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Discover how to use Google Apps to become more productive in class and after school. In this course, author and educator Aaron Quigley shows students how to work with Gmail, Google Calendar, and Drive to communicate and collaborate with classmates, become more organized, and save time. Learn how to manage school and personal email, back up your assignments, create a class website, and connect with others on Google+. Teachers can also use this course to get tips to help their students succeed inside and outside the classroom.
As students we will often need to attach various files to emails, more and more often teachers and professors are asking students to turn in assignments via email. Or, as we work in group projects, we may desire to share a document with another student. Attaching documents to an email, however, can be a little bit risky. First off, if the file's too big and the receiver can't receive that file, then your email won't go through. Using Gmail, however, in conjunction with Google Drive, can help us get around this problem by uploading files and sending a link, as opposed to trying to email the entire file itself.
Let's go ahead and take a look at how we can do that entire process directly inside of Gmail. I'm going to start by composing a very simple message. And let's say I'm going to turn in a video that I created to Professor Siddall. I'll go ahead and start typing in my professor's email address. The minute I see the professor's email address highlighted, I can go ahead and hit Tab to add it to the To line. I'll hit Tab again, and I'm now down in the subject and I can say, Video Assignment. I'll just go ahead and add some text here. And I can see that the signature that we created is showing up as well. The next step is to go ahead and attach the video.
To attach a file, I'll select the paperclip down at the bottom of the email Compose window. On the right of that, I have a variety of options. I can choose to insert using Google Drive. I can insert photos directly into the email. I can attach a link, and I can even add emoticons to this particular email. I'm going to go and select Insert a File using Google Drive. Now the file's still in my computer. I have not uploaded it to Google Drive. And Gmail is going to allow me to add this file to Google Drive and attach it to the email without ever having to leave the Gmail interface.
So here, the first step that I need to do is to select the file. Inside of the exercise files under chapter two, I've added a video called Farmers Market, so that we can practice attaching large files to emails. I'm going to go ahead and select the file, click Open, and then I'm going to click on Upload. Gmail's going to go through, and they're going to upload this file to my Google Drive. Now as they upload to my Google Drive, I then have the ability to share that file. Other people can now access that file, without ever having to download it to their own computer. They can literally access the file directly inside my Google Drive, because I'm going to give them permissions to share it.
And the great thing about this, all of this is going to happen inside of Gmail. So now the file has been uploaded to our Google Drive, there is a link automatically created for it and placed directly into our email. When I click the Send button, I now have the option to choose how that user can interact with the file. If all I want to do is give someone the ability to view my work, such as a teacher viewing a video for an assignment, I can just leave it set to the default of Can View. However, if I'm working on a group project and sending a file to another student, I may want to grant them the ability to edit that file.
That way, both the other student and myself can work together on creating the file. Once I have my permissions set, I can go ahead and click Share and Send. So even if the user is not able to accept large files, the email that comes into them will simply have a link where they can then go to your Google Drive, and they can interact with the file in whatever permissions you granted them. Whether they're viewing it, or have the ability to edit it.
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