Google Accounts Google Drive

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1 Google Accounts Google Drive You need to have a general Google account or Google account before you can access these services. Please see the guide the library created on opening a Google account to do this. When you log into Google, you have access to an online calendar as well as being able to create and share word processing documents, spreadsheets, presentations, folders and even flowcharts. You can also open and save PDF files. These services enable you to work collaboratively with colleagues in different locations, track changes on group documents and access the documents from any PC or mobile device. A Google account provides access to an array of other useful services such as RSS readers, group forums, IM and blogs, but this guide will concentrate on Google Drive uploading, creation and sharing options. Go to and click on the Sign In link at the top right of the screen. Type in your user name and password. Click on the on the top of the screen. You will then be re-directed to the Document Storage section of Google. Here you can upload, create, edit and share files with other users. Uploading Documents It is not always convenient to store material on a pendrive when working at different computers. If you want to access a document from anywhere with an Internet connection or share something with a group, you can upload a copy to Google. Click on the button to access your file drives. Then you can choose to upload your file in its original format (MSWord, spread sheets etc.) or change it to a Google document so you can edit online. Once you ve chosen what format you want, click on the appear in your list of document in Google Drive. option and choose the file to upload. It will then To open the document, click on the title. This will open a new window where the document and the editing tool bars are displayed.

2 Creating Files To create a new file in Google Docs, click on the would like to open. button and then choose the file type you Basic Word Processing Basic Powerpoint Basic Excel Forms linked to Spreadsheets Basic Paintshop New folder For example, if you click on the Document option, you are redirected to a basic word processing programme blank document. Type in a file name straight away by clicking on the Untitled Document text on the top left of the screen. Type in your document name and click OK. You will be redirected to the document and can begin to type your text Google will automatically save as you go. If you do not create a file name first, the default title will be untitled document. It is good practice to give file names at the beginning to avoid confusion in the Drive document list. Sharing Files There are three basic ways to share file either (i) direct from the list of files in your Documents List, (ii) from within an open file itself after you have saved it or (iii) by publishing an open file online and creating a hyperlink to the text. You also have different sharing methods to choose from Invite people by to view the doc. You can share with non-google members by changing permissions on the doc. Creates an online link that can be copied and pasted into an or Instant message. Send the doc as a more traditional attachment.

3 Sharing files from the Drive Documents List Open Google Docs homepage. Click in the tick box next to the file you want to share. A new set of icons will appear at the top of the screen - Click on the Share option - You can share a file by copy and pasting this hyperlink in an too. You can t share it via social networking sites until you choose to make the link public. Type in the full address or choose from your contacts. N.B. Google restricts the numbers of people that can share any document. Change permissions at any time with the drop down arrows After sharing a document, you can change the access permissions that you set for individuals at any time by selecting the document and clicking on the icon. You can also add more people at any time to the share list here.

4 Sharing from within an Open Document To open the document click on the title of the file you want to share in the Google Drive list. Click on the icon on the top right of the screen. The same sharing pop up box will appear This option allows you to create a web link to the document so it can be viewed by anyone, even if they are not a Google account user. There are no restrictions on the number of people who can view it with this link. All the options are the same as sharing a file from the Drive list. N.B. Google restricts the number of users that can share any document. To share the document, choose to copy and paste a link or add people by their address. Publishing a Document Online This can be a very useful way of sharing documents or posters online via social media tools or where you are unable to add attachments. Click in the tick box next to the title of your chosen file in the Drive Documents list. Click on the icon.. Choose to change the settings to Public on the Web and save. The social media icons will be highlighted and you can easily share the link by clicking on them. You can also copy and paste the link into any other social tool that you use. and then

5 Files Shared with You When a colleague has shared a file with you, you will receive an notification like the one below Open the and click on the link to add this file into your own Google Drive document storage. When you open Google Drive, the file will be available in the documents list. Click on the title to open the document. Make the changes you need and click Save. When the other people who have access to the file check their Google Drive, they can see when and by whom the file was last modified. Bob Up to ten people at a time can edit a word processing document or presentation and 50 can edit a spreadsheet. You can see how many people are accessing a file at any one time, as a message with their name will appear in the top right of the screen. In a word processing file, you can also see what editors are adding in real time, with each editor highlighted by a different colour. If you are editing a spreadsheet, the cell another person is working in will be highlighted in a different colour to avoid the two of you making changes to it at the same time. Right click on their name to IM chat while working! When editing a presentation, the name of the other editors will also be displayed. You can also chat editors and viewers while you work by clicking on View Presentation.