Using Google Drive and Docs

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1 Using Google Drive and Docs INFORMATION COMMONS University of South Florida Sarasota-Manatee 8350 N. Tamiami Trail Sarasota, FL (941)

2 Google Drive Google Drive is a convenient way to save, download and share files that are stored on the cloud. Accessing Google Drive 1. Go to drive.google.com and Sign in. If you do not have an account, you will need to create one. 2. Your Google Drive will appear. Installing the Google Drive Desktop App Figure 1: Viewing Pane Google Drive Interface 1. On the Google Drive homepage, click Install Drive for your computer. Figure 2: Clicking Install Drive 2. Review the Terms of Service and Accept and Install the Google Drive for Windows dialog box. 3. Follow the step-by-step instructions that appear in the browser window for the Google Drive Installer

3 4. The Google Drive icon will appear on your taskbar (PC) or your doc (MAC). Click the icon and Sign in now. Figure 3: Google Drive Icon 5. Click next in the getting started dialog box that will appear. Click the Start sync to complete the installation. After the installation is complete the Google Drive App will now appear on your desktop. 6. You can also download the Google Drive App for your mobile device Download Google Drive for your ios device [ Download Google Drive for your Android device [ Google Documents Google Docs is a free, web-based application where the user can create, share, and manage documents, spreadsheets, presentations, forms and drawings. All Docs can be private, shared or public depending on permissions the user sets. Creating a New Doc 1. Sign-in to your Google Drive and click the Create button. Figure 4: Create Button Google Interface

4 2. Your new document will open in a new tab. Click on the tab to view and edit your Google Doc. Figure 5: Viewing a new Google Doc in a new browser tab 3. On the new Google Doc locate the document title and name your Doc. Your document will be renamed. Figure 6: Clicking Untitled Document and providing document name 4. Your document will be auto-saved to your Google Drive and can be accessed again by navigating to your Google Drive and opening it. Sharing & Collaborating with Google Documents Google Drive allows you to share your files and documents, as well as collaborate in real time with other Google Drive users. The collaboration feature will only work with documents created in Google Docs. Share a File 1. Locate the file you want to share in your Google Drive. Click on the file, the file action buttons will appear on the top of the Google Drive menu. Click the Share button.

5 Figure 7: Select File Click Share 2. The Sharing settings will open on your screen. In the invite people box you can type in the address that you would like to share the file with. 3. Then set the user permissions for the file. When sharing the Google Document you can edit, comment on, or view the file. Share Google Doc Link Figure 8: Inviting people to share the document with When you share your document via a stable link keep in mind that this document is public and available to be viewed by anyone online. Do not share documents via links that should be visible online to the public.

6 1. Click on the file that you would like to share and then click the share button at the top of the Google Drive interface. 2. The sharing settings dialog box will appear. To provide a link Copy the link and paste the link to the body of your that you want to share. Figure 9: Sharing setting dialog box with document link

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