Cowan Road Middle School - Google Drive Training 5-12-14

LOGISTICS

Drive works best with Google’s Chrome browser.

Drive allows you to share items with students and staff. Anyone you “share” with can also collaborate on the items.

30GB of storage for:

Images

Music

Videos

Documents

Spreadsheets

Presentations

You can also upload files that are not in Google format or convert your already created files to a Google formatted doc so that you (and others) can edit and collaborate.

Only files uploaded that are NOT in Google format count toward your storage

Supports many file formats

You can download the Google Drive mobile app to your devices and edit there too.

Eliminates:

Jump drives

Emailing large files

Carrying devices to and from work/home

Overview

Link to Drive from Chrome homepage or from your Gmail

Access to your files from anywhere in the world
Can STORE just about anything on Goolge Drive
Create folders and sub-folders
Real-time collaboration on documents

CREATING DOCUMENTS IN DRIVE

>Click on the folder that you want to put the new document into
>With that folder chosen, click  (In top left corner)

>Choose Document

>Click on “Untitled Document” in the top left corner

>Name your document

>Click OK

>Begin creating your document.

>Every keystroke is saved in Drive automatically!

SHARING FILES IN GOOGLE DRIVE

>Check the box by the file or folder you want to share

>2 options for sharing from “My Drive”

>Click the  icon at the top

OR

>Right click on the file and click share

OR

>Share from the open document by clicking the   button in the top right corner of the document.

>After you choose how to share, the “Share Settings” window will open and you can decide here what rights your collaborators will have.

>Choose to send a message when you share

>Choose to send yourself a copy

>Click “Share and Save”

Click the video below to see a brief demonstration of sharing files in Google Drive.

If someone shares a file or folder with you, it will be in the “shared with me” link in Drive. These “shared with me” files are not automatically synced with your Drive on multiple computers. If the owner of the document deletes a file from their drive, then you will no longer have access to it either. If you want to make sure you don't lose access to a file that has been shared with you, "make a copy" of the document. This can be done in the "File" menu with the document open. Then, you can also choose to move the new document to one of your existing folders. You can also click the box next to the file, then click "Add to My Drive" at the top of the screen.

Click the video below to see a brief demonstration of how to keep access of "Shared" files on your Google Drive.

COLLABORATION
Once a document is "Shared", with "Can Edit" options, multiple people can work on the document at the same time or at ANY time. If all changes aren't approved by all collaborators, you can always use the revision history to retrieve an older version of the document.

STUDENT GMAIL

GSCS 3rd through 5th grade students now have email through GAFE. Below is the page they see upon their first attempt to log into Gmail. 

You can share files with your students through Google Drive. They can also submit files to you through Google Drive. If you "Share" and assignment with an entire class, and each student needs to complete it and submit it back to you, make sure to choose the "Can View" option. Then, they will need to open the document, and make a copy of it. I would suggest you determine a standard for file names. For example, if you name the document "Chapter 2", have the students click "file", "make a copy" and name it Lastname_firstname_Chapter 2. That way your class is not working on the same document and it will be easier to organize when they submit back to you.

Click below for a brief demonstration of how students can make a copy of an assignment that you share with "View Only" capabilities.

CREATE GROUPS IN GMAIL

>While logged into Gmail, click the “Mail” button in the top left.

>Choose “Contacts”.

>In THAT list, scroll down and click “New Group”.

>Name your group. Now this group is listed in the left pane.

>Choose the group you just created.

>Click  

>Begin typing names in

>After typing in all of your group’s names, click add and you are done! Now you have a “Group” so you don’t have to type in all of your student’s or colleague's names each time you want to share a file with multiple people.

Click on the video below for a brief demonstration of how to create groups in Gmail.

EXTRA HELP FOR GMAIL AND DRIVE

1. Atomic Learning This is the link for GSCS staff and students who have email addresses. Log in with your GSCS credentials (Several tutorials for both Mail and Drive)

2. www.atomiclearning.com This is the link for parents, students and community to access Atomic Learning.

3. Ask the Google Gooru. You can “subscribe” to the Gooru also and get updates via Gmail.

4. The Paperless Classroom with Google Docs

5. Synergyse will be available next school year.

6. Call or email me with ANY Google Apps questions. I am happy to help!