Google Drive - Guided Tour for Beginners | Adam Steinfurth | Skillshare

Google Drive - Guided Tour for Beginners

Adam Steinfurth, Teaching Modern Tech

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8 Lessons (45m)
    • 1. Introduction To The Course

      0:57
    • 2. Set Up Google Drive

      2:17
    • 3. Backup Your Files

      4:17
    • 4. Use Google Docs

      5:42
    • 5. Use Google Sheets

      9:52
    • 6. Use Google Slides

      5:53
    • 7. Organize Your Files

      9:17
    • 8. Share Your Files

      6:49

About This Class

Learn how to use Google Drive backup, organize, and work with your files. As you follow along in the course inside your own Google account, you will learn the tips and tricks that enable you to use Google Drive to stay organized and efficient.

Backup

This is Google Drive's most basic function. It safely stores copies of your files.

Work with

Drive has built in apps to create documents, spreadsheets, and presentations. We will walk through each of these together.

Organize

There are several best practices that you can develop to keep your files easy to browse and search.

Level

This course is designed for users that are new to learning about Google Drive.

Transcripts

1. Introduction To The Course: Okay, so we're going to be working with Google drive together, and we're going to do it in a way that you learn it so it feels easy and intuitive to use, so Google Drive can safely store your files. You can organize the files well once they're inside of Google Drive, and we'll spend some time going through that. And then you can securely share the files with other people a lot easier than using email. So I'm Adam Steinfurth, and I've made hundreds of videos over the years about using Google Drive and then also using docks, sheets and slides inside of Google Drive. So what we're going to do is I'm going to take some of the tips and tricks that I've learned along the way, and we're going to talk about those this as we go along. So as we walk through the basics, you can follow along with the files that are provided. I'll show you what those are, and we're going to do it in a way that you're going to learn how to safely store, share and work with your files so I'll see you inside the course 2. Set Up Google Drive: Okay, let's just cover a few housekeeping items before we get started. The first thing is that you need to have a Google account. If you don't have a Google account, just goto accounts dot google dot com, and it will bring you up to sign up page. You don't have to have a at gmail dot com user name. Either you can sign up with whatever email that you have and then the only options that you need to think about. Here's when you select create account. Do you want it just for myself, or do you want it for business? So if you do a business, you'll get some extra features and you'll see those in my Google drive as we go through it , because I'm using the business account. If it's just you, then I would recommend starting out with a personal account. But if you're at in our larger organization, or if you want a custom email address so you want it at my website dot com. The business accounts are the way to do that. And if you want to share files in and amongst a team of people at the same domain that you do that in business as well. But what we're going to go through today can all be done through a personal account. So if you set that up and then go to bring my browser back up here dr dot google dot com you'll come to the home page of Google Drive, assuming that you're signed into your account, and then we can go from there. So this same Google account that you have or that you just set up, you can also install Google Drive on your phone or any mobile device, but on your iPad if you want. And once you install the Google drive out there, you can see the same files. All right, so we're going to use the desktop for this demonstration. But if you install the Google Drive app on your phone or you install it on an iPad, as long as you're signed into the same Google account, you'll be able to see the same files and you'll be able to work with them and mostly the same way. So if you want to follow along in this tutorial with your phone you were with with your tablet, you can do that and you should be able to do most of what I dio, but right now we're going to stay in the browser. In that way, you'll be able to see my mouth's a little better. I'll be able to use my keyboards. It'll be easier for me. Um, so whatever device you're using, grab that follow along and I'll see you in the next video. 3. Backup Your Files: Okay, so we're just ready to go ahead and get started. I'm at best top of my Windows computer right now, and I've already downloaded. So you should do this. Step these two files for this course. So there's a PDF called F 10 40 there's an Excel spreadsheet called Inventory and then in the middle of the screen. I have my Web browser up so you could be using Google Chrome, which I am. So if you go down here, it would be this icon, or you could use Internet Explorer. If you're following along with a Mac you could use safari to. Doesn't matter what Web browser you use as long as you go to dr dot google dot com, and that will bring you to the home page of Google Drive. And what we're looking at right now is called my Dr. Now I'm in. I've doug down a few levels into my folders just to make a blank space for this course, but I would expect that you would just be at my drive, but they're gonna work the same way. You don't want to see my drive just because it has more going on and we haven't gotten there yet. So the most basic function of Google Drive is just secure file storage. So once you put a file into Google Drive, it sits on Google servers, and someone else can't access it unless they have your user name and password. So let's just store these two files. What we're going to dio will put them on here two different ways to show you how to do it. So I would grab the PDF file called F 10 40 and just click on it with your mouth. Hold it down windows. I'm left clicking and bring in the Google Drive down the says Drop your file to upload it. I'm going to let it go in, uh, plugs. So now that's in Google Drive. The other way to get a file into here is just a left click on the plus menu and say, new file upload, and then you would dig around in your computer a little bit until you find it. That's how I'll do the inventory spreadsheet. And then that's uploaded a swell. So now that you have those two uploaded into Google Drive, you can actually just delete these. You don't need them again. Those air your old copies that aren't and drive Once you put them in Dr. Then you can work with them in here so you don't have to do this part. But I'm going to show you Ah, and what it means to be secured. So if I open up another browser and then this browser not logged into my Google account and I go to drive doc google dot com, it's going to bring me Teoh, a Web page where I'm not signed in yet, so I can't see the files. If I go down, scroll down, say, go to Google Drive. It's going to try to bring me to Google Drive, but it's asking who I am. So unless I have my user name for Google in my password, I can't see those files. So it goes without saying, protect your password very carefully because that's the key to your files now. So now I'm going to bring up my iPad screen just to show you you don't have to have two instances of Google drive running and the matter of fact follow along in this course. I want to suggest it, but I'm going to bring it up to illustrate how Google drivers working in how it synchronizes your files. So let me bring up my iPad screen. Okay, so I brought up my iPad screen on the right, and then my browser is still on the left, and this is just to kind of show how things work together. So if I'm going to ah, and we'll get into how toe modify these files in the next course. But I'm just going to dio a quick modifications. So I'm going to open up the spreadsheet and make a quick change. Let's just say I added a total column on the right. If I go into my iPad and I open up the spreadsheet, I'm going to see that change instantly. So Google Drive is thinking your files. And if you're, um ah, and a train station with your phone and you open up drive, you're going to see the latest versions. Okay, so now that we've uploaded these two files in the next video, we're going to work with those files, and we're going to create some new ones as well. So I'll see you in the next video 4. Use Google Docs: Okay, so we're still at dr dot google dot com, and we have these two files here that you uploaded in the previous video. We're going to be using those, but we're also going to be creating some new files. So if you go up into the upper left hand corner and you just left click on the new sign, this is going to show you the three main file types that are in DR that are built in that you can use. And if you use those three and you're also using Gmail for your email, you have a full featured office suite. Then this replaces everything that's in Microsoft office. Google Docks is a word processing application, so you use it the right documents and use. Ah, resumes, books, flyers. It's pretty flexible. We'll go through that first, and then we'll look at Google Sheets, which you used to create spreadsheets and Google slides, which were used to make presentations. So first up is Google docks will hover over this, and we'll go over to the right hand side. So if you put your mouse over that arrow and just stop for a second, you'll see these two options so you could do a blank document. And maybe that's what you do most the time. But I'd like us to start from a template, and then that way it'll fill the document out. And then we can look at, um, what's in it. Once it's done so well, left, click on from a template and Google docks will come up with all these options, you can add your own as you start working. And Dr um, you see, I have my own tab here for my company. It's nothing in there right now, but you could create your own templates, but we're going to grab. I think a good example of some of the basics would be meeting notes over to the right is the left click on that? You can grab another one if you want, Um, but it might be easier just to grab this so you can follow along exactly. And Docks likes to start up showing this outline on the left. If you don't see it, you may just see this icon and click on that so you can look at it because it's and helpful to understand that overall structure. So let's come over and look at the document if you ah Lee just leave your cursor where probably started, which is on the first line. If it didn't start there, just put there or you can select the whole line if you want. And just come up to this menu bar and take a look at what's happening. So here, if you hover over Title says styles, so Google Docks is driven by styles. Instead of having to choose every single one of these attributes in, change them around for wherever you are in the document you can. But it's easier to just you style. So let me show you. Now it's on title by Drop this down. This shows you all of the preset styling. This will look different in different templates, but the structure is still the same. So title is the highest, and if you come down the next line, it changes to subtitle. Let's go to attendees and you'll see that that's heading one. And as we click through these, you'll notice that we're moving through this outline so agenda is a heading one. But last meeting follow up is a heading to, so if you ever want to create a table of contents. It's an automated feature, and Google docks. It's going to follow this outline, so it's another good reason to use this styling. Make sure you an example. So will come down to the bottom last meeting agenda, and this is just normal text. So if you highlight that and copy it and we'll go to the end of the sentence, just put a space in and just paste it a couple times. Get something that looks like a paragraph, so if you're writing longer documents or letters, you're going to have a lot of paragraphs, and they're typically going to be normal text. But once they are normal text, you can still change some things. So let's go up to the format drop down menu So you do have the menu bar with a lot of options, but you have mawr when you use these menus. And let's just say that for whatever reason, you wanted to change the alignment, go to a line and in dense and then left click on Justified, and it, ah aligns it to the left and the right hand side of screen that specifically isn't that big of a deal, but it just wanted to show you how you do You think So You just highlight the area that you want, and then you go to the menu and you change it. So that covers the basics of Google docks. The very basics. I knew. Hopefully you know how to type. So we don't have to go over that, Um, but one that will turn him one last thing. The other thing that you can do, Teoh, Speaking of typing to get your text and putting right as you can go up the tools and choose a voice typing, and then you can type like this period. It works pretty well, comma. Kind of like when you use your phone and you do the voice typing, period. So there we go. Google docks. Now, as we were making those changes, it was automatically saving. If you look at this line, it says all changes saved and drive. So you don't have to worry about saving this as you go along. As long as you're connected to the Internet, it's saving. So if we just go up and we close this tab in your browser, the documents here it was last save the 6 49 It just changed. Last saved at 6 52 So I'm up kind of early. Um, and you don't have to worry about version control so it's securely stored in your Google account. 5. Use Google Sheets: All right, So the next thing to go over, we've gone over Google docks. If we click on this menu again, we've gone over. Docks will do these in order. The next one is sheets. But for sheets, this time, what we're going to do is open this file that we already grabbed from our project, and we're going to style it and do a couple of simple formulas. Now this we're going to leave in the Excel format. So that thought X L S X is an indicator that it's not a Google Sheets file. It's actually Microsoft Excel, but you can leave Microsoft files in their native file format. So the reason why you would do that as later if you want to download it or send it to someone that just has excel and they're not working in sheets for some reason it's fully compatible. So if you right click on it and you do open with Google Sheets okay, or if I just double click on it like we did before, it behaves a little bit differently because it's in Excel, so you expect to get this kind of preview, which you can't edit. So be a little bit careful when you're working with Microsoft office files is that you have to tell it to open and sheets so we can still use that dropped down and dio open with Google sheets. Okay, so here's the Excel file that we uploaded the first thing that should probably dio It's actually different on my screen, my screens, four K screens. So I consume men really well. If yours fills the screen, don't worry about it. But if you want to see it larger, you just go up to zoom and the menu. Drop this down and we'll do 200% that way. You don't squint or I don't have to zoom in. And ah, a lot of times you'll get data right that it just isn't super easy to read. This might be a giant table, and the numbers aren't formatted, right, and you can tell what the header is, So we're going to go through some basic formatting, and then we're going to put a few formulas in here. And when you format years, use your own personal style, you can still go through the same steps, but do what looks best to you and If you have something you know that that looks supercool , just uploaded into the projects for the course. Show it off. That be kind of phone, right? And let's just get started off here. So earlier in the course, I type something in E one. Let's say we don't want that and you'll notice I just referred to this cell is E one. So what's happening here is the columns have letters in the Rose have numbers, and you refer to each stell. So each cell is a little rectangular area by the letter and then the number. So I'm saying E one here, which tells you it's this specific cell, and each cell has its own content and they act independently of each other. So I'm anyone in. Let's just hitcher delete key to get rid of that goes away like it was never there. So next thing I'm going to dio in, ah, do it yourself a swell, but you can add your own personal style if you want. I'm just holding down my left mouse key, and I'm dragging it to select a 13 d one, and I'm going to make it bold. So that's a little bit more apparent that it's a header and then I'm going to make it center aligned. All right, so if you look back a little bit, your table already looks a little bit more apparent. Us what it is all right, cause you know you know what this is? I d column. This is the items. But now we're going to start a one, and we're going drag all the way down to D. Let's say D 12 we'll go up to format and then we're going to a cool oh, shortcut here. Select alternating colors and on the right hand side of your screen, you get a menu that comes up that is recognizing the fact that, um oh, I know this is a table. You have a header. Let's tell it, we also have a footer because we went down to Road 12 which is blank right now, and let's just give it some color. Let's give it this cover. So what this is doing is it's doing the header in the footer in a slightly different color , and then it's also making a little bit easier for your eyes to follow in. The different rose is alternating the colors. So in a click done there and I come off the table, just Owen highlight it. Right? It's a little bit easier. Read. Still. So this is the time we're done. This just gonna be incredible. Next thing we want to do is we were not auto fit. Thes rose a little bit. So are the columns. Excuse me. So column A doesn't need to be so wide. And if you have 50 columns, this is going to happen a lot. Where, um, things are running off side of your screen. You want to try to squeeze him in as much as possible. So what you would do is you would take your cursor. And when I move it onto the separator between A and B, see how it turns into the two sided arrow. So if you do that, you should see the same thing as well, and you just double click it in. That auto fits that content. Do it again on B. Ah, that one was too small. And then we can just leave a mountain cost the way they are. If you're all right with that, I'm all right with that again. You do your spreadsheet the way you want. If you want to auto fit those go for it. What we can do here to is so we can see that, um, these are numbers and they all have a consistent place for their decimal. So we're doing pretty well so far. Sometimes if you have a number in here, let's say this is a three. It won't be 0.0 so it shifts off to the right and it gets harder to read. Let's make this one of five. Okay, If you don't want that, you would select this column, and then you can increase the decimal places that made it three because most them were two . Let's do it down one and now it lines up the decimal points. That makes it easier to read. We'll do one more thing here. Let's say these are dollars, maybe. Ah, depending where you live. There some sort of a currency, and you should see that currency here left. Click on that and it will format as currency. If you're in a country where you're seeing dollars, but you don't have dollars, you may need to go to file and look at your spreadsheet settings and see mindset to the United States. I would set yours too, wherever you are. It's not specific time here. Let's Ah, change it to Eastern. Okay, so the final thing that we want to do in Google sheets this work going to do some formulas . So as you use sheets more, you'll probably just start typing these in yourself. You're gonna memorize this syntax and you'll have your hands on the keyboard. It'll be faster. But when you're just starting, you confined the formulas. If you go to Formula Bar, this little Greek sign here indicates that these are functions, and if you drop this down, these are the most common functions and 90% in time. You're going to find what you want here at the top. So let's some the cost in issues. The 1st 1 when you left click on that, it puts the formula into the cell. So what this is doing? You start formula with an equal sign. You type the name of the formula and you get this box down below. That is going to help you out, and it's saying I'm expecting value one. So when you're using a spreadsheet of value could be. You could type 12 in here if you wanted to add 12 to something. But typically you're looking at the cell references. So here it would be D to down to D 11 so you could type in D two in a colon in D 11 so that colon indicates that it's a range. Or you could just use your mouth. So let's left click and D to ah, dragged down the T 11 and you see that has filled. And these little blue numbers is giving you a preview of what the result is already. If hit enter. There it is 75 77 and let's do one more. So let's say that we wanted account we wanted total the amount of items that we sold. That function is called Count, so let's drop this down in the down again. Select count and it's the same basic format you'll see. So let's select range and count the numbers. So be careful here. What this did was count the number of instances of numbers, so it says, Yeah, I see 10 of these. It didn't some them so didn't do 3456 and then 14 he counted them. It's a different function, so if you want to try to figure out what happened, if you want to troubleshoot these things, is frankly, I was thinking it was going to sum them. I don't know why. Ah, double click in the 10 in. Move your mouse over into the count area and it's going to tell you what it's doing. So it's returning the number of numeric values in the data set, so there's 10 of them. It's not returning the some of them returning how many there are. So that's your basic intro to Google Sheets. You can, uh, there's hundreds of functions, and you can string them together and formulas thousands of different ways. Probably infinite number of different ways. Um, but the very basics of it, you can catch onto it pretty quickly, and you can use it to add things up and count them a lot easier than you can with calculator. So that's cool sheets. Let's go back to drive in the last one that we're going to talk about his Google slides, and that's the presentation software 6. Use Google Slides: Okay, so the last of the three main file types in Google Drive is slides. And this is the basic presentation software. I call it basic, but you should be able to do everything in it that you need, and we're going to get this a different way. So for the Google doc, we just created a one from a template for the Google sheet. We used one that we had uploaded. So for Google slides were going to grab a link of a file that someone else has shared. So you will get this from your project. You get the link there. But what I'm going to dio I emailed it to myself So you can just see that you can share these by giving someone a link to the website where the file is, and we'll go into this in more depth in the next video. I just want Shige works now. So when I left click on this, they will just bring up the file and for you, it's going to bring up a file that's not in your Google drive yet, so you won't have edit rights to it yet. So what? You need to dio when you open this file up is you go to file and then it should be a copy to my drive. Should be an option. This file's already my drive. So I'm not seeing this. Let me show it to you in another account. Hold on one second. Here we go. You would see it like this. It would say comments only because it was shared with you by someone else. How my head pops up there, go to file and then you dio make a copy of the entire presentation that will put it in your Google drive. All right, let's go back. Google Slides is designed to make a Siris of one page slides for you that then you can just can't stand in front of and talk about. And this one also was started from a template. But I shared it with you afterward, and we're just going to use it to talk about some of the elements of it. So it's not a a blank page that's meant to be filled up with a long stream of text. It's one at a time, so that's on the left hand side. You see a preview of all the slides, and you can just left click on them to go through them. And the next thing talk about is these air all governed by what's called layout. So when you left click on this, each one of them is a certain type of slide. So this one is called the title slide. And if you look at that drop down, you look at yours, you can see that it's dictating the size of the text and where it's laid out in the background. So before you start typing in particular one choose which one is going to fit what you're doing the most. So if you're going to just put a little title in there and then a large picture, maybe choose title only on yours would double click on Science Fair Project. Actually, just single click on it and you can see it put a box around just that. So if this were in Google, Doc sis would be a header, but you could just it would be one line that belonged to the entire document. This is in its box by itself. So someone of the implications of that is, if you go up to the box. You can move it around and it doesn't move anything else. You could change the color of it. It's just going to change What's in that box? Me, un do That just sits back where it waas and your menu bar also changes. So your menu bar knows that you're in a box of texts of gives you a love, these formatting options. Let's just left, like outside of that. So you come back to these. Right now I have the background selected, so it's gonna be different options. It's just left. Click off the side a little bit him. We're back. So we looked. We talked about layout. The other thing is just theme. So think of theme as controlling all of your style options. So you have layout, but the theme drives what's available there. So if we change this to, let's say, shift the contents the same. Okay, so the actual text is the same. If you had inserted your own pictures is they're the same. But all the style is different If you look at layout thes air old governed by the theme of shift instead of the theme that we had before. So Google slides can be given a new look really quickly, and I want to create your own. Just use some of these that are pre made and just tweak them a little bit. I'll save Tana time. So when you're using slides as well, a lot of times people will want to insert sound or video, which might be a little bit different than a document. And there's gonna be done. So if you go out to insert and you can dio video, which is going to want to do a YouTube video, Or you could dio insert your own pictures and you have the same options here so you can upload something that you already have on your computer. Or you could look at Dr or You could take a picture if you're doing this on a mobile device , or or if you're using a computer that has a camera and so on, so Google slides is relatively easy to use. I think as long as you understand the concept that everything is its own element, when you click on it and you can move it around on the page and it's we click off of that, it's really a time saver to understand the different layouts and the choose those first before you start to build your slide out too much so you don't have to move things around. And that even before that you can choose a theme that looks right. So if you wanna mess around, build your own, customized a little bit, put that link back, and as a project to share it, that would be kind of cool. We can check that out. And now, after we've gone over the three basic file types, what we're going to do is talk about how to organize your files in Google Drive because once you start having a lot of them, it can be just advantageous to start out with best practices, so it's easier to find them and work with them later. So seeing that next video 7. Organize Your Files: All right. So at this point in the course, we have four files that are here. And if you have any other files that you know, you wanna having Google drive, just go ahead and upload them now and then and the usual. We're talking about to organize those as we go along and, um, to talk about where we are in Google Drive, you're probably at my drive. So that's this choice on the left hand side in on my screen, you see priority and you see share drives a swell. You might not see those in yours, but that's okay because those come with paid versions in, um, but neither of them are necessary to learn how to use Google drive. So just ignore those for now. We're going to be working in my drive and let's come over and let's just talk about these files for a while. So you want to look for common themes, kind of groups that you want to store the files in, and then we're going to create folders and name those folders and put the files inside those folders. So that's going to be the baseline of our organizing. Is that all these files we think belonging folders. So these 1st 2 are kind of say accounting files, right? I mean, you could have just an inventory folder, and maybe that would make sense if you know you're going to do a monthly inventory or different types of inventory. So you have a lot of files. You just want them in one folder so you can do that if you want. But I'm just going to assume that we just have some accounting files that we have and we want those together. So you can either go to a blank space and right click and do a new folder. Or you can just kind of stay with your workflow of left clicking on the plus button in doing a new folder from there. So we're going to call this folder accounting. And if you think you're going to have more than one folder about accounting, just give it a more descriptive name. So maybe this is accounting, um, 2020 right? Or accounting East Side office. We'll just do accounting for now. Create that folder gives this is just a new empty organizing space. Think of it as a filing Cabinet. So this F 10 40. If you just left, click on it and hold it, you can just drag it up into there. So when you get to accounting, you see that blue rectangle came over around the folder that indicates that it's ready to be dropped. So you just let go of your mouths and it moves into their. If it's kind of hard for you to move files around that way, you can also just right click and then I can select Move Teoh. And then I have the choice to put it in accounting here. So I left click on that little arrow and I'll just left click on Move here. All right, so two of your files now are in the descriptive folder, right? So it's kind of intuitive that your accounting files air here. Let's do meeting notes and science fair. Let's say both of those pertain to a science fair. In the meeting notes air about a meeting about a science fair. Maybe you think those belong together, so let's do a new folder and will say science here. Okay, so let's move Science fair into their in the way. We talked about before were just left clicking and holding it down. And right now, if you put other files in here already, just take some time to add the folders that makes sense to you, and you can change the names later. So this science fair, if I want to rename it science fair, um, Lincoln High School, the files are still going to be in there. It's not going to break any any links that point to them if you had that. So just go ahead and rename it if you want, and then we're not going to set any of these properties. But you certainly can if you right, click on one of your folders and you left click on view details. One of the things is it shows you the activity in this folder. So showing you what's happening if you're working with other people and you're wondering what as someone has done, just look there. But in the details, if you scroll down, you can add a description we've left like the night you just get in open text box, you could type whatever you want. Um, the way that I would suggest organizing is just making the folder Name itself Descriptive enough that you don't need additional description, but it's there if you want to use it. So there's always a fine balance between the number of folders that you use and when you stop and just kind of rely on file names. Eso We just have one level here. You inside this. You could also just do more folders. You could do taxes and you could do inventory. But let's say we stopped here. The next thing that you want to work on, it's just descriptive file names. So you want to name these files as if you will have no memory of them, and you want to find out what they are just by looking at the title. Okay, so that's one way to look at it. And the other thing to keep in mind is that you also want to have words in there that you might use a search for it later because Google drive if we go to the top here as an awesome search function. If I just type in inventory and I click enter, you're going to see this file. But if you have 100 inventory files, get out of here, then you want to find it later, Let's right click on him and told him Will rename it and let's just say inventory, March 2020 in this is our finished goods and then the one in April. You probably want to name it the exact same way, but just change the word. April just changed the word from March to April, and then that way, when you look through these, they'll also look nice as well. All right, so let's go back up one level just to your my drive. And let's look at some of the other considerations here. So one thing that you could do that's kind of cool is you can just color code the folders so accounting we could change it to green because it's about money, right? And science fair. We could change it to yellow. I think yellow was just in the theme of that slide show, so that's all good. And these again would make more sense to color things if you add ah 100 files. And you wanted Teoh maybe sort than my name, and that would be helpful. But then you could also just look at them by color, and then you could maybe be if you were looking at things that had do with finance. All the green folders would be relevant to you so you can use colors and one more functionality in here that's really helpful, actually is to use starred. So there's a section on the left hand side called Started. If I left click on that, you're going to see actually, my files that I have starred, which means it doesn't matter where they are. Get this is an additional layer, and it's the files that you think are important and you just want to have be able to access in one click, but they're safe somewhere else. So this file and accounting let's say your inventory file is very important or use it a lot , or both. If you left click on add to start, then no matter where you are on Google Drive. When you go to start, you'll see it here. So there it ISS. It's still where we put it originally, it's right there in accounting, so Start is, Ah, nice shortcut that you can use to put in two places and ones. You can also just look at your recent files if you know you were working on something in the last Tuesday, but you forget what it was called or where it is you look at recent and just scroll through your most reason. Files. If you're looking for files and you're still not sure where they are, if you left, click up in search. There's just some things to keep in mind here, so one of them is that you can limit your search by file type. So if you have lots of files about science Fair. But you know what you're looking for is a document you would just left click on documents and then do the search for it, and it's going to limit what you find. If you left click on Advanced Search, then it's kind of like searching for things in Google. There's all sorts of things you can control, and this would be if you have hundreds or thousands of files and you're looking for something. So let's get out of that. That's really powerful, but at this point you're probably not using that very much, And then the last thing you know, that's ah, of course, very important. Let's go to the folders and let's rename this and then we're going to go onto the Web. We're going to find an emoji of a dollar sign, so we're going to paste it into the folder name. So, of course you want emojis on all your folder names, right? How else would you be able to find them? All right, so that's the basics of how to organize your files and Google drive. Give them good file names, create folders, put those files and folders, but make all the names searchable so that when you're not sure where it is, type it in the search. And if it's really important, you can start and find it easily from there, we'll see you in the next video. 8. Share Your Files: Okay, so if you're to the point where you want to share your work, we're going to go over how you would do that in on left hand side of the screen. I have an example of something I'm saying is finished. So go ahead and bring up a file that you want to share, even if you're not ready, would just go through the steps together. Um, and when you have it open in the upper right hand corner, there's ah, blue rectangle that says Share. If you left click on that, then you get a sharing dialogue that has two different options on how to share your file. The first options have share with people or groups is where you name specific people. So on the right hand side, I brought up another account. You'll see how this works. I'm going to type in that person's name, selected from the drop down. So that person was in my contacts that they weren't. I would just type out the entire email address and over to the right hand side of that. You need to choose what level of access you want to get this person. So if you were sharing it with everyone and you don't want them. The edit you I would hold off until the next option below. So but the's air just for specific people. And so for Michael, we can either have him being editor, so just give him full rights to it. Gonna allow him to be able to comment on the file or just a view. So let's say for now we don't want him to change anything accidentally. We just want him take a look at it. That's a viewer, and then you can type a message in the box below. Say, uh, here's the file we talked about. Well, just do that. And when I left click on Sin, what's going to happen is if we come over into Michael's account on the right hand side and we'll look in his email account, he got an email from me in It's an imitation of you. So here's the message that I just typed, and if you elect left, clicks on open and docks, here's the file. So we're both looking at the same file and let's see, let's take Michael and let's move him down. Um, to highlight this part, you can see on the left hand side that you can see where the other person is working in real time. And if I were to hit the delete key, the file updates in real time as well. So that's a basic way to share file with one person. So if I were to go into this other users drive and look, you don't see it in my drive where we've been spending our time. But if you go down the shared with me, then you'll see the file. So this meeting notes is what was just shared with this person. Let's go back and talk about some other ways to share this. So these options also exist from Dr. So I just went to the tab that has my Google drive. And if you right click, you can click share here the same options. So we're just going through it in Google, Doc, so you could see a little bit better. And the other thing to notice here is you see how the file name to the right of it has this little icon of two people, so it looks like it shared so you'll be able to take a quick glance of your files and see which ones are shared and which ones aren't. But let's go back. Click on share again. So you shared it with a specific person here. You could also share with the group if you had groups set up in your Google account. But the other thing you can do is just get the length So all of these files have a Web address. But if you go to that Web address, nothing's going to happen unless you change. He's setting so right now and where it says Get link, it's restricted, and only people added can open with this link. So I want to change that. If I go below where says change link left click on that and then we'll get some different options. So this is the link. But I'm not going to copy yet because I haven't given anyone permissions right now. It says anyone at my organization, which is a less properties, can view. Let's say I want to change that. I want to say anyone with the link and then you can control what anyone with the link induce. Right now, it's public on the Web. If someone were to grab this link, they be able to see the document, and they be either viewer, a commenter or an editor. So typically, when you're sharing these with the public link, you would leave it as the viewer. Although you could make it as an editor, one share with everyone, because then the file would just get jumbled. But, um, let's leave it on viewer for now. And then when you copy this link, then you have the address to share with someone that can go to that file. So what I'll do will come back over to the right. But I'll take my browser and I will put it into incognito mode, which means it's not signed into anything right now. I will pace that link into the address bar on all type enter and I can see this document. I'm not signed into any Google account. I see my face here because that's the other person that's in the file. But I can come into here and look at the document, but you notice I can't change anything, so I'm trying to click in it. I'm trying to hit the back space key. It doesn't do anything because anyone with the link, as you can see in the LAPD, is only a viewer, so I'll click done when you share your documents. You see funny things like this pop up. What Anonymous panda? That's because someone is in the file who's not signed into their Google accounts of Google doesn't know what their name is, so that's the basics of sharing a file. Now that's sharing it live, right? So someone is seeing your actual file. If you wanted to download a, we just go to file and download. But I would limit downloading files if you can, because once you download them, then they're not in Google drive anymore. And if someone makes an changes, they're not linked. So you lose a lot of the advantages and being in cloud document. There's a shortcut here as well to email as an attachment. But again, that's breaking the link to the document. So we try to share if you can, and then we'll do. One last thing will go back into this other account of the person who was shared with me and what this person can dio they can right click and add a shortcut to their drive. So if you have organized your files like we talked about previously in the course and you want this file to be in there, you don't just want it to be in the shared with me section. You can click on add shortcut to drive, and then I'll add a short cut into your normal file system. So then you can organize it, how you want. So now that you can back up your files, you can great new files, organize them and share them with other people. I think you have all the basics of Google drive down, and now you're ready to start using it. So how fun and thanks for joining this course enjoyed it.