Beginner Drive

Google Drive

This Google Drive presentation offers an overview of the basics of using your online Google Drive.
Click through the slides for an introduction on how to use your Google Drive to create, edit and share your files as well as how to upload your existing documents into your Google Drive.

Google Drive Introduction

Google Drive- One safe place for all your stuff.mp4

Adding Other People's Docs and Folders to Your Drive

When someone shares a folder with you, that file or folder will belong to the original creator or "owner". This means that if that person decides to move or delete that file, you will no longer have access to it. While not all files should be copied over, there may be some Docs such as handouts or writing samples you would like to keep.
To do this, you need to make a copy of the file or add it to your drive. 

To make a copy: 

YouTube Video

  1. Open the Doc.
  2. Click on File. 
  3. Click on Make a Copy.
    • A window will pop up asking you to rename the file. 
    • The default name is "Copy of..."
  4. Rename the file
When you add a file to your drive, you are merely placing it in your drive so you can find it easily. Keep in mind that while you will see any updates that are made to the document, if the original document is deleted, it will be deleted from your drive as well.

To Add a file to your Drive: 
  1. Open the file
  2. Click on File.
  3. Click on Add to My Drive

    View the video to the right to learn more about how to add files to your Google drive.

Uploading and Converting Documents

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When you upload files from a personal computer to your Google Drive, you can decide whether to keep them in their original format or to convert them to a Google format in which you can make changes. Conversion allows you to edit and share more easily. Take the time to view this video clip to see how easy it is to upload your existing files or folders and have them converted to Google format.

Establishing Naming Conventions

Since many students and staff may be sharing documents and folders with other students and staff, it could get confusing quickly when seeing all of the shared files in your Google Drive. One thing that can help is to agree upon a common naming scheme for files and folders. A good file name should tie the item to a time (year), a class (perhaps period), who created it (your name), and what it is (a certain paper, project, or turn-in folder).
You may want to come up with your own specific way for files and folders to be named, but if not, below are some helpful recommendations:

For documents and folders, include in the name:
  • the current school year (four digits such as 2018 for school year 2018-2019)
  • your class period (two digits such as 03 for 3rd period)
  • your name (last name then first name)
  • the name of the document or folder
For example a document may be named: 2018-07-Smith John-Research Paper

A shared folder may be named: 2018-02-Doe Jane-Turn-in Folder

The most important aspect of a good naming system is that the files and folder names should make sense to both the person who created them, and the people they are being shared with.

Previewing Your Google Drive Files

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Before opening files, it helps to be able to see a preview of them, so you are sure that you are opening the file you want. 

This video will show you how to preview your files before opening so you can be sure you are working with the correct file. 

The Advanced Search Option

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Is there a file in your drive you need, but can't remember the title? 

If you can remember a keyword from the file or who shared it with you, you can use an advanced search to locate it. 

This video shows you the ways to perform an advanced search in Google Drive. 

How is DPS doing?

Additional Videos and Support

The DPS Google Support Site with further integration ideas and resources can be found here.