Google Docs & Google Drive Google Drive Is a Free Encompassing

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Google Docs & Google Drive

Google Drive is a free encompassing program with online file storage, file sharing, word processing, presentations, spreadsheets, forms, drawings, photo storage and more. It also has the ability to connect to other apps allowing you to launch the program, open saved files created with them from within your Google Drive account and save them there as well.

You can also access and use Google Drive and all of its components from any device or platform - from computers to iPads, Android tablets or Chromebooks, using the app or simply going to Google Drive on the web and log into your account, and use it on-line as well as off-line.

Differences on a Computer, Chromebook, iPad or Android The amount of functionality and features you have available when using Google Docs, Presentation, etc. depends on the device you are opening or creating them on. There are apps for Google Drive, Google Docs, Google Slides (presentations) Google Sheets (spreadsheets) for iPad and Android tablets. This allows you to open files in your account that were started on any other device, and also work offline. However, you are limited to basic tools such as adding text, images, tables or create new slides, but not the advanced features you would have when using a Chromebook or computer such as working with audio, using research tools, voice recognition, advanced formatting, linking, or using add-ons in the Chrome browser with them such as the Read & Write for Google toolbar containing text to speech, dictionaries, language translation and more.

Logging In - Just to Google Docs You can log into or launch just Google Docs via the web or the app.(www.docs.google.com) When you do you will be able to open a template, start a new blank document, or scroll down the list of Google documents you have saved, or are sharing with others.

In the upper right of the window you can change the view to List view, listing A-Z, lat opened, etc. You are only seeing the Google Docs, not any other PDF files, spreadsheets, presentations. Clicking the Plus file will allow you to start a new document.

Clicking on the File Picker icon in the upper right will change the view to Folders you have created in Drive, files you are sharing with others, files in your Google Drive folders such as presentations, spreadsheets, PDF files, images, videos and other file formats.

The same is true on an iPad or Android as shown here in this very minimalist window. Clicking on a Plus (+) button at the lower right of the screen allows you to start a new document.

Logging in from Google Drive You can also log into your Google Docs, as well as Google Sheets, Presentations, upload other files, images, video, audio files, PDF files and more by logging into Google Drive (www.drive.google.com) Logging into Google Drive is a more encompassing way to access not just your Docs, but other kinds of activities you also may be working on, as well as the ability to access all of the files you may have stored there.

Google Docs, Slides and Drive on a Computer or Chromebook

Google Docs opened on a computer or Chromebook is a full featured word processing program. Embedded in the menu items are tools such as Research, Translate, tables, Equation toolbars and tools for inserting mathematical equations, spell check, dictionaries as well as standard features found in most word processors such as inserting images or saving in a variety of file formats including PDF.

© Region 4 Education Service Center, www.esc4.net/UDL 3 The features, menus and functionality are identical on a Chromebook, Mac or PC when opening in the Chrome Browser. You can open it in another browser but will not have access to using Chrome extensions and add-ons such as the Read&Write for Google tools. You can download Google Drive onto a Mac or PC and use it offline. When you are connected to the internet you can then synch the files that you worked on while offline on the computer to the cloud, as well as download any files you created while online using another device.

Google Docs - using from Google Drive When you log into your Google Drive account from the app or the web (www.drive.google.com - you can also create an account here) you see all the files and folders you may have created. You can change the view to see them as a list, or grid view as shown here. A standard Google Drive account comes with 15mb of file storage allowing you to save your files there as well as upload images, video, audio, and other files such as Word, PDF, ePub, etc.

Clicking New in the upper left allows you to create a new document, spreadsheet or presentation. Google Docs can be saved as a docx, odt, rtf, pdf, txt or html file. You can also import files such as PowerPoint or Microsoft Word documents. Google docs will convert and open Word documents allowing you to continue working on them, saving and even exporting and Google Presentation will open and convert PowerPoint presentations and maintain most of the animations and transitions that may have been added in PowerPoint.

- Show equation toolbar - from the View menu allowing a student to type mathematical operations on the page. Choosing New equation will place a new box on the page to work with.

- Research - from the Tools menu opens a side bar that allows a student to search for images, quotes, definitions, articles and more of the word or topic typed into the search field. - Images or text selected from the Research window can simply be selected, dragged and dropped into the document. For images hold mouse button down and drag and drop, for text select then drag and drop.

- Show below is an example of dragging selected text from the Research window into the document after having dragged and dropped an image into the document.

- When dragging and dropping text from the research window you can also click on Cite, which will footnote and cite the source at the bottom of the page.

Below is a sample citation inserted into the document from the Research window by clicking Cite.

© Region 4 Education Service Center, www.esc4.net/UDL 5 - Translate document - from the Tools menu will translate the text using Google Translate by allowing you to save a copy of the original, then translating the copy from a list of languages in the drop down listing.

- Voice Typing (voice recognition) - from the Tools menu. Allows you to speak and it will translate voice to text.

Sharing Files and Folders One of the features of a Google Doc is the ability to share a file, or even a folder and all of the files in it, with anyone else such as a student, your class, a colleague you are collaborating on a project with. You can allow them to access the file and either: - Can View - view the document, but not make any changes to it - Can edit - allow them to add to, change or delete anything in the document - Can Comment - can add comments on the document but change anything in it

You can also - Prevent editors from changing access and adding new people to the document - Disable options to download, print, and copy for commenters and viewers

To share a file: Either right-click on the file in your directory and choose Share, or open the document, choose the File menu, Share.

In the window that opens you can add the e-mail addresses of those you want to share it with, and choose the editing options. Choosing Advanced at the bottom of the window will bring up other options such as disabling printing, etc.

To share a folder: Right-click on the folder and you will be presented with a screen with the same options for sharing. When sharing a folder, all the editing options you set will apply to all of the files in that folder.

© Region 4 Education Service Center, www.esc4.net/UDL 6 Adding Accessibility and Supports Add-ons can also be added to toolbars in Google Docs or the Chrome web browser bar from third party developers providing text to speech support, picture dictionaries, voice recognition, highlighting tools, vocabulary supports, on-screen rulers and more.

Accessibility with Add-ons - Computers & Chromebooks There are many Chrome Extensions and Add - ons that can be used in Google Docs to provide enhanced accessibility. You can add, and access them, by launching the Chrome browser and Signing into your Google Account. You sign into Chrome by clicking the button at the top right - click Sign in - and use your Google sign in name and password. Any Google Docs, Google Drive or other Google App you may have already created a sign in for is your Google Account (and Chrome) log in and password. You later "sign out" if you are on a shared computer or Chromebook.

Using the Chrome Web Store Apps and extension can be downloaded from the Chrome Store and are installed into your Chrome browser. https://chrome.google.com/webstore/ They can then be accessed whenever you sign into your Chrome account on any computer or Chromebook and close out when you sign out.

From the Chrome Store you can type in the name of the app or extension you are searching for, or even a category such as "text to speech" or "brainstorming" in the search field. You will first see a list of Apps that run like a computer program, and then Extensions, which add functionality in apps such as adding the ability to read aloud selected text, look up in a dictionary or translate a selected word.

When you choose Add to Chrome (you see "Rate it" if you have already installed it!) it installs the apps in an App window - upper left of Chrome browser window - and if it is an extension they show up in at the end of the URL field in the browser as shown below. If you install too many of them you will see a drop down arrow allowing you to see the rest of them in a list.

Signing into Chrome - PC, Mac and Chromebook Only

© Region 4 Education Service Center, www.esc4.net/UDL 7 To use Chrome add-ons and extensions, such as Read&Write for Google or Co:Writer, or to download apps into your Chrome account to use, you first need a Chrome account. If you have a Google Docs or Drive account that log-in and password is what you can use to log-into your account in the Chrome browser. The Chrome browser on an iPad or Android table does not have the ability to utilize any extensions or apps via the Chrome browser.

Signing into Chrome on a Chromebook , or on a PC or Mac in the Chrome web browser:

Mac or PC - Launch the Chrome Browser - Choose Sign in from the home page

- When finished choose the icon for your log in name and choose Sign Out

On a Chromebook - Type in your password if you are on a Chromebook your user name has been added to on the opening screen - Or choose +Add person to enter in your e-mail and password for your Chrome or Google account - Sign Out before shutting down to sign out of your account

Extensions that can be added for use in Chrome & Google Docs include: - Read&Write for Google - Subscription based. This toolbar is an add-on for Google Docs with features such as Text to Speech, highlighters, picture dictionary, voice recognition, language translation, vocabulary supports. Once installed (you may have to restart Chrome the first time you install it) it is accessed by clicking on the rw button that will be installed on the toolbar as shown below when working with a Doc.

- Beeline Reader - changes font colors in a document, also allows for toggling the OpenDyslexic font for viewing in document - Cite This for Me - used to cite web articles - Co:Writer Universal - Subscription Based. Word prediction, text to speech, voice recognition in a Google Doc - Snap&Read Universal - Subscription based. Text to speech of selected text anywhere on-screen including documents displayed under document cameras, language translation, adjust text complexity, Outlining Tool - Google Translate - language translation - Comfort On-Screen Keyboard Pro - on-screen keyboard - Google Dictionary - SpeakIt! - text to speech of selected text - no word by word highlighting - Readability - extracts an article from a web page into a clean screen making it easier to read with no advertising or other information not in the main article - Clearly - extracts an article from a web page into a clean screen making it easier to read with no advertising or other information not in the main article - Kami - PDF viewer, open PDF files in Chrome browser window - Save to Google Drive - save web content or screen capture directly to Google Drive - Save Text to Google Drive - saves selected text on a webpage to Google Drive - Voice Note II - Speech to text - voice recognition in a notebook - TL;DR - Article Summarizer - summarize text in a web article - Read&Write for Google Chrome - adds the Read&Write for Google toolbar to web pages for additional accessibility such as TTS, highlighters, etc. - Readlang - set language for translation, click on any word in browser to see translation displayed above word Once you've installed Read&Write for Google it is also accessible as an extension in your browser window. To use it you need to be on a web page where the tool would be able to be utilized such as reading text on a web page. The rw icon would not be displayed for example when you are in the Chrome Web Store but would be visible if you went to most other websites. Clicking on the rw icon in your URL field will display the toolbar, and clicking on it again will hide the toolbar.

© Region 4 Education Service Center, www.esc4.net/UDL 9 There are many other extensions that can be added such as Bookshare Web Reader, Awesome Screenshot, Dynamic Language Tools, My Homework Reminder, Readlang (which allows a user to select a word on a web page and show the language translation right above the English word) etc. which work independently of Google Docs.

Example of selecting text in a Doc, right-clicking on it and choosing the Co:Writer extension to be read aloud.

Example of apps that can be used in conjunction with Google Drive include: - Snapverter - Subscription based - Converts images taken of a printed page of text such as worksheets with a reading passage, etc, from a camera on any device including iPhone, iPad, Android, etc. to a PDF document which can then be read aloud using the Read&Write for Google tools. Easiest way to do this is to open Google Drive on your iPad, iPhone, Android phone, etc., open the Snapverter folder that is created in Google Drive when it is installed, open the "Drop files here to convert" folder then click on the + button at the lower right to take and upload the image to Snapverter for converting. The folder named "Finished" is where you will find and open the converted PDF files, and by right- clicking on the file you can choose "Open with", and choose Read&Write for Google to be read aloud using the reading tool.. - Lucid Charts - save and open created mindmaps into Doc - MindMup - save and open created mindmaps into Doc - Cacoo - save and open created mindmaps into Doc - TeX equation editor - drag and drop or copy/paste mathematical formulas into Docs - Calculator - floating on-screen calculator

Examples of Apps that once installed can save files into Google Drive and allow you to launch the app from the New menu. - Lucid Chart - WeVideo - Cacoo - Fluency Tutor - MindMup - Mindmap - GeoGebra - MoveNote - Powtoon - VideoNot.es - draw.io Drawings - Drive Notepad

Chrome Apps that can provide support to students: - Explain Everything - interactive whiteboard writing, draw, insert images, video - Natural Reader - online word processing (or open docs from multiple places such as Dropbox, Google Drive, etc.) with Text to Speech, change voice, adjust speed, access to free eBooks which can be read aloud in app from menu - Readium - eBook Reader and Bookshelf - Evernote - note taking, add images, record voice - Save to Google Drive - Chrome extension helps you save web content or browser screenshots to your Google Drive. - Tex Equation - text equation editor -symbols, functions, formula - http://pixlr.com/ - online photo editing - WeVideo - http://www.wevideo.com/ - online video editing - Trackclass - assignment tracker - http://trackclass.com/ - Soshiku - assignment tracker - http://soshiku.com/ - https://www.desmos.com/ - online graphing calculator - Kami (formerly Notable PDF (extension and app) will open PDF, convert JPG to PDF files, annotate, highlight, type on page, more - Cacoo - https://cacoo.com/ - online diagrams - Wunderlist - https://www.wunderlist.com - task manager - Ck-12 Curriculum Books - www.ck12.org - free curriculum eBooks for downloading, online activities, resources, more - Animoto - http://animoto.com/ - create video slideshows - Conceptua Math - www.cnceptuamath.com - working with fractions - Socrative - www.socrative.com - online quiz program - Nearpod - www.nearpod.com - online quiz program - add video, use draw tools, - OneDrive - www.OneDrive.com - Microsoft tools - Word, PowerPoint, Excel, plus - Padlet - create interactive "class notes" wall, students can interact with or view later - add images, notes, video, files, PDF, more - Kaizena - Add voice comments to Google Docs - ScanQR - QR code scanner for built in camera - Voice Recorder - record voice, save as MP3 to Downloads folder - Calculator - Picasa - online web picture album, image editing - Sumo Paint - drawing program - Pictico - coloring program - Lucidchart - diagrams - GeoGebra - geometry app - Sketchpad - drawing pad - The Fractulator - fractions calculator - Pixlr Touch Up - photo editor - MagicScroll eBook Reader - FlashCards - flashcard creator

© Region 4 Education Service Center, www.esc4.net/UDL 11 - Powtoon Presentations - Slideshow/video presentation app for Chrome, insert image, video, text - MeeGenius Childrens Books - 70 free books read aloud to students, other books available for purchase - ScreenLeap - broadcast browser window & screen capture utility - AdBlock - block adds - Readlang - online app with language translation, create flash cards, more

© Region 4 Education Service Center, www.esc4.net/UDL 12 Google Slides - creating presentations Google Slides is similar to PowerPoint. You can create presentations with transitions between slides, animations, add images, video, arrange slides, choose from various layouts, etc. You can save the presentations and run it from Google Drive, or download it as a pptx, pdf, png or jpg file. Video can only be imported from a URL or YouTube, so if you want to use your own video upload to YouTube first.

Sample screen from a slide presentation.

You can share a link to view the slide presentation by clicking the Share button in the upper right, down it, print it, and more. You can use it to create story books, students to use for lab reports, etc. Audio can only be inserted as a link to a file that resides on a website such as a music file, an MP3 you recorded and saved on a webpage, sound clips embedded on websites, etc.

Menu and view comparisons of Google Docs on Different Devices

Computer & Chromebooks

- All features, menu options export options, Research tools, can use all Chrome extensions, add-ons such as Read&Write for Google, Co:Writer Universal, inset images, more.

iPad - Google Docs needs to be installed as a separate app to edit documents

- Fewer menu options, basic formatting, add images, tables, comments, can export, save as Word docx, share. Accessibility can come from the Read Selected Text option in the iPads Accessibility Settings, can use alternate keyboards such as Read&Write Keyboard with dictionary, word prediction, spell check, use Siri in document for voice recognition.

Android - Has the exact same screen and menu options as iPad shown above. Accessibility via downloaded and installed keyboards from the Google Play Store www.play.google.com (Settings/Language and input) that may include word prediction, TTS, spell check or extensions such as Talking Clipboard which reads aloud selected and copied text.

Keyboards on the iTunes App Store - download and install in Settings/Keyboards - Lowercase (Open Dyslexic font), Read&Write for iPad, MyScript - Stylus (handwriting recognition), SuperKeys, Swype, Math Keyboard, Keedogo. Others can be found also.

Using Google Docs or Google Drive on a Tablet - Logging In and Out

© Region 4 Education Service Center, www.esc4.net/UDL 14 When using Google Docs or Drive in a classroom situation with shared iPads or Android tablets you want to make sure the student completely logs out of their account when done, otherwise another student can simply launch the app and it will still be logged into the previous students account.

Log Out: To log out - Tap the 3 bars in the upper right of the screen

- Choose the drop down next to your name and choose Manage Accounts

- Choose Manage in the next screen, then choose Remove next to your name. The next time the app is launched you will be presented with the Sign in window.

© Region 4 Education Service Center, www.esc4.net/UDL 15 Chrome Add-ons & Extensions - Currently Chrome extensions and add-ons are unavailable in the iPad and Android versions of Chrome. Choosing a document in Drive to edit will require opening in the downloaded version of Google Docs on iPad/Android tablets.

Google Slides - menus & views Computer & Chromebooks - all features including inserting video, word art, tables, text boxes, images, choose layouts, slide transitions, use Research Tools from Tools menu, save as Presentation or export as PowerPoint, transitions. Files are auto saved on exiting.

iPad/Android Both iPad and Android have the exact same screen and functionality. Add text, images, shapes, lines, tables, create new slides, play presentation, text formatting. Cannot add transitions, video, audio, work with other tools such as Research, etc. Can create new presentations, files are auto saved when exiting.

© Region 4 Education Service Center, www.esc4.net/UDL 16 Tips, Comments and Ideas - Files are auto saved - when you start a new file or add to an existing one, changes are automatically save when you close out - Files can be opened on any device and edited - you can access your Google Drive or Docs files on any device, at any time. Depending on the device (computer, tablet, Chromebook) and the browser you use (Chrome gives you the most options) launch a web browser, go to www.drive.google .com or www.docs.google.com to log into your account. Using a tablet (iPad/Android) you will need the app installed to edit files, but on other devices you can work on any files directly online. - Limits to using on tablets - you will have limited menus and options when working on iPads or Android tablets

Google Drive - Click+ Option to upload photos/files from any device

Logging into your Google Drive account on a computer or Chromebook and choosing New allows you to upload any file from your computer. If you open a folder (such as a shared folder) and choose New, File Upload, the file you select will be uploaded into that folder.

If you log into your Google Drive account on an iPad or Android (or iPhone/Android phone) you will see a + sign inside a red circle at the bottom right of the screen. Pressing the plus allows you to start a new document or upload files.

In the example to the right I've opened a shared folder in my Google Drive account, then clicked on the + button on my iPad. I can then take a picture with my camera and the image will automatically be uploaded to that folder, upload files from my Dropbox or iCloud account, from my photo library, and even OneDrive. I can also start a new Doc, Spreadsheet or Slide Presentation.

With Snapverter (Chrome app from TextHelp) I can open the Snapverter folder in my Drive account that Snapverter created when added to Chrome called "Drop files here to convert, " click the + button, take a picture of a page of printed text, and the image will be uploaded to that folder. Snapverter will process it, turn it into a PDF file and place it in the Finished folder. I can now Open it by Right - clicking on the file, choose Open with, Read&Write for Google and use the tools to read it aloud to me, annotate, highlight, etc.

On an iPad or Android I can open the file into a variety of apps that would read it aloud to me including Claro PDF or ezPDF Reader, which both also allow me to type on the document. On an Android I can use apps such as ezPDF Reader or iAnnotate PDF to open, annotate. ezPDF Reader can read it aloud.