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 youre 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

http://www.google.com/http://www.google.com/

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 document5. Upper left corner, click on

Untitled document

6. Type over Untitled document 7. Click anywhere on document

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

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 its 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 paragraphs 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.

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

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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