Google Drive 101

What is Google Drive?

Google Drive is cloud-based storage service that enables users to store, access and share files online. It also allows teachers and students to work collaboratively on projects by editing documents and presentations. The service syncs stored documents, photos and more across all of the user’s devices, including mobile devices, tablets and PCs. Although Google Drive integrates with the company’s other services (e.g. Google Docs, Gmail, Chrome) it can also be used with other devices with access to the internet.

Is it free?

Yes, it is free. Free plans allow to store up to 15GB. With paid plans, you can store up to 2TB.

Do I have to download anything?

No. If you are using your computer, you can open Google Drive directly from your email account. In case you are using mobile device, you will be required to download an application. You can check this video to know how to do it.

Do I need to set up an account?

Yes. Good Drive uses your Gmail account. In case you don’t have one, you can learn how to set it up here.

Great, we are all set!

Accessing Google Drive

Since Google Drive is a Google-based service, you will need to have access to your Gmail account.

1. Open your gmail account on your prefered internet browser.
2. At the top right corner, next to your account picture, you will see nine dots. Click on them to show the “Google Apps”.
3. Click on “Drive”. It will open a new window called “My Drive”.

4. Click on “New” to show the menu. The first three options allow you to upload a file or folder from your computer. The remaining options allow to create Google Docs, Google Sheets and Google Slides, which are similar to Microsoft Word, Microsoft Excel, and Microsoft PowerPoint respectively. All documents you create in or upload to Google Drive can be shared with your students or coworkers.

Uploading and sharing files

There are two main types of files you can upload store on your Google Drive:

• Files you can edit, like Microsoft Office files, PDFs, and other text-based files
• Files you cannot edit, like music, videos, compressed archives (.zip files), and most other files

Once you upload a file—no matter what type of file it is—you will be able to manage, organize, share, and access it from anywhere. And because the files on Google Drive are synced across your devices, you will always see the most recent version of a file.

Upload files

I will show you how to upload the single files. In order to upload a folder, you have to click on the “Folder upload”.

1. Click on “New”. Then, select “File upload”.
2. Select the file and click on “Open”. You can upload multiple files at the same time.
3. Wait for the file to be uploaded. It may take a little bit longer with bigger files (e.g. videos).

Share files

You can share your files with others so they can view, comment or edit.

1. Right click on your file. A menu will appear.
2. Click on “Share”. Under “Share with people and groups,” enter the email address you want to share with. Please, keep in mind that only people with Google accounts will be able to view the file.
3. If prefered, you can write a message letting people know why you shared the file. People receive a notification of your invitation via email.
4. Before sending the invitation, make sure of deciding on the file permissions. Are your students allowed to view? Comment? Edit?

Alternatively, you can also share files from their preview.

1. Click on the three dots at the top right corner. Select share.
2. Do exactly as you did before.

Docs, Sheets and Slides

As mentioned before, Google Docs, Google Sheets and Google Slides have many similarities with their counterparts Microsoft Word, Microsoft Excel and Microsoft PowerPoint. What is interesting about these Google apps is that you can use them online to work collaboratively. In other words, depending on the given permissions, people in different devices can work on the same document, adding comments and editing. Besides, these apps are free!

1. Click on “New” to create a Docs, Sheets or Slides file.
2. You can rename your file by clicking on its title at the top left corner.

3. Docs, Sheets or Slides offer a simplified version of the microsoft tools, so work with these files as you would do with any document, spreadsheet or presentation.

4. If you want to share your document with other people, click on “Share” at the top right corner. In order to share, do exactly as you did before.

5. Participants you have shared your files with should be able to view the document, make comments and edit its content. This is ideal for working on group projects!

And that’s it! You should now be able to use your Google Drive without any problem.

Eager to learn more about Google Drive? Go and check more resources.