Using Google Drive and Google Docs

Transcription

1 Using Google Drive and Google Docs Crystal Lake Public Library Adult Services Department 126 Paddock Street, Crystal Lake, IL ext. 7 1

2 Agenda Overview: What is Google Drive How to access Google Drive Benefits of Drive Basic Functions: How to use Google Docs Creating a document Docs Menu Advanced Functions: Sheets, slides, forms or drawing there will be another class in 2 weeks that will go over some of these programs Sharing Files Getting Google Doc templates 2

3 Overview: What is Google Drive Storage: Cloud based storage system on Google servers, documents automatically saved & history files available Access: Your work from all your devices & computers Web-based: Word processing (Docs), spreadsheets (Sheets), presentations (Slides), etc. (very similar to MS Office products, but without some of the bells and whistles) Collaboration: Build and share documents with others 3

4 Why use Google Drive Create New doc or file, add, or upload a file with a single button Storage 15 GB free storage Google Drive, Gmail, and Google+ Photos (100 GB - $1.99 month) Organize all your files Drag and drop files and folders Still access your local files even when you re not connected to the Internet. Collaboration Computer, tablet, mobile devices (sync across all of your devices) Share files with others and choose what they can do with them: view, comment, or edit. Easily find and add shared files 4

5 Accessing Google Drive To access Google Drive you need a valid account Gmail account Go to Sign into your gmail account Click the apps icon Apps icon Other account (Yahoo, AOL, Comcast) Go to Sign in with existing to create an account for Google Drive Click on the apps icon 5

6 Google Drive New button 2 - Recent 3 - Amount of space left 4 - Settings Convert uploads, language, offline, density 5 - Grid/list view, A-Z sort, hide details

7 Creating New Documents (New Doc) 1. From Google Drive homepage, click on red New button 2. Drop-down menu will appear 3. Click on Google Docs 4. A new tab will open with a blank Untitled document 5. Upper left corner, click on Untitled document 6. Type over Untitled document 7. Click anywhere on document 7

8 Editing Fonts, Size & Alignment Normal text or title Font Font size Font color Alignment Google docs uses similar menu layout and menu vocabulary as Microsoft Word. Google docs has fewer features and slightly different icons on toolbar. Note: be sure to highlight the text before selecting your changes. 8

9 Exercise #1 Creating a new document Create a new document. Title the document. Then type a shopping list, adding a favorite fruit or vegetable Between each item, hit the enter key Make the first line bold, italicize second line and make your favorite fruit or vegetable match it s color Then highlight all of the text and choose another font. Select another type of paragraph alignment (left, center, right or justify) 9

10 Formatting Text Increase the line spacing of the text (double arrow - drop down menu appears) Make a numbered list Make a bulleted list Decrease paragraph indent Increase paragraph s indent Clear formatting 10

11 Exercise #2 Formatting Center align your first line Right align your favorite color Below the shopping list - create a bulleted list of your favorite desserts Edit the space between your lines of text to Double When you are done, clear all text formatting 11

12 Adding an Image to a Document Click on the word insert on Google docs toolbar Drop down will appear Click on image and a pop-up box insert image appears Browse using Upload or Take a snapshot, By URL, Your albums, Google Drive, Search Pick an image, click on it then hit the blue select button The image will upload and appear in your doc Remember only select images that you have confirmed that you have the license to use. 12

13 Resizing an Image Once an image is uploaded and placed into a document it can be resized 1. Click on the image 2. Click on one of the blue squares that appear on the border 3. Drag them until the image is the size you want 13

14 Moving an Image Once an image is uploaded and placed in a document; it can be moved. 1. Click on the image you would like to move 2. Click on the words wrap text or break text to remove the inline formatting. 3. Click and drag the image until it is where you want. 14

15 Exercise #3 Pictures Choose a picture from sample folder or Search Google, LIFE or stock images Add it into your document below your text Resize it to a size of your own choosing 15

16 Exercise #4 Uploading/Downloading Upload the picture you previously put into your document into Google Drive Next download the file we have created in this class to your computer as a Microsoft Word file Add a folder to your Google Drive Put the file we created in this class in this folder 16

17 Printing 1. Select print icon on toolbar 2. Or click on File in the Google Docs menu. A drop down menu will appear. 3. From the drop-down click on print. 4. A box will pop up with printing options: You can change # copies, Change margins, Make 2 sided copies, etc. 17

18 Advanced Functions Get link Share files with others Preview Delete folders and files More Actions (3 dots) Open with Move to Add Star Rename Make a copy Download 18

19 Sharing Files with Others At the Google Drive homepage find and open a document Click on blue share button at the top right 1. Share the link: Quickly share via Gmail, Google+, Facebook, or Twitter. 2. Change Access: By default documents are private and only those invited have access 3. Invite others: Entering their contact information to allow others to edit or view 19

20 Adding Comments to Docs Highlight the text you would like to comment on. Click on the comment button in the toolbar Add a comment and click on comment The highlighted text has been commented on now appears in yellow as a notification To reply to a comment, click on the comment and type your reply; clicking on reply when finished 20

21 Uploading Files From Google Drive Homepage, click on red New button Dropdown menu appears with Folder, File upload, Folder upload, etc. Click on File upload Find the file (computer or from flash drive) Click open 21

22 Downloading Files From Google Drive homepage, open file you would like to download Click on file to open drop-down menu Click on download as Click on corresponding file format you want (docx, odt, pdf, txt or html) Download a file and attaching it to an is another way to share files 22

23 Organizing your Drive Click New button Select folder A new pop-up window will appear Name the folder Select the blue create button. To add a file to a folder Click on file and drag into folder Or right click on file and pop up window will appear. Select what you want to do with file, move, share, rename or delete it. 23

24 Deleting Files and Folders Several ways to delete files Drag file to trash can (left side) Hover over file Right click mouse Pop-up window appears Select remove (trash can) To restore deleted item: click on trash can Pop-up window appears with restore or delete forever option 24

25 More information Learning Express Library and Lynda.com are two computer skills tutorial services we have subscribed to. They can be accessed from our website clpl.org and clicking on the Research tab, then One stop searching It is easiest to find from the A to Z Database listing You can set up a personal account using your library card number so that it will save progress on tutorials. Can be used from home or from here at the library. 25