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GOOGLE DRIVEREFERENCE GUIDE

Access Google DriveONLINE AND/OR ADD DESKTOP TOOL1. Login to Your Work Google AccountLogin into your Maricopa Gmail using your browser go directly athttps://accounts.maricopa.edu.

2. Access Google DriveYou can access Google Drive online and through your desktop.

Online AccessFrom your email main page, click on the "Apps" icon on the top right of the page andthen click the "Drive" icon. You can also access by going to drive.google.com (using anew tab) while you are logged into your email account. (Note: Google drive works best inGoogle Chrome and Mozilla Firefox web browsers)

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Download the Drive Tool To Your Desktop

Install Google Drive for your Mac/PC as soon as

you have access on the web. Download Google

Drive at https://www.google.com/drive/download/,

agree to the terms of service and follow the

onscreen instructions to complete the download

for your MAC or PC.

Access Google Drive and install Google Drive on your computer and mobile device

Become familiar with the location of tools available on the main page of Google Drive

Identify the types of Google documents available and file formats you can upload to Drive

Upload a document and convert to Google documents format

Create a new document in Google documents

Organize and delete folders in Google Drive

OBJECTIVES

Download Mobile Device App

Mobile apps for Android and iOS devices provide onthego access to your Google Drive. You can use these apps to find and open

your files, share them, star them, or anything else you can do with Google Drive online.

Google Drive for Android: You can find the Google Drive Android app at the Google Play Store

Google Drive for iOS: You can find the Google Drive iOS app at the App Store on your device.

After Download/Open the App

Login to your Google account using your [email protected] and it will take you to a login page for MCCCD. Enter your

MEID and password to access your Drive through the app.

STAY CONNECTED

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https://www.google.com/drive/download/



TYPES OF DOCUMENTS

Google documentonline word processor that lets you create and format text

documents.

Google spreadsheetonline spreadsheet application that lets you create and

format spreadsheets and charts.

Google presentationsonline presentations editor that allows you to create

visual presentations and shows.

Google drawings online drawing editor that lets you create flow charts and other

drawings.

Google formsonline survey tool that that allows you to create, edit and collect

information.

FILE FORMATS SUPPORTED AS GOOGLE DOCS

You can upload documents that you created in various Microsoft Office Products into Google Docs

format, however, some features and formatting of Microsoft are not available in the Google Doc format.

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1. Click the "New" icon in the top left of your Drive.

2. Click "File upload" and select the document you would like to upload

3. Click Open.

4. Check the box next to ‘Convert documents, presentations, spreadsheets,

and drawings to the corresponding Google Docs format’ to edit and collaborate

with this document online (maximum size 1MB for files that are to be

converted to Google Docs).

CREATE A NEW DOCUMENT

UPLOAD A FILE AND OPEN IN GOOGLE DOCS FORMAT

Note: You can setup your preferences to always convert documents under the gray Google Gear icon>

Upload settings OR choose to confirm settings before each upload.

5. Click upload. The uploaded file will appear in the My Drive Document List and will be

synced with your desktop drive based on your Google Drive preferences

1. To create a new doc, go to your My Drive Document List and

click the red "New" button and select a document type:

Document, Presentation,Spreadsheet, Form or Drawing.

2. A window with your new document will open. Google Docs will

name it “Untitled” by default. To rename your folder, select File

from the document toolbar and choose Rename.... or click in the

name "Untitled Document" to change the name.

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GOOGLE DRIVEQUICK REFERENCE GUIDE


CREATE AND ORGANIZE FOLDERS IN DRIVE

Folders make it easy to organize and share your files and Google

Docs in Google Drive.

1. Click the red "New" button at the top left of your web Google Drive.

2. Select "Folder" from the drop down menu.3. Enter a folder name into the text box and click OK.

4. The folder is created, and you can find it under My Drive. It will

also be synced as a folder on your Google Drive desktop if you have

chosen to sync all items. Simply drag/drop files to the folder.

Note: You can change the color of your folder icons by right clicking

on the folder title and choosing Change color.

To put a folder inside another folder follow these steps:

1. Select a folder in the Google Drive on the web and click

the Move to...

2. In the dialog box select the folder(s) that the other folder will go

in.

3. Click Apply changes. It will also be synced as a nested folder

on your desktop Google Drive if you have chosen to sync all

items.

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DELETING FOLDERS

To delete a folder, go to the web My Drive and:

1. Left click the folder you want to delete and select the Trash icon.

2. The folder and all items within the folder will be moved to trash. It will also be moved to the trash on your

desktop Google Drive if you have chosen to sync all items.



COLLABORATE, MANAGE DRAFTS, AND DOWNLOADOBJECTIVES

1. Leftclick the file you would like to share from the main drive page

2. Leftclick the Share icon

OR Rightclick the file and leftclick Share..

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Share a Google Doc

View/Restore Versions of your Doc

Insert comments and revision suggestions on documents

Receive comment notifications in email

Communicate with collaborators while working in a Google Doc

Download a Google document

COLLABORATE SHARING GOOGLE DOCS


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3. Under Who has access, all documents default to private.

However, you can change the Link sharing permissions. To

change this, select Change... and select the radial button that is

appropriate for the document.

4. If you want to invite a specific person or group of people, type

their email addresses in the text box below “Invite people.” You

can even choose people from your contacts or an entire Google

Group.

5. Choose the access level from the dropdown menu for each

person. The choices are “Can view”, “Can comment” (Google

documents and presentations only), or “Can edit.”

6. If applicable, choose a

Global Visibility (Privacy)

option. Review the options and

click the check box to select

whether you don't want people

to change sharing settings,

copy, print, or download a file

or prevent editors from

changing access and adding

people

Tip: When sharing a document

with a mailing or contact list be

sure to elect to notify people

by email.

7. Click Done

Note: Editors can invite new collaborators unless you disable this permission. You can change a collaborator’s

access at any time by opening the Share settings for any document.



SHARING FOLDERS

1. Left click once on the file name under My Drive on the web.

2. Left click the Share button in the right hand corner of the page.

3. In the dialog box, enter the email addresses of the people you would like to share the folder with and set their

permissions (Can view or Can edit).

Basic dialogue box to list all email addresses that

will have the same access

Click Advanced to specify access to specific email

addresses. Then you can control which email addresses have

Can edit or Can view access. You can also control

whether people can change access. The link address is also

listed for collaborators to access.

4. The sharing permissions that you set for the folder will be automatically applied to all the documents inside it.



COMMENTS AND DISCUSSIONS

Follow the instructions to share your

document and give collaborators the

permission to either Can Comment

(Google documents and presentations

only) or Can edit.

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Comments in Google Docs allows you to have conversations with other document collaborators about a

document (Google documents and presentations only) without disrupting its contents. Like sticky notes,

comments are attached but not part of a document. When you use the comments feature for a document, you

can track, target, and respond to and follow comments on a document from your email inbox. Comment threads

are known as discussions.

ALLOWING COLLABORATORS TO COMMENT

1. Place your cursor on or highlight the text where you want the comment to appear.

2. At the top right, select Comment.

Tip: Want to make a quick comment? Use the keyboard shortcut Ctrl+Alt+M (Cmd+Option+m for Mac) OR

highlight text and use floating comment box that appears when you move your mouse to the side of the page

3. Type your comment in the box that appears to the right of your cursor or highlighted text. To make a

comment about the entire document, select Comments from the top right hand corner of your document

without highlighting any text.

INSERTING COMMENTS



WORKING WITH COMMENTS

After inserting comments there are two ways you can work with them, within the comment or in the discussion

thread.

To access the discussion thread, click on Comments in the top righthand corner of your document.

You can reply to a comment, edit or delete a previous

comment...

and resolve the discussion to remove it from the

document.

RECEIVING COMMENT NOTIFICATIONS IN EMAIL

To receive a notification in your email when additions and changes are made to comments or edit suggestions

on your document.

Select Comments in the top righthand corner of the document and select Notification settings and select

which type of notifications for this document’s threads you would like to receive.

All comments and changes that you and

collaborators' make to the document

Only yourswhen you make changes only

Noneno alerts when changes are made to

the document



1. To make suggested edits, without making actual changes to the document, select the Editing Mode button in

the top right hand of the document and select Suggesting from the drop down menu.

2. Then highlight the text or place in the document you would like to edit and make the changes in the

document. Your edits will show the original text and the suggested edits in another color and attach a comment

that notes the suggested change.

3. Choose whether to Reply to make notes or comments to the suggested edit OR select the checkmark to

Resolve and accept the suggested change and the original text will be updated OR select the X to Reject the

change

MAKE, REPLY, REJECT RESOLVE SUGGESTED REVISIONS



MANAGE DRAFTS

MANAGING REVISIONS/VERSIONS

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1. Open the Google Doc from the Google Drive Documents List.

2. From the File dropdown menu select See revision history.

FOR GOOGLE DOCS (DOCS CREATED OR CONVERTED TO THE GOOGLE DOC FORMAT)

FOR OTHER FILES (NOT CONVERTED TO GOOGLE DOC FORMAT)

1. Rightclick on the file in the Google Drive Documents List

2. Select Manage revisions

3. In the dialog box, you can see all versions, download previous versions and upload new versions.

3. From the revision history window you can browse the updates to your document

(by collaborator) and restore previous versions as needed (this will not eliminate

any other versions).



FROM THE DOC OR FILE

When viewing a doc or file, click Download as

from the File menu, and select a file format.

FROM THE GOOGLE DRIVE DOCUMENTS LIST

DOWNLOADING A GOOGLE DOC

DOWNLOAD

1. Left click the document(s) that you would like to

download on the main Drive page

2. Select Download from the More dropdown menu

3. Click Download

Note: When you select multiple files for download

they will be compressed into a .zip file. Note that

formatting may change when you export files.