Google Drive - Training

Welcome to the Google Drive training page!

As you go through each of the buttons on this interactive page, some may ask you to practice with your own Google Drive. Please ensure that you are NOT editing any Shared Drives during this training, only YOUR Drive, Folders, and Files. As always, please let Popple know if you have any questions!

Accessing Google Drive

File Organization

What is Google Drive?

Version History

Uploading & Creating Files

Offline Access

need help?

Privacy & Security

Sharing & Collaboration

Syncing &Backing Up

I acknowledge that I will only edit the files and folders in my own personal drive, and I am ready to start my training!

Feedback

File Types & Compatability

Advanced Searching

Starred Files & Shortcuts

Accessing Google Drive

File Organization

What is Google Drive?

Version History

Uploading & Creating Files

Offline Access

need help?

Privacy & Security

Sharing & Collaboration

Syncing &Backing Up

Feedback

File Types & Compatability

Advanced Searching

Starred Files & Shortcuts

to open an information window:

Page Navigation

to close an information window:

click on the black circle in the top right corner of the window

click on any of the blue menu buttons that move when are hovered over

How can I backup all the files I have stored in my Drive?

Backing up your Google Drive is like making a copy of all your important digital stuff, so you don't lose them. It is important that this is done at least once a year, but it can be done as many times as needed to feel confident and comfortable! Click on the kebab (3 dot) menu icon for any folder or file and select Download. Once it has downloaded to your computer, be sure to move them to a safe space on your computer or to an external hard drive or USB. (If any staff members leave or retire and their Google account is deleted, all of the files they made will be deleted, too!)

I'd love to hear from you!

Have Feedback?

Use the button above to send Popple an email and let her know how she can improve!

How can I share my files with other staff members?

Google Drive is like a digital safe where you keep your important files and documents. You will want to make sure your digital safe is secure. Under the share settings, check the general access to see who can access your folders and files: By default, anything in your personal Drive is private and only accessible to you. If you create or move any files into a shared folder, it will give access to whoever the folder is shared with by default. You can also lock your files from being edited to!

Public - if you see this icon in the top right corner of your file, anyone with the link can access it.

Private - if you see this icon in the top right corner of your file, only you can access it.

School - if you see this icon in the top right corner of your file, anyone with a Gretna school email can access it.

How can I add files to my Google Drive?

To upload an existing file or folder to your Drive, you can either drag & drop the file from your computer into the Drive window or by using the New & File upload buttons. The New button also allows you to create new files within your Drive from any of the other Google Suite apps (Docs, Sheet, Slides, etc).

Let's Practice!

Click on this red button to navigate to Staff Folders for this training. All staff members who signed up for this training has their own folder to edit. Practice uploading a file from your computer to your own folder!

What is Google Drive?

Google Drive is a digital storage space provided by Google. It's like having a special online folder where you can keep all your important digital stuff, like photos, documents, and videos. You can access this folder from your computer, phone, or tablet as long as you're connected to the internet. Imagine it as a super organized filing cabinet in the cloud. You can put your files in this cabinet and even share and work on them with your friends or family by sending them an access link. It's great for keeping things safe because even if your device gets lost or broken, your files are safe and sound in your Google Drive.

to open an information window:

Page Navigation

to close an information window:

click on the black circle in the top right corner of the window

click on any of the blue menu buttons that move when are hovered over

How can I use folders to organize my files?

Google Drive gives you the ability to put files within folders, to help organize your Drive and easily access documents that can clutter up quickly. You can also put folders within folders as many times as you would like! Start with a broad folder name, like a course (ex: Physical Science). The next set of folders within that course could outline specific units (ex: Unit 1, Unit 2), and the next nested set of folders can even further divide course materials (ex: tests, worksheets, notes, etc).

Course Folder

Unit 1

Unit 2

Unit 2 Notes

Unit 2 Tests

How can I share my files with other staff members?

Sharing a file from your Google Drive is an easy way to collaborate or show someone something you have without sending big attachments through email. From your drive, click on any of the kebab (3 dot) menu icons for a file or folder and click on Share. The share screen will allow you to type in any staff emails or copy the direct share link. Check general access to make sure it is able to be accessed by more than just you!

Fun fact: the 3 dot menu has two names, ellipses and kebab, due to its shape!

What if I have limited or no internet access?

Google Drive's offline access feature allows you to access and work on your files stored in Google Drive, even when you're not connected to the internet. This can be particularly useful when you need to work on your documents while traveling, during a flight, or in areas with limited/no WiFi. To turn this feature on, go to your Settings General, and scroll down to Offline. Important Note: If you have more than one Google account on your computer, only one of them can have offline access at a time.

The cogwheel icon can be found in the top right corner of your Google Drive screen.

How can I add files to my Google Drive?

To upload an existing file or folder to your Drive, you can either drag & drop the file from your computer into the Drive window or by using the New & File upload buttons. The New button also allows you to create new files within your Drive from any of the other Google Suite apps (Docs, Sheet, Slides, etc).

What kind of files can I store on my Drive?

Google Drive can store a wide variety of different files, but it handles each differently. Any files from Google Suite (Docs, Slides, Sheets, etc) can be edited and created from within Google Drive. Any files from Microsoft Office (Word, Excel, PowerPoint) can be edited within Google Drive, but formatting may be off. Any other file types (videos, images, PDFs, audio, etc) are just for viewing and sharing and cannot be edited in Drive.

What is Google Drive?

Google Drive is a digital storage space provided by Google. It's like having a special online folder where you can keep all your important digital stuff, like photos, documents, and videos. You can access this folder from your computer, phone, or tablet as long as you're connected to the internet. Imagine it as a super organized filing cabinet in the cloud. You can put your files in this cabinet and even share and work on them with your friends or family by sending them an access link. It's great for keeping things safe because even if your device gets lost or broken, your files are safe and sound in your Google Drive.

How can I access my Google Drive?

Google Drive can be accessed two different ways:

via web browser: via mobile app: (Chrome, Safari, Firefox, etc) (iPhone, iPad, Android, etc)

download the Google Drive app from the App Store and open it

go to drive.google.com OR locate the waffle icon in the top right corner of your Gmail page and click on the Google Drive icon

Fun fact: it's actually called a waffle icon because of it's resemblance to a square waffle!

Open up a new tab in your browser and type in the URL above to practice navigating to your Google Drive homepage!

Let's Practice!

Help! I've messed up one of my files. What do I do?

Google Drive keeps a record of all the changes you make to your files, like a history book for your documents. So, if you ever want to go back to an earlier version, you can do it easily! It's like having a time machine for your files. When you open a file in Google Drive, click on File in the top left corner and select Version History (you'll see a list of all the changes that have been made). You can choose an earlier version to view or even restore it if you prefer that one.

How can I quickly access frequently used files?

There are two ways you can do this, and both are found under by clicking on the kabob (3 dot) menu and selecting Organize.

Starred Files: Shortcuts:

The starred files can be easily found on the leftside menu of the Google Drive homepage. I recommend doing this for your building's teacher packet document!

These can be added anywhere in your Drive as a quick link to access files. While it may look like you have moved the file location, this is just a link, not the actual file!

How do I know which files are private and public?

Google Drive is like a digital safe where you keep your important files and documents. You will want to make sure your digital safe is secure. Under the share settings, check the general access to see who can access your folders and files: By default, anything in your personal Drive is private and only accessible to you. If you create or move any files into a shared folder, it will give access to whoever the folder is shared with by default. You can also lock your files from being edited to!

Public - if you see this icon in the top right corner of your file, anyone with the link can access it.

Private - if you see this icon in the top right corner of your file, only you can access it.

School - if you see this icon in the top right corner of your file, anyone with a Gretna school email can access it.

Open up a random file from your Google Drive and check the general access, under share settings. What is it set to?

Let's Practice!

How can I access my Google Drive?

Google Drive can be accessed two different ways:

via web browser: via mobile app: (Chrome, Safari, Firefox, etc) (iPhone, iPad, Android, etc)

download the Google Drive app from the App Store and open it

go to drive.google.com OR locate the waffle icon in the top right corner of your Gmail page and click on the Google Drive icon

Fun fact: it's actually called a waffle icon because of it's resemblance to a square waffle!

I can't find something in my Drive. What do I do?

Google Drive's search feature is like having a search dog that sniffs out your files based on the clues you give it. Use the search bar at the top of the Google Drive page to type in any key words that may help you find what you are looking for. It can even locate words within your files! If you want to be more specific about what clues to give it, click on the Advanced Search button (sliders icon) and fill in as many relevant fields about the file type, owner, name, etc. that you would like.

Help! I've messed up one of my files. What do I do?

Google Drive keeps a record of all the changes you make to your files, like a history book for your documents. So, if you ever want to go back to an earlier version, you can do it easily! It's like having a time machine for your files. When you open a file in Google Drive, click on File in the top left corner and select Version History (you'll see a list of all the changes that have been made). You can choose an earlier version to view or even restore it if you prefer that one.

How can I use folders to organize my files?

Google Drive gives you the ability to put files within folders, to help organize your Drive and easily access documents that can clutter up quickly. You can also put folders within folders as many times as you would like! Start with a broad folder name, like a course (ex: Physical Science). The next set of folders within that course could outline specific units (ex: Unit 1, Unit 2), and the next nested set of folders can even further divide course materials (ex: tests, worksheets, notes, etc).

Course Folder

Unit 1

Unit 2

Unit 2 Tests

Unit 2 Notes

Let's Practice!

Click on this red button to navigate to Staff Folders for this training. Each staff member who signed up for this training has their own folder to edit. Practice making folders and organizing the files that go inside each!

What kind of files can I store on my Drive?

Google Drive can store a wide variety of different files, but it handles each differently. Any files from Google Suite (Docs, Slides, Sheets, etc) can be edited and created from within Google Drive. Any files from Microsoft Office (Word, Excel, PowerPoint) can be edited within Google Drive, but formatting may be off. Any other file types (videos, images, PDFs, audio, etc) are just for viewing and sharing and cannot be edited in Drive.

How can I backup all the files I have stored in my Drive?

Backing up your Google Drive is like making a copy of all your important digital stuff, so you don't lose them. It is important that this is done at least once a year, but it can be done as many times as needed to feel confident and comfortable! Click on the kebab (3 dot) menu icon for any folder or file and select Download. Once it has downloaded to your computer, be sure to move them to a safe space on your computer or to an external hard drive or USB. (If any staff members leave or retire and their Google account is deleted, all of the files they made will be deleted, too!)

How can I share my files with other staff members?

Sharing a file from your Google Drive is an easy way to collaborate or show someone something you have without sending big attachments through email. From your drive, click on any of the kebab (3 dot) menu icons for a file or folder and click on Share. The share screen will allow you to type in any staff emails or copy the direct share link. Check general access to make sure it is able to be accessed by more than just you!

Fun fact: the 3 dot menu has two names, ellipses and kebab, due to its shape!

I can't find something in my Drive. What do I do?

Google Drive's search feature is like having a search dog that sniffs out your files based on the clues you give it. Use the search bar at the top of the Google Drive page to type in any key words that may help you find what you are looking for. It can even locate words within your files! If you want to be more specific about what clues to give it, click on the Advanced Search button (sliders icon) and fill in as many relevant fields about the file type, owner, name, etc. that you would like.

How can I quickly access frequently used files?

There are two ways you can do this, and both are found under by clicking on the kabob (3 dot) menu and selecting Organize.

Starred Files: Shortcuts:

The starred files can be easily found on the leftside menu of the Google Drive homepage. I recommend doing this for your building's teacher packet document!

These can be added anywhere in your Drive as a quick link to access files. While it may look like you have moved the file location, this is just a link, not the actual file!

Locate the GHS or GEHS teacher packet document and add it to your starred files or shortcuts!

Let's Practice!

What if I have limited or no internet access?

Google Drive's offline access feature allows you to access and work on your files stored in Google Drive, even when you're not connected to the internet. This can be particularly useful when you need to work on your documents while traveling, during a flight, or in areas with limited/no WiFi. To turn this feature on, go to your Settings General, and scroll down to Offline. Important Note: If you have more than one Google account on your computer, only one of them can have offline access at a time.

The cogwheel icon can be found in the top right corner of your Google Drive screen.

I'd love to hear from you!

Have Feedback?

Use the button above to send Popple an email and let her know how she can improve!