see on how to use Google Drive and other Docs

1. S T E P B Y S T E P T U T O R I A L O N H O W T O U S E
GOOGLE DRIVE
BY: AMIEL RUFAUS P. BORBAJO

3. Google Drive and Docs
 All about Google Drive
 Getting Started with Google Drive
 Creating Google Docs
 Uploading Files to Google Drive
 Managing Your Files
 Sharing and Collaborating
 Converting and Printing Docs
 Locked out of your Google Account
 The Doc.new Shortcut

4. What is Google Drive?
 Google Drive is a free service from Google that
allows you to store files online and access them
anywhere using the cloud. Google Drive also gives
you access to free web-based applications for
creating documents, spreadsheets, presentati
ons, and more.

5. Why use Google Drive?
 Google Drive is one of the most popular cloud storage
services available today. If you've never used a cloud-
based storage service like Google Drive before, take a
moment to consider the advantages of keeping your
files online. Because files can be accessed from any
computer with an Internet connection, Drive
eliminates the need to email or save a file to a USB
drive. And because Drive allows you to share files,
working with others becomes much easier.

6. Creating files on Google Drive
Also allows you to create, share,
and manage documents with its own productivity
apps. If you've ever used a suite like Microsoft
Office, some things about Google Drive's apps might
seem familiar. For instance, the types of files you can
work with are similar to files that can be created with
various Microsoft Office programs.

7. Below are the types of files that you can
create and share on Google Drive:
 Documents: For composing letters, flyers,
essays, and other text-based files (similar to
Microsoft Word documents)
 Spreadsheets: For storing and organizing
information (similar to Microsoft Excel
workbooks)
 Presentations: For creating slideshows
(similar to Microsoft PowerPoint
presentations)

8.  Forms: For collecting and organizing data
 Drawings: For creating simple vector
graphics or diagrams

10. Creating a Google account
In order to use Google Drive, you will need
a Google account. Google accounts are free,
and signing up for one is fairly simple. In
order to create a Google account, you'll need
to enter some information, including
your name, birth date, and location. Creating
a Google account will automatically create
a Gmail email address and a Google+ profile.

11. If you have a Gmail address, you already
have a Google account, so you won't need
to create an account—you can simply sign in
to Drive using your Gmail information.

12. To create a Google Account:
1. Go to www.google.com. Locate and
select the Sign in button in the top-right
corner of the page.

13. 2. Click Create an account.

14. 3. The sign-up form will appear. Follow the
directions and enter the required information.

15. 4. Next enter your phone number. Google
will send a verification code to your phone
that you will use to complete the sign up
process.

16. 5. Enter the verification code sent to your
phone and click Verify.

17. 6. The personal information page will appear.
Follow the directions and enter your
information, including your birth date and
gender.

18. 7. Review Google's Terms of
Service and Privacy Policy, then click I
agree.

19. 8. Your account will be created.
Accessing Google Drive
Once you've set up your Google account, you
can access Google Drive by going
to http://drive.google.com in your web
browser.

20. You can also navigate to Google Drive from any
Google page (such as Gmail or Google search) by
selecting the grid icon near the top-right corner,
then clicking Drive.

21. The Google Drive interface
Your Google Drive may be empty right now,
but as you begin to upload and create files
you'll need to know how to view, manage,
and organize them in the interface.
Click the buttons in the interactive below to
become familiar with the Google Drive
interface.

23. Google Drive for mobile devices
Available for both iOS and Android, the Google
Drive mobile app allows you
to view and upload files to Google Drive using your
mobile device.

24. Google also has separate mobile apps
for creating and editing documents, spreadsheets,
and presentations. To learn more, check out Google's
blog post on New mobile apps for Docs, Sheets,
and Slides.

25. Google Drive for desktop
If you prefer to work on the desktop, you can
download the Google Drive desktop app to your
computer. Available for Windows and OS X, this app
makes it a bit easier to upload your existing files and
work offline. Once it's installed, you'll see a new
Google Drive folder on your computer. Any files you
move into this folder will automatically be uploaded
to your Google Drive.

28. Creating new files
Google Drive gives you access to a suite of
tools that allows you to create and edit a
variety of files,
including documents, spreadsheets,
and presentations. There are five types of
files you can create on Google Drive:

29.  Documents: For composing letters, flyers,
essays, and other text-based files (similar to
Microsoft Word documents)
 Spreadsheets: For storing and organizing
information (similar to Microsoft Excel
workbooks)
 Presentations: For creating slideshows
(similar to Microsoft PowerPoint
presentations)

30.  Forms: For collecting and organizing
data
 Drawings: For creating simple vector
graphics or diagrams

31. To create a new file:
1. From Google Drive, locate and select
the New button, then choose the type of file you
want to create. In our example, we'll select Google
Docs to create a new document.

32. 2. Your new file will appear in a new tab on
your browser. Locate and select Untitled
document in the upper-left corner.

33. 3. The Rename dialog box will appear. Type
a name for your file, then click OK.

34. 4. Your file will be renamed. You can access
the file at any time from your Google Drive,
where it will be saved automatically. Simply
double-click to open the file again.

35.  You may notice that there is no Save button
for your files. This is because Google Drive
uses autosave, which automatically and
immediately saves your files as you edit
them.

36. Using templates
A template is a pre-designed file you can use to
quickly create new documents. Templates often
include custom formatting and designs, so
they can save you a lot of time and effort when
starting a new project. Most templates are
designed to help you create specific types of files.
For instance, you could use a template to quickly
create a resume or newsletter.

37. You can find a wide selection of
templates in the Google Drive
Template Gallery.
Unfortunately, we've found that
many of these templates aren't
very well designed, and it's often
difficult to find specific templates
within the gallery. For this reason,
we recommend using templates
made by Google, which tend to be
of higher quality than user-
submitted templates.

38. To use an official Google template:
1. Navigate to the template gallery.
2. When you've found a template you want to
use, click the template to select it.

39. 3. A new file will be created with the selected
template. You can then customize the file with
your own information.

41. Uploading and syncing files
Google Drive makes it easy to store and access
your files online in the cloud, allowing you to
access them from any computer with an
Internet connection. If you upload files from
compatible programs like Microsoft Word or
Excel, you can even edit them in Google
Drive.

42. Uploading files to Google Drive
Google Drive gives you 15 gigabytes (15GB) of
free storage space to upload files from your
computer and store them in the cloud. There are
two main types of files you can 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

43.  Once you upload a file—no matter what type of file it
is—you'll be able to manage, organize, share,
and access it from anywhere. And because the files
on Google Drive are synced across your devices,
you'll always see the most recent version of a file.
 You can also preview many different file types, even
if you don't have the software required for that file
on your computer. For example, you can use Google
Drive to preview a Photoshop file, even if Photoshop
is not installed on your current computer.

44. Converting files to Google Drive formats
 If you are uploading files you plan
to edit online, you will need to convert them
to Google Drive format. Converting allows you
to edit a file and collaborate with others
easily. Only certain file types—like Microsoft
Office files and PDF documents—can be
converted to Google Drive formats.
 Unfortunately, this conversion isn't always
perfect. Depending on the level of formatting
used in the original document, the converted
document could turn out looking quite
different, as shown in the example below.

45. Uploading files and folder
It's easy to upload files from your computer to
Google Drive. If you're using the Google
Chrome web browser, you can even
upload entire folders.

46. To upload a file:
1. From Google Drive, locate and select
the New button, then select File upload.
2. Locate and select
the file(s) you want to upload, then click Open.

47. 3. The file(s) will be uploaded to your Google Drive.
Depending on your browser and operating system, you
may be able to upload files by clicking and
dragging a file from your computer into your Google
Drive.

48. To upload a folder:
Note: This feature is only available if you're
accessing Google Drive through Google Chrome.
1. Click the New button, then select Folder
upload.

49. 2. Locate and select the folder you want to upload,
then click OK.
3. The folder and the files within it will be uploaded to
your Google Drive.

50. Converting files to Google Docs format
When you upload certain types of files—such
as Microsoft Office files or PDF documents—
you'll only be able to view those files. If you
want to edit these types of files in Google
Drive, you'll need to convert them to Google
Docs format.

51. To convert a file:
1. Locate and double-click the file you want to edit.
2. A preview of the file will appear. Select Open at the
top of the screen.

52. 3. The file will be converted to a Google document and
appear in a new tab.
4. If you go back to your Google Drive, you'll see that
there are now two copies of the file: the original file
and the new version in Google Docs format.

53. You can set Google Drive to convert your files
automatically when you upload them. Click the gear
icon, select Settings, then check the box next
to Convert uploads.

55. Searching for files
Searching lets you look for specific files using words
contained within the file or file name. To do this, locate
the search bar, then enter the word or file name you're
looking for. A list of suggested searches and files will appear
as you type. Simply click a file to open it directly from the
search results. You can also press the Enter key to see a full
list of search results.

56. Sorting files
By default, your files are already sorted from newest to oldest. However,
you can apply other sorts to put your files in a different order. To sort by
name, click the Name button just above the list of files. To sort by date,
click the Last modified button, then choose the desired sort option.

57. To apply a filter:
Filters let you hide unimportant files and focus only on the ones you're
interested in. For example, if you were looking for a presentation, you
could use a filter to narrow down your visible files so you would only
see presentations.
1. Locate and select the Search options arrow in the search bar.
2. Choose the filter you want to use. In our example, we'll set a filter
for file type.

58. 3. Choose the desired filter. In our example, we'll select Text
documents.
4. Click the Search button or press the Enter key to apply the filter.

59. 5. Only files that match the filter will appear.
To clear a filter, select the text in search bar, then
press the Backspace or Delete key.

60. Organizing your files
Once you start adding files to Google Drive, you can use folders to help
organize and group them. Folders in Google Drive work just like the
folders on your computer.
To create a folder:
1. From Google Drive, click the New button, then select Folder from the
drop-down menu.
2. A dialog box will appear. Enter a name for your folder, then
click Create.

61. 3. Your folder will appear on the left below My
Drive. You may need to click the drop-down
arrow to see your folders.

62. To move files into folders:
1. Click and drag the file to the desired folder.
2. The file will appear in the selected folder.
To add multiple files to the same folder, press and
hold the Ctrl key (or Command on a Mac), then click
to select each desired file. When you're ready, click and
drag the files to the desired folder.

63. To delete a file:
Deleting a file from your Google Drive is similar to deleting
a file from your computer. You will have to move the file to
the Trash folder and then delete it permanently, just
like you would delete a file from the Trash or Recycle Bin
on your computer.
1. Select the file you want to delete, then click
the Remove button to move the file to the Trash
folder.
2. Select Trash in the left navigation pane.
3. The Trash folder will appear. Click Trash near the top
of the screen, then select Empty Trash. The files will
be permanently deleted.

64. To preview a file:
Previewing files is a great way to make sure
you're opening the right version of a file or to
take a quick look at files without opening
them.
1. Select the file you want to preview, then
click the Preview button.
2. A preview of the file will appear.

65. Right-clicking
Right-clicking allows you to access the full list of actions for
any file. Most of the actions listed here are accessible in
other places on Google Drive, but it serves as a great
shortcut.
Practice with a project
Ready for an additional challenge? The following resource
from Google will help you practice organizing and sharing
files:
you'll learn how to use Google Drive to store, access, and
share files such as documents, presentations, forms, and
photos in one central place. The lesson takes 45-90
minutes to complete.

67. Sharing and collaborating on files
Google Drive makes sharing your files simple. It also
allows multiple people to edit the same file, allowing
for real-time collaboration.
Sharing files
Whenever you share a file from your Google Drive, you
can let others view and even edit that same file.
While you can share any file stored on your Google
Drive, it's important to note that you can only use
the collaboration features for files created within
your Drive.

68. Let's look at the example of Olenna, an art teacher who
uses her Google Drive to organize letters, lesson plans,
and more. Olenna's files include:
 Files she keeps private, like her spreadsheet with
classroom expenses
 Files she lets others edit, like the lesson-planning
documents she creates with her co-teacher
 Files she shares publicly and doesn't let
others edit, like the newsletters and
announcements she shares with her students and
their parents
 Files others share with her, including ones she
can edit, like her co-teacher's supply inventory; and
ones she can't, like a schedule sent to her by the
principal

69. As you can tell, no single sharing setting would be right
for all of Olenna's files. The settings you choose for
each of your shared files will probably depend on why
you're sharing it in the first place.
When you share a file with a limited group of people,
your collaborators must sign in with a Google account
to view or edit the file. However, when you share with
a larger group or make the file public, your
collaborators will not need a Google account to access
the file.

70. To share a file with a limited group of people:
1. Locate and select the file you want to share, then
click the Share button.
2. A dialog box will appear. In the People box, type
the email addresses of the people you'd like to share
the file with. If you want, you can add a message that
will be emailed to the people you share the file with.

71. 3. Click Send. Your file will be shared.
For more control over your files, you can click the
drop-down arrow to decide whether people can edit,
comment on, or simply view the file.

72. Sharing with a link
You can easily share a file with a larger group of people
by providing a link to any file in your Google Drive.
A link is basically a URL or web address for any file
you want to share. This can be especially helpful for
files that would be too large to send as an email
attachment, like music or video files. You can also
share a file by posting the link to a public webpage.
Anyone who clicks the link will be redirected to the
file.

73. To share a link:
1.Locate and select the file you want to share, then
click the Share button.
2. A dialog box will appear. Click Get shareable link.

74. 3. A link to the file will be copied to your web
clipboard. You can then paste the link in an email
message or on the Web to share the file. When you're
finished, click Done.

75. Files shared with you
People can also choose to share files with you. These files will appear
in your Shared with Me folder. However, if you'd prefer to access a
file from your Google Drive without switching to this view, you can
move it. To do this, navigate to your Shared with Me folder, hover
the mouse over the desired file, then select Add to My Drive.
Collaboration tools
Whenever you share a file in a Google Drive format, you'll have the
option to allow your co-editors to change and edit the file. Google
Drive offers several tools that enhance collaboration by making it
easier to communicate with your co-editors and to see which changes
have been made and by whom.
Click the buttons in the interactive below to learn about the
collaboration features in Google Drive.

77. Downloading and printing files from Google
Drive
Once you've created a file, it will be accessible
whenever you sign in to Google Drive. However, there
may be times when you want to download or print a
file for offline access.

78. To download a file:
1. Locate and right-click the file you want to download, then
select Download.
2. The file will be downloaded to your computer.

79. To choose a file format:
By default, Google Drive will choose the most common
file format whenever you download a file. For example,
if you download a Google Document, it will
automatically be saved as a .docx file, which is used by
Microsoft Word and most other word processors.
However, there may be times when you want to choose
a different format, such as PDF.

80. 1. Double-click the desired file to open it.
2. The file will appear in a new tab. Select File > Download as,
then choose the desired file type. In this example, we'll
choose PDF Document (.pdf).
3. The file will be downloaded to your
computer in the desired file type.
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81. To print a file:
1. Double-click the desired file to open it.
2. Select File > Print.
3. The Print dialog box will appear, along with
a preview of your file on the right. Choose the desired
options, then click Print.
Note that these options will vary depending on the type of
file you're printing. For example, you'll have different
options for printing a spreadsheet than you would for
printing a presentation.

83. There may be times when you go to log in to Gmail,
Google Docs, or any other Google site and can't seem
to remember the email address or password you used
when creating your account. Luckily, Google makes it
easy to recover your account information.
However, you will need some information to recover
your account, whether it's your email address, the
date you created your account, or your phone
number.

84. To recover your user name:
If you don't use your email address often or if you
never wrote it down, you might one day find that
you've forgotten it. Google makes it easy to recover
your user name.

85. 1. Go to the Google sign-in page and
click Need help? below the login field.

86. 2. Click Find my account.
3. Select either Enter your recovery email address or Enter
your recovery phone number, then type your name and check
off the box next to I'm not a robot. Click Submit.
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87. 4. Google will send you an email or text message
containing your user name.
To recover your password:
If you know your user name but can't remember your
password, you can reset your password to something
else.

88. 1. Go to the Google sign-in page and click Need
help? below the login field.

89. 2. Enter your email address, then click Next.

90. 3. Enter the last password you can remember, then
click Next. If you can't remember one, click Try a
different question. Other options will become
available, including entering the month and year you
created the account or sending a verification code to
your recovery email address.

91. 4. If you have a recovery email address, you will be
sent a verification code to reset your password. If you
don't, you will be asked to type an email address or
phone number where you can receive a code.
5. Once you receive the code, type it and click Next.

92. 6. A new page will appear. Type your new password
into the first field, then retype it into the second one.
Click Change password.

93. 7. Your password will be changed.
If you’ve tried these methods and still can’t
get in to your account, we’ve found this
page to be the most helpful in getting Google
issues resolved.

95. The doc.new shortcut
Did you know that you can create a new Google Doc in
just a few seconds? All you have to do is
type doc.new into the address bar of your web
browser and press Enter.

96. Creating new Google Doc
To create a new Google Doc,
type doc.new into the address bar of
your web browser and press Enter. It's
that easy.

98. If you are signed into your Google account,
a new document will instantly be created. If
you aren't signed in to your Google
account, you will be prompted to log in before
the document can be created.

99. Here are some other shortcuts you
can try:
 Create a new Google Slides
presentation with slide.new.
 Create a new spreadsheet
with sheet.new.
 Create a new Google Form
with form.new.

100.  Create a new Google Site
with site.new.
 Create a new calendar event
with cal.new.
To find the full list of available shortcuts,
go to goo.gle/Shortcuts.