Store your files and records using Google Drive

Objectives

After completing this lesson, you will be able to:

  • Create an online file
  • Share an online file with a co-worker, parent, or student
  • Download an online file
  • Upload a file
  • Enable offline Google Drive

Scenarios

The following scenarios show examples of how educators use Google Drive in their classrooms.

Pick up assignments

Mr. Keenz, a 7th-grade language teacher, meets with his technology coach to find a way to increase classroom instruction time. Together they set up a virtual folder for each student to turn in assignments. Then, they set up a second virtual folder that is shared among all of Mr. Keenz’s students. In this folder, students can access the assignment worksheets instead of passing the papers around.

Before, Mr. Keenz always spent 10 minutes passing out marked and graded assignments including the time it takes to redirect students’ attention when they are too busy staring at their score, trying to figure out why it’s not higher.

Now, students review their assignments outside of class. They also virtually turn in assignments outside of class, and Mr. Keenz passes virtual papers to them outside of class. When they need a paper for an activity, they simply open up the folder on their tablets and start the activity. In each class, Mr. Keenz now saves an extra 10 minutes previously used for passing out papers. He now uses the extra time to assess students’ progress. This time enables him to figure out points of misunderstanding and help direct the next day’s lesson.

Save paper by going paperless

Mrs. Pagonis is the headmistress at a primary and secondary school. Due to government and school budget cuts, she is forced to find ways to save money. Her part-time technology coach suggests becoming a mostly paperless school. Mrs. Pagonis decides to test it, especially since all teachers and students now have access to tablets and laptops. 

The technology coach trains the teachers how to create assignments virtually and deliver them to the students virtually. The students virtually turn in their assignments and are emailed when teachers make comments on the assignments. These papers are even shared with parents, and it is very easy for teachers to share attendance and score sheets with the administration. After trying a mostly paperless school, the school reduces the use of paper by 90% resulting in saving 360,000 sheets the first year resulting in saving €14,000. Mrs. Pagonis and the school are so amazed, they hire the technology coach full time and have asked her where else they can save money.

Manage and share records with the school

Mr. Huey, chemistry teacher, spends hours managing and organising student paperwork so that he can find assignments, record attendance, and report scores of all of his students. He is happy that today his school has decided to switch to a digital system--Google Drive. Now, he simply organises student work by unit, class period and section using virtual folders.

He shares the student scores folder with the department chair and administrative staff; all of his scores are automatically reported for the school. He loves the ability to share different folders with different people. If he is having a meeting about two students, he simply shares information about those students with the other teachers and administration. He is also able to give view access so that parents and staff don’t accidentally change the information in his records. He has saved so much time that he goes home an hour earlier now each day and spends more time with his family.

How-to

Create an online file

To create an online file using the new version of Google Drive:

  1. Navigate to drive.google.com. You have two options.
  2. Select New and choose the type of file you want to create. You can also select New, then More, and then choose the type of file you want to create.

To create an online file using the classic version of Google Drive:

  1. Click Create.
  2. Click the type of file you would like to create or click More, and then click the type of file you would like to create.

Share an online file with a co-worker, parent, or student

To share files with someone else:

  1. Select the name of a file or folder and click the Share button  at the top.
  2. Under People in the sharing box, type the email addresses of the people or Google Groups you want to share with. You can also search for contacts by typing them into the box.
  3. Choose the type of access you want to give these users by clicking the drop-down arrow to the right of the text box:
    • Can edit: Users can edit the file or folder and share it with others
    • Can comment: Users can view and add comments to the file or folder, but can’t edit it
    • Can view: Users can see the file or folder but can’t edit or comment on it
  4. Click Done. The users will receive an email letting them know you’ve shared the file or folder with them.

Download a file

To download a file using the new version of Google Drive:

  1. Click on the file you want to download. To select multiple files, hold down Shift or Ctrl(PC)/Command(Mac) while clicking on multiple files.
  2. Right-click and choose Download.
  3. Google Docs, Sheets, and Slides files will download as .docx, .xlsx, and .pptx files. All other file types are downloaded in their native format.

To download a file using the classic version of Google Drive:

  1. Click the checkbox(es) next to the item(s) that you want to download.
  2. Select More at the top of the page and choose Download...
  3. Select a file format for each item, such as Microsoft Word. If you select multiple items, they will be compressed into a .zip file.
  4. Click Download.

Upload a file

There are two ways to upload files to Google Drive:

  • Drag-and-drop file - If you’re using the latest versions of Chrome or Firefox, you can simply drag-and-drop files directly from your computer into Google Drive. You can even drag-and-drop files directly into folders or sub-folders.
  • Upload files using Google Drive - Follow the steps below to select files to upload to Google Drive.

To upload a file using the new version of Google Drive:

  1. Open drive.google.com.
  2. Click .
  3. Select Upload Files from the drop-down menu.
  4. Select the file you want to upload. To select multiple files, press Shift or Ctrl(PC)/Command(Mac) and click all the files to upload. You’ll see a box that shows the progress of your file upload.
  5. Click on the file name to open the file or close the box by clicking the X in the upper right corner.

To upload a file using the classic version of Google Drive:

  1. Open drive.google.com
  2. Click Upload .
  3. Select Files from the drop-down menu.
  4. Select the file you want to upload. To select multiple files, press Shift or Ctrl(PC)/Command(Mac) and click all the files to upload. You’ll see a box that shows the progress of your file upload.
  5. Click on the file name to open the file or close the box by clicking the X in the upper right corner.

Enable Google Drive for offline use

If you are using the new Google Drive, offline access is already set up.

  1. To turn on offline access using the new Google Drive, click the Settings menu in the upper right corner.
  2. Select Settings.
  3. Select Offline and check the box next to Sync your work to this computer so that you can edit offline.

If you are using the classic version of Google Drive:

  1. Navigate to drive.google.com in your Chrome browser.
  2. Click More on the left-hand side of the window.
  3. Select Offline.
  4. Click Get the app. If you already have the app installed, skip to step 7.

  5. In the Chrome web store, click Add to Chrome in the upper, right-hand corner.
  6. Once the app is installed, click the Google Drive icon to go back to Drive.
  7. Click Enable Offline. You can also click on the Settings menu in the upper right-hand corner and select Enable Offline to set up offline access.

NOTE: Enable offline access only on personal computers or computers where you have a password protected account. Enabling offline access on public or shared computers can put your data at risk, since others may be able to view your synced files.

Learn more

Additional information about the topics in this lesson can be found in the Google Drive Help Center.


Activity

Part A. Create a file and share it.

  1. Create any Google file from the following options:
    • Google Sheet
    • Google Form
    • Google Document
    • Google Slides
    • Google Drawing
  2. Name the file “Drive Expert.”
  3. Share the file with a friend or colleague.

Part B. Create a file, download it, and email as an attachment. Enable offline Google Drive and upload a file.

  1. Create a new file of your choice.
  2. Download the file.
  3. Email the downloaded file as an attachment to basicscourse4u@gmail.com.
    • The subject should say “FYI.”
    • The body should only say “This is for you.”
  4. Look for an automated response email from basicscourse4u@gmail.com in your Gmail account telling you whether you did this successfully. (Please remember there may be a delay.) If you do not see an email in your Gmail account, please try again. Make sure to check the email address you invited and the exact sharing message and title of the file.
  5. Enable offline Google Drive.
  6. Upload a file from your computer, phone, or tablet to your Google Drive.

Part C. How will you use this tool?







Please answer all questions in order to receive credit for this project.








Please answer all questions in order to receive credit for this project.

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