Cloud) The contents of “My Drive” are shown as folders named The Cloud,

Google Docs, and Google Suite etc. These listed folders can contain more folders or files The right hand column displays when each folder was last accessed. Before

creating anything,

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ensure that you highlight the folder in which you want your job to be stored.

Click on “Create” and Choose “Document”

This is the new document and it looks very much like other word processors. Along the top is the controls and the work space is in the body of the page. The first thing to do is give your document a file name so, go to the top left corner and overtype where it says “Untitled Document” and name your document. Google will automatically save your document from now on.

Have some fun typing a document, insert a picture or clipart. What about typing this little piece!

When I went out walking todayI saw a field of new hayIt looked like a great place to playBut I knew I had to say nay For my husband I always obeyAt least that’s what I saySaid the lady from Mairangi Bay.

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PresentationsUse “Create” “Presentation”Let’s see what the Presentation can do

This is a slide from a presentation made on Google Docs. It is similar to Power Point, but does not have all of the fancy features.Have a try at making a simple slide show using pictures or clipart

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SpreadsheetsUse “Create” “Spreadsheet” to open a blank spreadsheet

Let’s see what the Spreadsheet can do. Try creating the spreadsheet below.

Janie & Greg's BudgetSEPT OCT NOV DEC MONTHLY TOTALS

Income

Parents $500$50

0 $500 $500 $2000Job $50 $50 $50 $50 $200

Investments $150$15

0 $150 $150 $600

Total $700$70

0 $700 $700 $2800

ExpensesFood $30 $50 $80 $75 $235Beverages $50 $50 $50 $150 $300

Parties $150$15

0 $150 $200 $650Miscellaneous $70 $70 $70 $100 $310

Total $300$32

0 $350 $525 $1495

Net Income $400

$380 $350 $175 $1305

For those who use “Excel” this spreadsheet is similar in a lot of ways. It is not as smart, but is capable of doing a lot of what “Excel can do.

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DrawingUse “Create” “Drawing” to open a blank Drawing page. This is much like MS Paint

Have a play and see what you can draw.

So, Google Docs may be useful to you depending on how you perceive it. Remember you can access it worldwide using any sort of computing equipment that is connected to the internet. You can also share files with other people to view or edit. You are in control of your data anywhere you want to use it.

Now, let’s try something elseWe have the option to download Google drive to our devices. Do a Google search for Google Drive and choose this one.

This is where it takes you.

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You start the process by clicking the Download Drive button and choosing the device that you are downloading it to. The terms will appear and you proceed from there.

After downloading is complete, you will find Icons on your desktop and a new folder displayed in you Windows Explorer called “Google Drive”. Let’s explore.

Here we have the File Tree in Windows Explorer and within it is Google Drive as a folder. This folder can be used for the storage of all sorts of stuff. We could store Word files, Photos, Music, etc. Use the Google Drive just as you would any other folder.

The beauty of this folder is that it will automatically upload added files to your

Google Drive Cloud storage. You can now View, change, and share your information on

device you wish.

It is Synced

A further feature is if you Drag and Drop a file

into this folder from another area of your computer,

it will be automatically uploaded to your Google Drive.

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Work on it and save it here, here or here

Clicking on Google Docs, or Google sheets will take you straight into the Chrome Browser where your selection will be ready for use.

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Sharing your files and photosGoogle Drive provides you with the ability to share your information. There are controls that allow you to set the functions that recipient(s) of a share can do.

1. Read only2. Allow editing

In Google Drive

Select the files to be shared.Click the Share Button.The next window will open.

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Enter the email address of those who you to share with. This menu allows you to enable one of three options:

a. Can editb. Can commentc. Can view

Note that the files to be shared are in the box at the top of the window.

In the Who Has Access we see the window below

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These settings allow you to restrict who can share your information.

Now you should be fully enabled to step out into the World Wide Web ofSHARING YOUR INFORMATION