Files can also be uploaded to Drive.

1. Click the + New button > File Upload

2. If the file is a Microsoft office file, you can continue to edit the file with the corresponding Google tool, keeping the file in Microsoft format.

Word to Docs

Excel to Sheets

Powerpoint to Slides

3. You can also “Save file as…” a Google File, and Google will convert it into the corresponding tool. (Pay attention to file extensions to see the type of file you have uploaded.)

4. Different types of files can be saved in Google Drive in many different formats.

1.Organize Folders by

1. • Color Coding Folder types

   • Adding numbers to reorder folders

   • Add emojis to folders (Right click a folder > rename > Right click in the namespace > select emojis & Symbols.

   • Sort folders by name or date modified.

   • Change between list view and grid view using the icon in the top right corner.

2. Organize Files by

1. • Use specific naming conventions. (Name files with folder extensions)

   • Create subfolders so it is easy to find a file.

Sharing with individuals/small groups

1.Right-click the folder you want to share.

2.Click on +share

3.Enter the name of the person you want to share the folder with. (APS teachers will populate automatically.)

4.Click on the down arrow next to the pen icon to choose how the person can use files in the folder: either edit or view only.

5.Select advance- this provides the option to prevent editors from changing access and adding new people.

Sharing with others using a link

1.Right-click on the folder you want to share.

2.Click on get shareable link.

3.Click on share settings.

4.Share settings default to “Anyone at Albuquerque Public Schools” can view the file.

5.To change the settings select the drop down arrow and select More…

6.Make the file more or less accessible depending on preference. Select Save.

7.Then copy link and send it to anyone you want to have access to the folder.

If someone shares a file with you (as above) it will go to their Shared with me drive. If anyone shares a file/folder with you it will also show up in your Shared with me drive.

1.Click on the Shared with Me drive on the left of the screen.

2.Most recent shared files will be first. You can change from Grid view to List View, to see who owns the documents.

3.You can sort Shared with me by date or by name by clicking on the large arrow next to each.

4.From Shared with me you can right click on a file to move it to your drive. You can either

Add to drive- this will put a “link” of the file in My Drive, but the original owner still has the file and you will lose access if it is deleted. All changes the owner makes will show up in drive.

Make a copy- If you make a copy of the file, it will put a copy of the file in My Drive. The ownership rights transfer to you, and you can edit the file. Any changes made by the original owner will not show up.

Starred Drive- By right clicking on a folder or file you can add them to the Starred drive. The file will be in BOTH locations (My Drive and Starred Drive). The starred drive is a place to quickly access “important” or “frequently used” files. Don’t star everything- it defeats the purpose.

Recent- are the most recent files that have been opened.

1.At the top of drive- type in a word or phrase into the search box. Google will bring up files that match the search.

2.To narrow search parameters, click on the small down arrow next to the search box.

3.You can then narrow the search by Type, Date Modified, Item Name, Words (Words or phrases in the document), Owner, Location.

4.Click search. All of Google drive will be searched.

1. In drive go to the gear icon. Google has three sections for Drive Settings.

General Settings-

1.Storage- see the amount of storage used. Google for Education storage is unlimited.

2. Convert uploads- In Google Drive you can store all types of files. If you want corresponding files to convert automatically check this box. (Word to Docs, Powerpoint to Slides, Excel to Sheets etc.)

3.Language- Change the default language of Google Drive.

4.Offline- Create, open and edit recent Google files while offline. Good to turn on with bad wifi/internet.

5.Density- how close files are in the drive.

6.Suggestions- Google will use AI to put the most used files in Quick Access and well as files that have been shared. Uncheck all boxes for a plain drive.

Notifications

1. Set notifications for Google Drive items

In your browser

With external connect apps (ie Slack.)

In your email

Manage Apps

You can manage Apps that have access to Google Drive. Usually Add-ons or Extensions that are tied to specific files or folders.

1.To throw a file or folder in the trash. Right-click the file and select remove, or drag the file into the trash.

2.Items will stay in google Trash for 30 days.

3.You can restore a file by right clicking in trash and select restore.

You can delete a file permanently by right-clicking on the file and selecting Delete forever or in the top right corner of the Trash drive- select empty trash.

The Priority Drive has two different functions.

1. Priority- A banner of the most “relevant” and used files from drive for easy access.

2. Workspaces- a customizable “workspace” where important files can be “pinned” in order to have quick access.

Workspaces can be used with My Drive and Shared Drive files.

1. To create a Workspace, go to the Priority Drive.

2.Click on the Create button.

3.Name the new workspace and click create.

4.Once the Workspace is created you will be able to select add files to search for the files you would like to put in the workspace. (This does not move the files out of the original locations, it creates a new link in the workspace)

5.A menu of files will appear to the right where you can select files from My Drive, Shared Drives, Shared with Me, or Starred.

6.After files are selected, click Insert and the files will be added to the workspace.

1. You can use shared drives in Google Drive to store, search, and access files with a team. Shared drive files belong to the team instead of an individual. Even if members leave, the files stay in place so your team can keep sharing information and work anywhere.

2. Shared drives need to be created at an administrative level. Email the Educational Technology department to request a shared drive for your school, assigning one person to be a “Manager” of the drive

For each member of the drive, they will need to be granted one of five levels of access

Manager- Can add, move and delete both content and members.

Content Manager- can move, add or delete all content in a drive, but cannot change member information.

Contributor - can add files and folders, but cannot move or delete files.

Commenter- Anyone added to the drive as a commenter, can only add “comments” to Google files.

Viewer- Anyone added to the drive can only “view” all files.

Remember that in Shared drives you will have different members added to the different drives. Everyone who is invited to a Shared drive has access to that space.

Keep shared drives organized. Organize Folders by category. Try to keep consistent file naming conventions to help.