Why to use Google Drive over Microsoft Office

Why it is useful:
  1. Send people links to your documents via drive rather than as attachments
  2. Access documents and files anywhere you are, rather than having to have your computer or access to the s drive
  3. No more “latest version” confusion
  4. Most of the same formatting options are available to you as Microsoft Office
  5. Keep folders with certain access permissions for different groups of people (i.e. depts, teams, project groups, etc)
  6. Folders within folders can allow one group to have access over all folders with specific permissions
  7. Use search function to find a specific document in your Drive
  8. Easily make copies of documents to use for similar projects


How to organize files and folders

How to create a folder in Google Drive

To create a folder in Google Drive on the web, follow these steps:
  1. Click the red Create button at the top left of your Google Drive.
  2. Select Folder from the drop-down menu.
  3. Enter a name for the folder.
  4. Click Create and the folder is created in My Drive
If you choose to sync all items in My Drive, the folder syncs to your desktop Google Drive folder. It also shows in the All items view of Google Drive on the web.
To move a folder within another folder, follow these steps:
  1. Right click the title and select Organize.
  2. Select the folder(s) that you'd like to place the folder in.
  3. Click Apply changes

How to add a file to a folder in Drive

To add a file to a folder, follow these steps:
  1. Select the item(s) in your Google Drive by checking the box next to its title.
  2. Click the Folder icon above your list of items.
  3. Select the folder where you’d like to store your items. You can also deselect a folder to remove a file from a particular folder.
  4. Click Apply changes.
When you're working with a file or Google document, spreadsheet, or presentation, you can add that item to a folder without having to go back to your Drive:
  1. With the file open, click the Folder icon to the right of the file's title.
  2. Select the folder where you’d like to store your items. Or, if you'd like, you can create a new folder.

How to color-code folders in Drive

  1. Scroll over the name of your folder on the left sidebar-- this will allow you to see the box with arrow on the right side of the folder name.
  2. Click this arrow and the menu will open where you can select “Change color” from the list.
  3. A box will open where you can select a color from the choices.

Privacy

Privacy settings on documents and folders and how they can be different
It is possible to have one folder that holds documents with varying privacy settings.
Times when this is useful:
  1. If one group of people (or person) needs superior access to all files, but each file needs to only be seen by one group of people. i.e.: job descriptions are seen by all of HR but only each department only needs to see their own-- baseball doesn’t need to see football.
  2. Keeping all your open projects in one folder named “Projects” and having each subfolder under this one have different privacy settings for the people in each group. i.e.: School or work projects where you work with a different group for each one.

It is also possible to set different levels of access. You can grant edit rights to people so that they can collaborate on your document with you. Or you can grant them only access to view your document.

How to set document level privacy rights:

  1. Open a document, and click the blue “Share” button at the top right of the page
  2. To add people, click the box next to “add people” and begin typing an email address (or name if they are part of your contacts).
  3. Choose what type of access you want them to have-- default is edit. If you want to change this, click “edit” next to their name and choose from the others in the list.

If you would like to share with someone who does not have a gmail address or if you are sharing with so many people that typing everyone’s email in is unrealistic, change the base privacy setting at the top to “public to anyone with a link” that way when you send the link out in an email, anyone with that link can access it


How to set folder level privacy rights:

  1. In the left sidebar of your Google Drive screen, find the folder you created and click the tiny downward triangle to the right of the folder name.
  2. When the menu opens, click “Share” (third from the top) and select your people the same way you did the document.
*Keep in mind that it is not necessary to do document level permissions if you do folder level permissions unless you need to add someone to a specific document that you do not want to share the whole folder with



How to sync documents into Drive from the desktop
If you have the Drive desktop icon installed on your computer, you can easily manage your files and folders in this as if it was a folder of documents on your computer. To upload documents to Drive so that you can access them later, all you have to do is drag them into the Drive folder.

How to upload documents into Drive from the web page
To get to the Google Drive page, click “Drive” in the black bar at the top of your gmail screen. From here you should be looking at your list of documents and folders in your Drive.

To upload something new, click the button next to the red “Create” button.

When you upload the document, it will still be in its current format (a word document will stay a word document, an excel an excel, a PDF will stay a PDF, etc). This means that they are currently unable to be edited within Drive-- this is fine if you don’t need to edit the document, as you can share it with whomever you need to and can access it now from wherever you are.

**If you would like to be able to edit this document and have others collaborate with you, read below.

Converting a non Google doc into something you can edit and collaborate on
After uploading a document, you should see it at the top the list in your Google Drive screen. Check the box to the left of the document name. In the menu at the top, click “More” then “Open with Google Docs.” This will convert your document into a Google Document that you can edit. When you go back to your Google Drive screen, you will see both versions of the document and are free to delete the original version.



How to edit and view documents in Google Drive on mobile devices
  1. Download the Google Drive app on your mobile device (iPhone, iPad, Android)
  2. When you open the app, you can click My Drive to access your folders or Shared with me to access files shared with you by others.
  3. Your folders will be listed in alphabetical order with your single files listed beneath also in alphabetical order
  4. To view a document, find it in your list of folders or files and click on it
    1. To edit a document, click the green “edit” button in the upper right hand corner.


Google Forms

Why they are useful:
  1. Poll a large or small group of people anonymously or not.
  2. RSVPs
  3. Log data in spreadsheets
  4. Can analyze response data easily with graphs with one click

Create, send, share, and edit a form

Google forms are a useful tool to help you plan events, send a survey, give students a quiz, or collect other information in an easy, streamlined way. A Google form is automatically connected to a spreadsheet with the same title. When you send or share a form, recipients’ responses will automatically be collected in that spreadsheet.


Create and send a Google form
You can create and share a form from your Documents List or from any existing spreadsheet.


Create a form from your Documents List:
  1. Click Create new > Form. The form you create will be connected to a spreadsheet of the same title that collects all of the responses. Responses will be collected in the first tab of this spreadsheet.
  2. In the form template that opens, you can add any questions and options you'd like.


Create a form from a Google spreadsheet:
  1. Click the Tools drop-down menu, scroll to Form, and select Create a form. The form responses will be collected in the tab from which you create the form.
  2. In the form template that opens, you can add any questions and options you'd like.
If you’re creating a form from a spreadsheet, the next time you open the spreadsheet, a Form menu will appear in the menu bar.


Add items and questions to a form

You can add different types of questions to your forms by clicking Form in your spreadsheet and Add item at the top of the editing page. Here are some of the question types you can choose: checkboxes, grid, drop-down lists with options, multiple choice, paragraph text, which allow for long answers, and scale, to ask your invitees to grade something in a scale from 1-5, for instance.
Add section headers if you'd like to divide your form in sections to make it easier to read and complete. Simply select Section header from the Add item drop-down menu.
Each section header can have a title, which appears in a larger font, and a section description.

Split questions into multiple pages

If you've created a long form, for example, and would like to make it easier for your respondents to fill it out, you can add page breaks. From the Add item drop-down menu, select Page break.

Helpful tips

  • You can edit the confirmation message that people filling out your form see after submitting their responses. Click the More actions drop-down menu at the top-right of the form, and select Edit confirmation.
  • If you've edited a form and need to send it again, click the Edit and resend button in the lower-left corner of the Share tab.

Send or share your Google form

When you've completed your form, you can send it to form respondents via email or by sharing the form on Google+.

Send a form via email

Open your form from your Documents List or from the form's associated spreadsheet.
Click Email this form once you've finished adding your questions.
Add the email addresses of the people to whom you want to send this form.
Click Send.

Edit a form question

Here are some of the things you can do with your questions:
  • Edit: To edit an existing question, just click the Edit button to the right of the question you want to edit.
  • Delete: To delete a question, click the Delete button to the right of the question you want to delete.
  • Duplicate: To duplicate a question, click the Duplicate button to the right of the question you want to duplicate.



Frequently Asked Questions

1. How do you share projects with groups that may or may not have umich email addresses?

-Non umich email addresses is no issue. Non Gmail addresses sometimes presents an issue if a user doesn’t want to set up a Google name and password. In this case, change the privacy setting to “public to anyone with a link” that way when you send the link out in an email, anyone with that link can access it


2. How do you create a spreadsheet on excel and then upload in Drive while keeping all information the same?

-In this case, I would recommend making the spreadsheet in Google Drive. But, if you want to have all the functionality of excel, then you can either upload it and keep it an excel file OR if you want to be able to edit it later and or have others edit it later, you need to “export to Google Docs.” This creates a Google Drive version that is editable. Some of the formatting may change, but simple formatting should be fine.


3. Shared files, similarities and differences between google docs and Microsoft office.
Drawbacks to Microsoft Office:

-When you send a document to someone else to revise, they have to make the changes and email a new copy back to you. This gets unorganized when you have information coming back from multiple people-- keeping up with the latest version is difficult.

-When you create a document on your computer, you only have access to it on that computer unless you email it to yourself or save it on a flash drive to take with you.


4. Editing while offline

-When edits are made offline, the updates are made to the document as soon as you regain internet connection


5. Organizing files/folders.
Options for filing shared documents - easy access
-Drag documents from “Shared with me” to My Drive to organize into your own folders.

6. Why does cut/copy and paste sometimes not work in Drive?
This is extremely important--- make sure to always use the keyboard shortcut for cutting/copying and pasting. So use ctrl+x for cut in a document and then ctrl+v to paste. Or ctrl+c to copy. Google Drive does not recognize right clicks or using the edit menu.

7. Process for those to access it?

-You can an opt to send a message when you add them in sharing permissions. OR you can email them the link to the document yourself.

-On their computer, the document will show up in their Google Drive under “Shared with Me” tab for access later


8. What sort of content belongs on here - anything too large to send via email? (i.e. video, etc.)

-This is not just a place for large content! Anything can be saved in Drive. I create all my documents in Drive and save everything there so that I have access wherever I am. It is a good solution though to share things that are too large to send via email like videos.


9. How to work more advanced functions in Google Drive - how to make it "pretty" like word documents and more customized.
There are a lot of formatting options available to you in Google Drive. With documents, you choose from a huge selection of fonts by clicking the tab with the current font and choosing “Add Fonts” at the bottom

10. How to make copies
One of the best features of Google Drive is “Make a copy.” This allows you to make several copies of the same document easily without having to reformat everything. This helps for things like team schedules, calendars, spreadsheets, job descriptions or anything that you need one template  to change information in.

11. Is there a good way to get notifications as to when changes are made to my document? I don't want those I share something with to be automatically notified when I make changes to documents, but I want to be notified when they make changes to it (if that makes sense).
Unfortunately, this feature is only available for Google Spreadsheets. To do this:
  1. Go to the Tools menu and select "Notification rules."
  2. In the window that appears, select when and how often you want to receive notifications:
    • When changes are made to the entire spreadsheet
    • When changes are made to a specific sheet
    • When changes are made to specific cells
    • When collaborators are added or removed
    • When changes are made to forms
    • By 'daily digest' or 'right away'
  3. Click Save.

12. Access in viewing, creating, and editing documents from a mobile device, i.e. iPhone & iPad.  
Accessing your documents from a mobile device is extremely simple. After installing the app on your phone or tablet, you can simply scroll through the list of folders and files you have in your drive. To select one, simply click the name and it will open. To edit: press the blue “Edit” button in the top right-hand corner of the screen.

13. If I Google Drive downloaded on my computer, can I attach documents in Drive to emails?
There is actually a new button on your Gmail window where you can insert files directly from your drive. It looks like the triangular Drive icon and it is located next to the paperclip icon for attachments. If you haven’t shared the document with the person you are sending it to, a box will pop up allowing you to do so.

Any questions?-- Feel free to call or email Marie! ext 38214 or mashtari@umich.edu