Brought to you by the Information Technology Department Kristin C. Scott 1/27/2015 V 2.0 This page intentionally left blank. Purpose ................................................................................................................................ 5 Objectives ............................................................................................................................ 5 Getting Started .................................................................................................................... 5 FERPA Compliance ............................................................................................................. 5 Accessing Your Google 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 Google Sheets & Slides Sneak Peek ................................................................................... 20 Evaluation .......................................................................................................................... 21 Using Google Drive -- Document Revision History .......................................................... 21 For additional information, please contact: Kristin C. Scott, Assistant 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 Box 9020, Tyler, Texas 75711-9020. Page 3 of 21 V2.0 Revised: 012715 This page intentionally left blank Page 4 of 21 V2.0 Revised: 012715 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 Google account is not. Use your TJC Google Apps for Education account, available through Apache Access, for TJC-related business. Page 5 of 21 V2.0 Revised: 012715 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 screenshots 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. Page 6 of 21 V2.0 Revised: 012715 You can access any of your Google applications from this screen. This example shows that we are in the Drive, where you can store files or create new ones. 1. Click on your image (or placeholder image) to show your Google Address (used for Gmail 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. Page 7 of 21 V2.0 Revised: 012715 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 (spreadsheet) file Create a new Google Slides (presentation) file Create a new Google Forms (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: Microsoft Word (.DOC and .DOCX) Microsoft Excel (.XLS and .XLSX) Microsoft PowerPoint (.PPT and .PPTX) Open Document Format (.ODT and .ODS) Adobe Portable Document Format (.PDF) Apple Pages (.PAGES) Adobe Illustrator (.AI) Adobe Photoshop (.PSD) Tagged Image File Format (.TIFF) Scalable Vector Graphics (.SVG) Fonts (.TTF, .OTF) XML Paper Specification (.XPS) Archive file types (.ZIP and .RAR) You have unlimited free storage on your TJC Google account! Google automatically saves your documents in the cloud as often as you update it. You will not find a Save button. This may take a little getting used to at first. Page 8 of 21 V2.0 Revised: 012715 1. Click the New button. 2. Select Google Docs 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. Page 9 of 21 V2.0 Revised: 012715 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. Page 10 of 21 V2.0 Revised: 012715 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. Page 11 of 21 V2.0 Revised: 012715 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. Page 12 of 21 V2.0 Revised: 012715 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 Page 13 of 21 V2.0 Revised: 012715 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 Google Apps Script. They are available through the Google Apps store (accessible from the Add-ons menu). Page 14 of 21 V2.0 Revised: 012715 Sharing works the same way for all Google- native documents, spreadsheets, 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