FUNDAMENTALS OF COMPUTER

CE-101

Aim: Create and manage files and folders.

What is Google Drive?
Google Drive is a free service from Google that allows you to store files online and access them
anywhere using the cloud. Google Drive also gives you access to free web-based applications
for creating documents, spreadsheets, presentations, and more. Below are the types of files
you can create and share on Google Drive:
• Documents: For composing letters, flyers, essays, and other text-based files
(similar to Microsoft Word documents)
• Spreadsheets: For storing and organizing information (similar to Microsoft Excel
workbooks)
• Presentations: For creating slideshows (similar to Microsoft PowerPoint
presentations)
• Forms: For collecting and organizing data
• Drawings: For creating simple vector graphics or diagrams

Accessing Google Drive

You can also navigate to Google Drive from any Google page (such as Gmail or Google search)
by selecting the grid icon near the top-right corner, then clicking Drive.

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To create a new file:

1. From Google Drive, locate and select the New button, then choose the type of file
you want to create. In our example, we'll select Google Docs to create a new
document.

2. Your new file will appear in a new tab on your browser. Locate and select
Untitled document in the upper-left corner.

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3. The Rename dialog box will appear. Type a name for your file, then click OK.

4. Your file will be renamed. You can access the file at any time from your Google
Drive, where it will be saved automatically. Simply double-click to open the file
again.

You may notice that there is no Save button for your files. This is because Google Drive uses
autosave, which automatically and immediately saves your files as you edit them.

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To upload a file:
1. From Google Drive, locate and select the New button, then select File upload.

2. Locate and select the file(s) you want to upload, then click Open.

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3. The file(s) will be uploaded to your Google Drive.

Depending on your browser and operating system, you may be able to upload files by clicking
and dragging a file from your computer into your Google Drive.

To upload a folder:
Note: This feature is only available if you're accessing Google Drive through Google Chrome.
1. Click the New button, then select Folder upload.

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2. Locate and select the folder you want to upload, then click OK.

3. The folder and the files within it will be uploaded to your Google Drive.

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Converting files to Google Docs format

To convert a file:
1. Locate and double-click the file you want to edit.

2. A preview of the file will appear. Select Open at the top of the screen.

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3. The file will be converted to a Google document and appear in a new tab.

4. If you go back to your Google Drive, you'll see that there are now two copies of the file:
the original file and the new version in Google Docs format.

You can set Google Drive to convert your files automatically when you upload them. Click the
gear icon, select Settings, then check the box next to Convert uploads.

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Searching for files

Searching lets you look for specific files using words contained within the file or file name. To
do this, locate the search bar, then enter the word or file name you're looking for. A list of
suggested searches and files will appear as you type. Simply click a file to open it directly from
the search results. You can also press the Enter key to see a full list of search results.

Sorting files
By default, your files are already sorted from newest to oldest. However, you can apply other
sorts to put your files in a different order. To sort by name, click the Name button just above the
list of files. To sort by date, click the Last modified button, then choose the desired sort option.

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To move files into folders:

To move files into folders:

1. Click and drag the file to the desired folder.

2. The file will appear in the selected folder.

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To add multiple files to the same folder, press and hold the Ctrl key (or Command on a Mac),
then click to select each desired file. When you're ready, click and drag the files to the desired
folder.

To delete a file:
Deleting a file from your Google Drive is similar to deleting a file from your computer. You will
have to move the file to the Trash folder and then delete it permanently, just like you would
delete a file from the Trash or Recycle Bin on your computer.

1. Select the file you want to delete, then click the Remove button to move the file to the
Trash folder.

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2. Select Trash in the left navigation pane.

3. The Trash folder will appear. Click Trash near the top of the screen, then select Empty
Trash. The files will be permanently deleted.

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To preview a file:
Previewing files is a great way to make sure you're opening the right version of a file or to take a
quick look at files without opening them.
1. Select the file you want to preview, then click the Preview button.

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2. A preview of the file will appear.

To share a file with a limited group of people:

1. Locate and select the file you want to share, then click the Share button.

2. A dialog box will appear. In the People box, type the email addresses of the people you'd
like to share the file with. If you want, you can add a message that will be emailed to the
people you share the file with.
3. Click Send. Your file will be shared.

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For more control over your files, you can click the drop-down arrow to decide whether people
can edit, comment on, or simply view the file.

Sharing with a link

You can easily share a file with a larger group of people by providing a link to any file in your
Google Drive. A link is basically a URL or web address for any file you want to share. This can
be especially helpful for files that would be too large to send as an email attachment, like music
or video files. You can also share a file by posting the link to a public webpage. Anyone who
clicks the link will be redirected to the file.

To share a link:
1. Locate and select the file you want to share, then click the Share button.

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2. A dialog box will appear. Click Get shareable link.

3. A link to the file will be copied to your web clipboard. You can then paste the link in an
email message or on the Web to share the file. When you're finished, click Done.

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