Digital-Divide/C2/Google-Drive-Options/English

Title of script: Google Drive options

Author: Praveen S

Visual Cue	Narration
Slide 1: Welcome Slide	Welcome to the spoken tutorial on Google Drive options
Slide 2: Learning Objectives	In this tutorial we will learn about the options available in Google Drive like: Creating a document, a spreadsheet and a presentation Uploading files & folders And sharing options
Slide 3: System Requirement	For this tutorial, you will need a working Internet connection and any web browser. I will be using Firefox web browser.
Slide 4: Prerequisites	As a prerequisite, you should have basic knowledge of Gmail. If not, please refer to the relevant Gmail tutorials on our website.
Show Firefox browser with the gmail logged-in	Let's begin. Open the web browser and log-in to your gmail account. I have already done so.
Point to Grid Icon on the top right >> mouse-over to display help text >> click	On the top right, we can see a grid icon next to our name. When we move the mouse over it, the help text says Apps. Click on this.
Point  to each google services one by one.	This will show us a few google apps like: google plus Search YouTube Maps PlayStore News Mail Drive Calendar and more. If we click on them, we will be redirected to the particular google app.
Move any one to a new position	We can also rearrange this list based on our preference, by dragging the apps icon to any other position.
	In this tutorial, we will specifically learn about Drive.
Point to Drive Click on Drive	So, let me click Drive. This will open the Google Drive page in a new tab.
Point to the Search bar.	At the top of the page, we can see a Search bar.
Point to Left side menus	On the left, there are some menus.
Point to options & settings	And on the top right, there are some icons.
Point to “Get Started” file Point to myfile.zip	In the center, we can see two files. The first one was shared with us during account creation by the Google team. The second one is the file which we ourselves uploaded earlier.
Show Left side menus one by one.	Now, let us have a look at the left side menus. We have the following menus: New My Drive Shared with me Google Photos Recent Starred and Trash
Point to “My Drive”	By default, “My Drive” menu will be selected and its content will be displayed in the center.
Point to the pdf and zip files.	All the files and folders will be displayed in the center area.
	So, we can see the PDF and the ZIP file that we had uploaded in the previous tutorial here.
	The files which are created or uploaded by us, will also be stored under “My Drive”.
Point to “Shared with me” Click on it	The next menu is “Shared with me”. Let me click this.
	If any one shares a file or document with me, it will be displayed under this menu. As of now, no one has shared any file with me; so this is empty.
Point to “Google Photos”	Recently google has created a shortcut link to access the Google Photos within the Drive. We will skip this option for this tutorial.
Point to “Recent” Point to the pdf and zip files.	The “Recent” menu will display the list of files or documents which were opened recently. It will display both the “My Drive” and “Shared with me” contents. So, here we can see the pdf and zip files because we had opened it earlier.
Point to “Starred”	Starred. If we have marked any file or document as Important, that file will be displayed under this menu.
Go to My Drive >> Choose Add Star	Let us go back to My Drive menu and right-click on our pdf file. Now choose Add Star option.
Click on Starred >> point to file	Next, click on Starred menu. Here is our file.
Right-click on the file >> choose Make a copy	Let me make a copy of this file. So, once again, right-click on the file and choose Make a copy option.
Point to the two files >> delete one of them	Now we have two files. Let us delete one of them. Select the file and press Delete key on the keyboard.
Point to “Trash”	Deleted files or documents will be displayed under Trash menu. The deletion is temporary, however.
Point to “Trash” Option on the top >> then click	We can delete all the files permanently from the Trash menu by selecting “Empty Trash” option. All files in the “Trash” menu, will automatically be deleted permanently from the google server after 30 days. <<PAUSE>>
	Now let us learn how to create and upload files and folders.
Point to “New” Menu	There are 4 ways to do this: The first way is to click on the red colored “New” button on the left.
Point to “My Drive” Menu	Second way: Right-click on “My Drive” option.
Right Click in the center area	Now, let us come back to My Drive. In the “My Drive” option, we can right-click in the center area.
Point to “My Drive” Menu on the top	Lastly, click on the “My Drive” drop-down menu at the top.
Point to “New” button Click on it	Let us explore with the “New” option. Click on New button.
Point to the Sub Menus one by ones	It will display some options like: Folder File Upload Google Docs, Sheets, Slides and More We will see each option, one by one.
Point to “Folder” >> click on it	We can create a folder using the “Folder” option. Click on it. Immediately, it prompts us for a name.
Type “Spoken Tutorial”.	Let us name the folder as “Spoken Tutorial” and click on Create button.
Point to show that it is under My Drive.	By default, this folder will be under “My drive”. We can see it here in the centre area. Folders help us to organize our files better. So, we can create separate folders, for example, personal, work, etc.,
Point to “File Upload” >> then click	To upload any file, first click on “New” button then click on “File Upload”.
Browse and select xyz.odt >> click on Upload	This will open a file browser window. Browse and select the file that you want to upload. I'll select “xyz.odt” file from the “Desktop” and click on “Open” button.
Point to “Progress bar”	At the bottom right, we can see progress of the upload. This may take some time based on the size of the file and the internet speed.
Point to the uploaded folder in the center area.	Once completed, the uploaded file will be displayed in the center area.
Close the progress window	Now, close the progress window at the bottom.
Point to “Folder Upload”	In the same way, we can upload a folder on the Drive, using the Folder Upload option. This feature may be available in certain browsers only. For eg: Google Chrome. <<PAUSE>>
	How can we move our uploaded file into our Spoken Tutorial folder?
Drag and drop the file into Spoken Tutorial folder	Simply drag and drop the file into the folder, like this. <<PAUSE>>
Point to “My Drive” on the left >> point to the triangle >> click on it	Now, on the left side, look at My Drive option closely. Notice a small triangle to the left of it. Clicking on it will show the sub folders under “My Drive”
Point to Spoken Tutorial folder >> click on it >> point to xyz.odt	See, here is our folder “Spoken Tutorial” and here is our file xyz.odt inside it. <<PAUSE>>
	For our day-to-day work, we use documents, spreadsheets and presentations.
	Is it possible to create and manage them on Drive?
Slide 6: Google Products	Yes, it is. In Google Drive we can create documents, spreadsheets and presentations, just like in any Office Suite. So we have Google Docs for creating documents, Google Sheets for creating spreadsheets and Google Slides for creating presentations. For demonstration purpose, I will only show how to create a document using “Google Docs”.
Click on “New” → Google Docs	To create a new document, click on “New” button and select “Google Docs” option. This will open an empty document in a new tab.
Point to Menus	We can see that the menus and text formatting options are the same as in any other Office Suite.
Point to “Untitled Document”	At the top, notice that the document is titled as “Untitled document”.
Click on “Untitled document”	This is an editable title. To rename the title, click on the text.
Type “My first google doc” and click on “OK”	“Rename document” window opens. Here we can type a suitable title for our document. I will type “My first google doc” and click on “OK”.
Point to title	Notice the change in the title. <<PAUSE>>
Pause recording and copy-paste “Welcome to Google Docs” in the document	Next, let me type some content here, say “Welcome to Google Docs”.
	Any addition, modification or deletion made to this document will be auto-saved.
Point to “All changes...” on the top	Look for the message “All changes saved in Drive”, next to the “Help” menu at the top.
Point to “Revision History” on the right.	If we click on that, we can see the “Revision History” on the right.
Point to Today and time	It has the last modified date & time and also shows who made the modification.
Point to Rebecca Raymond	As of now, this document is not shared with anyone. So we can see only one user “Rebecca Raymond” with the date as Today and the time.
Slide 7	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. We will see this feature a little later in this tutorial.
Close “Revision History”	Close the “Revision History”.
Close the tab	Let me close this tab. The google doc will be automatically saved.
Point to My Drive >> point to the file >> Double-click on it	Once again, we are in My Drive and we can see our file here. Double-click on it to open it again.
Copy-paste “Welcome to Google Docs” twice >> Close the tab	Now, we will copy-paste the line “Welcome to Google Docs” twice and then close the tab.
Double-click on the file >> Copy-paste “Welcome to Google Docs”	Double-click on the file once again to open it. Again, copy-paste the line “Welcome to Google Docs” once.
Click on “Revision History” >> Point to all 3 revisions	Now click on “Revision History”. We can see all the revisions of the file, along with the date-time stamp and the user information.
Point to the button at the bottom	If multiple revisions are not seen, then click on “Show more detailed revisions” button at the bottom.
Point to all 3 revisions one by one	The revisions are arranged in chronological order, with the latest revision at the top.
Click on each revision and wait 2 secs	Click on each revision and understand how this feature works. <<PAUSE>>
	Let me now share this document with two other users.
Click on Share button	For this, click on Share button at the top right.
	Share with others dialog box appears.
Point to People >> Type 0808iambecky@gmail.com	In the People text box, we have to give the email-ids of people with whom we want to share this document. So, I will type 0808iambecky@gmail.com Note that the autofill feature is available here for email-ids to whom we had sent emails earlier.
Point to the share mode button >> click on it Point to all 3 modes one by one	There are three modes in which we can share the document with other users. Click on the button here to see these three modes: Can edit Can comment Can view
Point to Can edit	Can edit option gives the other users permission to make changes in the document itself.
Point to Can comment	Can comment option gives the other users permission to suggest changes.
Point to Can view	Can view option gives the other users viewing permission only. They cannot make or suggest any changes.
Click on Can edit	Let us give Can edit option to 0808iambecky.
Add stlibreoffice@gmail.com	I will also add stlibreoffice@gmail.com
	Remember to use a comma separator between two email-ids.
Point to “Add a note” text area.	As soon as we enter the email-ids, there is a change in this window. We get “Add a note” text area.
	If we want to send some information about this document to other users, then we can type it here.
Type “Please find attached a document for testing purpose. Kindly modify or suggest, as per the permission given to you. Thanks Ray.Becky”	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”
Click on Done button	Lastly, click on Send button to complete the sharing process.
	This will send an email notification with our message and a link to the shared document to other users.
Click on Share button	Once again, click on the Share button.
Click on Advanced	Then click on Advanced.
For stlibreoffice >> Can comment	Now, for the user stlibreoffice, we will change the sharing mode to Can comment.
Click on Save changes >> Done	Lastly, click on Save changes button and then on Done.
Close the doc	And close this document.
Make some changes in the document using both the email-ids given above.	Now, assume that both the users made some modifications in the shared document.
Open the doc again	When we open the document again after some time, we can find the edits made by the other shared users.
Point to the comments given by stlibreoffice@gmail.com	Since stlibreoffice@gmail.com had only suggest permission, we can see the suggestions given by that user.
Move mouse to the comment box >> Move over check mark >> Move over cross mark	Move your mouse to the suggestion box, over the check and cross marks. The check mark says Accept suggestion and the cross mark says Reject suggestion.
Accept one suggestion and reject the other	Let me accept one of the suggestions and reject the other. <<PAUSE>>
Point to the comment from 0808iambecky	We can see a comment here from 0808iambecky.
Point to Resolve button	And here we can see a Resolve button.
	The users with Can edit option, can reply to that comment by clicking on the comment text.
Click on Resolve button	To remove the comment thread, click on Resolve button.
	We cannot see any of the modifications made to the document by 0808iambecky. Recall, this user had edit permission in the document.
	So, how can we find out what changes were made by that user?
	For that, we can check our Revision History.
Click on File >> See Revision history	To open it, we will click on File and then on See revision history.
Point to 0808iambecky	We can see that 0808iambecky made some changes and this is seen in a different color.
Point to stlibreoffice@gmail.com	We can also see the suggestions given by stlibreoffice@gmail.comin a different color.
Point to our username	And of course, being the owner, we will see our own work in a different color.
Close Revision History	Let us close the Revision History window now. <<PAUSE>>
Click on Share button	There is another way to share a document. Click on Share button.
Point to top right corner >> Get shareable link	In the Share with others window, at the top right corner, we can see the text Get shareable link.
Click on Get shareable link Point to “Anyone with the link can view”	Click on it. It says “Anyone with the link can view”. This will create a link to this document.
	Now we can send this link to any email-id. Which means, that anyone who has this link can view the document. <<PAUSE>>
	With this, we come to the end of this tutorial.
	Let us summarize.
Slide 8: Summary	In this tutorial we learnt: To access “Google Drive” Create and Upload files Create Google Docs and Use the sharing options
Slide 9: About Spoken Tutorial project	The video at the given link summarizes the Spoken Tutorial project. Please download and watch it.
Slide 10: Spoken Tutorial workshops	We conduct workshops and give certificates for those who pass our online tests. For more details, please write to us.
Slide 11: Acknowledgment	Spoken Tutorial project is funded by NMEICT, MHRD, Government of India. More information on this mission is available at this link.
	This script has been contributed by Praveen and this is Srilakshmi Ramaswamy from IIT Bombay signing off. Thanks for watching.

Contributors and Content Editors

Nancyvarkey, Pratik kamble, Pravin1389