Difference between revisions of "Introduction-to-Computers/C2/Google-Drive-Options/English-timed"
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Revision as of 14:59, 30 November 2015
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| 00:01 | Welcome to the spoken tutorial on Google Drive options. |
| 00:06 | In this tutorial, we will learn about the options available in Google Drive like: |
| 00:12 | * Creating a document, a spreadsheet and a presentation |
| 00:17 | * Uploading files & folders and |
| 00:20 | * sharing options. |
| 00:22 | For this tutorial, you will need a working Internet connection and any web browser. |
| 00:29 | I will be using Firefox web browser. |
| 00:33 | As a prerequisite, you should have basic knowledge of Gmail. |
| 00:38 | If not, please refer to the relevant Gmail tutorials on our website. |
| 00:43 | Let's begin. |
| 00:45 | Open the web browser and log-in to your gmail account. |
| 00:49 | I have already done so. |
| 00:51 | On the top right, we can see a grid icon next to our name. |
| 00:56 | When we move the mouse over it, the help text says Apps.
Click on this. |
| 01:02 | This will show us a few google apps like:
|
| 01:18 | If we click on them, we will be redirected to the particular google app. |
| 01:24 | We can also rearrange this list based on our preference by dragging the apps icon to any other position. |
| 01:32 | In this tutorial, we will specifically learn about Drive. |
| 01:35 | So, let me click on Drive. |
| 01:39 | This will open the Google Drive page in a new tab. |
| 01:43 | At the top of the page, we can see a Search bar. |
| 01:47 | On the left, there are some menus. |
| 01:51 | And on the top right, there are some icons. |
| 01:55 | In the center, we can see two files. |
| 01:59 | The first one was shared with us during account creation by the Google team. |
| 02:05 | The second one is the file which we ourselves uploaded earlier. |
| 02:10 | Now, let us have a look at the left side menus. |
| 02:14 | We have the following menus:
|
| 02:27 | By default, “My Drive” menu will be selected and its contents will be displayed in the center. |
| 02:34 | All the files and folders will be displayed in the center area. |
| 02:38 | So, we can see the PDF and the ZIP file that we had uploaded in the previous tutorial, here. |
| 02:47 | The files which are created or uploaded by us, will also be stored under “My Drive”. |
| 02:53 | The next menu is “Shared with me”. Let me click on this. |
| 02:58 | If any one shares a file or document with me, it will be displayed under this menu. |
| 03:03 | As of now, no one has shared any file with me. So, this is empty. |
| 03:09 | Recently google has created a shortcut link to access the Google Photos within the Drive. |
| 03:15 | We will skip this option for this tutorial. |
| 03:19 | The “Recent” menu will display the list of files or documents which were opened recently. |
| 03:25 | It will display both the “My Drive” and “Shared with me” contents. |
| 03:30 | So, here we can see the pdf and zip files because we had opened them earlier. |
| 03:37 | Starred- If we have marked any file or document as Important, that file will be displayed under this menu. |
| 03:45 | Let us go back to My Drive menu and right-click on our pdf file. |
| 03:51 | Now, choose Add Star option. |
| 03:55 | Next, click on Starred menu. Here is our file. |
| 04:00 | Let me make a copy of this file. |
| 04:03 | So, once again, right-click on the file and choose Make a copy option. |
| 04:10 | Now we have two files. |
| 04:13 | Let us delete one of them. Select the file and press the Delete key on the keyboard. |
| 04:20 | Deleted files or documents will be displayed under Trash menu. |
| 04:25 | The deletion is temporary, however. |
| 04:28 | We can delete all the files permanently from the Trash menu by selecting “Empty Trash” option. |
| 04:36 | All the files in the “Trash” menu, will automatically be deleted permanently from the google server after 30 days. |
| 04:44 | Now, let us learn how to create and upload files and folders. |
| 04:49 | There are 4 ways to do this:
The first way is to click on the red colored “New” button on the left. |
| 04:56 | The second way: Right-click on “My Drive” option. |
| 05:00 | Now, let us come back to My Drive.
In the “My Drive” option, we can right-click in the center area. |
| 05:09 | Lastly, click on the “My Drive” drop-down menu at the top. |
| 05:14 | Let us explore with the “New” option.
Click on New button. |
| 05:19 | It will display some options like:
|
| 05:28 | We will see each option, one by one. |
| 05:31 | We can create a folder using the “Folder” option. |
| 05:34 | Click on it. Immediately, it prompts us for a name. |
| 05:40 | Let us name the folder as “Spoken Tutorial” and click on Create button. |
| 05:48 | By default, this folder will appear under “My drive”. |
| 05:52 | We can see it here, in the centre area. |
| 05:56 | Folders help us to organize our files better. |
| 06:00 | So, we can create separate folders. For example- personal, work etc. |
| 06:07 | To upload any file- first click on “New” button, then click on “File Upload”. |
| 06:13 | This will open a file browser window. |
| 06:16 | Browse and select the file that you want to upload. |
| 06:19 | I'll select “xyz.odt” file from the Desktop and click on Open button. |
| 06:26 | At the bottom right, we can see the progress of the upload. |
| 06:30 | This may take some time based on the size of the file and the internet speed. |
| 06:35 | Once completed, the uploaded file will be displayed in the center area. |
| 06:41 | Now, close the progress window at the bottom. |
| 06:45 | In the same way, we can upload a folder on the Drive using the Folder Upload option. |
| 06:52 | This feature may be available in certain browsers only. For e.g. Google Chrome. |
| 06:59 | How can we move our uploaded file into our Spoken Tutorial folder? |
| 07:04 | Simply drag and drop the file into the folder, like this. |
| 07:09 | Now, on the left side, look at My Drive option closely. |
| 07:14 | Notice a small triangle to the left of it. |
| 07:18 | Clicking on it will show the sub-folders under “My Drive”. |
| 07:22 | See, here is our folder “Spoken Tutorial” and here is the file 'xyz.odt' inside it. |
| 07:31 | For our day-to-day work, we use documents, spreadsheets and presentations. |
| 07:36 | Is it possible to create and manage them on Drive? |
| 07:39 | Yes, it is. In Google Drive, we can create- documents, spreadsheets and presentations just like in any Office Suite. |
| 07:50 | So, we have Google Docs for creating documents, |
| 07:54 | Google Sheets for creating spreadsheets |
| 07:57 | and Google Slides for creating presentations. |
| 08:01 | For demonstration purpose, I will only show how to create a document using Google Docs. |
| 08:08 | To create a new document, click on New button and select Google Docs option. |
| 08:14 | This will open an empty document in a new tab. |
| 08:19 | We can see that the menus and text formatting options are the same as in any other Office Suite. |
| 08:26 | At the top, notice that the document is titled as “Untitled document”. |
| 08:31 | This is an editable title. To rename the title, click on the text. |
| 08:38 | “Rename document” window opens. |
| 08:41 | Here, we can type a suitable title for our document. |
| 08:46 | I will type “My first google doc” and click on OK. |
| 08:53 | Notice the change in the title. |
| 08:56 | Next, let me type some contents here, say- “Welcome to Google Docs”. |
| 09:02 | Any addition, modification or deletion made to this document will be auto-saved. |
| 09:08 | Look for the message “All changes saved in Drive”, next to the 'Help' menu at the top. |
| 09:14 | If we click on that, we can see the “Revision History” on the right. |
| 09:19 | It has the last modified date & time and also shows who made the modification. |
| 09:26 | As of now, this document is not shared with anyone. |
| 09:30 | So, we can see only one user “Rebecca Raymond” with the date as Today and the time. |
| 09:37 | If this google doc is shared with multiple people, the revision history will list all the changes made by each user, with a unique color for each user. |
| 09:48 | We will see this feature a little later in this tutorial. |
| 09:53 | Close the “Revision History”. |
| 09:56 | Let me close this tab. The google doc will be automatically saved. |
| 10:02 | Once again, we are in My Drive and we can see our file here. |
| 10:07 | Double-click on it to open it again. |
| 10:10 | Now, we will copy-paste the line “Welcome to Google Docs” twice and then close the tab. |
| 10:17 | Double-click on the file once again to open it. |
| 10:20 | Again, copy-paste the line “Welcome to Google Docs” once. |
| 10:26 | Now, click on “Revision History”. We can see all the revisions of the file along with the date-time stamp and the user information. |
| 10:36 | If multiple revisions are not seen then click on “Show more detailed revisions” button at the bottom. |
| 10:44 | The revisions are arranged in chronological order with the latest revision at the top. |
| 10:50 | Click on each revision and understand how this feature works. |
| 10:55 | Let me now share this document with two other users. |
| 10:59 | For this, click on Share button at the top right. |
| 11:03 | Share with others dialog-box appears. |
| 11:07 | In the People text-box, we have to give the email-ids of people with whom we want to share this document. |
| 11:15 | So, I will type: 0808iambecky@gmail.com. |
| 11:23 | Note that the auto-fill feature is available here for email-ids to whom we had sent the emails earlier. |
| 11:31 | There are three modes in which we can share the document with other users. |
| 11:36 | Click on the button here to see these three modes:
|
| 11:44 | Can edit option gives the other users, permission to make changes in the document itself. |
| 11:51 | Can comment option gives the other users, permission to suggest changes. |
| 11:56 | Can view option gives the other users, viewing permission only. |
| 12:00 | They cannot make or suggest any changes. |
| 12:04 | Let us give Can edit option to 0808iambecky. |
| 12:09 | I will also add: stlibreoffice@gmail.com. |
| 12:16 | Remember to use a comma separator between two email-ids. |
| 12:21 | As soon as we enter the email-ids, there is a change in this window. |
| 12:25 | We get “Add a note” text area. |
| 12:28 | If we want to send some information about this document to other users then we can type it here. |
| 12:36 | I'll type “Please find attached a document for testing purpose. Kindly modify or suggest as per the permission given to you.
Thanks Ray.Becky” |
| 12:47 | Lastly, click on Send button to complete the sharing process. |
| 12:52 | This will send an email notification with our message and a link to the shared document to other users. |
| 12:59 | Once again, click on the Share button. |
| 13:02 | Then click on Advanced. |
| 13:05 | Now, for the user stlibreoffice', we will change the sharing mode to Can comment. |
| 13:12 | Lastly, click on Save changes button and then on Done |
| 13:18 | and close this document. |
| 13:21 | Now, assume that both the users made some modifications in the shared document. |
| 13:27 | When we open the document again, after some time, we can find the edits made by the other shared users. |
| 13:34 | Since stlibreoffice@gmail.com had only suggest permission, we can see the suggestions given by that user. |
| 13:43 | Move your mouse to the suggestion box, over the check and cross marks. |
| 13:49 | The check mark says Accept suggestion and the cross mark says Reject suggestion. |
| 13:56 | Let me accept one suggestions and reject the other. |
| 14:02 | We can see a comment here from 0808iambecky. |
| 14:07 | And here, we can see a Resolve button. |
| 14:11 | The users with Can edit option, can reply to that comment by clicking on the comment text. |
| 14:18 | To remove the comment thread, click on Resolve button. |
| 14:22 | We cannot see any of the modifications made to the document by 0808iambecky. |
| 14:29 | Recall, this user had edit permission in the document. |
| 14:34 | So, how can we find out what changes were made by that user? |
| 14:39 | For that, we can check our Revision History. |
| 14:43 | To open it, we will click on File and then on See revision history. |
| 14:50 | We can see that 0808iambecky made some changes and this is seen in a different color. |
| 14:58 | We can also see the suggestions given by stlibreoffice@gmail.com in a different color. |
| 15:05 | And of course, being the owner, we will see our own work in a different color. |
| 15:11 | Let us close the Revision History window now. |
| 15:14 | There is another way to share a document. Click on Share button. |
| 15:20 | In the Share with others window, at the top right corner, we can see the text Get shareable link. Click on it. |
| 15:29 | It says “Anyone with the link can view”. |
| 15:32 | This will create a link to this document. |
| 15:35 | Now, we can send this link to any email-id which means that anyone who has this link can view the document. |
| 15:44 | With this, we come to the end of this tutorial. |
| 15:47 | Let us summarize. |
| 15:49 | In this tutorial, we learnt to:
|
| 16:00 | The video at the given link summarizes the Spoken Tutorial project. Please download and watch it. |
| 16:07 | We conduct workshops and give certificates for those who pass our online tests.
For more details, please write to us. |
| 16:16 | Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.
More information on this mission is available at this link. |
| 16:27 | This script has been contributed by Praveen and this is Srilakshmi Ramaswamy from IIT Bombay, signing off.
Thanks for watching. |
