Hello this is Katie Walker in the
College of Education and in this video
tutorial I'm going to review how College
of Ed students can utilize Google Drive
and Google Apps, and so you can see that
I'm sharing with you Google Drive and I
am logged in with my @alaska.edu
account, and if you click on whatever you
see in the top corner, that'll identify
which account you're using. The most
confusing thing is that many of us have
multiple Google accounts and it's going
to be important for you to utilize your
@alaska.edu account which is a Google
account when you're doing work, and if
your faculty/instructor shares
something with you, they will share it
with this account so don't request
access to it using your personal Gmail
account, but instead log in to Google
using your @alaska.edu account and if
you aren't sure which account you're in,
as I said, you can click up here and I
find that it's helpful to just choose a
very different photo so that I can
visually tell which account I am in by just
looking at the picture that I've chosen,
um, so I know if it's my personal or my
work account. This button is really
important and I just want to go through that
first.
So we at the University of Alaska,
College of Education... we utilize Google
Mail and Calendar and a number of other
Google Apps. YouTube is part of Google as
well. I said originally I like to use
Google Drive and what I meant was as
opposed to going directly to Google Docs
which is word processing or Google
Sheets, spreadsheets, or Google Slides,
presentations, etc. under Google Drive is
a bigger picture and I can have a whole
variety of different types of documents
including ones that are not Google
Documents, so PDFs or files created with
Photoshop for example anything can be
stored in Google Drive. The name of it
should indicate what it is. It is a drive,
so it's like a thumb drive or it's like
a hard drive or
it is just a cloud drive and so it's
really nice to be able to use it because
that it's available whatever computer
you log into. It doesn't matter what
computer you're using to have access to
files. Um, so I'm going to go over some
basics here with you today.
So across the top we're going to talk
about the New button in just a moment
and so My Drive, of course, has basically
the same options as the New button and
we'll talk about that in a moment. To the
right there's also just different ways
you can look at things, so you can choose
whatever you prefer. There's also
information about different activities
and details of particular files that you
want so additional information with that
"i" there and then the Settings button, of
course, is important. So you can download
Drive onto your computer and use it as
you would... more like a thumb drive,
um, and that's pretty handy if you use it
a lot. But under Settings is a really
important one that I want to mention. So
this option you want to really think
about whether you want to leave that
checked or not checked. As you can see, I
have it not checked and that's because
I use Google Drive for file storage
of all kinds of different files and I
don't want them to always be converted
automatically to Google Docs. If I want
to convert them to Google Docs, I do it
later, um, so for example I store
PowerPoint files in here that I'm going
to be using in Blackboard Collaborate I
don't want them to be converted to
Google slide format because Google slide
format can't be loaded into Collaborate
and so I want to make sure that they
stay at PowerPoint format, so I leave
that unchecked but obviously if you're
going to be doing collaboration with
other people it will need to be in the
Google format so you just have to think
about what your purpose is... whether it's
just storage or whether it's
collaboration. And the other thing is
just to notice these column headings at
the top so you can sort by clicking
those buttons and put things in reverse
alphabetical order or in
alphabetical order. You can search
by, I"m sorry, you can see the owner of
the folder or document and you can see
when it's been last modified or last
open and file size. And then over here on
the left this is... these are some make...
ways to make it easier for you to find
your stuff. So you have your own Google
Drive now it's totally up to you... your
preference. You may decide to organize
things into folders by creating folders
here or if you're in a committee, you
might have a folder for that committee,
um, you can see that some of these
folders are private. If they don't have a
little person in them, that means I am the
only one who has access to that. If they
have a little person figure in there
that means they're shared. So every
committee I'm on typically has a folder,
and it just makes it easier because that
means anything we put in the folder
is automatically shared with everybody
on the committee. And being... my preference
is having things in folders and that's
just what I like, but it's not necessary.
The search feature works really really
well so you can just type in whatever
your topic is. I'm just using this as an
example
and it'll just search through everything
and find that keyword, so, um, you don't
have to use folders you can just use the
search whenever you're ready to find
something. If you do use folders however
you might find it easier to drag the
folders over to the left and then you
can have them also over here so that
when you click on it you can see them
both. It's... it's again up to you. You don't
have to drag them over to the left, but
Shared with me, of course, is very handy
to find things that people have shared
with you and we'll talk about how to do
that in a moment, but generally you
receive an email that lets you know
someone shared it with you. Sometimes
that's confusing, again because of the...
which Google account you might be in. But
if you don't find what you're looking
for then check it make sure you're in
the right account. Shared with me just
makes it easier to find things that
other people have created. And then the
Recent one, of course, are things that
you've been recently working with.
I find it helpful to change the color
(which if you right-click there's a the
change color option) things that I'm...
projects that I'm currently working on
or things that I access a lot, I often
change the color of or I star and that
way I can just click Starred and those
will come right up. And so those are some
basic tips and as I said I was going to
come back to New. So New is when you want
to create something new in Google. So you
want to start a Google Doc or a Google
spreadsheet or a Google slide
presentation, um, you would click on one
of these buttons or you want to create a
new folder just for organizing
things or if you wanted to upload. Now
this would be the one where you either
want to convert it to Google Doc because
you're going to collaborate on it or you
want to just use it for storage, in that
case you don't want to convert it to a
Google Doc. And I'm using Google Doc
generally but I mean any of the Google
Apps such as slides or sheets. So for
example, I'm going to go ahead and create
a Google presentation. Let's just pretend
I'm working with some classmates on a
presentation. Now it's going to depend on
what your instructor asks you for but
generally your instructor wants you to
submit an actual file in PDF format or
Word format or PowerPoint format because
that is what works best with Blackboard.
That doesn't mean you can't use Google,
it just means that when you're done,
you're going to want to download it into
whatever format your instructor has
asked for. Your instructor generally does
not want you to share things because
they want to have the actual document so
that they can utilize the mark-up tools
in Blackboard. So as a general rule, you
can just go to Download as... whatever
you're working with and put it in
whatever format your instructor asks for
and then you'll just upload it to
Blackboard like you would normally. When
you're collaborating with classmates
then you're going to want to share with
the other people in your group and you
can do that by clicking this Share
button and it says, of course, I have to
name it (so let me go ahead and give
it a name). Okay, so here's all you have to
do to share with your classmates. You
would just type in the username and make
sure that you find the @alaska.edu
account because, as I said before, we
always want to use that account for our
schoolwork and you could continue to add
additional people. When you go to
advanced, you will see everybody that
this is shared with and you will have
some other options. So "private" only you
can access that means private plus any
of these additional people. And this has
a little pencil here, and that means that
I'm going to share it with Dr. Hu and
he will be able to edit it. if I only
want him to view it or comment, I can
change it but if you're collaborating
typically you want to allow your
classmates to be able to edit it. Okay
and when you go ahead and send it, then
that person will receive a notification
and also... they will also find it under
their Shared with me when they go to
Google Drive next. So the other thing
that's helpful when you're working with
other students and collaborating on a
Google slideshow or Google Doc is under
the File menu there is also a Revision
history which can be helpful to kind of
figure out who made what changes or if
you need to go back to a certain point
in time because something was messed up
or whatever. And then I mentioned before
about Download, so if you are going to be
doing a presentation with Collaborate it must
be in PowerPoint format. None of the
other formats will work from Google
slides. So you will need to download it
as PowerPoint and occasionally when you
convert, the formatting will change, so
you definitely will need to plan to just
quickly open it in PowerPoint and go
through and make sure that everything is
going to look okay and then you can
submit the PowerPoint to your instructor
for uploading into Collaborate or
whatever the instructions are. So when
you are working with others,
collaborating on a document, you can see
that I've just shared this with Dr. Hu
and now he
joined and I can see that he is in this
document and I can see that he's working
on slide one. So it's really handy to
notice when other people are there. I can
actually chat... live chat, and I can also,
if I'm not real-time with somebody, then
I can leave comments that they can find
later. So all of the Google Apps (Google
Docs, Google Slides, and Google Sheets)
have the same features with, um, you
notice when someone enters and you can
see that he has now left because his
icon is not there anymore.
And you can chat if they are live or, if
not, you can comment. So if I selected
something I could add a comment and that
would show up for people. I'm just going
to give an example here (whoops). And so
when you click the comment button then
the next person who comes in if even if
it's, you know, five hours later, they'll
be able to see that comment and they can
reply to it or resolve it or whatever
they want to do. So a lot of great
collaboration features and so as I said
before, when you're completely done
you'll want to download it into a
different format, likely, but all
changes are saved. That's the nice thing
about Google, um, is that it saves
constantly for you so you are not likely
to ever lose anything. Um one thing that
is maybe not so nice about Google from
a user standpoint is that it
constantly is changing and of course
it's improving, but that means that the
next time you go into Google Drive it
might look different. They might have
changed the name of this. They might have
rearranged things or given you some new
options. So don't be surprised when you
go into Google Drive one day and it
looks different. It might take you a few
minutes to figure it out or look it up
but they are on kind of a continuous
improvement schedule and so they just
change things constantly, so be aware of
that. Another thing I want to mention is
from this Google Drive as opposed to
being directly in
a Google Doc or Google slide is if you
right-click, you have a number of options
including the sharing. The get shareable
link is kind of useful, probably not so
much as a student, but it can be handy if
you're going to be giving a presentation
you could actually share the link and
anybody who has that link would be able
to view it. Anyone can find and view it
(so that's something I'm going to turn
off for that one) but it... but it is pretty
handy and I just sorted them different... a
little differently there. So then the
other thing is we talked already about
how adding a star and changing the color
can be helpful, but you can also
reorganize like you would a normal drive.
If you wanted to put this folder within
another folder you can use "move to" to
do that. You can rename and and there are
other options as well of course...removing.
If I wanted to know exactly who this
folder is shared with...I can see it's
shared by that little person in there...
then I can go to Share and then I can
click Advanced and that will give me a
full list of all the people that it's
shared with and so that's kind of handy
to be able to know who things are shared
with by just being able to go to that
advanced sharing option. And those
features that I just showed you with the
right click are all basically the same
ones that you'll find up here as well so
there's multiple ways, as usual. So
hopefully this overview will get you
started with using Google Drive
efficiently with your at @alaska.edu
account.
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