File Conversion Convert
All about file conversion in Google Drive
This site is designed to support CFBISD staff interested in learning more about uploading and converting files in Google Drive. When you feel like you have a solid understanding of the content on this site, you are ready to apply for your File Conversion Convert badge!
If you have any questions as you explore the site, contact your campus ITS or email the ITS team at itsteam@cfbisd.edu.
Uploading Files in Google Drive
Uploading is transferring a file from one location (like a hard drive in your computer) to another, typically a cloud-based location online (like Dropbox or Google Drive).
People upload files in order to add them to websites, share them with other users, transfer files between locations, or create a cloud-based copy of a file. Uploading a file does not delete it from your hard drive. Instead, it duplicates the file for use in the cloud.
(Wondering... What is the Cloud?! Read this!)
You can use your Google Drive as a storage location for a huge variety of file types. Video, audio, HTML, images, and more can all be uploaded to Google Drive to be shared with others. Our CFBISD Google Drives have unlimited storage space, which means we can store as many files as we like in the cloud!
The animation shows how you can upload files and folders to your Google Drive using the "New" button. There are just 3 easy steps!
1. Click "New".
2. Select "File upload" or "Folder upload".
3. Navigate to find the desired file or folder and select "Open" or "OK".
Check Your Understanding
- What kinds of files can you upload to Google Drive?
- Can you upload an entire folder to Google Drive at one time?
- How much storage space does your CFBISD Google Drive allow?
Microsoft Office & Google Apps
Microsoft Office files and the Google Apps Suite (G Suite) have a special relationship! You can upload your Word, Powerpoint, and Excel files to Google Drive and then convert them to Google-compatible files.
Converting a file means to change it from one file type to another. There are many reasons this can be helpful to you, explained in the next section. But first, let's make sure you know the conversion patterns for Microsoft Office files.
The only files that can be converted to Google equivalents are:
Microsoft Office --> Google Docs
Microsoft PowerPoint --> Google Slides
Microsoft Excel --> Google Sheets
The chart to the right provides a visual of the file types you can upload to Google Drive. Noticed that they cannot all be converted!
What file types do you deal with most frequently? Would uploading and converting your files to Google Apps versions be helpful for your workflow?
Check Your Understanding
- What types of files can be converted in Google Drive?
- What is the Google equivalent of Excel called?
To Convert or Not to Convert?
Why convert?
Why not convert?
Converting a Microsoft file to a Google file allows you to...
- Edit the file using Google Apps online
- Edit the file using Google Apps on mobile devices
- Collaborate with other users
- Add and receive comments in the file
- See revision history
- Publish to the web
- Embed in Google Sites
You may not need to convert every file. Here are some considerations:
- Conversion sometimes disrupts complex formatting
- Conversion sometimes removes images
- You can view, download, print, and share non-converted files (but you cannot edit them).
- If you are just using Drive to store files (not change or share them), conversion isn't necessary.
Check Your Understanding
- When is it helpful to convert a Microsoft file to a Google file?
- When might you want to keep a Microsoft file in its original format?
Microsoft Office in Google Drive: A Closer Look
When you upload and open a Microsoft Office file in Google Drive, it will look like the image below.
Take note of the following!
- Microsoft Office files have a different icon ("W", "P", and "E") than Google Apps files (colored rectangles). This is a clue that you are viewing a Microsoft file!
- Microsoft Office files will appear in the center of the screen, with a dark background and no editing menu.
- When you open a Word, PowerPoint, or Excel file, you will see a button in the center that says "Open with...". This will convert your file and create a copy in a Google Drive format.
- Microsoft Office files can be printed and downloaded.
- Microsoft Office files can be shared, organized, starred, and renamed.
Converting Office Files to Google Apps Files
Method 1: Open First
- Open your Microsoft Word, Excel, or PowerPoint file after you upload the file to your Google Drive.
- You will see a button appear at the top of the screen that says "Open with Google [Slides, Sheets, Docs]".
- Click that button to create a Google Apps version of your document.
- The new file will open in a new tab, with a full menu of editing and collaboration options!
Method 2: Right Click
- Find your file in your Google Drive, but do not open it.
- Right click on your file to view the Google Drive menu options.
- Select "Open With" and move your cursor to the option for the Google App tool (Docs, Sheets, Slides).
- Select the tool and Google Drive will create a Google Apps version of your document.
- This new file will open in a new tab, with a full menu of editing and collaboration options!
An important note...
When you select "Open with" to convert your Google Drive file, you are creating an editable copy of your file. You will see *2* files in your drive after converting. Look at the icons to tell them apart!
Tell me more!
Really interested in file conversions in Google Drive? Here are a couple of resources for you to explore on your own!
Try it out!
Here are some tasks you can practice to fully explore file conversions in Google Drive.
- Upload a Microsoft Word or Powerpoint file.
- Open the file; are there any changes?
- Convert the file to a Google Apps file type.
- Identify which file in your Drive is the original (Microsoft) and new (Google) version. Delete any files you do not need!
- Guide a colleague in uploading and converting a file.
- Guide a student in uploading and converting a file.
Check Your Understanding
Click the box to the right to make a copy of a practice activity for Google Drive conversions. Can you complete the chart yet? Do you need more review?
