Using Google Drive and Google Docs - Crystal Lake Public ... · Using Google Drive and Google Docs...

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Using Google Drive and Google Docs Crystal Lake Public Library Adult Services Department 126 Paddock Street, Crystal Lake , IL 60014 815-459-1687 ext. 7 1

Transcript of Using Google Drive and Google Docs - Crystal Lake Public ... · Using Google Drive and Google Docs...

Page 1: Using Google Drive and Google Docs - Crystal Lake Public ... · Using Google Drive and Google Docs Crystal Lake Public Library Adult Services Department 126 Paddock Street, Crystal

Using Google Drive and Google Docs

Crystal Lake Public Library

Adult Services Department

126 Paddock Street, Crystal Lake , IL 60014

815-459-1687 ext. 7

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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

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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

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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

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Accessing Google Drive

To access Google Drive you need a valid email account

Gmail account

• Go to www.google.com

• Sign into your gmail account

• Click the apps icon

Other email account (Yahoo, AOL, Comcast)

• Go to www.google.com

• Sign in with existing email to create an

account for Google Drive

• Click on the apps icon

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Apps icon

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Google Drive

1 - 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

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Creating New Documents (New Doc)

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1. From Google Drive homepage, click on red “New” button

2. Drop-down menu will appear3. Click on Google Docs4. 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

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Editing Fonts, Size & Alignment

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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.

Normal text or title Font Font size Font color Alignment

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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)

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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

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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

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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.”

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Resizing an Image

• Once an image is uploaded and placed into a documentit 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

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Moving an Image

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.

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Once an image is uploaded and placed in a document; it can be moved.

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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

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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

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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.

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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

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Sharing Files with Others

At the Google Drive homepage find and open a document

Click on blue “share” button at the top right

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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

access3. Invite others: Entering their contact information to allow others to edit or view

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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

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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

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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 email is another way to share files

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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.

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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

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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.

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