Introduction-to-Computers/C2/Google-Drive-Options/English-timed

Time	Narration
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
00:20	And 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: google plus Search YouTube Maps PlayStore News Mail Drive Calendar and more.
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 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: New My Drive Shared with me Google Photos Recent Starred and Trash
02:27	By default, “My Drive” menu will be selected and its content 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 it 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 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 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: Folder File Upload Google Docs, Sheets, Slides and More
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 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 eg: 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 content 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 autofill feature is available here for email-ids to whom we had sent 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: Can edit Can comment Can view
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.comin 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 access “Google Drive” Create and Upload files Create Google Docs and Use the sharing options
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.

Contributors and Content Editors

PoojaMoolya, Sandhya.np14