GOOGLE DRIVE

Google Drive is a file storage and synchronization service created by Google. It allows users to store files in the cloud, share files, and edit documents, spreadsheets, and presentations with collaborators.

Upload files to Drive on the web

1. Go to Drive.

2. Click NewFile upload or Folder upload, and then choose the file or folder you want to upload.

3. Click Open.

If you’re using the latest version of Chrome or Firefox, you can simply drag files directly from your computer to the Drive page on your browser.

If you upload a file that matches the name of an existing file, Drive will add it as a new version, instead of creating a duplicate. To see the previous version of that file, you can manage versions.

When you see Upload complete, your files have uploaded successfully and can be accessed in any browser or device that has Driven installed.

Store files on your desktop

If you want to work on files from your desktop, install Drive for desktop. Your files live in the cloud, and you access them on demand. This frees up space on your computer’s hard drive, saves network bandwidth, and means less time waiting for files to sync. You can also make files in Drive available offline, and they’ll sync to the cloud when you’re back online.

After you install Drive for desktop, you access My Drive from File Explorer (Microsoft Windows) or Finder (Apple Mac) like any regular folder. You can then move your files to Drive, where it will sync to the cloud and free up your computer space.

(If you decide later to uninstall Drive for desktop, your Drive files won’t be affected. They can still be accessed from Drive on the web.)

Drive for desktop is only available if your administrator has turned it on for your organization or team.

For more details, see What can you do with Drive for desktop.

Install Drive for desktop:

1. On your computer, go to Use Drive for desktop with work or school and follow the installation instructions to download and install Drive for desktop.

2. At the bottom right (Windows) or top right (Mac), click Drive for desktop Open Google Drive.

When you install Drive for desktop on your computer, it creates a drive in File Explorer or a location in Finder named Google Drive for desktop. All your Drive files appear here.

Move files to a folder:

1. Decide which files you want to store in Drive.

2. (Optional) Organize the files in folders the way you want them to appear in Drive.

3. Click Drive for desktop.

4. Click Open Drive Folder.

5. Move the files and folders into a folder. From now on, these files exist in the Drive folder and are synchronized with other devices that also have Driven installed.

If your internet connection breaks or you need to go offline in the middle of a sync, Drive for desktop picks up where it left off when you’re back online.

Pause syncing:

1. Click Drive for desktop.

2. Click Settings Pause Syncing.

When paused, Drive for desktop won't upload local changes to Drive, and new versions of files made available offline won't be downloaded. Click Resume Syncing to start sync back up.

Upload files from your phone or tablet

You can also use the Drive app to store files on your Android or Apple iOS device. (If you decide later to uninstall the app, your Drive files won’t be affected and can still be accessed from Drive on the web.)

1. Depending on your device, choose one of these options:

   • Android phone or tablet: Tap Google Play .

   • iOS devices: Tap App Store .

2. Find and install the Drive app.

3. Open the app containing the file you want to upload, tap Share, and then tap Drive.

Sign in to Google Sheets

1. Click Open Google Sheets

Tip: Open the tabs in separate windows, side-by-side.

2. Notice the User Email field has been pre-filled. Click Next.

3. Enter the Password and click Next.

4. Accept all terms and conditions as prompted.

Google Sheets opens and you are signed in to your Student Google Account.

TASK 1. OPEN A SAMPLE SPREADSHEET

To open a sample spreadsheet:

1. Click Explore this data to open a sample spreadsheet.

2. Make a copy. Select File > Make a copy.

3. Leave the Name and Folder fields at the default values and click Make a copy.

Click Check my progress to verify the objective.

Open and copy a sample spreadsheet

Check my progress

Explore the spreadsheet

You can have Sheets analyze your data:

1. Click Explore in the bottom right of the spreadsheet to open the Explore panel.

2. In the Answers section, enter these questions in the Ask about this data field:

• "department with the highest actual amount"

• "how many unique departments"

3. Ask a few of your own questions to explore what information Sheets can provide.

Export data

Export the spreadsheet data to your local device to use later in this lab.

1. Select File > Download > Comma-separated values (.csv).

2. Close the browser tab to close this spreadsheet.

3. Also close the original Explore this data (budget request by department) spreadsheet if it is still open.

Only these lab instructions and Sheets are open in the remaining browser tabs or windows.

4. Find the .csv file you downloaded to your local computer and rename it exported-data.

TASK 2. IMPORT A SPREADSHEET

You can easily import data from other spreadsheets and convert into Sheets.

In this section you import the data file you exported earlier, exported-data.csv to your Drive, and then open the file with Sheets to create a new spreadsheet.

1. Open Google Drive in a new browser tab.

2. In the upper left corner, click New > File Upload.

3. Choose exported-data.csv from your computer to add it to Drive.

Alternatively, you can drag the csv file from your local computer to your Drive.

4. To convert exported-data.csv to a Google Sheet:

• In Drive, right-click exported-data.csv.

• Select Open with and choose Google Sheets.

When you import or convert a spreadsheet, Sheets creates a copy of the original file in Sheets format. You can then edit the new file in your browser as you would with any other Sheet.

Have other types of spreadsheets? If so, try importing it to Drive and converting it to a Google Sheet.

Note: Supported files include .xls, .xlsx, .xlt, .ods, .csv, .tsv, .txt, and.tab.

If you upload a Microsoft® Excel® spreadsheet into Drive, you can also update them without converting to Sheets.

Click Check my progress to verify the objective.

Import and convert old spreadsheets to Sheets

Check my progress

TASK 3. CREATE YOUR SPREADSHEET

In this section, you learn how to:

• Enter and edit your data

• Customize your spreadsheet

• Work with rows, columns, and cells

• Work with multiple sheets

Create your spreadsheet

Create your new spreadsheet.

1. Go back to the My Drive browser tab.

2. Click on the Google apps icon and select Google Sheets.

3. In the Start a new spreadsheet section, click the plus sign to create a blank template.

Enter and edit your data

1. Rename your spreadsheet: click Untitled spreadsheet and enter important data.

2. Enter a header row and data: click a cell, type content, and then press Enter or click outside of the cell.

An example spreadsheet:

Notice in the example spreadsheet above, the numbers in column C have a currency format applied. To do this you would:

• Select the C column.

• Choose Format > Number > Currency from the menu bar.

3. Insert more items, click Insert and experiment by adding charts, images, drawings, functions, notes, and more.

Note: To see which functions are available, see the Google spreadsheets function list.

4. (Optional) Use the Explore feature to analyze your spreadsheet.

• Experiment with analysis suggestions.

• Can you put a pie chart in your spreadsheet?

Customize your spreadsheet

Experiment with the spreadsheet you made in the last section. Select cells in your spreadsheet and then format them using the toolbar options.

Work with rows, columns, and cells

1. Add rows, columns, and cells — Select a cell or block of cells. Then, on the menu bar, click Insert and choose where to add the row column, or cells.

2. Delete or hide rows and columns — Right-click the row number or column letter and select Delete or Hide.

3. Delete a cell or a block of cells — Select the cells you want to delete. Click Edit > Delete cells and shift up, or Edit > Delete cells and shift left.

4. Move rows and columns — Click the row number or column letter to select it. Then, drag it to a new location.

5. Freeze header rows and columns — Keep some data in the same place as you scroll through the rest of your spreadsheet. On the menu bar, click View > Freeze and choose an option.

Work with multiple sheets

Rename a sheet:

1. At the bottom of your spreadsheet, double-click Sheet1.

2. When you see it highlighted, rename it Overview.

Add a sheet:

1. At the bottom left of your spreadsheet, click Add Sheet (+) to add another sheet.

2. Name this sheet Detail.

Copy a sheet:

1. At the bottom of your spreadsheet, click the down arrow of Detail.

2. Select Duplicate.

Delete a sheet:

1. At the bottom of your spreadsheet, click the down arrow of Copy of Detail. Select Delete.

2. Click OK to confirm.

Share spreadsheets

Share a file or folder with specific people:

You can only share files that you own or have edit access to.

1. Using the same important-data file, in Sheets, in the upper right, select Share.

2. Under Share with people and groups, enter the email address of the person or group you want to share with.

3. Click Editor (on the right) and choose the access level:

• Editor: Collaborators can add and edit content as well as add comments.

• Commenter (Select files only): Collaborators can add comments, but can't edit content.

• Viewer: People can view the file, but cannot edit or add comments.

4. Click Send.

Everyone you share with receives an email with a link to the file or folder.

Note: You may receive a message that the admin policy prohibits sharing items to a particular email address. You can ignore it as this lab is for demonstration purposes only.

5. (Optional) To add a note to the email, enter your note. To skip sending an email, uncheck the Notify people box.

Share a link to a file or folder:

Send other people a link to a file or folder so that anyone with the link can open it. When you share a link, your name appears as the owner.

You can only share files that you own or have edit access to.

1. In Sheets, in the upper right, select Share.

2. Click Restricted and select Qwiklabs.

3. Click Viewer (to the right of Qwiklabs) and choose the access level:

• Editor: Collaborators can add and edit content as well as add comments.

• Commenter (Select files only): Collaborators can add comments, but can't edit content.

• Viewer: People can view the file, but not edit or add comments.

4. Click Copy link.

5. Click Done.

6. You can now paste the link in an email or any place you want to share it.

Click Check my progress to verify the objective.

Share a link to a file or folder

Check my progress

Unshare spreadsheets

Stop sharing a file or folder you own:

1. In Drive, select the shared file or folder.

2. Right-click on the file and select Share.

3. If you had successfully shared the file to a person in the previous step, click the access level (i.e. Editor, Viewer, Commenter) next to the person you want to stop sharing the file or folder with and click Remove.

4. Click Save changes.

Delete a link to a file or folder you own:

When you delete a link to a file or folder that you own, the only people who can still see it are you and anyone you share it with.

1. In Drive, right-click on a file or folder and select Share.

2. Click Qwiklabs and select Restricted.

3. Click Done.

Add comments and replies

1. In an open spreadsheet, select a cell or cells you'd like to comment on.

2. Do one of the following:

• Click the comment icon in the formatting bar at the top.

• Right click on the cell or cells and click Comment.

3. Enter your comment in the box.

4. (Optional) To direct your task or comment to a specific person, enter an At Sign (@) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.

5. (Optional) To assign the comment to a specific person, check the Assign to box.

6. Click Comment or Assign.