Drive 

Brief Overview video

This short video (only 1 minute and 42 seconds) provides a quick overview of the features of Drive.

1. Educational accounts

Because our accounts are educational, they look slightly different than a personal or business account. For example, you can always tell you are in your IU account when you see the Immaculata image in the upper right corner.

In this same area users can gain quick access to Support (the question mark) Settings (the gear) other applications (the nine dots, a.k.a. the waffle) their calendar, Notes (the light bulb) and tasks (circle with check).

2. The Drive window - where to start

On the left side at the very top is a plus sign with the word "New" inside. This button allows users to access the various tools contained within Drive. This button provides quick access to creating additional folders, documents, spreadsheets, forms or website like this one.

These same functions can also be accessed when in "My Drive" to create new items within your personal drive space. This does not include Shared drives.

4. File types and storage 

Other file types can be stored in Drive as well those created using Google's tools. Drag and drop Microsoft Word docs, PowerPoint presentations, Excel workbooks, PDFs, images, videos and entire folders. You name it, Google Drive can store it. 

5. Similar to other products

Microsoft Word, Excel and PowerPoint are similar to Google Docs, Sheets and Slides.  However, files created in a program other than Google Drive retain their program information.

This allows users to download and work from the originating program.  Google Docs, Sheets and Slides can also be downloaded and be edited by these programs but there are differences. Some features do not transfer over when editing from a different program.

6. Sharing

There are differences when Sharing from Google Drive. 

As an example, a Google doc can be shared with others to edit directly within Drive. The default for a Word doc when shared is to allow the document to be downloaded. To allow others to edit a Word doc within Drive take one of two approaches after opening with Google docs.

Click the "Share" button in the upper right. Enter the email addresses of those you want to share the document. Determine their level of access (edit, view or comment) click the Send button. The tools available are restricted to those common to both apps.

Go to "File" and "Save as a Google doc". Then select Share to edit and then distribute the link. The document will use the Google Docs set of tools since it was converted to a Google Doc.

7. Removing a file

How a file is removed in Drive depends on how it is shared and who owns the file.

• If you own the file, moving it to Trash removes it from your My Drive view, but it isn't permanently deleted until you empty your trash. If you shared the file, those people can still see the file until you empty your Trash.

• If you don't own the file (for example, if it's been shared with you), moving it to Trash removes it from your My Drive view, but doesn't delete the file. Only the owner can delete the file.

Note: Removed files you own are moved to Trash in Drive and still count towards your total storage, until you permanently delete them on the web.

8. Restoring your deleted materials

If you mistakenly delete an item, restore it by going to the trash icon on the left navigation area. All items not permanently removed will show. Find the document to restore and right click to see the available options. 

9. Google Drive a deeper exploration

Here is another more in-depth overview of how to use Drive. Again, as a member of the IU community you do not need to worry about upgrading storage and changing your subscription. Your space is unlimited! So, when the narrator talks about upgrading the account, feel free to ignore him.