Google Drive

1. Google Drive
Putting You in the Driver’s Seat of Google Drive
You may want to view this Google Slides presentation in full view, to do so, select the full view icon
in the lower left controls.

3. Create and Upload Files
and Folders
Store and Organize Files
View files that other
people have shared with
you
Getting comfortable with the Google Drive interface...

4. Uploading Files and Folders From Your Computer
New is where all the action starts in Google Drive. Select
New to open options to create a new folder, upload a file or
folder from your computer, or create new Google Docs,
Sheets, Slides, and More…
You can even drag and drop files from Windows Explorer or
the MacOS Finder right into the Google Drive list.

5. Converting Documents to Google Docs Format
To convert non-Google format documents already in your drive
In Drive>click on the file you want to convert (it will turn blue)>right click>select Open with>Google docs.
This will add a Google formatted copy of the item to My Drive; it does not replace the original.

6. Did you know that you can convert files you’re uploading from your computer to
the Google Docs format so you can enjoy all the editing features of Google Drive?
There are many different file types in the world and you can upload, store and view
them on Google Drive. But what do you do when you want to upload files and
work with them in the Google Docs format? You will need to select the gear icon
in the upper right corner and open Settings, then choose “Convert uploaded files
to Google Docs editor format” before you upload your files or folders

7. The Power of the My Drive Interface
In My Drive you can create new folders, upload files and folders from your computer, and create new Google Docs,
Sheets, Slides, Forms, etc. If you click on a file, a menu of actions you can perform on that file will appear such as link
to file, share file, preview file, remove file and move to your Drive folders. Selecting the three dots allows more
organizing options such as; classifying the file with a star, renaming the file, color coding the file, and if you desire,
downloading the file to your computer.
Further to the right is where you can change the view and how it’s displayed. You can alternate between grid view and
list view, and you can change the sort-order of your files. You can also toggle on and off the details pane. The details
pane will tell you the details about a file and any activity related to that file. Clicking the gear icon on the upper right side
will allow you to access your Google Drive settings.
Take a closer look on the next slide...

8. Organizing Files Stored on Drive: To open the menu bar options, select the file you want to work with.
Get link to file Share files Preview files Remove file Move to your Drive folders
Select and right-click a file or folder to reveal
these tools for organizing and managing your
files.
Toggle between
Grid and List View
Sort options
View details and
activity
Settings
The name of the game with Google Drive
documents is collaboration. You can be on a
desktop PC, a tablet, or smartphone and up to
50 people can simultaneously work on a
document.

9. Sharing Files: Add collaborators and set user permissions right from the
Drive interface.

10. How to Limit Editors & Stop Downloads, Printing & Copying
Advanced Sharing Settings: Select Share>Advanced
Advanced sharing settings gives you the additional
options to designate access through a public link
and prevent editors from changing access and
adding new people. You can also disable options
to download, print and copy.
The Share button is
located on the upper right
side of your document

11. You’ve created a Doc, Sheet, Slide Presentation, or
uploaded a file to Drive which you are by default, the owner,
but would like to transfer the ownership to someone else.
You can transfer ownership to anyone you like, here’s how:
1. Open the Sharing box. You can do this from My Drive by selecting the file
and , or in the document itself by selecting the Share button
2. Select Advanced in the bottom right corner.
3. Click the drop-down next to the person you want to own the file.
4. Select “is owner”
5. Click Done.
Transfer File Ownership

12. Managing
Multiple
Versions
Did you know
you can upload
updated file
versions to
Google Drive?
1. Go to your Google Drive and select any file that you would like to update
with a current version - this applies to files that are not in the Google
Docs editing format such as PDF, images, or even videos.
2. Right click the file and choose Manage Versions from the menu and
then click the Upload New Version to upload the updated file to your
Google Drive.
3. The file name and file’s URL won’t change and all shared links will
continue to point to the new version of your file.

13. Chat: Google Drive displays colleagues in the upper right corner that
are actively collaborating on the same document. Need to ask a
question of your colleague? Select the little word balloon icon next to
their name and an instant chat box opens that’s just for that
document - all in real time.
Collaborator not around? Insert a comment, they will be notified
by email and can respond at their convenience.
Note: The chat box option is only available when other users have
the same document open.
Communicate in Real Time While Collaborating

14. Search Drive
Leverage Drive’s Powerful
Search Engine
Select the drop-down menu in the Drive
search bar to reveal various search
criteria. In addition to item name or
words, you can search by type of file,
owner, shared with and located
anywhere, starred or trash.
Best Practices: Employ a File Naming
Convention that compliments search
queries.

15. File Naming Conventions
The secret to searching for files in Google Drive is to have consistent, information rich file-
names that provide searchable keywords.
In Google Drive you can search for:
● Document Titles
● Content
● Type of File
● Who owns the file
● Shared with
● Location
Let’s take a look at some best practices and discuss them in the discussion forum.
10 Rules for Best Practices for File Naming Conventions
This concludes the slideshow - click the triangle on the lower right to advance
through the eBook.