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Kristin . Scott 1/27/2015 V 2.0

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Purpose ...... 5 Objectives ...... 5 Getting Started ...... 5 FERPA Compliance ...... 5 Accessing Your Drive ...... 6 Upgrading to the New Drive ...... 6 Understanding the Google Drive Screen ...... 7 Identifying Available Services in Google Drive ...... 8 Saving Your Documents ...... 8 Creating a New Google Document ...... 9 Working with Formatting Features ...... 10 Inserting an Image ...... 12 Reviewing the Revision History ...... 13 Add-Ons ...... 14 Sharing Your Document with Others ...... 15 Using Folders...... 19 & Slides Sneak Peek ...... 20 Evaluation ...... 21 Using Google Drive -- Document Revision History ...... 21

For additional information, please contact: Kristin C. Scott, Director Educational Technology & Information Technology Training [email protected] 903.510.2560

Copyright © 2013 Tyler Junior College. All rights reserved. This material may not be reproduced, displayed, modified or distributed without the express prior written permission of the copyright holder. For permission, contact Tyler Junior College Information Technology Department, PO 9020, Tyler, Texas 75711-9020.

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To provide reference materials to Tyler Junior College faculty and staff for the basic use of their Google Drive within their TJC Google Apps for Education account.

1. Access your TJC Google Apps for Education Google Drive. 2. Familiarize yourself with the Google Drive screen. 3. Available Services in Google Drive. 4. Create and Edit a new Document. 5. View the Revision History. 6. Share the Document with others. 7. Use Folders.

You will need to access your TJC Google Apps for Education account.

Your TJC Google Apps for Education account is FERPA (Family Educational Rights and Privacy Act of 1974) compliant, a personal is not. Use your TJC Google Apps for Education account, available through Apache Access, for TJC-related business.

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1. Login to your Apache Access account.

2. Click on the Drive link in the toolbar.

If you are still using the old version of Google Drive, upgrade now to get the newest available features. All in this guide are from the new Google Drive.

1. Click on the Settings drop down arrow to reveal the menu. 2. Click on Experience the new Drive.

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You can access any of your Google applications from this screen. This example shows that we are in the Drive, where you can store or create new ones.

1. Click on your image (or placeholder image) to show your Google Address (used for and other services) in the upper right hand corner. 2. Click on the Tiles icon to expand the menu of Google Apps. 3. Your Google+ account is easily accessible from any of your Google Apps. (Google+ is required for new Hangouts, including web conferencing) 4. Search your Google Drive using the Search Box. 5. Change views and settings in the upper right – Grid/List View, Sort Options, View Details, and Settings. 6. Create and manage files and documents using the tools in the Navigation Pane on the left.

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3. Click on the New button to:  Create a New Folder  Upload a File  Upload a Folder  Create a new Google Document (word processing) file  Create a new Google Sheets () file  Create a new (presentation) file  Create a new (collect information) file  Create a new Google Drawing file

Google Drive allows you to view the following file formats but you can upload and store any file type:

(.DOC and .DOCX)  (.XLS and .XLSX)  Microsoft PowerPoint (.PPT and .PPTX)  Open Document Format (.ODT and .ODS)  Adobe Portable Document Format (.PDF)  Apple (.PAGES)  Adobe Illustrator (.AI)  (.PSD)  Tagged Image File Format (.TIFF)  (.SVG)  Fonts (.TTF, .OTF)  XML Paper Specification (.XPS)  Archive file types (. and .RAR) You have unlimited free storage on your TJC Google account!

Google automatically saves your documents in the as often as you update it. You will not find a Save button. This may take a little getting used to at first.

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1. Click the New button. 2. Select from the menu.

A new Untitled Document is created.

3. Click the Google Docs home page button in the upper left to be taken to a list of the Google Docs in your Drive.

New Editing capabilities are found in the Editing dropdown arrow including Editing, Suggesting Edits, and Viewing.

The document currently is called Untitled document.

1. Select File from the menu bar. 2. Select Rename from the menu. 3. Type a new name into the Rename Document dialog box. 4. Click the OK button.

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The interface is very similar to other word processing programs you have used.

1. Select the text. 2. Click the Bold button in on the menu bar.

Notice that the document has already saved the changes.

1. Select the text. 2. Click the Italics button in on the menu bar.

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1. Select the text. 2. Click the Numbered List button in on the menu bar.

1. Select the text. 2. Click the Bulleted List button in on the menu bar.

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1. Click Insert on the menu bar. 2. Select Image in the menu.

The Insert image dialog box presents you with choices for acquiring an image:

 Upload  Take a snapshot (will need a camera attached)  By URL  Your albums (associated with your Google+ account)  Google Drive  Search

In this example, we will use an image that has already been uploaded to Google Drive.

3. Click Google Drive in the Insert image dialog box (as shown above). 4. Navigate to the image or use the search box to search for a particular image file in My Drive. 5. Click on the image to select it. 6. Click on the Select button.

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7. Click on the image to select it.

Once selected you can drag the handles to resize the image, select how text wraps around the image, and even how closely text wraps around the time.

In the toolbar, you can find buttons to crop the image, reset the image (take it back to its original state), and open the Image Options pane.

The Image Options pane allows you to recolor the entire image, adjust transparency, brightness, and contrast, as well as return the image to its original state.

1. Click File on the menu bar. 2. Select See revision history in the menu.

The revision history pane shows on the right side of the screen. It displays a list of revisions to the document listed most recent change at the top. Included in each entry:

 Date and time of revision  Revision color  Username of reviser

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3. Click on an entry to see the revisions made by that author. They will be displayed in the color associated with that author at that time.

Add-ons for Google Documents, Sheets, and Forms are tools built by third-party developers using . They are available through the Google Apps store (accessible from the Add-ons menu).

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Sharing works the same way for all Google- native documents, , and presentations. Sharing options have recently been simplified but you can still get to all the Advanced features if you so choose.

1. Click the Share button in the upper right hand corner of the screen.

The Share with others dialog box presents itself when you click the Share button in Google Documents, Sheets, or Slides. Additional functionality is available from this dialog box.

2. Click in the People area of the Share with others dialog box. 3. Type in email addresses (or Contact List Name or Group Name) for the people or groups with whom you would like to share your document. 4. Select document access level for the individual or group. Options include: Can Edit, Can Comment, and Can View. 5. Click the Done button if you are satisfied with these changes.

6. Click Get shareable link to access additional tools and get the link to share with others. 7. Click the Advanced link to access all sharing options.

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8. Click Get shareable link in the upper left of the Share with others dialog box. The dialog box expands to include the Link sharing section and automatically copies the link to the system clipboard.. 9. In the Link sharing section, you can see the default sharing settings chosen for you. You can change these in this dialog box or in the Advanced dialog box now or in the future. 10. Click the document access level dropdown to change the default document access level for link sharing, if desired. 11. Click Copy link button if you would like to copy the link again. 12. Enter Contact list names or email addresses and change document access level for individuals or groups entered here in the People section, if so desired. 13. Click the Advanced link to access all sharing options. 14. Click the Done button if you are satisfied with these changes.

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Access the Advanced sharing settings dialog box by clicking the Advanced link in any of the other sharing dialog boxes.

15. Click the Link to share if you would like to copy it for use in another location. 16. Click the Change link in the Who has Access section to change group level sharing. In this section, you can also see individuals who have access and what their level of access is currently. 17. Enter Contact list names or email addresses to share this document with individuals in the Invite people section. 18. Click the Done button if you are satisfied with these changes.

NOTE: Anyone with editor document access level status can add people and change permissions.

19. Click the Change link of the Who has access section of the Sharing Settings dialog box (see image above). 20. Select the Link sharing visibility option you wish to use. 21. Click on the dropdown arrow to select the document Access level for this visibility option. 22. Click the Save button.

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23. Type the Contact list name or group, or email addresses of people with whom you would like to share this document in the Invite people section. 24. Select the document sharing access for the individual or group. 25. Check the box to notify people via email about this new shared document, if you so desire. 26. Type a message for the sharing email (not required), if desired. 27. Click the Send button.

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Folders are a way of organizing your documents. These folders work like any other folders in any other programs you have used. You can create them, nest them, and delete them.

1. Click the New button. 2. Select Folder from the menu.

3. Type the name you want to give the folder in the Name Folder dialog box. 4. Click the Create button.

You now have a folder in your My Drive area of your left hand navigation. You can tell you are “in” the folder, because the text is red in the My Drive list and you can see the files within that folder. You will also see a breadcrumb trail (see image below) above the list of files and folders that lets you know where you are within your My Drive.

From My Drive, you can see all the folders you’ve created and all documents you have that are not stored in a folder.

1. Click on the document you wish to put into a folder. 2. Drag and drop the document on the folder either in the folder & document list or in the left hand navigation.

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You can create presentations and spreadsheets within your Google Apps for Education account. If you’re familiar with other popular presentation and spreadsheet applications, you’ll easily be able to make basic presentations and spreadsheets.

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Before you leave the workshop today, please complete the workshop evaluation at: http://goo.gl/6Ah1k6

Version Revision Date Revisions Author Number V1.0 July 25, 2013 Initial Release Kristin C. Scott V1.1 October 25, 2013 Update Contact Information Kristin C. Scott V2.0 January 27, 2015 Complete Functionality and Kristin C. Scott update for all sections

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