IntroductionWelcome| 00:00 |
(MUSIC).
Welcome to Google Drive Essential Training.
| | 00:07 |
My name is Jess Stratton and I'm going to
take you through all the elements of
| | 00:10 |
Google Drive and Google Docs.
In this course, I'll show you how to
| | 00:15 |
navigate and upload files to your Google
Drive.
| | 00:19 |
I'll show you how to organize your files
into folders, color code and use stars to
| | 00:23 |
organize your files and folders and then,
how to search your drive.
| | 00:28 |
I'll show you how to work with google
documents, create online presentations,
| | 00:33 |
add functions and formulas to spreadsheets
files, create professional looking
| | 00:37 |
flowcharts and even how to create online
forms.
| | 00:43 |
I'll show you how you can share your files
with other Google users and, work with
| | 00:46 |
revisions, so that you can access previous
versions of your files.
| | 00:51 |
Finally, I'll show you how you can comment
your files, and, work simultaneously with
| | 00:53 |
someone else in a file.
Alright, let's get started.
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1. Getting Started with Google DriveUnderstanding Google Drive vs. Google Docs| 00:00 |
Google Drive and Google Docs used to be
two completely separate products by Google.
| | 00:05 |
Google Drive is the name of the combined
product.
| | 00:08 |
With Google Drive, you're given 5 GB of
storage space for free, with the ability
| | 00:12 |
to purchase more later.
You can upload any type of files you want
| | 00:16 |
for storage.
This way you can access them anywhere you
| | 00:19 |
have an existing internet connection.
Whether it'd be through a browser on your
| | 00:23 |
computer, through tablet or smartphone.
In addition to being able to upload
| | 00:28 |
existing files, you can create files right
in google drive.
| | 00:32 |
The types of files you can create are
Google's propiertary format.
| | 00:36 |
And that's what's considered a Google Doc.
You can create word processing Documents,
| | 00:41 |
Spreadsheets, Forms, and Presentations.
When you create them online using Google's
| | 00:46 |
format, you're given the ability to edit
them directly online in Google Drive.
| | 00:51 |
And also edit them collaboratively with
other people, even at the same time.
| | 00:55 |
In addition, any files you create using
Google don't count against that 5 GB of
| | 00:59 |
storage space.
You can even convert existing files you
| | 01:03 |
may have created with other programs like
Microsoft Office, into the Google format.
| | 01:08 |
I'll show you how to do that in the
chapter on working with files.
| | 01:12 |
But for example take this expense report
I'm using this as storage.
| | 01:15 |
This is clearly a Microsoft Excel file,
and over here I can tell by this icon that
| | 01:19 |
this a Google Spreadsheet.
This file, I can open it directly in
| | 01:24 |
Google Drive and start working on it.
I can go through and edit the cells
| | 01:29 |
directly aqnd close out.
Now this Excel file, I can Preview it.
| | 01:35 |
I can also open it but I won't be able to
work on the cells directly, I can only
| | 01:38 |
look at it.
Again, we'll talk about this later in
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detail, but that's the difference in
Google Drive.
| | 01:46 |
Which is for storage, and Google Docs,
which is for collaborating and working on
| | 01:50 |
files directly in Google Drive.
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| Accessing Google Drive with your account| 00:00 |
There's two ways to access Google Drive.
The first way is to type drive.google.com
| | 00:05 |
at the URL bar.
Log in.
| | 00:08 |
And you'll be taken directly to your
drive.
| | 00:10 |
The second way is by using the top
navigation bar that's visible across all
| | 00:14 |
Google products.
On the top left here, you'll see that
| | 00:18 |
there's a bunch of links to all the
products that Google owns.
| | 00:21 |
Once you click on these, you'll either be
prompted to log in if you aren't already,
| | 00:25 |
or you'll be taken right to that product.
For example, right now, I can click Drive,
| | 00:30 |
because that's where we want to go, I'll
be prompted to log in using my Gmail email
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and password, click sign in, and I'll be
taken directly to my drive.
| | 00:40 |
Now if you have more than one Google
account, including a Google apps account,
| | 00:43 |
which your business could be using, you
may find that even though you started in
| | 00:47 |
one Google drive account, you need the
other one.
| | 00:51 |
Well, you can always go to the top right
hand corner of the screen and see which
| | 00:55 |
account you're logged in as.
I can click this drop down arrow next to
| | 00:59 |
my name.
And I can see which Google account I'm using.
| | 01:04 |
I have two options.
I can sign out completely by clicking sign
| | 01:07 |
out or I can click add account.
Now, if they're both personal accounts,
| | 01:13 |
that is, an email that ends with
@gmail.com, I can only use one of those at
| | 01:16 |
a time.
But if I wanted to use my Google apps
| | 01:21 |
account, which is usually at your
company's domain name .com, I could switch
| | 01:25 |
back and forth between those two Google
drive accounts right from here.
| | 01:31 |
So to get to that, just click add account,
and here's where you'll be prompted to put
| | 01:35 |
in your next Gmail account.
I'm going to go back to Google Drive though.
| | 01:40 |
The next chapter I'm going to show you how
to navigate it, but when you're ready to
| | 01:43 |
log out, you can come back up here to the
top right and choose sign out.
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Or you can also go to any other Google
product that you have, such as your Gmail
| | 01:51 |
mail account, by clicking any of those
links at the top left hand side.
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It looks like that across all products.
For example, here we are in Gmail, and
| | 02:01 |
here's the links again.
It opens in a new tab so that if you ever
| | 02:05 |
need to go back to your Google Drive
account, you can simply click on that tab.
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So that's how to access Google Drive, up
next I'm going to show you how to navigate
| | 02:14 |
Google Drive.
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| Navigating the interface| 00:00 |
Here's a top to bottom overview of the
interface of google drive.
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So, you'll know where to look for what you
need in future videos.
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I always like to start at the very top
left and work clockwise.
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So, from the very top left, here's the
Google Product Navigation bar.
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It contains links to all the Google
products you now have access to, because
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you have a Google account.
Things like Gmail, Google Drive, Calendar,
| | 00:21 |
I can click the drop down next to More to
see a list of all the Google products.
| | 00:26 |
Coming down on the left hand side, I can
click the Google logo to get back to the
| | 00:30 |
main directory of Google Drive.
Now, if you're using a Google apps for a
| | 00:34 |
business account, you'll probably see your
company's logo here instead of the Google logo.
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To the right of that is the Search bar,
where you can search for and find all the
| | 00:42 |
files in Google Drive.
And way over here on the right, this is
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where you can access your Google account
information.
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I can click the drop down arrow on the
right hand side.
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I can see the Gmail account that I'm
currently logged into.
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I can click on the account.
I can also view my profile.
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I can add another Gmail account if I
want to switch to that one.
| | 01:03 |
And finally, I can sign out of Google
Drive all together by clicking the Sign
| | 01:06 |
Out button.
Below that is another link to Google
| | 01:10 |
Drive, I can click on that and that's
another to get back to the main screen.
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To the right of that is an Action bar.
Now, this is a Context Sensitive bar,
| | 01:18 |
meaning that it'll change depending on
what I have selected.
| | 01:22 |
Way over here on the right, I can click
these drop down arrows to change the sort
| | 01:25 |
order of all my files.
I can also change to a List View or a Grid
| | 01:30 |
View of all my files.
And finally, I can click the triangle next
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to the gear to access my Google Drive
settings.
| | 01:37 |
If we continue way down in the bottom left
hand side of the screen, this is where I
| | 01:41 |
can see how much storage space I'm using.
I can hover my mouse over this little
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percentage and it will tell me how many
megabytes or gigabytes out of my free 5
| | 01:49 |
gig of space I"m suing.
Up here on the left is the Navigation bar
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of all my folders, starred, recent files,
direct links to view files that are shared
| | 01:59 |
with me.
I can also view things that are in my
| | 02:03 |
trash, any activity for all my items.
Things that I've accessed recently.
| | 02:09 |
Any items that I've starred.
And I can also download the Google Drive
| | 02:13 |
client for my desktop.
Now, it knows I'm on a Mac.
| | 02:17 |
So, it defaults to the download drive for
a Mac setting.
| | 02:19 |
If I was on a PC, I could download that
version.
| | 02:22 |
There is also smartphone and tablet
editions too.
| | 02:25 |
Way up here at the top, I can see
something that says, My Drive.
| | 02:29 |
Now, this contains a list of all my files
and folders that I have created, this is
| | 02:33 |
different than files that are shared with
me.
| | 02:36 |
Shared With Me is simply files that have
been shared with me by other people.
| | 02:41 |
But the content of "My Drive" is any file
or folder that I have uploaded myself, or
| | 02:45 |
that I've created using Google Docs.
In fact, if we go right up with the mouse,
| | 02:51 |
this red Create button will let me create
a new folder or any Google Docs
| | 02:54 |
applications, such as documents,
presentations, or a spreadsheet.
| | 03:00 |
I can also upload files directly using
this arrow.
| | 03:03 |
Finally, in the middle of the screen, this
is a list of all my files that are
| | 03:07 |
currently in my drive.
This is everything that I'm currently
| | 03:11 |
using as storage.
I can see my folders, I can see my files.
| | 03:15 |
Over here on the right, I can see who owns
the files, and I can see when they were
| | 03:18 |
last modified.
Now, I can also place check boxes next to
| | 03:22 |
each file and you'll see that, that action
bar at the top has changed now, because
| | 03:26 |
now I've got some files that I can act on.
I can also use my Right Mouse button and
| | 03:31 |
click, and get a new menu that pops up.
Now, we'll go over what all these things
| | 03:36 |
actually do in later videos, but this is
how you actually navigate Google Drive.
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| Understanding Google Drive file types| 00:00 |
When you click on a file in Google Drive,
one of three things will happen.
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It'll either open as an editable Google
Doc or it will be able to let you preview
| | 00:07 |
the file if it's not an actual Google Doc,
but it is a file type that it recognizes.
| | 00:14 |
Finally, it won't even be able to preview
it at all, and the only option you'll have
| | 00:17 |
is to download it and open it on your
computer.
| | 00:21 |
In the final case, the file type could be
something that Google doesn't recognize or
| | 00:25 |
it could be over the allowed 25 megabyte
file size limit for previewing.
| | 00:30 |
The easiest way to learn what file types
do, what action, is to just click on your
| | 00:34 |
file directly.
So, here's my Google spreadsheet as I can
| | 00:37 |
see from the icon.
I'm going to be using examples that I've
| | 00:40 |
been using in previous examples.
I'm just going to click on this and let's
| | 00:44 |
see what happens.
Now, because it's a Google spreadsheet it
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opens up in Google Docs and now I can
start to edit it like any other file.
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I'm going to close out of that, and now
I'm going to open up a file that Google
| | 00:56 |
recognizes but it's not a Google Doc.
So, here's my Microsoft Excel Sheet.
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I'm going to click on that.
Now, this opens up in what is called
| | 01:05 |
preview mode.
That's a preview list, so that I can
| | 01:08 |
quickly flick back and forth between
files.
| | 01:11 |
I can zoom in, I can print it, or I can
open it in the Google Drive viewer.
| | 01:16 |
I'm in preview mode right now.
There's a few things I can do.
| | 01:19 |
The first thing I can do, way down at the
bottom left, is select View All.
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Clicking on that will open up the
thumbnail views of all the files in my
| | 01:27 |
Google Drive directory.
I can click on them and open them up in
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preview mode.
Now this is a great way, if I have a list
| | 01:34 |
of images, and I don't recognize the files
names, but I want to see which image I'm
| | 01:38 |
looking for.
To get out of that, I can just click View
| | 01:42 |
All again.
I can also zoom in on this file.
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I'm going to go down here to the bottom
right this time and click the plus sign
| | 01:48 |
next to the magnifying glass.
Now it zooms in on my file and I can see
| | 01:52 |
it a little better.
I can click it by clicking the Print icon.
| | 01:57 |
I can directly download it by clicking the
Download button.
| | 02:00 |
But I'm going to click on the Open button.
What this is going to do is take it out of
| | 02:04 |
preview mode and open it directly in
something called the Google Drive viewer.
| | 02:09 |
Now, I'm going to click the plus sign next
to the magnifying glass again, just so we
| | 02:12 |
can get a better look at it for this
example.
| | 02:15 |
Now I can't edit this.
It's a spreadsheet, but it's not a Google
| | 02:19 |
Docs spreadsheet.
There's a few things I can do with it though.
| | 02:22 |
If I click on file I can edit the
description.
| | 02:26 |
I can still share and comment it.
I can download it.
| | 02:29 |
I can print it as a PDF file.
I can even search for a particular text in
| | 02:34 |
the file.
If I click on edit, I can select find, and
| | 02:37 |
way over here on the right, I can find in
the document.
| | 02:42 |
So I'm going to type the word hotel, hit
Return.
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And I can see my document it found that
word.
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So even though its not an editable
document, I can still work with it and do
| | 02:51 |
quite a lot of things with it.
I'm going to close out of this
| | 02:54 |
spreadsheet, there is one more thing I
want to show you.
| | 02:57 |
I can close out of preview mode, by
clicking this X in the top right hand corner.
| | 03:02 |
This will take me back to my Google Drive.
Now here's a file down here, I don't know
| | 03:06 |
what it is.
If I wanted to click on it and see what
| | 03:09 |
happens, I'm going to get the following.
There's no preview available.
| | 03:13 |
That's because Google drive just doesn't
recognize what that file is, doesn't know
| | 03:16 |
what to do with it.
But it does give me the option to download
| | 03:19 |
it to my computer because maybe there's
something on my computer that can help me
| | 03:22 |
open it.
I'll close out of this.
| | 03:26 |
Google Docs, Sheets, Slides, and Forms
have their own file types.
| | 03:30 |
If you install the Google Drive Desktop
Client and you click on a Google doc,
| | 03:33 |
it'll actually launch the browser and open
the file directly in Google Drive.
| | 03:39 |
So you would need an active internet
connection for them.
| | 03:41 |
You can actually see a complete list of
file types that you can open and preview
| | 03:45 |
in Google Drive.
I have this browser window open.
| | 03:49 |
You can do a Google search for supported
file types in Google Drive, or just type
| | 03:53 |
view images, videos, documents, and other
files in Drive.
| | 03:58 |
However, the key part that we're looking
for is down here.
| | 04:02 |
I can expand the supported file type
section.
| | 04:05 |
Here's a list of what files I can view in
Google Drive.
| | 04:09 |
As you can see, it's a really thorough
list.
| | 04:12 |
There's also a supported file type list
for files that can be previewed.
| | 04:16 |
I can expand this one down here, and get
another list.
| | 04:19 |
So you can go through, see this list.
See what kinds of things that these files
| | 04:23 |
will do when you click on them.
But again, the easiest way is to simply
| | 04:27 |
click on your file in Google Drive, and
see what happens.
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2. Working with Files on Google DriveUploading your existing files and folders| 00:00 |
To upload a single file, click the red up
arrow on the left-hand side of Google Drive.
| | 00:05 |
If you already have a folder that you want
to upload your file into, then make sure
| | 00:08 |
you're already there, if not, that's okay.
You can just upload it and file it later.
| | 00:14 |
So we're going to click the up arrow and
choose files.
| | 00:16 |
It's going to open up the standard browse
dialogue box.
| | 00:19 |
So I'm going to browse, select my file and
select choose.
| | 00:24 |
Now depending on how your Google Drive is
set up, and whatever the current default
| | 00:28 |
section is, you may get prompted for
upload settings.
| | 00:33 |
If not, it will just upload it or you may
get this box.
| | 00:36 |
Now this is where you choose your
preferences for uploading files.
| | 00:40 |
So you can either have it automatically
convert any documents, presentations or
| | 00:43 |
spreadsheets to the Google Docs format so
that you can edit it online.
| | 00:48 |
You can also convert text directly from
PDF files into Google Docs, or you can
| | 00:53 |
have it confirm the settings before each
upload.
| | 00:57 |
I, personally, want to decide at the time
what I want with the file, so I'm going to
| | 01:01 |
stick with confirm settings before each
upload.
| | 01:05 |
Here's where it would let me confirm I
could make my choice to convert it or just
| | 01:08 |
leave these blank if I want to upload as
is.
| | 01:11 |
When I make my change, I'll click start
upload and on the bottom right hand side
| | 01:15 |
of the screen, I can get a little status
bar that says when its uploaded or not.
| | 01:20 |
Now depending on the size of your upload,
this could just sit here and you'll see a
| | 01:23 |
progress bar while it's being uploaded.
I can click the x in the right-hand side
| | 01:28 |
to, close out of that box, and I can see,
here's my file.
| | 01:32 |
It's now here, backed up and ready for
storage.
| | 01:35 |
If I click on that file, I can't get a
preview, because Google Drive doesn't know
| | 01:38 |
what to do with this file.
I can close out of it, and come back.
| | 01:44 |
We can convert this later.
I'll show you how to do that in the next chapter.
| | 01:47 |
You can also upload an entire folder at
once.
| | 01:50 |
To do that you have to first enable
something called Folder Upload.
| | 01:54 |
If you're on any browser other then
Chrome, you have to first install a Java applet.
| | 01:59 |
It's going to to allow you to upload
folders and still keep that folder
| | 02:02 |
structure in tact.
To do that, click the arrow again and
| | 02:06 |
select Enable folder upload.
Now, this is where you get that prompt
| | 02:10 |
that says, your browser doesn't support
it, because we're not using Chrome.
| | 02:13 |
But that's OK.
We can click Install applet, and it's
| | 02:16 |
going to Install applet.
From here, select Run, and the Java applet
| | 02:21 |
will continue to install.
I'm going to select Don't Block because I
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want to make sure that this applet can
indeed install.
| | 02:28 |
I'm going to go back to Safari, and I can
see on the top here it says Java Applet Installed.
| | 02:34 |
So now, I can come back here, select Files
and Folders which is a new option.
| | 02:39 |
Because I just installed that folder
upload and now I can choose my folder.
| | 02:44 |
Now here's one called KinetEco Assets, I'm
going to select that.
| | 02:48 |
Click select, and now it's going to upload
my entire folder.
| | 02:52 |
I'm going to come back to Safari, and here
I still get to confirm these settings,
| | 02:56 |
because after all, I am uploading a file.
Click Start Upload, and I can see the
| | 03:01 |
status of all my files as they're getting
uploaded.
| | 03:05 |
Now while that's working, there's one more
thing I want to show you.
| | 03:08 |
If at any time you want to change your
upload settings you can.
| | 03:12 |
And while this is uploading you can just
forget about it in the background and move
| | 03:15 |
around through Google Drive.
Just like you could if you weren't
| | 03:19 |
uploading a file.
So let's go over here to the top right
| | 03:22 |
hand side, click that little gear icon and
here we have our upload settings.
| | 03:27 |
So here is where you can change your mind
at any time.
| | 03:29 |
If you don't want that confirm settings
before uploading, you can just uncheck this.
| | 03:34 |
And now, it's not going to convert the
files because you didn't tell it to.
| | 03:38 |
And it's not going to prompt you.
It will simply upload the file directly as
| | 03:41 |
it is.
We can come back here to that gear, select
| | 03:44 |
Upload settings, and this time, you could
choose to convert your uploaded files if
| | 03:48 |
you wanted to.
You can just, select it, and the next time
| | 03:52 |
we go into our gear, you'll see that
there's a check box next to it.
| | 03:56 |
When you decide you don't want that
anymore, just uncheck it.
| | 03:59 |
That's going to take a while to upload, so
I'm going to let it go.
| | 04:01 |
But when it's done, in this list I will
have a fully populated KinetEco Assets folder.
| | 04:09 |
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| Converting files to Google Doc format| 00:00 |
There's two reasons why you would want to
convert your existing file to a Google Doc.
| | 00:05 |
The first reason is, maybe you're just
tired of using Google Drive for file
| | 00:08 |
storage, and you want to start being able
to edit your files online in real time.
| | 00:13 |
The second reason is, maybe you're running
out of space.
| | 00:17 |
Because remember, any file that's a Google
Doc does not count against that free 5 GB
| | 00:21 |
of storage space.
So it's also important to know that when
| | 00:26 |
you do convert a file into a Google Doc it
keeps the original file intact.
| | 00:31 |
So if you are using this not as file
storage but to save space in your Google
| | 00:34 |
Drive, then you need to go back and delete
that original file that you converted.
| | 00:40 |
I'll show you what I mean.
Let's start converting our files.
| | 00:43 |
We'll convert a really simple one and then
we'll do a more complex one.
| | 00:46 |
So, remember our google.csv file, now csv
file is just plain text so it's going to
| | 00:50 |
be very basic.
And remember when we clicked on it the
| | 00:54 |
first time we couldn't preview it because
Google didn't recognize it.
| | 00:58 |
I'm going to close out of this, in the top
right hand side.
| | 01:01 |
And to convert the file, right-click,
select Open with, and choose Google Sheets.
| | 01:08 |
Now, what this is going to do is open it
as a Google Spreadsheet.
| | 01:12 |
And here it is.
As you can see, plain text, very simple.
| | 01:16 |
I can come in here and to any field start
typing, hit return.
| | 01:20 |
And I can make changes.
It looks just like Excel.
| | 01:23 |
And I can see at the top, all changes
saved in drive.
| | 01:26 |
Because every single change is
automatically saved.
| | 01:30 |
We will talk about that later.
Especially, how to revert to an earlier
| | 01:33 |
version in case you didn't want it to
save.
| | 01:35 |
But for now, let's go back and see what
that did.
| | 01:38 |
I'm going to select back to Google Drive
from the top left-hand side to get back to
| | 01:42 |
my root directory.
And in a little bit, I'll see my new
| | 01:45 |
Google Spreadsheet.
Not yet.
| | 01:48 |
It's still saving it.
But for now, let's do another one.
| | 01:51 |
Here's my expense report.
Now remember, this one, we could preview.
| | 01:54 |
If I click on it, I can see this preview.
I can zoom in if I want to get a closer
| | 01:59 |
look, and I can look at the text, but I
can't edit it.
| | 02:02 |
We can change this and make it editable
also.
| | 02:05 |
I'm going to right-click, select Open
with, and again I'll choose Google Sheets.
| | 02:10 |
Now, what you can open it with will change
according to what you're selecting.
| | 02:15 |
And here we go.
This was a much more complex sheet, so
| | 02:18 |
some things are not going to come through,
and that's what I wanted to show you.
| | 02:22 |
For example, you see the colors came
through just fine.
| | 02:25 |
And all my text I can now edit and change,
but the formulas did not come through.
| | 02:31 |
And we're going to talk about formulas
when we start going over Google Spreadsheets.
| | 02:34 |
But you'll see.
Everything else is editable and very easy
| | 02:37 |
to work with.
So, when you do convert files, you may
| | 02:41 |
have to make some changes.
It's important that you look through very
| | 02:44 |
carefully and make sure it's all set up
just the way you want, but it does a
| | 02:47 |
really good job doing the best that it
can.
| | 02:50 |
Again, my change is saved, so I'm going to
go back to Google Drive.
| | 02:54 |
And here I can see that my files have
saved.
| | 02:56 |
So, here's my existing expense report, and
I can tell by this icon and the fact that
| | 03:00 |
the file extension has disappeared, that
this is the Google Spreadsheet.
| | 03:06 |
Now, this is already a Google Doc, this is
a drawing and I can come down here to my
| | 03:10 |
file, I can right-click on it, choose Open
with and there's no choices except the
| | 03:14 |
Google Drive Viewer.
That's because sometimes you may convert a
| | 03:19 |
file, and you just can't do it.
It's an unknown file type.
| | 03:23 |
It can't be converted into any sort of
Google Doc, and that's fine.
| | 03:27 |
So go through, decide what you want to
convert, right-click, choose Open with,
| | 03:31 |
and then choose the Google Doc product
that you want to open it with.
| | 03:36 |
Remember I can click Create to see that
you can convert them into documents, which
| | 03:40 |
is the equivalent of a Microsoft Word
document.
| | 03:43 |
Presentation, which is for doing
presentations like PowerPoint or Keynote.
| | 03:48 |
Spreadhseet, which is Microsoft Excel.
A form, which is an online survey.
| | 03:54 |
And even a drawing, that you can save
drawings and insert them into other Google Docs.
| | 04:00 |
So that's how you convert files.
| | 04:01 |
| | Collapse this transcript |
| Syncing files between a desktop and Google Drive| 00:00 |
Google Drive has a desktop client for both
the Mac and the PC.
| | 00:03 |
Let's dive into installing it and you'll
see that it's a great way to work on your
| | 00:06 |
files and have them automatically sync
back up to Google Drive on the internet.
| | 00:11 |
I'm in Google Drive and because I'm on a
Mac, it automatically knows this.
| | 00:14 |
And so the link on the left hand site
navigation bar automatically defaults to Mac.
| | 00:19 |
I'm going to click on this, and it's
going to go to my downloads folder.
| | 00:22 |
When it's all done downloading.
And on Safari, I can see, based on the
| | 00:25 |
blue bar on the right hand side.
When it's all done, I can double click on
| | 00:29 |
it and start installing it.
Click the down arrow on the top right hand side.
| | 00:34 |
And click to install Google Drive.
It's going to open the installer.
| | 00:37 |
And then I can continue the installation.
I'm going to get a prompt, that it's
| | 00:41 |
downloaded from the internet.
Do I really want to open it?
| | 00:44 |
Yes I do, so I'll click open.
I can select Copy to continue the installation.
| | 00:50 |
Click Open one more time.
And at last, Google Drive is installed.
| | 00:53 |
The first thing we have to do is sign in.
So here's what's happened.
| | 00:57 |
I now have a Google Drive folder on my
computer.
| | 01:00 |
This is going to sync from the contents of
my drive and Google Drive on the web.
| | 01:05 |
I can put anything in here from my
computer, and I can access it online.
| | 01:09 |
Click Next, and now I can click Start Sync
and it's going to begin syncing all my
| | 01:13 |
files to my computer.
Click OK to integrate Google Drive with Finder.
| | 01:20 |
Now because of this new Google Drive link
in Finder, it's easy to drag and drop all
| | 01:24 |
your files in between your computer and
Google Drive.
| | 01:29 |
At any time, you can see that Google Drive
is running to synchronize your files
| | 01:32 |
because in Windows, it'll be in the task
bar in the bottom right-hand side a your screen.
| | 01:37 |
And in a Mac, it's at the top right-hand
side.
| | 01:41 |
If you see this icon, you can hover your
mouse over it to see if it's currently
| | 01:44 |
synching, or if everything's been synched.
So now we can see in Finder that this is
| | 01:49 |
the exact same list including all the
folders of all the files that I have in my drive.
| | 01:55 |
I'm going to close out of these extra
windows to make this a little bit clearer
| | 01:58 |
to see.
Here's Google Drive online, here's Google
| | 02:02 |
Drive on my computer.
I can copy things in.
| | 02:05 |
For example, I'm going to come down here
to my Documents folder in Finder.
| | 02:10 |
Here's a file called Marketing Info.
I'm going to take that file and drag it
| | 02:14 |
into my Google Drive.
Now that it's in Google Drive, it's
| | 02:18 |
going to start to sync.
And I'll see it online.
| | 02:22 |
Here's something very important that you
need to know.
| | 02:25 |
The only thing that's going to sync is the
contents of my drive.
| | 02:29 |
If I click down here to shared with me.
These are other files that other Google
| | 02:33 |
Drive users have shared with me.
They're not going to appear on my computer.
| | 02:39 |
But what I can do is move them into my
drive.
| | 02:42 |
For example, I can take this meeting
minutes file, take it and drag it over to
| | 02:46 |
my drive by clicking and dragging.
I can let go with the mouse and now that
| | 02:52 |
file is available in shared with me and my
drive.
| | 02:57 |
Here it is.
So, now that it's in my drive, I can see
| | 03:00 |
it sync, let's go over here to the top
right and see what it's doing.
| | 03:05 |
It says sync complete.
I'm going to come to my Finder.
| | 03:08 |
And here is my meeting minutes June File.
So we successfully took that file, that
| | 03:12 |
somebody else shared with me, we put it
into my drive online and it synced it back
| | 03:16 |
down to the computer.
Lets also look and see, back here in my
| | 03:21 |
drive, here is our marketing info doc.
That's the one that we synced from the
| | 03:25 |
computer directly onto Google Drive.
So, the desktop client is a really quick
| | 03:30 |
and easy way to sync files back and forth
painlessly.
| | 03:34 |
| | Collapse this transcript |
| Downloading files and folders| 00:00 |
To download files from Google Drive onto
your computer, right click the file and
| | 00:04 |
choose download.
Now here's one that's a Microsoft Word
| | 00:08 |
doc, it's not a Google doc format, so this
is going to be relatively straight forward.
| | 00:13 |
We right click, select, download, and it's
going to immediately be dropped to the
| | 00:16 |
download folder where I can find it and
double click on it, and launch it so i can
| | 00:20 |
see it.
Now, when it's a Google Doc, we can make a choice.
| | 00:26 |
We can convert it while we're downloading
it.
| | 00:28 |
I'm going to right click on this Google
Doc, select download.
| | 00:32 |
And here's where it's going to ask me to
convert it.
| | 00:34 |
Because remember, even when I sync files
locally using the Google Drive client.
| | 00:40 |
It still is going to open up in a browser,
because it's a Google Doc.
| | 00:44 |
So this is letting me convert it so that I
can see it even when I'm offline.
| | 00:48 |
So, I can change all formats of downloaded
files to any Microsoft Office format, to
| | 00:53 |
any Open Office format, or I can even
convert them directly to PDF files if I want.
| | 01:00 |
So, this particular document, I can click
on this drop-down and change it on the fly.
| | 01:06 |
In this case, I'll convert it to a
Microsoft Word document, select Download,
| | 01:10 |
and it's going to do the same thing.
It's going to drop it into the Downloads folder.
| | 01:15 |
You'll see now it has the file extension
of docx.
| | 01:17 |
There's one more thing I want to show you.
I can download multiple files at a time
| | 01:21 |
and even an entire folder by clicking on
it and placing check marks beside
| | 01:25 |
everything that I want to download.
Now I can right click any one of those and
| | 01:31 |
select download.
So as you can see I have multiple things
| | 01:35 |
in here.
So here's where I can choose what I want
| | 01:37 |
to do with them.
I'm going to keep the defaults, and what
| | 01:41 |
it's going to do is download it as a
compressed ZIP file.
| | 01:45 |
I can click download, and it'll begin.
Now, depending on the size of the
| | 01:48 |
download, if it's going to take a really
long time, Google Drive will ask me if I
| | 01:52 |
want to be notified via email when it's
all done.
| | 01:57 |
I can do that, and then I can just check
my e-mail for when my files are ready to
| | 02:01 |
download, and I can click on a link
directly in my e-mail.
| | 02:05 |
In this case, I can click close, because
my download's going to start soon.
| | 02:09 |
Now when I want to find those files, I can
either access my Downloads folder in the
| | 02:13 |
browser, or, I can go to Finder on my Mac,
choose My Downloads folder, and here they are.
| | 02:19 |
So that's how easy it is to get files and
folders from your Google Drive online to
| | 02:23 |
directly onto your computer, without using
the Google Drive client.
| | 02:28 |
| | Collapse this transcript |
| Deleting files and folders| 00:00 |
Deleting files and folders within Google
Drive is easy.
| | 00:03 |
Simply right-click your file and choose
Remove.
| | 00:07 |
You can also place checkmarks on multiple
files and click the trash icon at the top
| | 00:11 |
of the screen.
It's going to put them in the trash and to
| | 00:14 |
find the trash click more on the left hand
side of the navigation bar.
| | 00:19 |
It'll expand the view and then you can
click Trash.
| | 00:22 |
Here's everything that's currently in your
trash.
| | 00:25 |
These files will stay in your trash until
you either restore them or permanently
| | 00:29 |
delete them.
To restore a file you can place a
| | 00:32 |
checkmark next to it.
The action bar will change and you can
| | 00:36 |
click Restore.
It's going to put it back in my drive, or
| | 00:39 |
wherever it was where you deleted it from.
Now, if you aren't sure that this is the
| | 00:44 |
file that you want to restore, you can
also click the preview icon.
| | 00:49 |
It's going to bring a preview and when
you're sure that's the file that you
| | 00:52 |
want to restore, you can close out of it
using the X in the top right hand side and
| | 00:55 |
make your decision.
You can also permanently empty the trash
| | 01:00 |
by clicking this empty trash icon.
Now, it's important to know that if you've
| | 01:04 |
removed an item that you aren't the owner
of, that is, a file that somebody else
| | 01:07 |
shared with you but didn't make you the
owner, you can't delete their file.
| | 01:13 |
I'm going to come back here in my drive.
Now this meeting minutes, June, originally
| | 01:18 |
started in that shared with me section
because somebody else shared their file
| | 01:23 |
with me.
I moved it into my drive so that it would
| | 01:27 |
sync down to my desktop, but now I want to
get rid of it.
| | 01:30 |
I can't delete it, but I can remove it
from my view and the only place I'll be
| | 01:34 |
able to see it is in a special folder
called All Items, over here on the left.
| | 01:40 |
So I'm going to right-click this file and
choose Remove.
| | 01:43 |
Now, it doesn't move it into the trash,
because it was shared.
| | 01:46 |
But if I come in here into this All Items,
I'll be able to see it if I scroll far
| | 01:50 |
enough away, because, sure enough, it was
a shared file.
| | 01:55 |
Here it is.
So I can still search on it, and it'll
| | 01:58 |
still show up in that shared with me
section.
| | 02:00 |
But it won't show up in my drive anymore
and it won't sync down to my computer.
| | 02:05 |
| | Collapse this transcript |
|
|
3. Organizing and Searching Google DriveCreating folders and subfolders| 00:00 |
You can create folders to file and
organize your Google Docs and other
| | 00:03 |
storage files.
Here's my current folder list on the
| | 00:06 |
left-hand side.
I can click the arrow next to my drive and
| | 00:10 |
collapse it or expand it.
To create a folder click the red Create
| | 00:14 |
button and choose Folder.
Give it a name, I'm going to call this one Contacts.
| | 00:19 |
And click the blue Create button.
Your folder will show up on the left-hand side.
| | 00:24 |
It's going to show up as a grey icon with
no other designs on it.
| | 00:28 |
Now you can see the one underneath.
It has a little person icon on it.
| | 00:31 |
That's because this folder is being
shared.
| | 00:34 |
We'll talk about that later.
But I just wanted to explain to you why it
| | 00:36 |
looks a little bit different.
To move items into it, you can simply take
| | 00:40 |
them, click and drag and let go over the
folder.
| | 00:44 |
Your file has then been moved into that
folder.
| | 00:47 |
Now, you can also select multiple files,
click the folder icon at the top, which is
| | 00:51 |
the move to item, chose your folder and
click the blue Move button.
| | 00:57 |
Now, you can also create the folder and
move the file in the same step.
| | 01:02 |
I'm going to select these two images.
Click the Move to Folder icon at the top.
| | 01:07 |
Now the folder that I want doesn't exist
yet.
| | 01:09 |
So I'm going to select Create New Folder.
I can give it a name.
| | 01:13 |
I'll call this one Screen Shots.
Click Create.
| | 01:17 |
My folder's selected.
So I'm going to click the blue Move button
| | 01:19 |
again, and now my items have been moved.
Now I can come into these folders and see
| | 01:24 |
everything that I've put in there.
Now you can actually create subfolders,
| | 01:28 |
within folders.
For example, I'm already in my screenshots
| | 01:32 |
folder, I can click Create Again, select
Folder and give this one a name.
| | 01:38 |
For example I'll have a Mac folder, and I
can have a PC folder, within the
| | 01:41 |
screenshots folder.
I can take my files, drag them in, and I
| | 01:46 |
can further file them.
They work the exact same way, and now
| | 01:51 |
you'll notice in my screenshots folder, I
have a new triangle next to it.
| | 01:55 |
I can click on that to expand my folder
list.
| | 01:58 |
Now the last thing I want to show you is
that you can even file documents that have
| | 02:01 |
been shared with you into my drive.
So, I can click on shared with me to see
| | 02:06 |
all the files and folders that other
people have shared with me, and I know
| | 02:09 |
that if I want to get them to sync to my
desktop, they have to be in my drive,
| | 02:12 |
we've already talked about that.
But you can file them into folders also.
| | 02:19 |
For example here is some Meeting Minutes.
These have been shared with me.
| | 02:22 |
They were created by somebody else, but
I'm going to place check boxes next to
| | 02:25 |
them and drag them over to my Meeting
Minutes folder that I've already created.
| | 02:30 |
I can let go and it's going to let me know
that other users aren't going to see these
| | 02:34 |
items in their existing shared folder.
I can click Move, and now I can see that
| | 02:39 |
these files are now in the Meeting Minutes
folder.
| | 02:43 |
They're still here and shared with me, but
they're also in the contents of my drive.
| | 02:49 |
So now they're going to sink down to my
computer and be filed and organized at the
| | 02:52 |
same time.
So that's how you can go through my drive.
| | 02:57 |
And start organizing all your loose files
that you have all over the place into nice
| | 03:00 |
tidy folders.
In future videos we're going to learn how
| | 03:04 |
to do all sorts of things like color
coding them and sharing them out.
| | 03:07 |
| | Collapse this transcript |
| Changing the view and sort order| 00:00 |
Fully customize the way your files and
folders are displayed to you in Google Drive.
| | 00:05 |
Let's go over how to change the view.
Now, the first thing that you can change
| | 00:09 |
is the sort order of these files here on
the left.
| | 00:12 |
Way over here on the top right of the
screen, click the triangle next to sort.
| | 00:16 |
It defaults to sorting by title, but you
have all sorts of choices.
| | 00:20 |
You can sort by the date the files were
last modified, quota used, meaning how
| | 00:24 |
much space they're taking up on your
Google Drive.
| | 00:28 |
This is also a really good way to quickly
find large files, if you're looking to
| | 00:31 |
clean out your drive.
You can also change the sort order files
| | 00:35 |
that were last opened by you.
Now, in addition to changing the sort
| | 00:39 |
order, you can also change the way that
they're displayed.
| | 00:42 |
It defaults to list view.
But you can change that to grid view,
| | 00:46 |
which makes large folder icons, and
thumbnail views of all your files.
| | 00:51 |
Now, I'm going to put it back to list view
for a second because the last thing that
| | 00:54 |
you can change, if I click the drop down
arrow next to settings, is something
| | 00:58 |
Google calls the display density.
And you may have seen this if you have a
| | 01:02 |
Gmail account.
It defaults to comfortable view, and it's
| | 01:06 |
basically how tight the text is squeezed
together on the screen.
| | 01:09 |
For example, I could change this to cozy,
that squishes it a little more.
| | 01:14 |
And compact, in which it's even more
squished together.
| | 01:17 |
This is useful if you have lots of files
and you want to see them all on the same
| | 01:21 |
screen without scrolling.
I'm going to put it back to comfortable so
| | 01:24 |
that you can see it easily, because
there's one more thing I want to show you.
| | 01:29 |
In addition to changing the sort order of
the files here on the left, you can change
| | 01:32 |
these two columns here.
If I hover my mouse over where it says
| | 01:37 |
Owner, a triangle will appear.
I can click on that, and change this
| | 01:41 |
column to displaying the owner, to any of
these fields.
| | 01:45 |
I can change the column to the date the
last time it was modified, even the quota used.
| | 01:50 |
And not only that, I can click to toggle
the sort order of that column.
| | 01:56 |
This one is the date that the file was
last opened.
| | 01:59 |
Again, I can click on it again to change
the sort order.
| | 02:02 |
And I can also click the arrow next to it,
to change the column.
| | 02:06 |
So I encourage you to spend some time
getting your Google Drive view all set up
| | 02:09 |
for the way that works the best for you.
After all, it's your drive, not anybody else's.
| | 02:15 |
| | Collapse this transcript |
| Using filters to find your files| 00:00 |
Google Drive comes with some built-in
views to find your files and some great
| | 00:03 |
filters to see what you have on your
drive.
| | 00:07 |
Now, we've talked about how My Drive is
things that you've synced, created
| | 00:10 |
yourself and uploaded and we've also
talked about how the Shared With Me
| | 00:14 |
section is a list of all the files that
other people have shared with you.
| | 00:20 |
Well, there's also starring and we'll go
over files that you can mark with stars in
| | 00:23 |
a few videos, recent in which files that
you have accessed in order from latest
| | 00:27 |
first, and you can change that sort order
and you can change your columns, just like
| | 00:31 |
you could in any other view.
I can click more on the left hand side to
| | 00:38 |
see some more views.
For example, there's activity.
| | 00:42 |
These are files that have been accessed by
you, shared with you, and that you
| | 00:45 |
created, in order also.
Then there's all items.
| | 00:50 |
This is a list of everything in your
drive, including files, folders, things
| | 00:54 |
that you have in your drive and files that
are shared with you.
| | 00:58 |
It's a way to see them all in the same
place.
| | 01:01 |
The only files that you won't see here,
are those that are in your trash folder,
| | 01:04 |
which is right below all items.
Finally, here's some filters.
| | 01:09 |
Click on Owner, Type, and More at the very
bottom of all the views.
| | 01:14 |
This is going to bring up the search bar
and you can filter your view.
| | 01:18 |
For example I can click on PDF files to
quickly find all the PDF files I have in
| | 01:23 |
Google Drive.
I can click Owner, Type, More again and
| | 01:27 |
add more filters for it for example in the
ownership field I can say files that are
| | 01:31 |
owned by me.
So, it whittled it down to one file.
| | 01:36 |
I can come up here to the search bar and
place an X beside any filter that I want
| | 01:40 |
to remove.
As you can see there was two owners and I
| | 01:44 |
can completely start over at anytime.
So, it's important to note that while
| | 01:48 |
you're adding filters they're going to
tack themselves on.
| | 01:52 |
It's not going to start the search all
over again.
| | 01:55 |
For example, if I click PDF files and then
decide I want to change it to something
| | 01:59 |
else, if I come back here, and choose, not
owned by me, it's still going to keep that
| | 02:03 |
original, PDF file's query in that filter.
There's some more choices you have.
| | 02:11 |
I'm going to come back to that search
again.
| | 02:13 |
I can search by type.
So we have all sorts of choices here.
| | 02:17 |
I can search on visibility.
For example, if you want to quickly find
| | 02:20 |
out, any files that you may have made
public that you completely forgot about,
| | 02:24 |
just come up here and set the visibility
to public on the web, and see what comes up.
| | 02:30 |
Then you can change the settings for that
file.
| | 02:32 |
We'll go over that later.
You can also search by ownership.
| | 02:36 |
And then down here I can click created
with, and only find files that were
| | 02:40 |
created with Google Docs, or Google
Sheets.
| | 02:44 |
For example if i want to find all my
Google Docs files, I can click Google Docs.
| | 02:49 |
So as you can see, filters is a really
quick way to find files without having to
| | 02:54 |
type in an actual search.
All these views, all these changing sort
| | 02:59 |
orders, are great ways to find exactly
what you're looking for when you're
| | 03:03 |
looking for it.
| | 03:05 |
| | Collapse this transcript |
| Color coding, renaming, and deleting folders| 00:00 |
You can go beyond folders, in organizing
your drive.
| | 00:04 |
There's three things that I want to show
you, what you can do with a folder.
| | 00:07 |
The first thing is, you can create colors
to folders, to create your own internal
| | 00:11 |
visual structure for organizing.
In the contents of my drive, I can see
| | 00:16 |
these folders that I've set up over here
on the left hand side.
| | 00:20 |
If I hover my mouse over it, an arrow
appears on the right hand side, I can
| | 00:23 |
click that arrow and I'm presented with
some options.
| | 00:28 |
I'm going to scroll all the way down and
select Change Color.
| | 00:31 |
I'm presented with a grid of colors, and I
can pick what I want for that folder.
| | 00:36 |
I'm going to pick a yellow one, now my
folder's changed.
| | 00:39 |
Now, it doesn't change the color of the
sub-folders, but I can change those too,
| | 00:43 |
just like I could any other folder.
So I can change these to whatever I want,
| | 00:48 |
I can create my own internal system,
whatever works for you.
| | 00:53 |
For example, my meeting minutes I can make
very bright, because I want to find those
| | 00:57 |
quickly, and they're important, it's up to
you.
| | 01:00 |
For example, I like to only colorize the
projects that I'm actively working on and
| | 01:04 |
leave the rest of them grey.
So as I get a new project, I change that
| | 01:08 |
color and I would take another folder that
I'm not working on anymore, and change
| | 01:12 |
that one back to grey.
But that's just me, you can make your
| | 01:17 |
system whatever works for you.
Now the second thing I want to show you,
| | 01:21 |
is how you can rename a folder.
I'm going to take this energy sources
| | 01:25 |
folder, click the arrow again, except this
time, I'm going to scroll down and choose rename.
| | 01:30 |
I'm going to get the rename dialogue box
and now I can change it to whatever I want.
| | 01:35 |
Re-title your folder, click OK and it
instantly renames that folder and changes
| | 01:40 |
the sort order, wherever it is.
So remember, if you're used to seeing your
| | 01:45 |
folder in a certain spot here, when you
rename it, it will change it.
| | 01:49 |
The last thing that we can do is delete
folders.
| | 01:53 |
Now at any time, you can come up here,
click the arrow, and choose remove.
| | 01:58 |
That's going to remove the folder
entirely.
| | 02:01 |
It will also delete those files that are
in the folder, and the only way you'll be
| | 02:04 |
able to access them, is in the Trash.
What I want to show you, is how you remove
| | 02:10 |
a folder that has shared files in it.
For example, these files are shared with
| | 02:14 |
me, they're not located in my drive,
they're still in somebody else's.
| | 02:18 |
So I'm going to come down here, select
remove, and my folder was moved to the trash.
| | 02:23 |
But you'll notice that my files, if I come
down here to share it with me, my meeting
| | 02:27 |
minutes May and meeting minutes June, are
still here because those weren't ever my
| | 02:31 |
files to begin with.
So it's very easy to work with files.
| | 02:36 |
You can change colors, you can rename them
and you can remove them when you're all
| | 02:40 |
done with them.
| | 02:41 |
| | Collapse this transcript |
| Using stars to group files| 00:00 |
In addition to color coating folders, you
can star individual files as well as folders.
| | 00:06 |
Like the color coating of folders, stars
serve as a visual reference for you.
| | 00:11 |
Your own internal system of organizing can
decide what that star means to you.
| | 00:16 |
To add a star, simply find the star icon
next to the file that you want to star and
| | 00:20 |
click it, it's then starred.
Now, while you can star either a file or a
| | 00:25 |
folder, you can't star a folder on this
left hand side navigation bar here.
| | 00:31 |
If you're looking to star a folder, you
have to find the folder over here on the
| | 00:34 |
right hand side, and click the star next
to it.
| | 00:37 |
To view any items that you have that are
starred, over here on the left hand-side,
| | 00:41 |
click "Starred ", all your starred folders
and files will show up here.
| | 00:46 |
To Un-Star a file, simply click the star
next to it, the star will be removed.
| | 00:52 |
Now, this is especially useful when you
have a single project that you are working
| | 00:56 |
on that contains multiple files that are
everywhere, including "Shared with you."
| | 01:00 |
For example, I'm going to come into my New
Hire Manuals folder and let's suppose I'm
| | 01:03 |
working on this new hire orientation
presentation.
| | 01:09 |
It can contain a number of files.
For example, I could contain information
| | 01:13 |
about the benefit package, I'm going to
come back to my drive here.
| | 01:17 |
I also need some screenshots that I
want to put in my presentation, so I'm
| | 01:21 |
going to star those and in addition to
that, in the Shared with Me section,
| | 01:24 |
people have shared some files so that I
can use them for my presentation.
| | 01:31 |
So, these files and folders are all over
the place in my drive but, I need them all
| | 01:34 |
for that presentation.
Now because that's the current project I'm
| | 01:39 |
working on, when I'm all done starring my
files, whenever I'm ready to work on that
| | 01:42 |
presentation, I can come over here to star
it on the left hand side and everything I
| | 01:46 |
need is right in front of me.
When I'm done with that particular file, I
| | 01:52 |
can just un-star it and keep working.
So, stars are going to be very personal to
| | 01:56 |
you for organizing.
Find a system that works and use it.
| | 02:00 |
| | Collapse this transcript |
| Searching files and folders| 00:00 |
A great benefit of using Google Drive, is
that after all, its Google.
| | 00:04 |
So you can assume you won't have to search
too hard to find that file you're looking for.
| | 00:08 |
Let's head up to the search box at the top
of the screen.
| | 00:11 |
Now, the easiest way to search is to just
type in what you know about the file.
| | 00:15 |
For example, I'm going to type marketing
and hit the Return key.
| | 00:20 |
I could also click the blue magnifying
glass on the right hand side.
| | 00:23 |
Here's where I get all the files that are
either titled marketing or have the word
| | 00:27 |
marketing in them.
I can click on my file if it's one that I need.
| | 00:31 |
You can also type in a person's name to
see all the files that they've shared with you.
| | 00:36 |
I'm going to type Shay and hit the Enter
key.
| | 00:39 |
I can see on the right-hand side here, I'm
looking at all the files that Shae Hanson
| | 00:43 |
has shared with me.
Now remember in a previous video, when I
| | 00:47 |
showed you this owner, type and more
filter on the left-hand side of the screen.
| | 00:53 |
Well you can also bring that filter up on
the right-hand side of the search box.
| | 00:57 |
Now I tell you this because you can
piggyback search filters on top of each other.
| | 01:03 |
For example, I'm currently looking at all
the files that Shay has shared with me,
| | 01:06 |
and I want to filter and refine that
search even more.
| | 01:10 |
So, while keeping the word Shay in this
text box, I can click the Advanced Search Options.
| | 01:15 |
And come down here, and select it, refine
it even more.
| | 01:18 |
For example, I only want to find Google
documents, so I can come down here and
| | 01:23 |
click Created With, and select Google
Docs.
| | 01:27 |
So now, I can see that I've got a
built-in, canned filter and my straight
| | 01:31 |
text working together.
So here's the file from Shay.
| | 01:36 |
It's a Google Doc.
I can remove a filter any time by clicking
| | 01:40 |
this x.
And I can also just delete this text from
| | 01:43 |
the query.
Now, when doing a search, if you search
| | 01:46 |
for something that's found in the trash,
you'll get a different kind of notification.
| | 01:51 |
I'm going to type expense, and hit the
enter key.
| | 01:54 |
And it's telling me that nothing matched
this search because, by default, it's not
| | 01:58 |
going to show me files that are in the
trash.
| | 02:01 |
However, it is nice enough to let me know
when it finds something that is in the trash.
| | 02:06 |
Here I can see that several items in trash
also matched your search.
| | 02:10 |
I can click on this and it's going to take
me right to those files.
| | 02:14 |
I can see on the right hand side here,
that they are, indeed, in the trash folder.
| | 02:18 |
Finally, you can use straight up Google
operators.
| | 02:22 |
For example, I'm going to get rid of
expense, and put a word in quotes.
| | 02:27 |
This is going to search for an exact match
on whatever is in the quotes.
| | 02:31 |
As you can see, the title of the file
contains weekly research, which is exactly
| | 02:34 |
what I was looking for.
Now, you can also remove words from a phrase.
| | 02:39 |
For example, I want to find all files that
are either titled or have the word
| | 02:43 |
research in it but not weekly.
So, I'm going to put a minus sign in front
| | 02:48 |
of the word weekly.
If I hit Return, as you can see, it's not
| | 02:51 |
going to give me that weekly research file
any more.
| | 02:55 |
But here's the word, research.
And here's a PDF file that has the word
| | 02:59 |
research in it also.
So, start searching.
| | 03:02 |
Use operators, use quotes.
Use this filter.
| | 03:05 |
Find what you're looking for quickly.
The more you do it, the more proficient
| | 03:09 |
you'll become at finding your files as
quickly as you need them.
| | 03:12 |
| | Collapse this transcript |
|
|
4. Working with Google DocumentsCreating and naming a document| 00:00 |
To create a brand new Google document, in
the root of My Drive, just click the red
| | 00:04 |
Create button, and select Document.
This is going to create a brand new Word
| | 00:10 |
Processing Document, like Microsoft Word.
So now we're in a brand new blank untitled
| | 00:15 |
document in Google Drive.
Now currently, because I haven't done
| | 00:20 |
anything to this document, it hasn't been
saved in any way.
| | 00:24 |
But when you think about Google docs, you
have to remember that they're going to
| | 00:26 |
save automatically.
You don't have to actually save it yourself.
| | 00:31 |
To get the document to save, initially,
you either need to do something to the
| | 00:35 |
document, that is, change the formatting,
or start typing some text.
| | 00:40 |
So I'm going to do that.
I'm simply going to put the cursor in, and
| | 00:43 |
start typing.
At the top of the screen, I can see that
| | 00:47 |
all changes have been saved in drive, and
if I hover my mouse over it, it tells me
| | 00:50 |
when the last edit was.
Every single change that I make is
| | 00:55 |
going to automatically save.
Now, in later chapters, I'll show you how
| | 00:59 |
we can actually handle those revisions.
Because maybe you didn't want it to save,
| | 01:03 |
or maybe you wanted to get an old revision
back.
| | 01:06 |
And you can certainly do that.
And I'll show you how.
| | 01:09 |
But there's a few more things I want to
show you first.
| | 01:11 |
The first one is how to get back to Google
Drive now that it's saved.
| | 01:16 |
I can either close out of this window at
the top or I can click on the left hand
| | 01:19 |
side, there's a little arrow that appears
that says, back to Google drive.
| | 01:24 |
By clicking on that arrow, its going to
take me back to My Drive.
| | 01:28 |
Now here I can see that there is a new
document in here called, Untitled Document.
| | 01:33 |
And if I want to make sure that that
really is the one I was working on, I can
| | 01:35 |
always come over here on the right hand
side and see when that was last modified.
| | 01:40 |
I know that this is the doc that I am
working on.
| | 01:43 |
Now because it's going to save
automatically, even though you didn't ask
| | 01:46 |
it to, if you decide that you don't want
that document and you come back to Google
| | 01:50 |
Drive, you could end up with lots and lots
and lots of untitled documents.
| | 01:57 |
So it's always important to either title
the document when you first get in there
| | 02:00 |
or quickly right-click and Remove the
document if you know that you don't want
| | 02:04 |
it, just to keep all your untitled
documents under control.
| | 02:09 |
So let's go in and I'm going to show you
how to title it.
| | 02:12 |
Click the document to get back in.
Here's our document.
| | 02:15 |
I can see up at the top when we last
edited it, and now I am going to come up
| | 02:18 |
here and you can do this at any time, and
I do suggest getting in the habit of doing
| | 02:22 |
it right when you create the document.
It can even be the first thing that you do
| | 02:27 |
before you start typing text is to give
your document a title.
| | 02:31 |
So, over here in the left, I am going to
hover it over untitled document, and you
| | 02:34 |
will see Click to set title.
So I can click the mouse, and in the
| | 02:38 |
dialogue box that comes up, I can give it
a title.
| | 02:42 |
This is the equivalent of doing a File >
Save As in Microsoft Word.
| | 02:46 |
I click Okay, and now my document has been
titled.
| | 02:49 |
I can select back to Google Drive and here
is my document complete with title.
| | 02:55 |
So I'm going to go back into it and up
next I'll show you what all these
| | 02:58 |
formatting toolbars actually mean when we
tour the interface.
| | 03:01 |
| | Collapse this transcript |
| Navigating the interface| 00:00 |
Here's a tour of the google document
interface, starting from the top left and
| | 00:03 |
working clockwise.
The first thing you'll see in google docs
| | 00:08 |
is the arrow to get back to google drive
and your document title.
| | 00:13 |
You can also star the document right in
the document and you can file it anywhere
| | 00:17 |
else in your drive by clicking the move to
folder.
| | 00:22 |
Further on over to the right, click the
drop down arrow next tot your name, and
| | 00:26 |
here's where you can view your profile, or
switch Google Drive accounts, or sign out completely.
| | 00:33 |
You can also add comments to the doc and
share it with other Google Drive users, so
| | 00:37 |
it will show up in their shared with me
section of Google Drive.
| | 00:42 |
We'll talk about that later.
As it works the same way across all the
| | 00:45 |
Google document products, such as
spreadsheets and presentations.
| | 00:50 |
Going down and back around to the top
brings us to the file menu.
| | 00:54 |
This is where you can perform actions on
the file, itself.
| | 00:58 |
Such as directly downloading it, renaming
it, making a copy of it, seeing revision
| | 01:02 |
history, and emailing all the
collaborators of the document itself.
| | 01:08 |
Up next, you get things like the edit
toolbar, the view, insert, format, tools,
| | 01:13 |
table, and help menus.
These menus work just like it does in a
| | 01:18 |
word document.
You'll use these to format and insert
| | 01:22 |
content directly on the document itself.
Further on over to the right, you can see
| | 01:27 |
all your changes, when they've been saved
in your document.
| | 01:31 |
You can actually click on this link and it
will take you to the complete revision
| | 01:35 |
history of your document.
I'm going to close out of this by clicking
| | 01:39 |
the X in the right-hand side of the menu,
because we're going to go over how to do
| | 01:42 |
that later.
Below that is the formatting toolbar to
| | 01:46 |
work on your text directly.
You can actually make this file menu
| | 01:50 |
disappear by clicking the 2 arrows way
across on the right-hand side, to hide the menus.
| | 01:56 |
This is good if you need some extra screen
real estate.
| | 01:59 |
To make them appear, click the arrow
again.
| | 02:01 |
But you can use these and change things
like the font size, the text attributes,
| | 02:06 |
such as bold faced, underlined.
You can change the margins whether they're
| | 02:11 |
center aligned, left aligned, or right
aligned.
| | 02:14 |
And you can even change the line spacing
itself, If you hover your mouse over each
| | 02:17 |
of these buttons, you'll see what it does.
Finally, you had the actual content of
| | 02:23 |
your document below.
And the cursor will blink where it's
| | 02:26 |
currently located, so that you can simply
start typing.
| | 02:30 |
Up next, let's start formatting some text.
| | 02:33 |
| | Collapse this transcript |
| Formatting text| 00:00 |
I've added some text to my company
information document, but it looks a
| | 00:04 |
little boring and plain.
Let's see if we can format our text and
| | 00:08 |
change it up a little bit and make it a
little more nicer looking.
| | 00:11 |
The first thing I'm going to do, is click
and drag and highlight the text that I
| | 00:14 |
want to format.
From there, I can either use this
| | 00:17 |
formatting toolbar and remember, I can
hover my mouse over all the options to see
| | 00:21 |
what they do.
Or I can come up here to the Format menu
| | 00:26 |
bar and get all the same choices.
For example, here's my paragraph styles in
| | 00:30 |
which I can decrease the indent, increase
the indent and change the heading style.
| | 00:36 |
Those are all here on this menu.
Here's the heading styles, and here's the
| | 00:40 |
indents that I can increase and decrease.
So, it's up to you which ever one you
| | 00:44 |
prefer to use.
I'm going to to use the Format toolbar
| | 00:47 |
just because it's easier, it saves me a
mouse click.
| | 00:50 |
So, I've got my text highlighted, and now
I'm going to start to change it.
| | 00:53 |
I'm going to come over here to the styles,
first thing I'll do is select a heading.
| | 00:58 |
And now I'm going to go through, and make
my document look a little bit nicer.
| | 01:02 |
For example, these are some headings so, I
can turn them into headings.
| | 01:07 |
And now, this is a slogan list, it kind of
looks like a bulleted list so, I'm
| | 01:11 |
going to click and drag.
Come up here, and select bulleted list.
| | 01:16 |
Now to remove a bullet point, I can simply
delete with the keyboard.
| | 01:19 |
To add a bulleted list anywhere, I can put
my cursor where I want it to appear and
| | 01:23 |
hit the Return key.
I can also increase this indent by
| | 01:27 |
clicking and dragging, selecting increase
indent and I can then click for as many
| | 01:31 |
indents as I want.
I can also go the other way and decrease
| | 01:35 |
the indent.
I can take this paragraph, which currently
| | 01:38 |
is aligned a little bit differently and
justify the alignment.
| | 01:42 |
I can left align it, center align it,
right align it or change it up however I want.
| | 01:48 |
I can also italicize the font, change the
color of it and I can even come over here
| | 01:52 |
and change the font style.
Now, if I like this paragraph, I've made a
| | 01:57 |
lot of changes to it.
I can even highlight it one more time and
| | 02:01 |
change the line spacing to one and a half.
I can use something over here called the
| | 02:06 |
Paint Format tool.
This way, I can copy an entire
| | 02:10 |
formatting's worth of text onto another
one easily.
| | 02:14 |
For example, I made a lot of changes here.
We changed the color, the font, the
| | 02:18 |
justification, that was a lot of things.
And if I can't remember everything I've
| | 02:22 |
done to it, but I know I like it and I
want to do the same thing here, I can copy
| | 02:26 |
the style that I created.
I'm going to click and drag, come over
| | 02:31 |
here and select Paint Format.
What that's doing, is it's actually
| | 02:35 |
copying the formatting of this block of
text to the clipboard.
| | 02:40 |
I can come over here to this paragraph,
let go of the mouse and it takes the same attributes.
| | 02:46 |
So, this is a very easy way to quickly get
your document to look fantastic together.
| | 02:52 |
So, that's how you can make it a little
bit pretty, I encourage you to go through,
| | 02:55 |
play with the styles, play with
formatting.
| | 02:58 |
See everything that you can do.
And make your document look pretty.
| | 03:02 |
At any time, if you decide you don't like
what you did, you can always highlight
| | 03:05 |
your text.
Come way over here to the right hand side.
| | 03:10 |
Choose clear formatting.
And it will go back to the way it was
| | 03:13 |
before you changed any of the text.
| | 03:15 |
| | Collapse this transcript |
| Inserting images, headers, footers, and page breaks| 00:00 |
In this chapter we're going to insert a
header and a footer, an image into our
| | 00:03 |
document, and a page break.
Let's start by working with headers and footers.
| | 00:09 |
Now a header and a footer has a little bit
of information that we create that appears
| | 00:12 |
at the top of the document.
That's the header.
| | 00:15 |
And the bottom of the document.
It's going to appear on every page in your document.
| | 00:20 |
As you keep adding pages the header and
footer will append themselves
| | 00:23 |
automatically so, you don't have to
remember to do it for every page.
| | 00:27 |
To add a header and a footer go up to the
insert menu with your document open and
| | 00:31 |
select header.
I get a gray line and now I can see the
| | 00:35 |
boundaries of the header I can going to
work with.
| | 00:38 |
I'm going to make this labeled as the
Current Revision for the document.
| | 00:42 |
Now obviously this can be anything you
want it to be.
| | 00:44 |
For example it can be a company letter
head even, or it can just contain your
| | 00:48 |
contact information.
I'm going to highlight this text, and I'm
| | 00:52 |
going to make it a light grey, because I
don't want it to distract from the actual
| | 00:56 |
content, but I do need it to appear on
every page.
| | 01:01 |
To get out of the header, click anywhere
else in the body of the document.
| | 01:04 |
That grey line is going to go away.
But as I scroll through my document, every
| | 01:08 |
time we move to a new page.
I can see that header has copied itself.
| | 01:13 |
To create a footer, I'm going to go back
to the insert menu, and select footer.
| | 01:17 |
Now I have some space that I can type at
the bottom of the document.
| | 01:21 |
Again, I can write anything I want.
And that light grey is copied over onto
| | 01:25 |
the footer.
I can click anywhere else off the footer,
| | 01:28 |
and it disappears.
And now I can see my footer has again been
| | 01:32 |
added to every page.
So let's do a page break.
| | 01:36 |
I've gotten some text from my document.
And I want to insert the images into the
| | 01:41 |
KinetEco, Inc.
Executive section, because I have head
| | 01:44 |
shots of these two people.
However, this document looks a little bit
| | 01:48 |
sloppy, because as you can see, this has
come onto an additional line.
| | 01:53 |
And it just doesn't look as nice as it
would if this was clean on its own page.
| | 01:59 |
So I'm going to place the cursor
in-between these two lines where I want my
| | 02:02 |
break to appear, come back to this Insert
menu and select Page break.
| | 02:08 |
Now, for both the header and the footer
and this page break I knew right away to
| | 02:11 |
go to the Insert toolbar menu, because I'm
actually inserting something new into the document.
| | 02:17 |
I am not formatting any particular text i
am adding something ,so now i got the text
| | 02:21 |
in new page that looks a lot tidier.
Now i can start adding harts of these people.
| | 02:27 |
The first thing I am going to do is put
the cursor where I want the image to
| | 02:31 |
appear ,I am going to select insert and
this time i will choose image.
| | 02:36 |
There's a few ways that you can get an
image into this document.
| | 02:40 |
I could drag an image, say for my desktop
or finder or Windows Explorer.
| | 02:46 |
I can also click this button to choose an
image using the standard Browse dialogue
| | 02:50 |
box on my computer, though I'm in a
folder.
| | 02:54 |
I'm in my Employee Images.
I found the image of the employee that I
| | 02:57 |
want to add.
When you've found the one you want, select
| | 03:01 |
it and hit Choose.
It's going to upload the image and put it
| | 03:04 |
into my document.
Now this doesn't look very nice but that's
| | 03:08 |
okay, we can fix it.
The first thing I want to do is size it so
| | 03:11 |
that it's a little more manageable, and
it's the right size that I want for this document.
| | 03:17 |
So if I click in the image, I'll get a
nice blue line around it with a bunch of dots.
| | 03:22 |
Now I can click these dots.
If I click on them in the corner
| | 03:26 |
diagonals, I can drag and it will keep the
proportions of the image and make it
| | 03:30 |
smaller or larger depending on how I drag
the mouse.
| | 03:36 |
I can let go when I have a size that I
want.
| | 03:38 |
And now I have to decide how I want this
picture to be aligned.
| | 03:42 |
It can either be in line with my text or
in a fixed position which is where I drag
| | 03:46 |
it on the document.
I'm going to select fixed position because
| | 03:51 |
it actually give me the most flexibility
I've found.
| | 03:54 |
And now when the cross hairs appear, I can
click and drag the picture with my mouse.
| | 04:00 |
So I can drag it over here and it will
adjust the text according to where I put it.
| | 04:04 |
Now, it's not entirely bug free, so
sometimes when you drag with the mouse you
| | 04:08 |
will find that it looks a little bit
funny.
| | 04:11 |
But, just keep dragging it around until
you find a place for it that looks nice.
| | 04:16 |
You can click off, and there's your
picture.
| | 04:19 |
So, let's do that again, and I'm going to
show you a different way to upload an image.
| | 04:22 |
I'm going to put the cursor again into
Sally's section, come back to insert,
| | 04:26 |
select image.
Now, I can also click by URL here on the
| | 04:31 |
left instead of upload.
This is if I had an image, say, from a
| | 04:36 |
Flickr account, any website that I knew
the URL of, I can paste it here and I'll
| | 04:40 |
see the image.
But, I'm going to click down here to
| | 04:44 |
Google Drive.
Because these are my folders in my drive.
| | 04:49 |
And I actually have this picture already
stored in Drive.
| | 04:53 |
I can get it right from there.
So I'm going to browse to the folder that
| | 04:57 |
I know that image is located in.
I see thumbnails of all of them.
| | 05:02 |
I can click the image that I want.
Choose select, and it gets inserted just
| | 05:06 |
like when we uploaded it.
Again I can click on the image, click the
| | 05:11 |
cross hairs in the diagonal section to re
size it.
| | 05:14 |
I can either put it inline with text, or
choose fixed position, and drag the
| | 05:18 |
picture around until I get it somewhere
that I'm happy with.
| | 05:23 |
Click the mouse, and now we can move the
rest of the text, so that it lines up
| | 05:26 |
nicely with that picture.
So now our document is shaping up to be
| | 05:31 |
very pretty.
It has images, and, the text is all set up
| | 05:34 |
the way we want.
| | 05:36 |
| | Collapse this transcript |
| Working with tables| 00:00 |
I am still in my company information
document now here is a list of the
| | 00:03 |
Executive members of our time and their
position.
| | 00:07 |
Now this looks like OK but it will look
much better in a table.
| | 00:10 |
So lets create a table we do that by
clicking Table at the Menu bar.
| | 00:15 |
Select Insert Table and now we need to
decide how many columns and how many rows
| | 00:19 |
we want for our table.
Now as I move my Mouse, I can see in the
| | 00:24 |
highlighted area what the dimensions of my
table are going to be.
| | 00:29 |
So I want two columns, plus six rows of
data and one header row.
| | 00:34 |
So I'm going to come down here and move my
mouse down.
| | 00:37 |
And I can see that the list expands as I
move it down.
| | 00:40 |
So now I'm going to get a two column and
seven row table.
| | 00:44 |
I can click, and my table is created.
So now before I do any formatting at all,
| | 00:48 |
I need to populate my table.
So I could simply start typing, for
| | 00:54 |
example, executive list.
I can hit the Tab key to move to the next cell.
| | 01:00 |
I can hit the Tab key again, and that will
take me to the next row.
| | 01:03 |
But for now, I'm just going to copy and
paste and populate this table.
| | 01:07 |
Now that we've got our list populated,
let's start formatting it, so it looks a
| | 01:10 |
lot nicer.
The first thing I want to do is make this
| | 01:13 |
header list stand out a little bit more.
So I'm going to click and drag with my
| | 01:18 |
Mouse and both cells get highlighted.
Now I'm going to click Table.
| | 01:22 |
Come all the way to the bottom, and select
Table properties.
| | 01:26 |
This brings up the Table properties
dialog.
| | 01:28 |
Now I can change all sorts of things.
For example, I can change the color of the
| | 01:32 |
Table border.
I can change the thickness of it.
| | 01:36 |
And I can also change the Cell background
color.
| | 01:38 |
So I'll change my Cell background.
I can also change the cell vertical alignment.
| | 01:44 |
For example, does the text in the cell
need to be aligned at the top of the cell,
| | 01:48 |
the middle, or the bottom?
It defaults to the center, so I will keep
| | 01:52 |
it at that.
Click OK.
| | 01:55 |
If I click off with my mouse, I can see
the color that I changed it to Now, the
| | 01:58 |
black text on the red background is a
little hard to read, so let's change that too.
| | 02:04 |
I can click and drag with the mouse again,
except this time, instead of going to the
| | 02:08 |
Table menu, I can just format my text like
I could in any other way, right from this menu.
| | 02:15 |
So the first thing I want to do, is change
the text color.
| | 02:18 |
I'll make it white, so it's a little
easier to read.
| | 02:21 |
I'll make it bold faced and I'll also make
it bigger.
| | 02:24 |
That looks a lot nicer.
Now I'm going to change this.
| | 02:28 |
If I click and drag the remaining cells
I'm going to go back up to table, back to
| | 02:32 |
table properties and I'm going to change
the cell background color and I'll make it
| | 02:36 |
a little bit lighter so it's an offset
color.
| | 02:40 |
Now I could also change the cell padding
here, that is the amount of wide space
| | 02:45 |
that is in between the text of each cell.
So, if I thought my text was cramped
| | 02:50 |
together and it was a little hard to read,
I could space it out a little bit more.
| | 02:54 |
I am not going to change that right now,
but I did want to show you that, that
| | 02:57 |
option is there, and I will click Okay.
Now I can see I have a nice looking table.
| | 03:03 |
I can do some more with this text if I
wanted to.
| | 03:05 |
For example, I could center align it or
even right align it.
| | 03:09 |
So I can format the text exactly like I
could in any other way.
| | 03:13 |
It doesn't matter that it's in a table.
So now that we have our table all set up,
| | 03:17 |
we can change it around if we wanted to.
For example, if I move my mouse and hover
| | 03:22 |
it right over this line where the two
columns meet, I can click and drag with my
| | 03:26 |
mouse and slide it to change the width of
the cells.
| | 03:31 |
I can also delete and add columns and
rows.
| | 03:35 |
So, I put my cursor where I want it, come
up to table.
| | 03:39 |
And I have all these choices.
I can insert a row above the one that's
| | 03:42 |
currently selected, a row below the one
that's currently selected, or I can even
| | 03:46 |
insert columns.
So if I insert a row, it appears below
| | 03:51 |
where I had my cursor.
I can come back up to Table, and insert a
| | 03:56 |
column to the left of where I had my
original column.
| | 04:00 |
And don't forget, I can click and drag and
make it bigger.
| | 04:03 |
I can also delete columns.
If I come to table and choose delete
| | 04:07 |
column, it's going to delete the column
that my cursor was in.
| | 04:11 |
I can delete rows also, by placing my
cursor in my empty row that I created.
| | 04:16 |
Select delete row.
I could also delete the entire table,
| | 04:19 |
which I'm not going to do.
But I can click on Table and select Delete table.
| | 04:24 |
This will remove it all.
Now it's important to note, that if I
| | 04:27 |
clicked and dragged with my mouse, and hit
the Delete key, all it does is delete the text.
| | 04:33 |
It's not actually going to delete those
cells.
| | 04:36 |
So that's how you work with tables in
Google g/ documents.
| | 04:40 |
| | Collapse this transcript |
| Working with styles| 00:00 |
Here's my company information document,
and I have some headers here.
| | 00:04 |
I have company information, slogans,
mission statement, and company description.
| | 00:09 |
These are solid dividers in my document.
To make them stand out, you might be
| | 00:14 |
tempted to simply increase the font and
make it bold faced.
| | 00:18 |
It stands out, but it's still set to the
normal text style.
| | 00:21 |
So, you really can't do much with it after
that.
| | 00:25 |
I'm going to click the Clear Formatting
button to get this back to the way it was,
| | 00:28 |
because I'm going to show you some things
you can do with styles.
| | 00:32 |
I'm going to click and drag this text,
come over here to the Styles menu and
| | 00:36 |
select Heading 1.
It's going to make it larger and stand
| | 00:40 |
out, only now it's set to a style.
I can do the same thing with these headers.
| | 00:45 |
I'm going to highlight slogans, come up
here and choose Heading 2.
| | 00:49 |
Each heading gets progressively smaller,
this way you can clearly organize your
| | 00:54 |
document and you're using pre-defined
styles from Google.
| | 00:58 |
Now, I've set these all to Heading 2,
because they're natural dividers, and they
| | 01:02 |
should be the same size.
This text here, which is the body text of
| | 01:07 |
my document, is still set to Normal text.
Now, I'm going to show you how we can
| | 01:12 |
change this in a minute.
Let's say that I just don't like the
| | 01:15 |
default font that Google Documents gives
me, and I'd like to change it.
| | 01:19 |
I can.
I can click and drag, highlight this
| | 01:22 |
entire paragraph, and get it all set up
the way that I want.
| | 01:26 |
I might want the font to be a little bit
bigger, or even a different font altogether.
| | 01:31 |
And I might want to change the line
spacing to one and a half.
| | 01:34 |
Here's my new paragraph.
Now, as you can see, it's different than
| | 01:38 |
this one.
I want to update all the body text of this
| | 01:41 |
document all at once.
I can do that by changing the style.
| | 01:47 |
I'm going to come up here with my text
highlighted to style menu, select Normal
| | 01:50 |
Text and click the arrow next to it.
Next I'm going to select update normal
| | 01:56 |
text to match.
This is going to update the entire
| | 02:00 |
documents worth of normal text.
So, anywhere in my document where I had my
| | 02:04 |
text set to this style, it's going to be
automatically updated.
| | 02:09 |
Now, here's why it's a great idea to do
headers.
| | 02:11 |
I can do the same thing, if I wanted to
change this font to Georgia also for my headings.
| | 02:18 |
I change it to Georgia and maybe I want to
change the size also.
| | 02:22 |
If I had still set this to that normal
text, it would've been updated and I
| | 02:25 |
would've had to start all over again.
But because I'm updating this heading, and
| | 02:31 |
my slogans, mission statement and company
description text has also been set to
| | 02:35 |
Heading 2, I can do the same thing.
I'm going to come down to Heading 2, click
| | 02:41 |
the arrow next to it, and select Update
Heading 2 to match.
| | 02:45 |
Now, I've instantly changed the same font
for that heading.
| | 02:50 |
This is why using headings in documents
and styles is a great way to update
| | 02:54 |
everything all at once.
Now, there's still some more things you
| | 02:58 |
can do.
Let's say that you really like the way
| | 03:00 |
this looks.
It fits your company's look and feel, and
| | 03:03 |
it's a good way for you to do documents.
You can have this be the default styles
| | 03:08 |
for any document you make going forward.
Let's click back on that Styles toolbar,
| | 03:14 |
select Options and click Save As My
Default Styles.
| | 03:19 |
We've now saved these styles.
So, when I create a new document, I can
| | 03:23 |
have this across any new document that I
create.
| | 03:27 |
Now, let's say that the opposite holds
true.
| | 03:29 |
We've saved it; we've used it for a while;
and then you've decided it's just not
| | 03:33 |
working for you anymore, and you miss the
default font that Google Drive gave you.
| | 03:38 |
Or you can reset your styles back to what
they were.
| | 03:41 |
I'm going to come back up here to my
Styles menu, go to Options, and at any
| | 03:44 |
time, I can choose Reset Styles.
This is going to put them right back to
| | 03:50 |
what they were, how it comes right out of
the box with Google Documents.
| | 03:54 |
So, if you haven't played around with
Styles before, hopefully I've convinced
| | 03:58 |
you that you can edit your document very
quickly and save yourself a lot of
| | 04:01 |
highlighting and copying and pasting to
get text the way you want, if you can use Styles.
| | 04:08 |
| | Collapse this transcript |
| Preferences, margins, spelling, and translating| 00:00 |
There's just a few more things I want to
show you that you can do in Google Documents.
| | 00:04 |
The first one, is checking spelling and
turning off the ability to check spelling.
| | 00:09 |
As you can see here, I've got this word
underlined in red.
| | 00:12 |
That means that Google Docs thinks that
it's a misspelled word.
| | 00:16 |
Any time I see a word underlined in red, I
can right click on it and I'll get a few options.
| | 00:21 |
It's going to automatically make some
suggestions for me.
| | 00:24 |
I can either accept those suggestions.
In this case, it's a company name.
| | 00:29 |
So I'm going to check add to dictionary,
so that it knows that it's always the
| | 00:32 |
right spelling, and don't flag it anymore.
Here's another word.
| | 00:37 |
I can right click on it, and separate it,
by choosing the suggested word.
| | 00:42 |
If I didn't want to have my document be
spell checked at all, I can come up here
| | 00:46 |
to view from the menu and uncheck show
spelling suggestions.
| | 00:51 |
Now, it will never show me any red
underlined word.
| | 00:53 |
There is no tool to sweep through the
document at once and check the spelling.
| | 00:58 |
So if I do want it back, I have to come
back and turn it back on again.
| | 01:02 |
Now, you can also have Google Documents,
replace words for you.
| | 01:07 |
I'm going to show you that in the
preferences.
| | 01:10 |
To get to Google Documents preferences,
select tools from the file menu, and
| | 01:13 |
choose preferences.
So there's just a few options in here.
| | 01:18 |
The first one is to use something called
smart quotes, which, it just shows a nicer
| | 01:21 |
font for the quotes; they're curved
instead of straight.
| | 01:25 |
I can also have Google documents
automatically detect links for me, I'll
| | 01:29 |
show you that one in just one second, and
then I can have it automatically
| | 01:32 |
substitute one particular bit of text for
another one.
| | 01:37 |
For example, if I type in any of these
fractions, Google documents will
| | 01:41 |
automatically change them to a much nicer
formatted looking fraction.
| | 01:47 |
It can do the same thing with arrows, and
if i scroll up I can see all of the other
| | 01:50 |
things it can change it to.
It can add a copyright or a trademark, so
| | 01:54 |
I'll show you what it means about the
lengths.
| | 01:56 |
I'm going to come up here and type my url.
When I hit enter it's going to turn into a
| | 02:01 |
smart link.
Now, it has automatically detected it so
| | 02:05 |
anybody who looks at this document can
click on this and go to the website.
| | 02:09 |
I can left click with my mouse, and I'll
get a menu.
| | 02:12 |
I can either remove the link or change it.
And I can change that body text also.
| | 02:17 |
I'm going to click change.
And I can change the text that displays.
| | 02:22 |
For example, I can change it to, visit our
website.
| | 02:26 |
The link is still the same.
And if I hit okay.
| | 02:29 |
It's now a hyperlinked text.
And I didn't need to know any code to be
| | 02:32 |
able to do this.
So we've talked about preferences.
| | 02:36 |
We've talked about spell checking.
Let's talk about page margins and page setup.
| | 02:41 |
I can come to file, scroll down and choose
page setup.
| | 02:45 |
And here is where I'm given some options
that you'll see in other word processing programs.
| | 02:49 |
For example, I can change the orientation
of the paper form portrait to landscape.
| | 02:54 |
I can even choose the paper size.
I can change the background of the paper
| | 02:59 |
color, for example if I wanted a gray
background instead of white, and I can
| | 03:02 |
change the margins.
Click Okay, and you'll see all your changes.
| | 03:09 |
I can see the background has been changed
and it's just a little wider now.
| | 03:13 |
Finally, another cool thing I can do with
Google Documents, is I can translate it.
| | 03:18 |
This is useful if you have an entire
document written, but you need to send it
| | 03:21 |
to somebody in a different language.
With the document open, I can select Tools
| | 03:26 |
> Translate Document.
I can give it a document title.
| | 03:31 |
It defaults to translated copy of or I can
also put what language it's in.
| | 03:35 |
How about French version of company
information.
| | 03:39 |
From the drop down menu in translate into,
I can choose the language that I want it
| | 03:42 |
translated into.
I'll choose French.
| | 03:45 |
Click translate.
And in a few seconds, I'll be brought to a
| | 03:48 |
nicely translated version of my document.
It's in Google docs, so I can simply find
| | 03:54 |
it in my drive and send it to whoever I
need to, so that's how you go through the
| | 03:58 |
last few neat things in Google docs.
Take the time.
| | 04:03 |
Go through all these options.
See everything that you can do.
| | 04:06 |
This is a fantastically thorough word
processing program the thou can use online.
| | 04:11 |
Create files and send them to anybody.
| | 04:14 |
| | Collapse this transcript |
|
|
5. Working with PresentationsCreating a presentation and adding text| 00:00 |
This chapter is all about creating
presentations with Google Drive.
| | 00:05 |
Now you can create a presentation like
Microsoft Power Point or Macintosh's Keynote.
| | 00:09 |
It's the same thing, except it's online
and it's all Google.
| | 00:13 |
To create a presentation, from the root of
your Google Drive, click the red Create
| | 00:16 |
button and choose Presentation.
Now the first thing you have to do is
| | 00:21 |
select a theme for your presentation.
You're given a lot to choose from right
| | 00:25 |
out of the gate.
So scroll through them and find the theme
| | 00:28 |
that best chooses the theme of what you're
actually giving your presentation about.
| | 00:33 |
I'll choose the Wave theme.
I'll click Wave, click the blue OK button,
| | 00:37 |
and my presentation gets created.
Now, this presentation saves right away.
| | 00:42 |
As I can see up here, just like Google
Docs, all changes are saved in drive.
| | 00:47 |
When we created that theme, it
automatically saves it to our drive.
| | 00:51 |
So the first thing that we need to do is
give it a title.
| | 00:54 |
Otherwise, we'll end up with lots of
untitled presentations in our Google
| | 00:57 |
Drive, which will get really confusing.
When we're looking for our specific presentation.
| | 01:03 |
So I'm going to click untitled
presentation, and I'm going to give it a name.
| | 01:07 |
I'll call it Company Information.
Type your title, and click the blue OK button.
| | 01:12 |
You can also file it right in
presentations by clicking the folder icon
| | 01:15 |
next to the title, and choosing Move To.
You can choose a drive.
| | 01:20 |
I'm going to to select new higher manuals.
Click move, and your presentation will get filed.
| | 01:26 |
So now we're ready, to add to our slide.
I can see these two place holders here,
| | 01:31 |
click to add title, and click to add
subtitle.
| | 01:34 |
Over here on the left, even though we're
going to go over the interface in the next
| | 01:37 |
chapter, I can see that there's currently
no text in it.
| | 01:41 |
That's because this text here is just a
place holder.
| | 01:43 |
It won't show up in the final
presentation.
| | 01:46 |
But it's telling me what to do.
So to add my title to the slide, I'm just
| | 01:49 |
going to click right where it tells me to.
The cursor changes to a blinking cursor
| | 01:54 |
and I can now start typing.
I'm going to type the title of my
| | 01:57 |
presentation because this is the title
slide.
| | 01:59 |
I can see over here on the left that it's
updated with the new information and I can
| | 02:04 |
also see up here that my last edit was
seconds ago and that change has been saved immediately.
| | 02:11 |
Now, when I'm done with this line, don't
hit the enter key.
| | 02:14 |
If I hit the enter key right now, it's
going to move it up so I can continue to
| | 02:17 |
type, and that's not what I want.
I want to move to the next placeholder.
| | 02:22 |
So instead of hitting the enter key when
I'm done typing, I'm simply going to click
| | 02:25 |
again into this subtitle placeholder.
I can type my name, or the name of the
| | 02:30 |
company, or I could just leave it blank if
I wanted to.
| | 02:34 |
The content of that placeholder, where it
said click here to edit subtitle, will not
| | 02:38 |
show up in the final slide.
Just like this blue line isn't going to.
| | 02:42 |
In fact, if I click off the slide it
disappears and I can see what my final
| | 02:45 |
slide is going to look like.
To create a new slide i can come up here
| | 02:50 |
and click insert, new slide.
I'll get a new slide after my title slide,
| | 02:55 |
and here are some more place holders.
I can click to add the title and I can
| | 02:59 |
come down here and start adding some text.
I can hit the enter key to move down to
| | 03:04 |
the next line.
And then finally I can bullet point my
| | 03:08 |
slides or highlighting the text just like
I could in Google Docs, in creating a
| | 03:12 |
bulleted list.
Now that's enough for now because we're
| | 03:16 |
going to go into the interface in a little
bit and how to add slides, but for now I
| | 03:19 |
want to close out of this.
So to get out of my presentation, I'm
| | 03:24 |
going to click the arrow to go back to
Google drive on the top left-hand side.
| | 03:29 |
So remember, we saved this file in a
folder.
| | 03:32 |
So I am going to go over to my drive, find
my new Higher Manuals folder, which is
| | 03:36 |
where I saved it, and now you can see my
company information presentation.
| | 03:41 |
I can tell by the icon that it's a Google
presentation.
| | 03:44 |
To get back into it I simply click.
It takes me right back into my
| | 03:47 |
presentation where I left off.
So up next, we're going to cover inserting
| | 03:51 |
slides, rearranging them, navigating the
interface, and working with text and more.
| | 03:57 |
| | Collapse this transcript |
| Navigating the interface| 00:00 |
Now that we've got a small presentation
created, let's go over the interface of
| | 00:04 |
Google Presentations.
I always start at the top left and work clockwise.
| | 00:10 |
So, here's my link back to Google Drive,
once I have my presentation open.
| | 00:14 |
I can also click on the title name, to
change the title of my presentation at any time.
| | 00:19 |
I can star the presentation, and I can
even file it to a different folder in my
| | 00:23 |
Google Drive.
Moving over to the right, I can click the
| | 00:27 |
drop-down arrow next to my name, and I can
view my Gmail account, see which one I'm
| | 00:31 |
signed in as, view my profile, I can add
another account if I have another Gmail
| | 00:34 |
account and I want to switch between the
two.
| | 00:40 |
And I can also sign out of my Google Drive
account altogether.
| | 00:44 |
I can also chat with people, if I'm
collaborating simultaneously with other
| | 00:48 |
people in this presentation and we'll talk
about that in later chapters.
| | 00:54 |
Here is where I go when I'm actually ready
to present my Google presentation.
| | 00:59 |
We'll be talking about that later, too, as
well as how to add comments to our presentation.
| | 01:04 |
Finally, I can share this presentation so
that I can start working on it,
| | 01:07 |
collaboratively with other people.
Going all the way down to the bottom,
| | 01:12 |
here's where I can click, if I wanted to
add speaker notes to my presentation.
| | 01:16 |
Speaker notes, is where I can type in some
reminder text about things that I want to
| | 01:20 |
say during my presentation, but I don't
want the audience to see it when I'm presenting.
| | 01:26 |
Going around to the left-hand side, here's
the slide view where I can click, to go
| | 01:30 |
back and forth between all the slides that
I currently have in my presentation.
| | 01:35 |
Coming up here to the top, this is the
File menu.
| | 01:39 |
If I click File, here's where I can change
attributes about the actual presentation file.
| | 01:45 |
For example, I can rename it, make a copy
of it, see the revision history and even
| | 01:49 |
download it.
The rest of these tool bar tools, is to
| | 01:53 |
actually work inside the presentation
itself.
| | 01:56 |
For example, I can insert things like
lines, and word-art, and videos, I can
| | 02:00 |
insert slides, I can format the text
inside the slides, and I can change the
| | 02:04 |
order of objects that are on the slides
themselves.
| | 02:10 |
Over here, is where I can click to see any
revisions that I've made to my slides.
| | 02:15 |
We'll talk about revisioning later.
So for now, I'm going to click this X, in
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the top right hand corner to close out of
the revision history.
| | 02:22 |
Moving down, here's the toolbar, this is
an easy way to do things like adding
| | 02:27 |
slides, zooming into my slides and working
with things like text boxes and images.
| | 02:34 |
I can also change the background, layout,
theme, and I can add transitions to my
| | 02:38 |
slides anytime.
Finally, I can actually edit my slide by
| | 02:42 |
clicking in the text box placeholders,
that are in those slides themselves.
| | 02:48 |
So, up next, we're going to talk about how
to add, delete, and rearrange slides, so
| | 02:51 |
that we can really start building our
presentation.
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| Inserting, deleting, and rearranging slides| 00:00 |
Let's start creating some more slides to
start fleshing out our presentation.
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Now, there's a few ways that you can
insert slides.
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From up here on the File menu, you can
choose Insert > New Slide.
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Or you can click this new slide button
here that's in the red button on the top
| | 00:15 |
left hand side.
Lastly, you can right-click underneath the
| | 00:20 |
previous slide, and select New Slide.
Any one of those will get you a new slide.
| | 00:26 |
Now remember these placeholders here where
we can click to add a title, and click to
| | 00:29 |
add a text.
You may not need or want this placeholder
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for whatever particular slide you're
creating.
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You can change that.
You can change the layout by coming up
| | 00:40 |
here and selecting Layout on the top menu.
You can have a layout be just a title.
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A title and a body, which is what the
default slide is.
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A title and two columns, maybe if you're
doing a comparison of something.
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A title only.
This is good if you want to add an image
| | 00:56 |
and have a title to go with it.
A caption slide, which is if you want a
| | 01:00 |
small caption to go along with your image.
Or just a blank slide so that you can add
| | 01:06 |
all your own options to it entirely.
It's up to you, and you can also change
| | 01:11 |
the layout at any time.
I can also change the layout of my slide
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by right-clicking, choosing Change Layout
and selecting the layout that I want for
| | 01:20 |
the slide.
So I'm going to come in here on the slide
| | 01:23 |
and start adding some more content.
I can add my text, make it bulleted if I
| | 01:28 |
want by highlighting all the text, coming
up here, and selecting Bulleted List.
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I can also copy the slide.
I can right-click and select Duplicate Slide.
| | 01:40 |
This is going to give me an exact copy of
the slide that I just made.
| | 01:44 |
From here I can come in, highlight and put
in my new text.
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This is useful when you've got the
formatting all set up the way you want it
| | 01:52 |
and you don't want to have to change it.
And I'll add one more.
| | 01:57 |
Now that we've got some slides here we can
jazz them up in a bit and make them look a
| | 02:01 |
little more exciting, but for now I
want to show you how to rearrange and
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delete them.
To rearrange a slide at any time, I can
| | 02:09 |
select that slide, click and hold down the
mouse and drag it in whichever direction I
| | 02:13 |
want to put it.
I can let go when the black line is in
| | 02:18 |
between the slides that I want to place
that slide in between.
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If I let go with the mouse, my slide will
appear where I've dragged it.
| | 02:27 |
I can move multiple slides at the same
time, by clicking on a slide, hitting the
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Shift key, and selecting another slide.
Notice that they're both highlighted now.
| | 02:37 |
Now I can click and drag with my mouse,
and it's letting me know that it's
| | 02:40 |
going to move two slides instead of one.
I can even move the title slide anywhere I
| | 02:45 |
want, it's really up to me.
To delete a slide, I can right-click with
| | 02:50 |
my mouse and choose Delete Slide.
The slide will then be gone.
| | 02:55 |
So, up next, we're going to learn how to
format text within the slide.
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And how to change layouts when there's
text already on the slides.
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This will make them look a little more
interesting.
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| Formatting text and changing layouts| 00:00 |
This chapter is all about formatting the
text that exists on your slides.
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Here's my slogans page.
Now there's three slogans, and they're
| | 00:08 |
kind of hard to read, and they don't look
that interesting.
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Now let's suppose this text is on this
slide because we want people to choose a
| | 00:16 |
slogan, out of these three.
So we want them to really stand out.
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I'm going to make them all look very
different.
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The first thing I'm going to do is click
and drag and highlight all the text, and
| | 00:27 |
unbullet it.
I'm going to come up here and deselect the
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bulleted list.
Next, I'm going to put my cursor at the
| | 00:35 |
end of all the text and put an empty space
in between each sentence.
| | 00:40 |
Now I can format the text by clicking and
dragging over the text that I want to
| | 00:44 |
format and coming over here to my Format
toolbar.
| | 00:48 |
Now this should look pretty familiar to
you.
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It's the same type of toolbar that was in
the Google document section.
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You have some more options like inserting
things like Text boxes and Images and
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we're not going to worry about those for
now.
| | 01:00 |
Right now we are just formatting text.
So the first thing I'm going to do is
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change the font.
I'm going to click the Menu underneath the
| | 01:07 |
Font and I can scroll through and see a
sample of what each font is going to look like.
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I can choose any font and see how it's
going to look.
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For example, I can type a fancy cursive
one.
| | 01:19 |
And it's going to be a little hard to read
against that blue background.
| | 01:22 |
So I'm going to change the text color to
white.
| | 01:25 |
I can click off and see what its going to
look like.
| | 01:27 |
I'm going to highlight this next batch and
choose a completely different font.
| | 01:32 |
This time I'll choose Impact.
I'll leave that one dark because I want
| | 01:36 |
them to look completely different.
Now again, I could use any of these.
| | 01:40 |
I can increase the indent to the text, I
can decrease the indent I can make them
| | 01:44 |
numbered instead of bulleted if I wanted
to.
| | 01:48 |
Finally, I'm going to change the font on
this one, and this time I'm going to
| | 01:51 |
change the background of it.
So, if I come up here, I can hover my
| | 01:55 |
mouse over any of these options if I
want to find out what they do.
| | 01:59 |
This one changes the background color, and
I'll change the background to white.
| | 02:03 |
So now they all look very different.
You could go through all of your slides
| | 02:08 |
and get them all set up exactly the way
you want to by simply selecting the text.
| | 02:14 |
Now, the last thing I want to show you is
how to change layouts.
| | 02:17 |
I showed you how you can create a slide
and change the layout when you create the slide.
| | 02:22 |
But in that case, there was never any
existing content.
| | 02:25 |
And you can even create a slide on the fly
using different layout by clicking this
| | 02:29 |
drop-down arrow.
This way, you can choose a new slide with
| | 02:33 |
a preset layout already in it.
Let's take this executive team though.
| | 02:38 |
We thought about it, this slide looks
really plain, we'd like to add an image to it.
| | 02:43 |
So lets change the layout of the slide so
it'll be easier to add an image to it later.
| | 02:48 |
I'm going to right-click on that slide,
select Change Layout, and this time I'll
| | 02:52 |
choose Caption.
So as you can see, it took the existing
| | 02:56 |
text that I had, and placed it at the
bottom of the slide.
| | 03:01 |
I can do the same thing to this one.
Select Change Layout, an choose Caption.
| | 03:06 |
I could change them to whatever I wanted.
For example, if I wanted a title in two
| | 03:09 |
columns, it would take my existing text,
put it over here and give me a new column.
| | 03:15 |
I can change layouts as many times as I
want with whatever text I already have in
| | 03:19 |
that slide.
So these slides are getting ready to look
| | 03:23 |
a little better.
They're not quite there yet but at least
| | 03:26 |
they're a little more interesting than
they were.
| | 03:28 |
Up next, let's change the background to a
slide.
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| Changing backgrounds and adding objects| 00:00 |
Our presentation is well on its way.
But it still looks a little lacking.
| | 00:04 |
It needs some color.
We can actually change the background
| | 00:07 |
color of some slides, or all of them.
And we can even add a picture to the background.
| | 00:13 |
And that's what were going to do right
now.
| | 00:14 |
I'm on my energy sources slide.
And I'm going to right click that slide,
| | 00:18 |
and choose background.
I can change the color very easily by
| | 00:22 |
simply clicking on the triangle next to
the color square, and choosing a new color
| | 00:25 |
for the background.
In this case though, I'm going to choose
| | 00:29 |
an image.
Click choose, next to image, and you'll be
| | 00:33 |
brought to the insert image dialogue.
Now you have a few options.
| | 00:38 |
I can click upload, here on the top left
hand side.
| | 00:41 |
And I can drag an image to it, or, click
the blue choose an image to upload button,
| | 00:45 |
and I'll be brought to the standard browse
dialogue box so that I can choose an
| | 00:49 |
imagbe right from my computer.
I could also choose by URL, here on the
| | 00:55 |
left, and paste in a URL, maybe I've got
an image shared somewhere online, or, on a
| | 00:59 |
site like flickr.
I can also pick an image right out of my drive.
| | 01:07 |
Remember, Google Drive is also file
storage.
| | 01:10 |
So it makes sense that I might have a
folder with lots of photos and pictures in it.
| | 01:14 |
In this case, I do.
So I'm going to browse to my folder.
| | 01:18 |
Find an image that I think would look nice
on the slide.
| | 01:21 |
Select the image, and then click the blue
select button.
| | 01:24 |
My slide background is going to change.
I get a preview of how it's going to look,
| | 01:29 |
and if I like it I can click the blue done
button.
| | 01:32 |
I can also click apply to all if I wanted
to change the background of every slide.
| | 01:38 |
In this case, I'm just going to set it to
this one slide, at any time if I decide
| | 01:41 |
that I don't like this picture or don't
want it there anymore, I can always right
| | 01:45 |
click my slide, choose background.
I'll be brought back to this screen and I
| | 01:51 |
can simply choose reset.
That will put it back to the same blue
| | 01:54 |
background that it made on every other
slide.
| | 01:58 |
When I'm happy with the way this picture
looks, I'm going to pick the blue done
| | 02:01 |
button, and I'll be brought to my slide.
Now, that looks much better.
| | 02:05 |
And it brings some welcome color to these
slides.
| | 02:08 |
However, this text is a little hard to
read.
| | 02:11 |
That's okay.
We can move the text box.
| | 02:14 |
I'm going to click inside this text box.
And when I see my blue guidelines.
| | 02:19 |
If I hover my mouse over that line, I'll
get a crosshair.
| | 02:21 |
I can now click and drag with the mouse.
And it will cause me, to move, the entire
| | 02:27 |
placeholder, somewhere else on the slide.
So I'm going to move it.
| | 02:31 |
Slide it around.
Get it to a place that it looks good.
| | 02:35 |
I can click off the slide.
Now that looks fantastic.
| | 02:38 |
There's one more thing I want to show you,
to add some clip art.
| | 02:42 |
I'm going to come back to this slogan
slide.
| | 02:45 |
Remember now we wanted to let everybody
know that they could choose a slogan.
| | 02:49 |
So I'm going to come up here to my insert
menu and I'm going to insert a shape.
| | 02:54 |
I have a bunch of shapes I can choose
from.
| | 02:57 |
I have all sorts of canned shapes, I have
three dimensional shapes, squares,
| | 03:00 |
rectangles everything.
I have arrows.
| | 03:04 |
equations and call outs.I'm going to use a
call out because i want to call attention
| | 03:08 |
to this slide, i am going to chose the
cloud call out, and when i can see the
| | 03:12 |
cross air icon, i am going to click and
drag, and draw the shape of my call out
| | 03:16 |
,when i let go of the mouse, it gets
created and now i can drag this anywhere i
| | 03:20 |
want on the slide.
I can also click and drag the corners to
| | 03:27 |
resize it.
I can then click inside of it, and I'll
| | 03:31 |
get prompted to add some text.
I can type my text, highlight it and
| | 03:36 |
format it just like I could any other
text.
| | 03:41 |
I can change the colors, I can change the
size, click off of it...
| | 03:46 |
And I can see what my slide looks like.
So this is some easy ways to add images
| | 03:51 |
and much needed color to your slides.
| | 03:54 |
| | Collapse this transcript |
| Adding and formatting images| 00:00 |
So far, we've added some much needed color
to our slides, by adding pictures.
| | 00:04 |
We created a background picture in this
slide, and used an image as a call out in
| | 00:08 |
this one.
Let's start adding some real photos to
| | 00:12 |
these slides.
There's two ways to insert an image.
| | 00:15 |
The first one is to select Insert from the
File menu and choose Image.
| | 00:20 |
This is going to bring us back to the
Insert Image dialog box, in which we had a
| | 00:24 |
choice to either upload an image directly
from our computer, by URL, say, if we had
| | 00:28 |
an image from a source like Flickr, or any
other online storage.
| | 00:35 |
You can take a snapshot if you actually
had a camera detected on your machine.
| | 00:40 |
Or you can pluck the image right from your
Google Drive.
| | 00:43 |
That's what I'm going to do, because I
have a folder that contains all the images
| | 00:47 |
that I want to use for my presentation.
So, I'm going to browse over to my
| | 00:51 |
employee images section, and I'll first
select my picture of Simon.
| | 00:56 |
Select it, and choose the blue Select
button.
| | 00:59 |
Now, remember, we change the layer of the
slide to be an image with the caption.
| | 01:04 |
So, when we insert the image, it's already
nicely sized for the slide.
| | 01:08 |
Let's add sally's picture.
The second way to insert a image skips one
| | 01:12 |
step, all we have to do is click image
from toolbar.
| | 01:16 |
I am going to choose sally's image, click
the blue Select button again, and it will
| | 01:20 |
get dumped on the page.
Now, we have to arrange these pictures
| | 01:24 |
because we can't see Simon.
Take your mouse over the picture, and you
| | 01:28 |
can drag it anywhere you want over the
slide.
| | 01:31 |
You can also re-size the image any time by
clicking on the diagonal crosshairs, and
| | 01:35 |
dragging with your mouse to make the image
bigger or smaller.
| | 01:40 |
I'm going to make both images a little bit
bigger.
| | 01:43 |
Now that they're sized correctly, there's
a couple more things we can do.
| | 01:46 |
We can change the order of these pictures.
For example, if I click on this picture
| | 01:51 |
and I want the entire picture to be in the
slide, I can right-click the picture,
| | 01:55 |
choose Order, and select Bring to Front.
That brings the layering of this picture
| | 02:01 |
over Sally's picture.
Alternatively, if it came this way and I
| | 02:06 |
wanted all of Sally's picture to be
forward, I can right-click, choose Order,
| | 02:10 |
and select Send to Back.
Let's do that one more time on this slide.
| | 02:15 |
I'm going to add three more pictures
quickly.
| | 02:18 |
I'm going to do the same thing.
I'm going to move these pictures over, so
| | 02:22 |
that they look nice on the slide, and
resize them.
| | 02:25 |
I still need to make sure that I can see
my text, so, I have to be careful how big
| | 02:28 |
I make these pictures.
But they should certainly all be able to fit.
| | 02:33 |
Now, you can see the problem here, we
can't see Junes face because she's being
| | 02:36 |
blocked by this picture.
So, I can either bring this picture
| | 02:40 |
forward or send this one back.
It really doesn't matter.
| | 02:44 |
I can right click, choose Order and select
Bring to Front.
| | 02:49 |
Now, I can see the picture.
So, now, our presentation is really
| | 02:52 |
starting to take shape.
We have images, text, bullet points and
| | 02:56 |
call outs.
| | 02:57 |
| | Collapse this transcript |
| Starting the presentation| 00:00 |
Now that we're done with our presentation,
the only thing that's left to do is
| | 00:03 |
present it.
Now, before we start presenting it, let's
| | 00:07 |
add some add speaker notes.
Speaker notes is notes that the audience
| | 00:11 |
can't see, but we the presenter can, to
remind us to talk about certain things.
| | 00:17 |
You don't need speaker notes on every
slide.
| | 00:20 |
Just the ones that you think you may have
trouble remembering some key points.
| | 00:24 |
For example, here's our title slide.
The company information slide.
| | 00:27 |
I might want to add some notes to remind
the audience to turn off their cell
| | 00:30 |
phones, and that they'll be questions and
answers after the presentation.
| | 00:35 |
So I've selected my slide.
Down here at the bottom of the screen I
| | 00:39 |
can see click to add notes.
I'm going to click my mouse right inside
| | 00:42 |
that little box, and now we can start
typing my speaker note.
| | 00:46 |
For example, Q & A after the presentation,
please silence cell phones.
| | 00:52 |
I can then go through more lines, and add
some more speaker notes, for example, I
| | 00:55 |
might want to remind people when the
slogan contest ends.
| | 01:00 |
Now not every slide needs a reminder.
So I can go through and keep adding some more.
| | 01:05 |
Only I'm going to see these, so I can
write whatever I want.
| | 01:08 |
When I'm all done, I'm ready to present.
I'm going to put my cursor back on the
| | 01:12 |
starting slide.
And up here on the top right of the screen
| | 01:15 |
I can click the drop down next to present,
and I've got some options.
| | 01:20 |
I can present from the beginning of the
presentation.
| | 01:23 |
I can present with speaker notes.
Now, presumably, I've got my computer
| | 01:28 |
hooked up to a second monitor or a
projector.
| | 01:32 |
I need some means here of making sure that
the audience is going to be looking at a
| | 01:35 |
different window than I am.
That way, I can read my speaker notes.
| | 01:41 |
But the audience won't be able to see
them.
| | 01:43 |
If you're only using one screen, you won't
be able to use speaker notes.
| | 01:47 |
I can also choose to present in a new
window, which will leave this window intact.
| | 01:52 |
I'm going to choose to present from the
beginning.
| | 01:54 |
Because, in case we choose this, and
decide that we do need our speaker notes later.
| | 01:58 |
I'll show you how you can access that
screen.
| | 02:00 |
So I'm going to select Present from
beginning, and this is my presentation.
| | 02:05 |
This is what the audience is going to see,
although presumably, they're looking at it
| | 02:08 |
on a much larger screen.
I'm going to click down here on the bottom left.
| | 02:13 |
I can either click Exit to get out of my
presentation and back to the computer, or
| | 02:17 |
I can click on this gear to get into my
speaker notes.
| | 02:22 |
But before I do that, I can simply click
the screen if I want to go back and forth
| | 02:26 |
between my slides.
I can also use the left button on my
| | 02:30 |
keyboard to get to the previous slide, and
the right button on my keyboard to get to
| | 02:34 |
the next slide.
So let's click that gear, select Open
| | 02:38 |
Speaker Notes.
And here is a special screen that only I
| | 02:42 |
can see.
At the bottom of the screen, I can see a
| | 02:45 |
timer, which is the total elapsed time of
the presentation.
| | 02:49 |
I can also pause the timer at any time.
Click resume to keep it up again, or reset
| | 02:54 |
to start it over completely.
I can see the current slide that the
| | 02:58 |
audience is looking at.
I can see previous slides.
| | 03:02 |
And I can see the next slide.
Which is useful if I'm speaking, to know
| | 03:05 |
what's coming up next.
I'm on my slogan slide.
| | 03:09 |
So assuming that I'm going to be talking
about that.
| | 03:11 |
Here's where I can see my speaker notes,
to remind myself to tell the audience that
| | 03:14 |
the contest is ending in four days.
I can also quickly jump to any slide by
| | 03:19 |
using these drop down menus.
And selecting the slide that I want.
| | 03:23 |
When I'm all done, I can close out of this
window.
| | 03:27 |
And I can go back to my presentation.
So I can always use any of these three
| | 03:31 |
options to begin presenting with my Google
presentation.
| | 03:35 |
When I'm done, I can also click the back
button to get right back to my Google Drive.
| | 03:40 |
It's that easy to present with Google
Presentations.
| | 03:43 |
| | Collapse this transcript |
| Publishing to the web and exporting the presentation| 00:00 |
You've done your presentation.
It was a roaring success, and now you're
| | 00:03 |
ready to do more with it.
It doesn't have to sit there on your
| | 00:07 |
Google Drive.
You can either download it, and save it as
| | 00:10 |
a PDF or a JPEG, to share it with other
people.
| | 00:13 |
Or you can even publish it on the web so
anybody can see it who has a link.
| | 00:18 |
Now the great thing about doing this is
you're not giving people permission to
| | 00:22 |
view this as a Google presentation, and
edit it, and change it.
| | 00:27 |
They'll be able to see a nice light weight
read only version of this presentation.
| | 00:32 |
So your contents stay safe and you can
still change it at any time.
| | 00:36 |
So the first thing that we'll do is save
it as a PDF file.
| | 00:39 |
To do that with your presentation open
choose File > Download As, and you have
| | 00:44 |
lots of choices here.
You can download it as a Microsoft
| | 00:49 |
PowerPoint file, a PDF, an SVG file or a
number of graphics files like PNG or JPEG,
| | 00:54 |
and as a plain text file so that you'll
see text from all your slides.
| | 01:01 |
Let's save it as a PDF.
This is a really useful way to package a
| | 01:05 |
presentation to email it to other people.
Here's my PDF, it's very quick.
| | 01:10 |
I can see all my slides, they look
beautiful, there's no reduced quality, and
| | 01:14 |
now I can just save it.
As you can see, it's called
| | 01:18 |
companyinformation.pdf and it's all ready
to go.
| | 01:23 |
I'm going to go back to my window here.
Select File > Download As.
| | 01:27 |
And this time I'll choose JPEG.
It takes me to my downloads folder, and I
| | 01:31 |
can see the particular slide I was on
exported as a JPEG file.
| | 01:36 |
I'm going to close out of this and go back
to my slides again, because this is a
| | 01:40 |
great way to get a little clip of one
particular slide that you like.
| | 01:45 |
For example, if I wanted to tell my
company about this slogan contest, this is
| | 01:48 |
a fantastic slide to export.
So I'm going to choose File > Download as JPEG.
| | 01:54 |
It's going to get dumped into my downloads
folder, and here it is.
| | 01:57 |
I could take this JPEG file, and send it
out to all my employees.
| | 02:01 |
If I want to find it, it's in my downloads
folder.
| | 02:04 |
But what if you want people to be able to
see your presentation online?
| | 02:09 |
You can do that too.
It's called publishing to the web, and I
| | 02:12 |
can do that by going back to my File menu
and selecting Publish to the Web.
| | 02:17 |
So I can click Start Publishing.
And there's a little note here that says
| | 02:22 |
publishing a doc does not effect its
visibility option.
| | 02:26 |
What that means is, if I haven't shared
this file, then it still is safe.
| | 02:31 |
Nobody can see it.
What we're going to do when we publish it,
| | 02:33 |
is Google creates a nice lightweight
version of this that can't be edited.
| | 02:38 |
I get promted if I'm sure I want to
publish it.
| | 02:41 |
I'll click OK.
And I'll get my link.
| | 02:44 |
So here's what I can do.
I can take this link, copy it, and paste
| | 02:48 |
it into an email.
If I right-click with my mouse, I can
| | 02:52 |
select Copy.
And now I have a link that I can share to
| | 02:55 |
anybody I want.
I can also choose the size of my presentation.
| | 03:00 |
And I can automatically advance my slides
every second if I wanted to, or every minute.
| | 03:06 |
It defaults to every three seconds.
I can click close.
| | 03:10 |
And now that that link is saved, I can
email it to whoever I want.
| | 03:13 |
At any time, I can come up here to File.
Choose Publish to the Web.
| | 03:18 |
And select Stop Publishing.
I'm going to keep that open for one second
| | 03:22 |
though, because I'm going to come up here,
right-click, choose Paste, and I'll show
| | 03:26 |
you what that link looks like.
This is what people will see when they get
| | 03:31 |
my link.
It looks just like when we present our
| | 03:34 |
slide, except this is all they can do.
They can't actually edit my presentation,
| | 03:38 |
they can only watch it.
I'm going to hit the back button a few
| | 03:41 |
times so that I can go back to my
presentation.
| | 03:45 |
I'll go to File > Publish to the Web, and
now I'll choose Stop Publishing.
| | 03:49 |
I'm going to say okay, I'm definitely sure
I want to stop publishing it, and at any
| | 03:53 |
time I can come back here and click start
publishing again.
| | 03:58 |
So as you can see, there's lots of ways
that we can share this presentation once
| | 04:02 |
that initial presentation is over.
I can download it as a JPEG, each
| | 04:07 |
individual slide, that is, or I can
package the whole thing up as a PDF file.
| | 04:12 |
That's my favorite way to send a
presentation, because it's easy; it gets
| | 04:15 |
the entire presentation in, and I can
e-mail it to whoever I want.
| | 04:20 |
And I know they can't change it.
They can only view it.
| | 04:22 |
| | Collapse this transcript |
|
|
6. Working with SpreadsheetsCreating and naming a spreadsheet| 00:00 |
This chapter is all about spreadsheets.
To create a Google Spreadsheet in your
| | 00:05 |
Google Drive, click the red Create button
and select Spreadsheet.
| | 00:09 |
You'll be brought to a new blank
spreadsheet.
| | 00:12 |
It's currently unsaved because I haven't
entered any text, or I haven't changed any
| | 00:15 |
formatting yet.
We're going to go over the user interface
| | 00:19 |
in the next chapter.
So I'm not going to worry about that for now.
| | 00:22 |
But to get started right away entering
text.
| | 00:25 |
Simply place your cursor in any one of
these cells, and start typing.
| | 00:29 |
For example, I'm going to make my first
cell the column header.
| | 00:32 |
So I'm going to type first name.
To get to the next cell, I can either
| | 00:36 |
click on it with my mouse, or simply hit
the tab key on my keyboard.
| | 00:41 |
To get down to the next line, I can hit
the Return key on my keyboard.
| | 00:45 |
Now, as I'm typing, you'll notice at the
top it's telling me that all changes are
| | 00:49 |
saved in Drive because Google Documents
saves file automatically.
| | 00:55 |
I can see those changes by clicking on the
file.
| | 00:58 |
Now, we'll go over what all this means so
I'm not going to worry about it right now.
| | 01:02 |
I'll click the X in the corner to make
that go away, but I did want to let you
| | 01:05 |
know that it saves automatically.
However, we haven't actually given the
| | 01:09 |
spreadsheet a title yet, so it's currently
labeled as untitled spreadsheet.
| | 01:15 |
Now, to get back to your Google Drive, I
can simply click this black arrow.
| | 01:19 |
But I don't want to do that, because
otherwise, I could end up with tons of
| | 01:22 |
untitled spreadsheets cluttering up my
drive.
| | 01:26 |
Try to get in the habit of always giving
it a name if you know you're going to keep
| | 01:29 |
the document.
I can click right here to set the title.
| | 01:33 |
In the rename spreadsheet dialogue box, I
can give it a name.
| | 01:37 |
Give your spreadsheet a title, click the
blue OK button, and now you have a much
| | 01:41 |
clearer name of what your file is.
To get back to Google Drive, simply click
| | 01:46 |
the black arrow on the left hand side, and
now I can come down here, and see my file.
| | 01:51 |
There it is, user names.
If I really want to be sure what it is, I
| | 01:55 |
can look at the last modified date.
I can see that it was just now.
| | 01:58 |
I'm going to click back into it.
I can continue working on it whenever I want.
| | 02:03 |
I can also see when the last edit was
which is very helpful if you're trying to
| | 02:07 |
find a specific file.
In this chapter, we're going to go over
| | 02:11 |
looking at the interface of Google
Spreadsheets, formatting data, working
| | 02:14 |
with rows, columns, even adding our own
functions and formulas, and finally adding
| | 02:18 |
some charts.
| | 02:20 |
| | Collapse this transcript |
| Navigating the interface| 00:00 |
Here's a tour of the interface of Google
Spreadsheets.
| | 00:03 |
From the top of the screen, I can see the
title of the document.
| | 00:07 |
I can also star it directly in the
document, as well as move it to a
| | 00:10 |
different folder inside my Google Drive.
Going all the way over to the right, I can
| | 00:15 |
see the user name by clicking on the drop
down of my currently logged in Google account.
| | 00:20 |
I can view my account settings or my
profile.
| | 00:23 |
I can add another Google account to switch
to it.
| | 00:26 |
And I can also sign out of Google
entirely.
| | 00:29 |
I can add comments to this file.
And I can also share the file so that
| | 00:32 |
other people can see it.
I'm going to go all the way to the bottom
| | 00:35 |
left of the screen right now.
This is where I work with the sheets.
| | 00:39 |
I'm currently looking at one worksheet in
this spreadsheet.
| | 00:43 |
Now, you could have multiple sheets.
It's a tabbed interface.
| | 00:47 |
For example, this file right now has two
sheets.
| | 00:50 |
I can get to the next sheet by clicking on
the second tab.
| | 00:53 |
To add a new sheet, I can click this plus
sign to the left of the sheets and it will appear.
| | 00:59 |
I can change the order of sheets by
dragging and dropping them, and I can also
| | 01:03 |
name sheets by clicking black triangle
next to sheet name.
| | 01:08 |
I will get a menu, I can select rename and
give it a name.
| | 01:11 |
I can also duplicate the values of sheets.
This is good if I want to make some changes.
| | 01:16 |
But, keep another copy safe or make some
slight changes, and not have to bother
| | 01:20 |
retyping all my information.
I can select duplicate, and now I get an
| | 01:26 |
identical sheet.
All right, let's go back to the top of the
| | 01:29 |
screen for a second.
This is the File menu.
| | 01:32 |
If I click File, I'll get all the actions
that I can do to this particular file such
| | 01:37 |
as rename, make a copy.
See revision history, download it.
| | 01:42 |
Even email all the collaborators of this
document.
| | 01:45 |
The rest of these file menu options are
how to format and work with the actual
| | 01:49 |
data in the file itself.
We'll go over these when we talk about
| | 01:53 |
formatting text.
If I go down a level, this is the
| | 01:56 |
Formatting toolbar.
Now, I can hover my mouse over all these
| | 01:59 |
options to see what they do.
Which is how to format text, like make it
| | 02:04 |
bold, underline, change the size or the
font.
| | 02:08 |
I can also add borders to my cells.
I can even add charts right from here.
| | 02:14 |
This blank line here is where I actually
enter the data in the cell.
| | 02:18 |
You'll notice that if I click on a
particular cell, the cell outline gets
| | 02:21 |
highlighted where I currently am.
And that value that's in that cell data is
| | 02:25 |
brought up to the formula bar.
I can also type a formula directly in here
| | 02:30 |
by clicking my mouse, hitting the Delete
key, and typing any new text.
| | 02:36 |
I can come down to any cell and start
typing either in the cell itself, or up here.
| | 02:42 |
So, you can see all your cell data here.
I can click my mouse in any cell to see
| | 02:46 |
the contents of it, and I can change
anything I want by coming up here and
| | 02:50 |
typing the new text.
So, that's how easy it is to navigate a
| | 02:55 |
Google spreadsheet.
Up next, we'll learn how to format our
| | 02:58 |
text to make this look a little more
exciting.
| | 03:01 |
| | Collapse this transcript |
| Formatting cell data| 00:00 |
This spreadsheet on product sales has a
lot of really useful information, but I
| | 00:04 |
think we can format it a little nicer to
make it easier to read, quicker.
| | 00:09 |
So let's start formatting some cells.
Now you can make a change on an individual
| | 00:13 |
cell by simply clicking on that cell, and
formatting it using the tool bars.
| | 00:19 |
I can also click on Format from the File
menu and get the same options like Bold,
| | 00:22 |
Underline, font.
So I can make this Bold if I want,
| | 00:26 |
however, I can also change this entire row
very quickly.
| | 00:31 |
For example this is very quickly a header
row.
| | 00:34 |
There's no data in it, but the title of
what the contents of the cells are is in
| | 00:37 |
the header.
If I want those to be bold very quickly, I
| | 00:41 |
can simple click on the wand next to the
row, or whatever row I'm in, and it will
| | 00:45 |
select the row all at once.
Now, I can click on Bold and it will
| | 00:50 |
boldface the entire row.
I can do the same thing by clicking the
| | 00:54 |
column headers.
It will quickly select the column.
| | 00:58 |
Now I can also change the color of cells.
For example, I'll make these Product
| | 01:03 |
listings a different color.
I can come up here to my Formatting
| | 01:07 |
toolbar, change the Text Color to
something that we can quickly and easily read.
| | 01:12 |
I could make it bold faced if I wanted to
also.
| | 01:15 |
Now we're getting there, but it's still a
little hard to figure out what these
| | 01:17 |
numbers are.
Now, this is a Profit column, so these
| | 01:21 |
should be marked as currency.
We can do that by clicking and dragging
| | 01:25 |
all the cells that we want to change the
formatting of.
| | 01:29 |
I can come up to my Format toolbar, select
number, move to the right, and format this
| | 01:34 |
cell to whatever data the cell values
contain.
| | 01:39 |
I have lots of choices, for example I can
automatically round the numbers, I can
| | 01:43 |
have the spreadsheet do that for me.
I can change to currency, or rounded percentage.
| | 01:50 |
I can even click the arrow next to more
currencies, I've got lots of other options.
| | 01:55 |
I can change it to a Date format or a Time
format, and if I click more formats I have
| | 01:59 |
lots of choices to display the date.
You never know if a particular spreadsheet
| | 02:05 |
is going to have a certain need.
Say you're importing data into another program.
| | 02:09 |
They may have a very specific format that
the data needs to be arranged by.
| | 02:13 |
And you can use this method to get it to
how you need it.
| | 02:17 |
Now I have two choices for currency.
I can do Currency without a cent value.
| | 02:22 |
Or I can do it with a cent value.
In this case, I just have rounded numbers,
| | 02:26 |
so I'm going to click the without a cent
value.
| | 02:30 |
As you can see, it's added the commas and
the dollar signs.
| | 02:33 |
I didn't have to worry about that myself.
I can just concentrate on typing in the values.
| | 02:38 |
So here's my units sold.
Now, these values don't have any currency
| | 02:42 |
attached to them, but we can still change
the way they're arranged in the cell.
| | 02:47 |
For example, we can center them.
I can Click and Drag and highlight all the
| | 02:51 |
cell values that I want centered.
I can come up here and make a change.
| | 02:56 |
I can Left align them, Center align them,
or Right align them.
| | 02:59 |
If I change it to the center, it will
change every cell that I have highlighted.
| | 03:04 |
Now, this is starting to look much better.
There's one more thing I want to show you.
| | 03:08 |
It's very common to have a spreadsheet
that contains contact information.
| | 03:13 |
And usually, there's a zip code, it's very
frustrating sometimes when you enter in
| | 03:17 |
zip codes in spreadsheets.
Because, watch what happens when I enter a
| | 03:21 |
zip code that starts with a zero.
As soon as I hit Enter the 0 goes away and
| | 03:26 |
it best formatted differently.
That's because a lot of spreadsheets by
| | 03:31 |
default don't have the cells formatted as
straight tup text.
| | 03:36 |
We need to go in and change that.
I'm going to come back to this cell,
| | 03:40 |
select Format, hover my mouse over a
number.
| | 03:43 |
Go all the way down and select Plain text.
And, in fact, I could click on this entire
| | 03:49 |
column header and change it all at once.
Now, it's already changed but it's up to
| | 03:54 |
me to change it back.
That zero has been stripped from the value
| | 03:57 |
and I will have to reenter it.
Now, when I type 02813 and hit Enter, the
| | 04:01 |
value will stick.
It also tends to left align it when you
| | 04:05 |
set it as Plain text.
So I can come back up here, click my
| | 04:09 |
entire column header.
Come over to the alignment again, and
| | 04:13 |
right align it.
Now, that looks better.
| | 04:17 |
So that's a way that you can ease some
frustration when entering zip codes into spreadsheets.
| | 04:22 |
So go through your spreadsheet, decide
what needs formatting.
| | 04:25 |
You have lots of flexibility to get it all
set up just the way you want it.
| | 04:29 |
| | Collapse this transcript |
| Working with rows and columns| 00:00 |
This video is all about working with rows
and columns.
| | 00:04 |
For the first thing that we're going to
do, is insert a column into our spreadsheet.
| | 00:08 |
Now I do that by coming over to the column
that I want to insert the column, either
| | 00:11 |
to the left or the right of, and click the
triangle right in the top column header.
| | 00:17 |
I can then choose to insert a column one
to the left or one to the right of the
| | 00:21 |
selected column.
In this case, I'll choose one to the right.
| | 00:26 |
Now I have a new blank column, I can title
it whatever I want.
| | 00:29 |
Hit Enter and I can start working with it.
I do that the same way I want to insert a
| | 00:34 |
new row.
I do that by clicking the numbered row.
| | 00:38 |
Right clicking it, and selecting insert
one above, or one below.
| | 00:42 |
In this case, I'll insert one above the
existing header row.
| | 00:47 |
Now I have a new blank row that I can work
with.
| | 00:50 |
You'll notice that it pushes the numbers
down.
| | 00:52 |
We can do some more work with columns and
rows that way, by right clicking.
| | 00:56 |
For example, here's my column that I just
created.
| | 00:59 |
If I decide I don't want it any more, I
can click on the arrow again and I have
| | 01:02 |
some more choices.
I can delete the column entirely.
| | 01:07 |
I could also clear the column.
What that does is it will leave the column
| | 01:10 |
intact, but it will delete all the data
that's currently in that column.
| | 01:15 |
I can also resize it.
And I can copy and paste data that's in
| | 01:19 |
those cells.
So I'm going to choose delete column for
| | 01:22 |
now because we'll get rid of that one but
we'll leave this row because it goes along
| | 01:25 |
with next thing that I want to show you.
I'm going to enter some long text here.
| | 01:30 |
Okay, I'm going to hit the return key on
my keyboard.
| | 01:35 |
And now it smooshed the text together and
it made the cell a little bit longer.
| | 01:39 |
Now that's fine and that will probably
behave the way we want if I was entering
| | 01:42 |
that text in any other cell in the middle
of my spreadsheet.
| | 01:46 |
But because it's at the top, it doesn't
affect any of this real data, it's more
| | 01:50 |
like a header or a title for this
spreadsheet.
| | 01:54 |
I'm going ot merge the cells to stretch it
out, to go into cell a and b.
| | 01:59 |
I'm going to click and drag, select both
cells, go up to the Format toolbar, go
| | 02:03 |
down to Merge Cells, and select Merge
horizontally.
| | 02:08 |
So what it's done now, it's taken the
value that was in that one cell, and
| | 02:12 |
stretched it all the way across the second
cell.
| | 02:16 |
It's merged them together.
You don't even see the dividing line any more.
| | 02:20 |
Because they're acting as one cell.
Alright so we've added columns, we've
| | 02:23 |
added rows, we've deleted columns, we've
merged cell data.
| | 02:28 |
Lets sort some cells.
Here's my profits made column.
| | 02:31 |
Now I'm also going to delete this row
because I think its going to be a little
| | 02:34 |
bit distracting and it'll be easier to
work with.
| | 02:38 |
So I selected the entire row.
I right-click, and I'll choose Delete Row.
| | 02:42 |
All right.
Now that's going to be a little bit nicer
| | 02:44 |
to look at for you.
To sort cell data in its simplest form, we
| | 02:48 |
click and drag and select the cells that
we want to sort.
| | 02:53 |
Right-click the cells, choose Sort Range.
And I can choose whether I want to sort it
| | 02:59 |
ascending or descending.
In this case, I'll change it to
| | 03:03 |
descending, so the highest value is first.
I can click the blue sort button and it
| | 03:08 |
simply sorted all my money.
Now this would really only work and be
| | 03:12 |
effective if you had one column in this
spreadsheet or if you just wanted a quick
| | 03:16 |
way to get everything sorted in a proper
value.
| | 03:21 |
You have to be very careful when doing it
this way, when you have a full
| | 03:24 |
spreadsheets worth of data.
Because it sorted this column but it
| | 03:28 |
didn't even touch any of the other ones.
So now the integrity of all that data has
| | 03:33 |
been ruined, cause we don't know what
value goes with what column here.
| | 03:37 |
So I'm going to click the undo button and
show you how to sort the entire spreadsheet.
| | 03:43 |
So that method was good, if you just had
one column, and you needed a quick way to
| | 03:46 |
sort those values.
To do an entire spreadsheet, go way up
| | 03:50 |
here to the very top left of the
spreadsheet, and click inside this little square.
| | 03:55 |
What that does is it selects the entire
spreadsheet.
| | 03:58 |
Now, I can right click with my mouse,
right in that square.
| | 04:02 |
choose the sort range, and this time I'm
going to select data as the header row.
| | 04:08 |
Because remember we have a header row, a
profit, product, units sold, and we don't
| | 04:12 |
want those in our sorting values.
I don't want to sort everything
| | 04:16 |
alphabetically and include my header row
in there.
| | 04:19 |
It also givs me anotehr adventage, in
addition to being left out of the sort
| | 04:23 |
process It also will let me choose what
header I want to sort by.
| | 04:28 |
So now I can click this drop down next to
sort by and choose my column that I want
| | 04:32 |
to sort.
For example, I'll sort these
| | 04:34 |
alphabetically by product name.
I can choose ascending or descending.
| | 04:39 |
And click the blue sort button.
Now it's sorted alphabetically.
| | 04:43 |
But it's also kept the integrity of all
this data intact.
| | 04:46 |
These columns have adjusted accordingly,
along with these.
| | 04:51 |
Let's do that again.
Right click, choose sort range.
| | 04:55 |
Select data has a header row.
And this time, I'll sort by profits made.
| | 05:00 |
I'll sort it by the highest profit made
first, click the blue sort button, and now
| | 05:04 |
I can see the profits made and the
corresponding product that goes along with
| | 05:07 |
that profit.
So that's how you work with columns, rows,
| | 05:12 |
sorting data and merging cells in Google
Spreadsheets.
| | 05:16 |
| | Collapse this transcript |
| Working with functions and formulas| 00:00 |
You can use built in functions and create
cell formulas to perform operations on
| | 00:04 |
cells; things like sums, averages, and
analysis, even text manipulation.
| | 00:10 |
If you're already familiar with Excel it
works just about the same way.
| | 00:14 |
Let's start by using the cell like a
calculator with no other cell data involved.
| | 00:19 |
To tell Google Spreadsheets that your
about to do a calculation start by typing
| | 00:22 |
the enter key into the cell.
Next, let's do a simple sum we do that by
| | 00:27 |
typing the word sum and notice the helper
text come up here.
| | 00:31 |
This is a good reference for you to look
at the type of syntax that Google
| | 00:34 |
Spreadsheets is expecting.
So that you can put your formula in right
| | 00:38 |
even if you haven't memorized how it works
yet.
| | 00:41 |
So I'm going to put in an open parenthesis
and now I'm simply going to put in 2
| | 00:44 |
numbers that I want to add together.
For example 23 plus 34, I put in a close
| | 00:50 |
parenthesis, hit the Enter key on my
keyboard and I get the value.
| | 00:56 |
If I click my cursor back in this cell I
can still see the value, but I can come up
| | 01:00 |
here to the formula bar and see what my
formula was.
| | 01:05 |
I can make any changes that I want, hit
the Enter key again.
| | 01:09 |
And I'll get my new value.
I'm going to Delete this because I want to
| | 01:12 |
show you one other way that you can get a
formula inside of a cell.
| | 01:16 |
I can come up here to the Insert Toolbar
select Function.
| | 01:20 |
And choose any function that I want to
use.
| | 01:23 |
Here's the sum that we had used.
This time I'll pick average.
| | 01:27 |
The cursor blinks where I'm supposed to
enter my values.
| | 01:30 |
So now I can put in a list of numbers to
average.
| | 01:33 |
Hit the Return key on my keyboard again,
and I'll get a value.
| | 01:37 |
The next thing I want to show you is how
we can use a cell reference in a formula.
| | 01:41 |
Let's go back to my equals sum, except
this time I'm going to type B4 because
| | 01:46 |
that's a reference to column B, row 4.
I get highlighted in green what cell I'm
| | 01:53 |
currently referencing and I can also
include another cell B6 or I could just
| | 01:58 |
type in a value.
I close my parentheses, hit the Return
| | 02:03 |
key, an I get my sum.
An easy way to add up an entire columns
| | 02:07 |
worth of data, is to click where you want
your total to go.
| | 02:12 |
Come up to the insert menu, select
function, sum, an now I can enter a range.
| | 02:18 |
The easiest way to do that is by simply
clicking, an dragging with the mouse the
| | 02:22 |
entire range of cells that I want to sum.
Now you'll notice instead of a plus sign
| | 02:27 |
here, I get a colon.
That's how you specify your range, in this
| | 02:32 |
case, cells B2 through B9.
I hit the Return key, and I can get my totals.
| | 02:38 |
I could do that to all these columns and
get some nice, tidy little totals of all
| | 02:42 |
my values.
Now a neat thing to note is that this
| | 02:45 |
total will update as these values change.
Formulas can also work to manipulate text.
| | 02:51 |
I'm going to come over here to this
Spreadsheet, which is a simple contact form.
| | 02:56 |
And let's suppose that I've been tasked
with creating a new column containing a
| | 02:59 |
list of usernames for these people.
The username has to contain the first
| | 03:04 |
letter of their first name and their last
name.
| | 03:07 |
I can actually put that together very
quickly using formulas.
| | 03:12 |
I'm going to come up here to this first
column, put my equal sign in, and type
| | 03:16 |
Left, because Left is a very useful
formula to know.
| | 03:21 |
Which takes certain text, everything to
the left of a particular cell.
| | 03:26 |
So I'm going to put my open parentheses
and I want everything to the left of cell
| | 03:30 |
A2, everything to the left of that first
character.
| | 03:35 |
I'm going to close my parentheses and I'm
going put an ampersand because I'm not
| | 03:39 |
done yet.
I still need to get that last name in
| | 03:43 |
there and I want the value of whatever is
in cell C2 I hit my Return key, and I get
| | 03:47 |
my username.
So what I've done, is I've taken, that
| | 03:52 |
first character, from cell A2, and
concatenated it.
| | 03:57 |
That means put it together, with
everything that's in cell C2.
| | 04:01 |
I'm then going to hit, Cmd+C on my
keyboard, or, Ctrl+C if I'm on a Windows
| | 04:04 |
keyboard, which copies that value.
I can Click and Drag, and then I can hit
| | 04:10 |
Cmd+V, which is Paste, and then pastes
that formula into every cell.
| | 04:17 |
Now the spreadsheet is smart enough to
know that it needs to adjust the row
| | 04:20 |
number for every row I paste it in.
You'll see here, its already changed it to
| | 04:26 |
A7 because I'm in the 7th row.
So if you want to see a complete list of
| | 04:30 |
formulas and functions that you can use,
come up here to the Insert toolbar, select
| | 04:35 |
Function, and choose More.
It's going to open up a new website of the
| | 04:41 |
entire Google spreadsheet's functions list
so you can come down here and look at all
| | 04:45 |
your options.
You can also search, for example I can
| | 04:50 |
click this Select an option, and only
choose Text operations.
| | 04:56 |
This gives me all the manipulation that I
can do with text in a spreadsheet.
| | 05:00 |
I can even filter this by typing the word
Left, and here's my left function.
| | 05:05 |
Now you'll see a description of what
exactly that function does.
| | 05:10 |
So take some time, go through this list.
See what all these functions and formulas
| | 05:15 |
can really do for you, and get to know
them.
| | 05:17 |
| | Collapse this transcript |
| Creating charts| 00:00 |
You can make a nice, tidy chart out of all
this cell data that you have in your
| | 00:03 |
Google Spreadsheet.
You can then take that chart and put it
| | 00:07 |
right on the spreadsheet, another one, or
a different sheet down here at the bottom
| | 00:11 |
of the screen.
That's in the same Google Spreadsheet.
| | 00:15 |
So let's start by making a basic chart out
of our list of products and the profits made.
| | 00:20 |
We start by first clicking and dragging
and selecting all the data that we want to
| | 00:24 |
include in that chart.
Once we have our data selected, I'm
| | 00:29 |
going to come up here to my toolbar and
click the Insert Chart button.
| | 00:33 |
This is going to bring up the Chart Editor
dialogue box.
| | 00:36 |
Now based on the data, Google Spreadsheet
is going to make a recommendation of the
| | 00:41 |
types of charts that we can use.
For example a bar chart, or a column
| | 00:46 |
chart, I can click on this and see the
live data as it gets translated into
| | 00:50 |
different types of charts.
I can even make a pie chart, now, I can
| | 00:55 |
also check to use row one as headers.
Because remember how the first row doesn't
| | 01:00 |
contain any actual data.
It's just headers saying what each column is.
| | 01:05 |
If that wasn't the case, I can uncheck
this, and it'll use that text as part of
| | 01:09 |
my chart data.
So let's suppose that I wanted to further
| | 01:13 |
refine this.
I wasn't happy with the data that I chose.
| | 01:16 |
Instead, I only wanted to see all of this
wattage instead of all of the rest of the products.
| | 01:21 |
I can change what data I have selected on
the fly.
| | 01:25 |
In this data field, I can click Get Data
Range, and I am brought back to my chart
| | 01:29 |
so I can choose some new data.
In this case I'm going to Click and Drag,
| | 01:34 |
and select my wattage, and the product
sales, I can click OK.
| | 01:39 |
And let's see what that did to our data.
Here's a much tidier pie chart.
| | 01:43 |
However, I definitely know I clicked four
rows of data, and I only see three things here.
| | 01:48 |
That's because I need to come here and
uncheck, use row three as headers.
| | 01:52 |
Because now, I've taken data right from
the middle of my spreadsheet.
| | 01:56 |
And so everything is data, I have no
headers.
| | 02:00 |
Here it is, instead of being header
information now, it's actual data in the
| | 02:03 |
pie chart.
There's one more thing I want to show you.
| | 02:07 |
What if I wanted to take some data from
this column.
| | 02:10 |
And data from this column over here.
How do I do that?
| | 02:14 |
Instead of the profits made chart, now I
want to see a chart of all my products and
| | 02:19 |
how many units were sold in 2013.
I can do that too.
| | 02:23 |
I'm going to come back here to my Select
ranges, and in the Get data range, I'm
| | 02:27 |
going to Click and Drag my first column of
all my products.
| | 02:32 |
And then I'm going to click this blue
link, Add another range.
| | 02:35 |
I'm now going to come back here, and Click
and Drag my 2013 units sold.
| | 02:41 |
Now I can click OK, and I can have a new
chart.
| | 02:44 |
For example, this will be much easier to
read in a column chart.
| | 02:48 |
I do need to come back and remember to
recheck, use row one as headers.
| | 02:52 |
This looks great, here's my product
listings.
| | 02:56 |
And my legend tells me that I'm looking at
the 2013 units sold.
| | 03:00 |
I can even hover my mouse over each bar.
And it will tell me how many units were sold.
| | 03:05 |
When I'm happy with the chart that I
picked, I can come up here to charts.
| | 03:09 |
And I'll get a better list, and I can
select the types of column charts that I want.
| | 03:14 |
For example, maybe I want a stacked column
chart.
| | 03:17 |
I can then click customize, and further
refine it.
| | 03:21 |
For example, I can give it a chart title,
Products sold in 2013.
| | 03:25 |
And I can change the font and the color of
the title and the legend.
| | 03:30 |
For example, I can have my legend be in
red, so it sticks out a little better.
| | 03:34 |
I can change the features, and I can even
put labels on.
| | 03:38 |
For example, Units Sold versus Product
Names.
| | 03:43 |
When I'm happy, I can click Insert, and I
can see my chart.
| | 03:47 |
I can click directly in my chart and edit
it.
| | 03:49 |
I can also put it in a different spot.
For example, right now, it is not in a
| | 03:53 |
very good place.
I have to scroll to see all my data, so
| | 03:56 |
I'm going to click this arrow to see if I
can put it somewhere different.
| | 04:01 |
I'm going to select Move to own sheet,
because I want to take that chart, and
| | 04:04 |
make it in a much easier way to read for
everybody.
| | 04:09 |
I've got my handy chart, and I can get to
it and toggle back and forth between my
| | 04:12 |
product sales by clicking on these tabs at
the very bottom of the screen.
| | 04:18 |
Here's my product sales, here's my chart.
Now, there's one more thing I can do
| | 04:22 |
that's really neat.
I can Save this as an image by clicking
| | 04:25 |
Save image.
It's going to go in my download floder as
| | 04:29 |
a PNG file.
And I can then take this image and either
| | 04:33 |
save it to my Google Drive or I can insert
it into a presentation or I can email it
| | 04:36 |
to other people.
So this is a very quick way to get some
| | 04:41 |
solid data that you can send to other
people right from Google spreadsheets.
| | 04:46 |
| | Collapse this transcript |
|
|
7. Working with FormsIntroduction to Google Forms| 00:00 |
Your free Google Drive account also gives
you access to something called Google
| | 00:04 |
Forms, which is a really easy way for you
to create free surveys that you can either
| | 00:08 |
embed onto a web site, or send a link to
anybody, so that they can fill it out.
| | 00:15 |
You can then see the responses, gather
them all together, and examine your data.
| | 00:20 |
A Google form consists of two parts.
The survey and the survey responses.
| | 00:25 |
Which is simply a Google spreadsheet.
I can get into the survey that I've
| | 00:29 |
already made.
And we can see here that it's simply
| | 00:32 |
questions that I've created.
I can create all sorts of questions, like
| | 00:36 |
radio buttons, check boxes.
Text, date items.
| | 00:41 |
Any types of items I want.
Multiple choice, choose from lists, scale
| | 00:45 |
and grid.
I can also separate them by sections and
| | 00:49 |
put images in.
I can even choose the theme that I want to
| | 00:52 |
show my form how to look.
I can create a confirmation page for my
| | 00:56 |
form and when it's all done I can send it
to people.
| | 01:00 |
This is what a Google form looks like, for
somebody filling it out.
| | 01:04 |
Here's my Energy Survey.
This is something that I've already
| | 01:06 |
created just to show you.
So I can answer the questions.
| | 01:09 |
How high are my energy bills per month?
I can answer how many air conditioners I
| | 01:14 |
use, and then I can click Submit.
When I'm all done, I get this nice thank
| | 01:18 |
you page, and I can get a direct link to
the website if I want.
| | 01:22 |
I can close out of these windows because,
back in my form, I can come up here and
| | 01:26 |
see how many responses I have, and I can
view a quick summary of those responses.
| | 01:33 |
I get a nice handy little chart from all
my responses.
| | 01:36 |
I can see how many daily responses I have
got.
| | 01:39 |
And I can close this out and go directly
to the Google spreadsheet.
| | 01:44 |
From here I can further examine, refine,
sort, create charts, and analyze the data
| | 01:49 |
in any way that I need to.
In this chapter, I'll be showing you how
| | 01:55 |
to create a form, add questions, send your
form so that other people can respond to
| | 01:58 |
them, and then how to look at this
spreadsheet.
| | 02:02 |
| | Collapse this transcript |
| Creating a form and adding questions| 00:00 |
Let's dive right in to creating a form.
In Google Drive, I'm going to click the
| | 00:04 |
red Create button and select Form.
This is going to bring me in to start by
| | 00:09 |
choosing the title and the theme of my
form.
| | 00:12 |
Now if this was the first time that I'd
ever gone in to Google Forms since I've
| | 00:15 |
had Google Drive, I might get a little
splash screen introduction telling me a
| | 00:18 |
little bit about Google Forms.
When I'm all done with that I can close
| | 00:23 |
out of it and I'll be brought to this
screen.
| | 00:26 |
So I'm going to type in the title of my
form.
| | 00:28 |
I called this one Favorite Things.
Next I can choose a theme.
| | 00:32 |
You're going to want to choose a team that
best matches the nature of your survey.
| | 00:36 |
In this case it's a little bit fun and
frivolous so I'll choose the Notepaper theme.
| | 00:40 |
Click your theme.
Click the blue OK button.
| | 00:43 |
And now we're brought in to actually start
designing our form.
| | 00:47 |
Here's the title.
I can put in a description if I want,
| | 00:49 |
which is just a brief description of what
this survey is about.
| | 00:53 |
Now I can start adding questions.
It definitely helps if you can write down
| | 00:57 |
all your questions ahead of time,
especially deciding what types of answers
| | 01:01 |
you want to get.
Because you're going to have to choose
| | 01:05 |
what question type each survey question
is.
| | 01:08 |
For example, you can choose a text based
question, in which a user just responds
| | 01:12 |
with a text based answer.
They can write an entire paragraph's worth
| | 01:17 |
of text.
They can have a multiple choice answer.
| | 01:20 |
Or even check boxes in which they can
choose from more than one thing in the answer.
| | 01:25 |
They can choose from a drop down list in
which they'll only be able to select one answer.
| | 01:30 |
Even a scale such as, on a scale of one to
five, how would you rate?
| | 01:35 |
They can even choose grid answers, and
date and time answers.
| | 01:39 |
So I've got a few that I'm going to do.
The first one is, we'll do a question that
| | 01:42 |
involves choosing from a list.
I'm going to come up to come up to
| | 01:45 |
Question Title, erase their text and put
in my own.
| | 01:48 |
I can put some helper text if I want.
Otherwise, I can come right down here,
| | 01:52 |
delete option one and start putting in my
own answers.
| | 01:56 |
Okay, I've got some choices in here.
There's a few things I want to show you.
| | 02:00 |
The first one is, I can rearrange any of
these choices at any time by clicking on
| | 02:03 |
these two lines.
When the cross-hair appears, I can drag my
| | 02:07 |
choice up or down.
Secondly, any option that I decide I don't
| | 02:11 |
want, I can click the X to the right of
that choice, and it will delete that option.
| | 02:17 |
The last thing I need to decide, is if I
want to make this a required question or not.
| | 02:21 |
That is, does the user have to answer it
before they can move on to the next question.
| | 02:26 |
I'm going to make this one required.
I'll scroll down, and click the triangle
| | 02:30 |
beside, Add Items, so I can add another
survey question.
| | 02:34 |
This time, I'm going to have the question
be check boxes.
| | 02:37 |
So the user can select more than one
answer.
| | 02:40 |
I can put my answers in just like I did
with a text box.
| | 02:44 |
Again, I'll make this one required, and
I'll add one more question.
| | 02:48 |
This one will be text-based, so the user
actually types in their answer.
| | 02:52 |
I'm not going to make this one required.
When I'm all done, I can click the blue
| | 02:55 |
Done button.
And now we can work on our confirmation page.
| | 03:00 |
When the user submits a survey, they'll be
brought to the confirmation page.
| | 03:05 |
By default it's going to have this text on
it, but I can take this out and put
| | 03:07 |
whatever answer I want in there.
I can even put a URL in there, and Google
| | 03:12 |
will turn that into an active link.
I can then decide what the users going to do.
| | 03:18 |
I can either create a link to have the
user submit another survey.
| | 03:21 |
I can allow them to see the results that
everybody else has posted to this survey
| | 03:25 |
or I can even allow them to go back and
edit their response after they've already
| | 03:28 |
submitted it.
If I want to view my form at any time to
| | 03:33 |
see what it looks like, I can come up here
to View Live Form.
| | 03:37 |
And I'll get a preview of what it's
going to look like.
| | 03:39 |
Here's my drop down, here's my check
boxes, here's where I can put in my text.
| | 03:45 |
I can go back by clicking out of this
browser window and I'm brought back to my form.
| | 03:49 |
I can add items at any time.
I can also change the theme.
| | 03:53 |
If I come up here and select Note Paper, I
can browse around, find a different theme,
| | 03:58 |
select it, click OK, make sure it saves,
and then preview it again.
| | 04:05 |
So now I can see it with a new theme.
So that's how easy it is to create an
| | 04:09 |
actual survey in which people can submit
responses.
| | 04:13 |
Up next, let's find out how to send this
form to people.
| | 04:16 |
And then after that, we'll see what we can
actually do with the results.
| | 04:20 |
| | Collapse this transcript |
| Collecting form responses| 00:00 |
Our favorite things survey is all done and
we're ready to send it to people to fill
| | 00:03 |
out so we can get some responses.
But before we do that, we have to tell
| | 00:08 |
Google Forms where those responses are
going to go.
| | 00:12 |
So the first thing we have to do is in our
form itself is choose response destination.
| | 00:18 |
We have a few choices.
Remember, a Google Form consists of the
| | 00:22 |
actual form, which is the survey, and then
a Google spreadsheet which contains the
| | 00:26 |
results so we can analyze it later.
So, we can either create a new spreadsheet
| | 00:32 |
and we can give it our own title, or leave
the default responses name so that we know
| | 00:36 |
what it is.
We can also have our responses go in a new
| | 00:41 |
sheet in an existing spreadsheet.
Because maybe this is a form that we're
| | 00:46 |
altering slightly and we already had a
spreadsheet to collect those responses.
| | 00:51 |
So now we want it to go somewhere
different.
| | 00:53 |
That's always an option.
You can also have it always create a new
| | 00:56 |
spreadsheet for you.
Finally, you can choose to keep responses
| | 01:01 |
only in forms, and I'll show you in the
next chapter that it is possible to view
| | 01:05 |
the responses in this form.
You don't need a spreadsheet, but it is
| | 01:10 |
easier if you want to further analyze it
later down the road.
| | 01:14 |
So I'm going to have us create a new
spreadsheet and I'll leave the default
| | 01:17 |
name of Favorite Things Responses.
I'll click the blue Create button, and my
| | 01:21 |
spreadsheet will be created.
Once that's all created I can send my form
| | 01:26 |
by clicking this blue button up here to
send form, or down at the very bottom of
| | 01:30 |
the page underneath the confirmation page.
If I click Send Form, I'm given some
| | 01:37 |
options of what I can do with this form.
The first thing is, I can send this link
| | 01:42 |
to anybody that I want.
I can send it in an email.
| | 01:46 |
I can post it on a forum.
I can just throw it out wherever I want
| | 01:50 |
and people can click on that link and fill
out my form.
| | 01:53 |
I also have some nice convenient buttons
to share it with social networks.
| | 01:57 |
I can also click this Embed button and
I'll get a special link so that I can put
| | 02:01 |
my form on a webpage itself, maybe my
company web page.
| | 02:05 |
I'll click back to Other options, because
I can also send this form via email.
| | 02:11 |
When I'm all done, I can click Done and
then I can sit back and wait for the
| | 02:15 |
results to come in.
At any time I can come into my form, click
| | 02:20 |
Send Form, and email it to some new
people.
| | 02:24 |
Remember, if you want to find your form,
I'll close out of this window so we can go
| | 02:27 |
back to Google Drive.
I now have two items from my survey.
| | 02:32 |
I have Favorite Things, and I can tell by
this icon that that's the form, and then I
| | 02:36 |
have this Google spreadsheet that says
Favorite Things Responses.
| | 02:41 |
So at any time I can click on my form,
I'll be brought back into it and I can
| | 02:44 |
click the blue Send Form button to get
back to these options.
| | 02:49 |
Up next we'll take a look at some of the
responses we have and see what we can do
| | 02:52 |
with them.
| | 02:54 |
| | Collapse this transcript |
| Viewing and analyzing form results| 00:00 |
I have my Google form and I have my Google
form responses.
| | 00:04 |
We've created the form and we've sent it
out to people, so that they can start
| | 00:07 |
filling it out.
So now it's time to start analyzing our responses.
| | 00:12 |
I'm going to go into my form right now
because before I do that, I want to click
| | 00:15 |
View live form and show you what it's
going to look like when the end user fills
| | 00:19 |
it out.
So, I can select a drop-down, I can place
| | 00:24 |
check marks, and I can enter some text for
my favorite hobby.
| | 00:29 |
When I'm all done, I can click Submit and
I get my confirmation page.
| | 00:34 |
I can then go back and submit another
response if I wanted to keep going.
| | 00:37 |
So that's how you fill out the form.
I'm going to close out of it now and get
| | 00:41 |
back to my form because there's a few ways
that I can analyze my results and see the responses.
| | 00:47 |
The first way is to do it right from the
form.
| | 00:50 |
I can see how many responses I have up at
the top.
| | 00:53 |
I can click on Responses and see a summary
of those responses.
| | 00:58 |
This is going to give me a beautiful,
graphical interpretation of all my survey
| | 01:02 |
responses, question by question.
So you can see our favorite color
| | 01:08 |
question, I can see a nice pie chart in
addition to seeing the percentages of how
| | 01:11 |
many people choose certain answers.
I can easily see that blue is a landslide winner.
| | 01:17 |
I an come down to my favorite ice cream
flavors.
| | 01:20 |
This was a checkbox in which people could
submit more than one answer to this.
| | 01:24 |
And then, here's my text-based question,
in which people typed in their own answers.
| | 01:29 |
Here's what they said.
I can also see daily response that I get
| | 01:33 |
to forms, which is really useful if I want
to see if there's any peak days for when
| | 01:37 |
certain responses come in.
So, that's the easiest way to see the
| | 01:42 |
answers to all your survey results, but it
does get put into a Google spreadsheet.
| | 01:49 |
That's what we choose.
So, I can also come up here to responses,
| | 01:52 |
and click "view responses." This is going
to take me directly into my spreadsheet.
| | 01:59 |
Here's where I can see each response
according to how they go together.
| | 02:04 |
For example, here's the time stamp of when
the response came in.
| | 02:08 |
Each row, is an individual survey
response.
| | 02:11 |
For example, this one came in at 11:57 on
the 29th and their favorite color was blue.
| | 02:18 |
They like chocolate and they did not
answer what their favorite hobby was.
| | 02:22 |
This one came in on the 29th at 11:56.
Their favorite color was blue.
| | 02:26 |
They liked chocolate, vanilla and
strawberry, and their favorite hobby is reading.
| | 02:31 |
So there's some things that I can do with
this data.
| | 02:33 |
I can sort any of these columns.
I can come up here to this triangle And
| | 02:38 |
sort it ascending or descending.
I can also add my own data to the end of
| | 02:43 |
it, and I can put in any regular Google
spreadsheet functions that I wanted.
| | 02:48 |
For example, if any of these questions had
number ranges, I can do totals, and
| | 02:52 |
averages, and sums.
If I want to get back to that graphical
| | 02:57 |
interpretation, I can, because this is a
survey response form, even though it's a
| | 03:01 |
Google spreadsheet.
I have this nice little form button up
| | 03:05 |
here on this File menu.
I can then, click on Show summary of
| | 03:09 |
responses and it will quickly get me back
to that graphical interpretation page again.
| | 03:15 |
Now, if you want to find these things
right from your Google Drive, I'm going to
| | 03:18 |
close out of the response and I'm going to
close out of the form.
| | 03:22 |
And I'm going to get back to my Google
Drive.
| | 03:25 |
I can tell from these icons that this one
is my survey and this one is my Google
| | 03:29 |
Spreadsheet responses.
So I could click right on it at any time
| | 03:33 |
and see the responses directly.
I don't even have to go directly into my
| | 03:37 |
form to see those responses.
So that's how you take your form, view the
| | 03:43 |
responses and see what everybody has to
say to start interpreting your data...
| | 03:48 |
| | Collapse this transcript |
| Making edits to a form and preventing responses| 00:00 |
I can edit my survey at any time by
clicking on the Google form, and going
| | 00:04 |
back into it.
I can change the title, I can change the description.
| | 00:10 |
At any time I can change add item to add
more survey questions to it, and if I
| | 00:13 |
want to edit an existing question that's
already on the form, I can just click the
| | 00:18 |
pencil icon to select Edit.
I can also delete any questions at any
| | 00:24 |
time by clicking Delete.
I'm going to edit this one and change it.
| | 00:29 |
I can delete an option, or add another
one.
| | 00:32 |
When I'm all done, I select Done, and I
can even change the confirmation page.
| | 00:37 |
I can remove or add text and be done with
it.
| | 00:40 |
Other things that I can change, is what to
do with the responses.
| | 00:44 |
If I come up here to responses, on the top
of my form, I can change the response destination.
| | 00:51 |
That is, I can have it go to a brand new
spreadsheet, or, I can do it to a new
| | 00:54 |
sheet, and an existing spreadsheet.
For example, maybe I've changed my form
| | 01:00 |
slightly by making this edit, and I wanted
to go to a new sheet in my favorite things
| | 01:04 |
responses spreadsheet.
I can chose my spreadhseet.
| | 01:09 |
Here's my favorite things responses.
I can click Select, and now, after I've
| | 01:14 |
made this change.
All my new survey responses going forward
| | 01:18 |
will be brought to a new sheet in that
same spreadsheet.
| | 01:22 |
Remember how you could access a sheet, by
going down to the bottom of that
| | 01:25 |
spreadsheet an using the tabbed interface.
Finally, I could be done with the survey altogether.
| | 01:32 |
Here's the thing, remember how we can
click send form from this big blue button
| | 01:35 |
in the top right.
And I can share a link, or I could embed
| | 01:39 |
it onto a website, or send it via email.
The thing is, there could be links to this
| | 01:44 |
survey, all over the place.
And you don't know who's clicking on it.
| | 01:48 |
You don't want them to get an error, if
you deleted this survey.
| | 01:52 |
So you want to keep it active, but stop
accepting responses for it.
| | 01:56 |
And we do that by clicking on responses
from the top menu, and unchecking
| | 02:00 |
accepting responses.
If I uncheck that, my service still exist
| | 02:05 |
but nobody can fill it out anymore.
To see what it's going to look like,
| | 02:10 |
anybody who still has the link to your
survey, if they click it.
| | 02:14 |
If I click this view live form button.
This is what I'm going to see.
| | 02:17 |
And this is what anybody will see who
tries to click on your survey.
| | 02:22 |
It's going to tell them that the form
Favorite Things is no longer accepting responses.
| | 02:26 |
Try contacting the owner if you think it's
a mistake.
| | 02:29 |
Now, because I'm a form editor, I can see
this link that I can click on to resume
| | 02:33 |
collecting responses.
That's if I wanted to resume the ability
| | 02:37 |
to collect responses for the form.
I can also do that at any time by going
| | 02:41 |
back into my survey.
Coming up to responses.
| | 02:45 |
And putting a check mark back on accepting
responses.
| | 02:49 |
So it's always a good idea to turn off
responses instead of outright deleting a survey.
| | 02:54 |
You never know when you're going to need
it again.
| | 02:57 |
And you put all that time and effort into
creating it.
| | 02:59 |
Keep it around, in case you can always use
it.
| | 03:01 |
| | Collapse this transcript |
|
|
8. Working with DrawingsIntroduction to Google Drawings| 00:00 |
Google Drawings, gives us easy solutions
for making custom graphics and flow charts
| | 00:05 |
that we can use in our presentations,
documents.
| | 00:10 |
Even export them as PNG files, JPEG files,
PDF files.
| | 00:14 |
We can even email the pictures themselves
to people right within Google Drawings.
| | 00:20 |
We can create a Google drawing just like
we can create any other Google product, by
| | 00:23 |
clicking that red create button, which
we'll go over in a later video.
| | 00:27 |
But these are some of the things you can
do with Google drawings.
| | 00:30 |
For example, here's a picture that you
probably recognize from some earlier videos.
| | 00:35 |
I've added some arrows and some flow
charts.
| | 00:37 |
I've added some text to it.
And now I can use this graphic that I've
| | 00:41 |
created, in any of my other presentations
or documents.
| | 00:45 |
I also have this other Google drawing open
that I created.
| | 00:48 |
This is a flow chart, and I'll show you
how to make this in another video too.
| | 00:52 |
Flow charts are easy to make, and very
useful to assist in presentations.
| | 00:57 |
So, that's what Google Drawings can do for
you, and now let's start creating them.
| | 01:02 |
| | Collapse this transcript |
| Creating and editing a drawing| 00:00 |
Let's create our own Google Drawing.
In Google Drive click the red Create
| | 00:05 |
button and choose Drawing.
You'll be brought to a blank canvas so
| | 00:09 |
that you can start drawing and adding
shapes to whatever you want.
| | 00:12 |
Now you could start adding shapes right
away by playing around with these Toolbar menus.
| | 00:18 |
If I click the drop down arrows, I can see
that I can add things like lines, arrows,
| | 00:23 |
poly lines and curves I can also add
shapes, arrows, callouts and even equations.
| | 00:30 |
I can add text boxes and I can even add my
own image to start with.
| | 00:35 |
So before we go any further I would
definitely encourage you to look at these
| | 00:38 |
menus, see the types of things that you
can add and then you can start forming you
| | 00:42 |
own ideas as in drawings that you can do
for documents.
| | 00:47 |
We're going to start by inserting an image
and going from there.
| | 00:50 |
I can either click this image on the
toolbar, or I can select insert image.
| | 00:56 |
Now here's our insert image dialog box
where we can either upload an image from
| | 00:59 |
our own computer, take a snapshot if wee
have a webcam on our computer, or you can
| | 01:03 |
enter a URL from a site such as Flickr.
As usual though, I'm going to grab the
| | 01:09 |
image from a folder that I already have
stored in my Google drive.
| | 01:14 |
I'll go to my trusty Assets folder, grab
an image, find one that I want to start
| | 01:18 |
with, select it, and click the blue Select
button.
| | 01:23 |
The image is going to get dropped in, and
I can resize it if I want by dragging the
| | 01:27 |
top corner and moving it up and down or I
can leave it as it is.
| | 01:33 |
Now that I've got my image I can start
marking it up all these items like lines,
| | 01:37 |
and curves, and shapes I can add all that
to my image.
| | 01:42 |
So, lets start by adding some shapes.
I am going to find this curved arrow
| | 01:47 |
select it and when the cross here appear I
can start dragging to create my shape.
| | 01:53 |
I can let go, and my shape's created.
I can then stretch it.
| | 01:58 |
Make it bigger, make it smaller, move it
around.
| | 02:02 |
And if I click on any of these yellow
icons, I can change the actual shape of
| | 02:06 |
the arrow itself.
So I can really fine tune these shapes.
| | 02:11 |
I can even change the color of it by using
the format toolbar and changing the fill color.
| | 02:17 |
Once I'm happy with it, I can either add
more shapes or copy the original shape.
| | 02:23 |
If I like this formatting I can just copy
it and keep using it and resizing it
| | 02:27 |
instead of adding new shapes.
I'm going to hit the Cmd + C key on my
| | 02:33 |
keyboard as a shortcut to copy this and
then Cmd + V to paste a new one.
| | 02:38 |
If you're using a Windows machine it's
Ctrl + C and Ctrl + V.
| | 02:40 |
A complete copy appears and now I can
click it and drag it with the mouse and
| | 02:45 |
move it to the next part of my diagram.
Now if I wanted to line this arrow up with
| | 02:52 |
these windmills, I can make my image
smaller, or as big as I need to.
| | 02:57 |
But it still keeps the same formatting.
I can do it again.
| | 03:00 |
Hit control + v to paste it, because it's
still in my clipboard, and resize it as
| | 03:04 |
much as I need to.
Now that I've got all of these images I
| | 03:09 |
can add some text to it.
So let's say I want to make an attribute
| | 03:13 |
on this, or some kind of caption for it.
I can come up here to my toolbar and
| | 03:17 |
select text box.
When I see the crosshairs, just like with
| | 03:20 |
the shapes, I can click and drag to create
my text box.
| | 03:24 |
And now I can start typing.
I can type, and then I can click and drag,
| | 03:28 |
highlight my text, and format it.
For example, I can change the text color,
| | 03:34 |
I can make it bold-faced, I can make it
larger, I can italisice it, I can even
| | 03:38 |
change the shape of my text box.
I can really fine tune this to make it work.
| | 03:45 |
And I can drag my text box anywhere I want
on my picture.
| | 03:50 |
I can click away from the picture to
remove all the place holder text boxes and
| | 03:53 |
see what I'm left with.
Now because this is a Google docs product family.
| | 03:59 |
All my changes that I make are going to be
saved automatically so I don't have to
| | 04:02 |
worry about selecting file save all the
time.
| | 04:07 |
I'll show you how to work with revisions
in later videos if you ever want to go
| | 04:10 |
back to something.
But for now I'm happy with this.
| | 04:14 |
So let's give it a title.
Right now I can see in the top left it's
| | 04:17 |
called Untitled Drawing.
I can click and give it a name.
| | 04:22 |
I'll call this one Energy Drawing.
Click OK.
| | 04:25 |
And now it's saved in my Google Drive.
I can now take this image, and use it in
| | 04:30 |
any other app.
Now, we're going to learn how to do that
| | 04:34 |
in a later video, but that's how easy it
is to start creating your own, Google drawings.
| | 04:39 |
| | Collapse this transcript |
| Creating a flowchart| 00:00 |
I've got a blank Google drawing open, and
right now I'm going to show you how easy
| | 00:03 |
it is to create a flow chart that you can
use in your other document.
| | 00:07 |
Now this is also a great exercise to learn
how to use and manipulate shapes.
| | 00:12 |
So what I'm going to do is come over here
to my shape toolbar icon, select it, and
| | 00:15 |
pick a nice rectangle to start with.
I pick my rectangle.
| | 00:19 |
Click and drag.
Let go with the mouse.
| | 00:23 |
And now I can double click inside it to
start typing my text.
| | 00:27 |
I can also take that text, remember, and
format it any way I want.
| | 00:31 |
I can change the way it's aligned.
For example, if I align this in the
| | 00:34 |
center, it will look just a little bit
nicer.
| | 00:37 |
Now I can start adding my arrows to the
flow chart.
| | 00:40 |
I'm going to come back to the Toolbar menu
for shapes, pick an arrow.
| | 00:45 |
In this case, I'll pick this bent up
arrow.
| | 00:47 |
Now, when I draw it, you'll see the
problem.
| | 00:50 |
There really is no need for an arrow to be
pointing upward in this picture.
| | 00:54 |
But here's where the coolness comes in.
If I right click on the arrow.
| | 00:58 |
And select Rotate, I have a lot of choices
here to manipulate it, to get it exactly
| | 01:02 |
how I want it.
If I flip it vertically, all of the sudden
| | 01:06 |
it's pointing the right way.
So I can take that arrow, bring it over
| | 01:10 |
here, let go and it still looks a little
funny.
| | 01:15 |
Because it's on top of the flowchart
rectangle instead of behind it.
| | 01:19 |
We can fix that too.
I'm going to select it again.
| | 01:22 |
Right click the arrow.
And this time I'll choose order.
| | 01:26 |
And I want to send it backward, behind the
rectangle.
| | 01:30 |
Now when I look at it, this is starting to
look exactly like how a flowchart should look.
| | 01:35 |
Now we need another arrow on the other
side.
| | 01:37 |
I don't have to create it all over again
and hope that I can match it to the right shape.
| | 01:41 |
Instead, I'm going to click on that arrow,
and use the command C key on my keyboard,
| | 01:46 |
or control C if I'm using a Windows
keyboard, and then I will hit command V to
| | 01:50 |
paste it.
I can click and drag, get it somewhere else.
| | 01:56 |
And, I'm going to flip it again.
So, I'll right click this arrow, select rotate.
| | 02:01 |
And this time I'm going to flip it
horizontally.
| | 02:04 |
Now it's facing the other way.
I can line it up.
| | 02:06 |
And I can see by these red lines, when
everything's aligned correctly.
| | 02:10 |
If it's where I want it to go, I can let
go with the mouse.
| | 02:13 |
And I still have one more thing to do.
I have to right-click again, choose Order,
| | 02:18 |
Send backward.
Now I've got the start of my flow chart.
| | 02:22 |
I'm going to go ahead and quickly create
some more shapes, I can pick any shapes I
| | 02:25 |
want, this time I might want to choose a
octagon, or a rounded rectangle, center
| | 02:29 |
that text too so it looks better, and this
time I'll copy and paste again, I can
| | 02:33 |
click and drag, line it up where I want
to, and I'm going to double click inside
| | 02:37 |
there to change to text to No.
Now, it's not quite lined up properly.
| | 02:44 |
So, I'm going to move it.
When, I see these red lines, I can let go
| | 02:47 |
with the mouse and know that it's going to
be lined up properly.
| | 02:50 |
I'm going to create some more arrows.
This time, I'll create a downward facing arrow.
| | 02:55 |
Copy it.
Paste it.
| | 02:57 |
Line it up just right.
And now I can finish it.
| | 03:01 |
We're missing one thing though.
We're missing our completed flow chart
| | 03:04 |
over here.
So I'll create some more shapes, and we
| | 03:07 |
need one more arrow.
I can still get the same arrow shape here
| | 03:10 |
I don't have to create another one.
I'll copy that one again, paste it, and
| | 03:14 |
this time I'll show you one more way that
you can rotate objects instead of right
| | 03:18 |
clicking and flipping and rotating them If
I take this little circle sticking up on
| | 03:22 |
the arrow, that's the rotate button.
So I can take it, click and drag with my
| | 03:29 |
mouse, and get that arrow to be any sort
of degree that I could possibly want.
| | 03:34 |
I'm going to try to line it up as best I
can.
| | 03:37 |
I'll let go, and now I can bring it over
here, even it out, let go.
| | 03:42 |
And now I've got a nice flowchart that's
ready to go and be inserted into any
| | 03:46 |
presentation I want.
I can export it as a pdf, which I'll show
| | 03:50 |
you how to do later.
And I can even save it as a jpeg file or
| | 03:53 |
email it right from this drawing.
| | 03:56 |
| | Collapse this transcript |
| Inserting, exporting, and emailing drawings| 00:00 |
We've got this great Google drawing.
So, how can we get it into another Google document?
| | 00:05 |
Or what else can we do with it once its
actually completed?
| | 00:08 |
We can't simply copy and paste it into a
Google document.
| | 00:12 |
You may have noticed, that Google Docs do
not like using edit copy and edit paste
| | 00:16 |
from the Toolbar menu.
You have to instead use keyboard shortcuts
| | 00:21 |
like Ctrl+C for copy and Ctrl+V for paste.
To get an image from your Google drawings
| | 00:26 |
onto another Google document, you have to
use something called the web clipboard.
| | 00:32 |
You do that by opening up your drawing and
from the File menu, selecting Edit > Web
| | 00:35 |
clipboard and then select Copy entire
drawing to web clipboard.
| | 00:38 |
Once it's there, nothing will happen it's
just the screen will go away.
| | 00:46 |
You can come over to where you want to
paste it, in this case, I have a Google
| | 00:50 |
presentation, with a new slide and a
caption ready to go, it just needs the image.
| | 00:56 |
I'm going to come back over to my edit
menu, here is web clipboard, and I can
| | 01:00 |
hover my mouse over drawing.
And I see that the drawing that I just
| | 01:04 |
placed into that clipboard.
I can click the mouse and the image will
| | 01:08 |
get pasted in and now I can take and move
it around,,I can re-size it and do
| | 01:12 |
anything I want to, just like any other
image.
| | 01:16 |
I'm going to close out of this, and go
back to that image.
| | 01:20 |
There's some more things that I want to
show you that you can do with it.
| | 01:23 |
You can take this image and export it as a
PDF file or a JPEG.
| | 01:27 |
We do that by clicking on the File menu,
select Download As and pick one of these choices.
| | 01:34 |
You can download as a PDF file.
A Scalable Vector Graphics file, PNG file
| | 01:39 |
or JPEG.
If I choose PDF file, it's going to go
| | 01:42 |
right into my downloads folder.
And from here, I can do whatever I would
| | 01:47 |
do with it once it's in a PDF.
I can e-mail it to people.
| | 01:51 |
I can show it as a slide.
I can send it out.
| | 01:54 |
And I don't have to worry about anybody
changing it.
| | 01:56 |
If I choose JPEG, it's a much smaller
file, but I did want you to notice that
| | 02:00 |
you can definitely see that the quality of
the image has been reduced drastically.
| | 02:07 |
If I choose a PNG file, the file size will
be larger but the file quality will be
| | 02:11 |
much better.
So, decide ahead of time what you want to
| | 02:15 |
use your image for and then choose
accordingly.
| | 02:18 |
The last thing that you can do with this
file, is email it to somebody directly
| | 02:22 |
from within the drawing.
I can do that by doing back to my File menu.
| | 02:27 |
And select Email as attachment.
I can choose how I want to attach it.
| | 02:32 |
From the drop down, I can choose whether I
want to attach it as a PDF file, JPEG,
| | 02:35 |
PNG, or my scalable vector image again.
I can send it to somebody, put in a
| | 02:41 |
subject and a message.
When I'm done, I can hit send and it'll be sent.
| | 02:46 |
So, now I don't have to worry about
downloading it, remembering where I
| | 02:50 |
downloaded it, opening up my email and
sending it as an attachment.
| | 02:54 |
I can do everything right from Google
drawings.
| | 02:57 |
| | Collapse this transcript |
|
|
9. Collaborating with Google DocsPrinting your files| 00:00 |
Google Docs handles printing just a little
bit differently than other apps do.
| | 00:04 |
When you print a document using Google
Docs, it actually downloads the entire
| | 00:08 |
file as a PDF into your downloads folder
on your computer.
| | 00:14 |
And you can then print that PDF right from
your operating system.
| | 00:17 |
The only difference to this is if you're
using the Google Chrome browser.
| | 00:21 |
Chrome is the first browser that will let
you print directly to the printer.
| | 00:26 |
Let me show you what I mean.
I've got a document open.
| | 00:28 |
It's a word processing document, about
three or four pages, so to print this out
| | 00:33 |
I can either select File and Print from
the File menu or I can go right to the
| | 00:38 |
print icon on the toolbar.
When I click this button, it's going to
| | 00:44 |
drop a download of that PDF file into my
downloads folder.
| | 00:49 |
Open it up on my computer.
And I can then print it, just like I would
| | 00:53 |
print any other PDF on my computer.
I'll go back into my Google Drive.
| | 00:57 |
And I'm going to go to my drawing which I
have open.
| | 01:01 |
Now remember if it drops it into the
downloads folder as a PDF, I might as well
| | 01:05 |
if I want to print out a Google drawing,
come up to the File menu and select
| | 01:09 |
Download As.
Because at least this way I get a choice.
| | 01:14 |
It's going to print exactly the same file
if I choose PDF.
| | 01:18 |
Lastly, I'm going to open up a Google
spreadsheet document because this one
| | 01:21 |
works a little differently if I'm printing
it.
| | 01:24 |
I get some options.
I'm going to select File > Print.
| | 01:28 |
And this time I get a print settings
dialog box before I print my document.
| | 01:33 |
I have a couple of choices.
I can select no grid lines if I don't want
| | 01:36 |
the grid lines in between the cells to
print out.
| | 01:40 |
I can decide if I want to print just the
current sheet, or all sheets because
| | 01:43 |
remember, Google Spreadsheets used a tab
sheet interface at the bottom of the screen.
| | 01:49 |
So you might want to print out all of
them, or just the one you're on.
| | 01:53 |
I have a choice of the paper size to
print, and finally, I need to make some
| | 01:56 |
layout decisions.
It defaults to fit to width, meaning, even
| | 02:01 |
if I have too many columns to fit on one
page, it's going to shrink the size of the
| | 02:04 |
text, so that it'll still fit on one page.
If I'd rather it didn't do that, I can
| | 02:11 |
select Actual Size.
And it's showing me that it's going to be
| | 02:14 |
a little wider than one page.
So I'm going to get another page, with
| | 02:18 |
some clipped text.
Finally, I can choose whether I want it to
| | 02:22 |
be in portrait or landscape mode.
Wide, or narrow.
| | 02:26 |
It makes the recommended choice by
default, and I'm going to leave it as landscape.
| | 02:30 |
When we're ready to print, I can click the
blue Print button.
| | 02:33 |
And it's going to do the exact same
behavior.
| | 02:35 |
It's going to create a PDF file.
But you'll notice that this one's in
| | 02:39 |
landscape mode, so everything fits nicely
on one page.
| | 02:43 |
So that's how you print documents using
Google Docs.
| | 02:47 |
| | Collapse this transcript |
| Sharing files with other Google users| 00:00 |
One of the highlights of using Google
Drive, and thus, Google Docs, is the
| | 00:03 |
ability to share files with other Google
users.
| | 00:07 |
Now, you can share a file with anybody
that has a Google account.
| | 00:11 |
Or you can send anybody a link to view the
document.
| | 00:16 |
You can even have anybody edit the
document.
| | 00:18 |
And I'll show you how to do that in a
little bit.
| | 00:20 |
To start sharing files with any Google doc
open, click the blue Share button on the
| | 00:25 |
top right hand side.
I can see a list here of everybody that
| | 00:29 |
currently has access to the file.
The first thing that you can do is maybe
| | 00:34 |
add one or two people to share this file.
May be you are working on a document you
| | 00:39 |
want to start working on it
collaboratively with just several people
| | 00:43 |
that have to do with that project.
So, we could add people manually and once
| | 00:48 |
we've put people's names in there, we can
decide what their permissions are going to be.
| | 00:54 |
Right now it's set to Can Edit meaning
they can make changes to the document.
| | 01:00 |
I can click the pull down menu beside that
and select Can View, meaning they can only
| | 01:04 |
read the document but they can't edit it.
Or Can Comment, meaning they can make
| | 01:09 |
comments on the document, but they still
can't edit it.
| | 01:13 |
I'll leave it on Can Edit.
And I want to select to notify people via email.
| | 01:18 |
Because I want them to know that I've
shared this file with them.
| | 01:21 |
I'm going to do one more thing first.
I'm going to click Add Message, because I
| | 01:25 |
might want to tell them why I'm sharing
this file with them.
| | 01:29 |
When we're all done click share and Save,
and those users will get a link in their
| | 01:32 |
inbox inviting them to view that document.
At any time, I can come back into this by
| | 01:38 |
clicking that blue Share button in the top
right hand side and changing their
| | 01:42 |
permission at any time.
They're both listed individually now, so I
| | 01:47 |
can set one to Can View while leaving the
other one as Can Edit.
| | 01:52 |
It's up to me.
You can change one or both or none.
| | 01:55 |
If I want to remove permission for anybody
at any time, I can click this X in the
| | 01:59 |
corner of their name.
Now the document is not shared to them anymore.
| | 02:05 |
When I'm all done making my changes, I can
click the green Save Changes button...
| | 02:09 |
And I'm brought back to that screen.
There's some more access levels that you
| | 02:13 |
can do.
You can really fine tune the sharing level
| | 02:16 |
for any document.
In the Who Has Access section, I can click
| | 02:20 |
this Change button in the Private section.
It's going to say only the people listed
| | 02:25 |
below can access the document.
Here's how you change that.
| | 02:30 |
If I click this Change link, here's my
visibility options.
| | 02:34 |
The first option is to make the document
public on the web.
| | 02:38 |
This means that anybody on the internet
can find the document.
| | 02:42 |
They don't even need to sign in.
I can further fine tune this by coming
| | 02:45 |
down to the bottom and changing the
permission from Can View to Can Comment or
| | 02:50 |
Can Edit.
Naturally, Can Edit is very dangerous for
| | 02:54 |
a public on the weblink, but it all
depends on what the material is in your document.
| | 03:00 |
A safer option is anyone with a link.
Now, this is also a very good option for
| | 03:05 |
you if you need to get this file quickly
to a non Google account user.
| | 03:10 |
This means that anyone who has the link to
the document can access it.
| | 03:15 |
I can also come down here and decide
whether they can view the document with a link.
| | 03:20 |
Or if they can edit the document with a
link.
| | 03:22 |
I'll leave it as Can View with the link.
Here's the private access.
| | 03:26 |
This means that that link is not going to
be valid.
| | 03:29 |
People cannot find this document unless I
have explicitly put their name in like I
| | 03:33 |
did with those previous two users.
So we're talking about this link, so
| | 03:38 |
what's that.
I'm going to click this green Save button.
| | 03:42 |
And here is my link right at the very top
of the Sharing settings.
| | 03:46 |
I can take this link which is already
highlighted.
| | 03:49 |
And hit the Ctrl+C or Cmd+C if you're on a
Mac key on my keyboard to copy that link.
| | 03:56 |
I can also share the link via Gmail,
Google Plus, Facebook, or Twitter.
| | 04:01 |
Because right now, we have said that
anybody who has this link can view the document.
| | 04:07 |
They can't view the document if they don't
have the link.
| | 04:09 |
So, it's up to me to share it some how.
If I click Gmail, it's going to load up my
| | 04:14 |
Gmail account, and I can give anybody I
want this link.
| | 04:18 |
It already copies the link in.
Once I'm done with my link I can hit send.
| | 04:23 |
At anytime, if I want to stop people being
able to use this link, I can come back
| | 04:28 |
into my Sharing settings, click change and
return it to Private access.
| | 04:33 |
I'll click the green Save button and now
the only people that can access this
| | 04:38 |
document is me, and this other user I have
in this list and any other people that I
| | 04:42 |
explicitly put in here.
When I'm all done, I can click Done, and I
| | 04:48 |
can go back to working on my document.
So if you're ever not sure who can see the
| | 04:53 |
document, come up here to this blue Share
button.
| | 04:57 |
You can hover your mouse over it, an it'll
tell you, that it's private to you, an one
| | 05:01 |
more person.
So I can click this button to see exactly
| | 05:04 |
what the privacy settings are.
Up next I'm going to show you how you can
| | 05:08 |
work simultaneously with a person right in
the document.
| | 05:12 |
As well as work with files that other
people have shared with you.
| | 05:16 |
| | Collapse this transcript |
| Working with files that are shared with you| 00:00 |
This video is all about working with and
finding files that other people have
| | 00:04 |
shared with you.
Remember when we were in a file or a
| | 00:07 |
folder, and we right-clicked and selected
Share, or we clicked that blue link in the
| | 00:11 |
top right-hand side of a document and went
to Share.
| | 00:17 |
We were given the option to share with
somebody, this should look familiar.
| | 00:20 |
And you can also type in a name.
Remember when you also had the option to
| | 00:24 |
Notify people via email, and you could add
a message.
| | 00:28 |
I'm going to show you what that message
looks like when you send it to somebody else.
| | 00:33 |
I'm going to go to my Gmail account and
I've got this new email in here that says
| | 00:36 |
that somebody has shared an item with me.
I know that this email's come from Google Drive.
| | 00:42 |
If I open that email, it says that
somebody shared an item with me, and
| | 00:46 |
here's their message.
I can click right on the link and get
| | 00:50 |
right to the folder that they've shared
with me, or the file, and I can open it
| | 00:53 |
from here and start working on it.
However, if that person had decided not to
| | 01:00 |
send me a message.
Maybe they just told me about it, that
| | 01:03 |
they shared it with me.
I can still get to it.
| | 01:06 |
All I have to do is click on shared with
me on the left-hand side of Google Drive.
| | 01:12 |
And I can see a list of all the files and
folders that anybody has shared with me.
| | 01:17 |
I can tell what it is based on the icon.
I can see that this, this, and this are
| | 01:21 |
folders, whereas these two are Google
documents.
| | 01:24 |
So, here is my Expense Reports folder, I
can click on it and access the file.
| | 01:30 |
Now, it's important to note that if you've
installed the Desktop version of Google
| | 01:34 |
Drive on your MAC or PC, or a tablet or
smartphone addition.
| | 01:39 |
Anything that's in this Shared with me
section on Google Drive is not going to sync.
| | 01:44 |
So, if you can see it here and work with
it here on the web, you won't be able to
| | 01:48 |
work with it on your desktop.
However, you can add these files or
| | 01:53 |
folders to the contents of My Drive over
here on the left-hand side and then it
| | 01:57 |
will start to sync.
What you can do is place a checkmarks next
| | 02:02 |
to what you want to add to my Drive, and
you can either click the Add to My Drive
| | 02:06 |
button, or you can simply drag it and drop
it over My Drive.
| | 02:12 |
The word My Drive up here is in Expense
Reports, so now I can tell that it's going
| | 02:16 |
to start syncing with my Desktop or my
smartphone.
| | 02:20 |
And if I click on My Drive, the Expense
Reports, which is labeled as Shared now
| | 02:24 |
shows up there.
I can still get it at any time in the
| | 02:28 |
Shared with me section.
And it's also important to know that if I
| | 02:33 |
want to delete it from My Drive at any
time, I can and it will not delete the
| | 02:36 |
file or folder.
It will still stay in Shared with me,
| | 02:41 |
except, it'll stop syncing with my
desktop.
| | 02:44 |
Now, if somebody has sent you a link
instead of an actual shared folder or file.
| | 02:50 |
You can only find it by either searching
drive, or clicking on more, and scrolling
| | 02:55 |
through your activity to find it.
You can also find it if you click on All Items.
| | 03:03 |
This is the only way to find a document
that has been sent to you when you have to
| | 03:06 |
provide the actual link to the document
instead of just a folder or file.
| | 03:12 |
So that's a little bit about how to find
files that have been shared with you
| | 03:15 |
through Google Drive by other people.
| | 03:18 |
| | Collapse this transcript |
| Saving and working with revisions| 00:00 |
Google Docs offers fantastic revision
control for a document.
| | 00:04 |
We already know that you don't need to
save a document, Google Drive will
| | 00:08 |
automatically save it with every change
that you make on that file.
| | 00:13 |
Remember, we can always look up here to
see when the last edit was and when the
| | 00:16 |
last save was.
If I click on that link It's going to
| | 00:20 |
bring up the Revision History window.
This tells me all the changes to the
| | 00:25 |
document, who made the change, and when
they made it.
| | 00:30 |
I can see a list of all the users that
have edited this document.
| | 00:34 |
In this case, this is two separate Google
accounts, even though it's the same name.
| | 00:38 |
That's why it's identified by a different
color.
| | 00:41 |
Each person gets their own color.
And you'll see why this is useful in a second.
| | 00:45 |
If I want to look at another revision
history, for example, to see what Shea
| | 00:49 |
changed to the document, I can click on
that revision.
| | 00:53 |
Now, remember, Shea's color is this green
square.
| | 00:57 |
So, I can see what cells she changed,
because they're colored green.
| | 01:01 |
Now, if I decide, at any time that I want
to restore this revision, I can click on
| | 01:05 |
this blue, restore this revision link, and
it will bring back my document.
| | 01:11 |
All the other recent changes that have
happened since then are still there, and
| | 01:15 |
you can access those at any time.
However, this revision is simply brought
| | 01:20 |
back to the top of the Revision window.
I'm going to go back in there.
| | 01:24 |
Here's the restored version.
As you can see, every other revision is
| | 01:28 |
still there untouched.
I can get back to them at anytime,
| | 01:32 |
especially if I revised something and
realized that, that was a mistake.
| | 01:36 |
To close out of this Revision window at
any time, simply click the X at the top of
| | 01:39 |
the Revision History window, and you'll
just be brought back to your document.
| | 01:44 |
There's one more thing.
If you are working on a document and you
| | 01:48 |
don't want anybody to make changes to it,
you can make a copy of that document.
| | 01:54 |
I'm going to select File > Make a Copy,
give it a new name, click Ok, and I'm
| | 01:58 |
brought to a brand new document.
So, now, any revisions that are made from
| | 02:04 |
this existing product sales one will not
be transferred over to my new copy of
| | 02:08 |
product sales.
So, that's how you can work with vision
| | 02:12 |
history in Google Docs.
Every document whether it be a Google
| | 02:16 |
spreadsheet, a Google document, a Google
presentation, works the same way.
| | 02:21 |
At any time, you can go back to a way
older version, restore it, and continue
| | 02:25 |
working on it.
| | 02:28 |
| | Collapse this transcript |
| Editing a file simultaneously with another Google user| 00:00 |
Google Docs is fantastic for working
collaboratively with other people at the
| | 00:04 |
same time.
In this product sales spreadsheet that
| | 00:08 |
I've been using I'm finally ready to work
on it simultaneously with somebody else.
| | 00:13 |
I can look at the top right hand of the
document and see that there's somebody
| | 00:16 |
else working on it.
Now remember, to have somebody work on it,
| | 00:21 |
click the blue share button and that's
going to tell you all the people that can
| | 00:24 |
edit this document.
So I know it's either this user, or this
| | 00:28 |
user that's in there working on it right
now.
| | 00:32 |
Sure enough when I expand this one other
viewer, I can see who it is.
| | 00:38 |
And I can see by the color code that's
been assigned to her name, this is the
| | 00:41 |
cell that she's currently working on.
She's currently working on it and making
| | 00:46 |
changes live at the same time.
I can make my changes, we can both be
| | 00:51 |
working on it at the same time, nice and
peacefully.
| | 00:57 |
I can see the live changes as she's making
them.
| | 01:00 |
And as she makes a change, I can see that
those changes have been saved right at the top.
| | 01:08 |
I can also chat with Shay by expanding
this menu, and typing a message.
| | 01:14 |
Shay can chat back.
So we don't even have to be talking to
| | 01:17 |
each other on the phone, or any other
medium.
| | 01:20 |
This is how easy it is to work
collaboratively live at the same time with
| | 01:24 |
any other viewer.
If there were more people working on this
| | 01:29 |
document, I'd see them listed here, and
they'd get their own color.
| | 01:33 |
So, as I'm seeing cells jump around and
change color, I'll always know who's
| | 01:38 |
making the actual changes.
| | 01:40 |
| | Collapse this transcript |
| Commenting on a file| 00:00 |
When you're working on a Google Doc with
multiple people, it's sometimes useful to
| | 00:04 |
be able add comments to the document, or
particular cells, or a particular line of
| | 00:08 |
text, in a file so that other people can
read it and adjust the file accordingly.
| | 00:15 |
I'm going to show you how to read comments
that have been left as well as reply to
| | 00:18 |
them and add your own comments into
spreadsheets and documents.
| | 00:22 |
I've got my trustee product sales
spreadsheet open.
| | 00:25 |
The first thing I notice is that some of
these cells have colored notches in the
| | 00:29 |
top right hand side of them.
If I hover my mouse over it, comments pop up.
| | 00:35 |
So, these notches are my first indicators,
but there's been a comment on the spreadsheet.
| | 00:40 |
The second indicator is way down in the
bottom of the tab sheet label, I can see
| | 00:44 |
the number two in a balloon.
This means that there's two comments in
| | 00:49 |
the spreadsheet.
And if I hover my mouse over that two,
| | 00:51 |
they'll pop up so, I can find them
quickly.
| | 00:54 |
There's one more place to find comments.
I can come up here, click comments and see
| | 00:59 |
comments that had been placed in cells
which are identified as these.
| | 01:04 |
And comments that have been left directly
on the spread sheet itself, such as this one.
| | 01:10 |
I can see who left the comment, when they
left it, I can read the text, and I can
| | 01:15 |
choose to reply to it.
I can click the blue Reply button, type my
| | 01:20 |
reply, hit the blue Reply button again,
and she'll get my comment.
| | 01:24 |
Now, the oldest comments are at the
bottom, and the newest ones are at the top.
| | 01:29 |
It's easy to know when a new comment has
been placed on a file, because I can
| | 01:32 |
change my notification settings about
comments.
| | 01:36 |
When I click this Comment button, at the
very top, there's a blue hyperlink that
| | 01:40 |
says notification settings.
I can lick that link and I"ll be brought
| | 01:45 |
into a new dialog box where I can set my
preferences.
| | 01:48 |
Now, I can turn off any email
notifications at all if I never want to be
| | 01:51 |
notified of a new comment, though that's
not recommended...
| | 01:56 |
It's on by default, however, I can fine
tune it.
| | 01:59 |
For example, I can be notified of
everything, or just notified of replies to
| | 02:04 |
comments that I've left.
When I'm done with my changes, I can
| | 02:08 |
either click Cancel, or the blue OK
button, and I'll be brought back to my document.
| | 02:13 |
So, let's add some comments.
I can add a general comment to the
| | 02:16 |
document without referencing a particular
cell, by clicking Comments on the top
| | 02:20 |
right-hand side and adding my comment.
Click the blue Comment button, and it gets
| | 02:26 |
added to the conversation so, other people
can reply to it.
| | 02:30 |
To add a comment to a cell, I can right
click my mouse inside that cell, choose
| | 02:35 |
Insert Comment and start typing.
Click the blue Comment button and my
| | 02:42 |
comment has been added.
Now, remember these two other comments here.
| | 02:46 |
To read those, I can simply click on the
cell, read the comment, and I can choose
| | 02:50 |
to reply to it if I want by clicking Reply
To Click Comment.
| | 02:55 |
Click the blue Reply button and my comment
gets added.
| | 02:58 |
I can edit it or delete it at any time by
coming back into that comment and clicking
| | 03:02 |
one of these buttons.
I can also resolve a comment.
| | 03:08 |
Perhaps I click on this comment, I read
it, and we've already talked about it
| | 03:12 |
offline or via email.
We've handled it, and now it's just
| | 03:16 |
going to be distracting.
So, I can click this Resolve button on the
| | 03:19 |
top right-hand side, and the comment goes
away because it's been resolve.
| | 03:24 |
However, it still sticks around in the
general comments for the document should I
| | 03:27 |
need to refer to it later.
So, if I need that comment, or I want to
| | 03:32 |
find all the comments that had ever been
added to the spread sheet.
| | 03:36 |
I can click on comment in the top right
hand side and see all the conversations.
| | 03:41 |
I can tell that this one is marked as
result, because it has a green check box
| | 03:45 |
next to it.
I can also reopen this any time by
| | 03:48 |
clicking the blue Reopen button, it will
put the comment back in that cell.
| | 03:53 |
So, that's how we work with comments in
spreadsheets.
| | 03:56 |
Let's come up here I have got a document
open.
| | 03:58 |
So, here's my word processing document.
I can tell I have a comment, because this
| | 04:03 |
text is highlighted and far over to the
right side of it, I can read the comment.
| | 04:09 |
To make my own comments to the document, I
can highlight text, right click with my
| | 04:13 |
mouse, select comment, and write my
comment.
| | 04:18 |
Click the blue Comment button, and now,
anybody can see that that's the text that
| | 04:21 |
I'm talking about.
If I click on the comment, it will change
| | 04:25 |
the highlighted text.
So, if there's every any confusion about
| | 04:29 |
what comment goes with what text, click on
it and it'll take you right to it.
| | 04:34 |
In the document also, you can click on
Comments in the top right-hand side, and
| | 04:37 |
see the entire thread.
You can also reply, and add general
| | 04:41 |
comments to the document too.
So, that's how easy it is to work with
| | 04:45 |
comments when you're collaborating on
Google Docs.
| | 04:49 |
| | Collapse this transcript |
|
|
10. Working with TemplatesCreating a file from a template| 00:00 |
You don't have to start from scratch when
you're creating Google docs.
| | 00:04 |
Google has a very long list of templates
that are pre-made so that you can choose
| | 00:08 |
the type of business communication, or fun
thing like recipes, that you're looking for.
| | 00:14 |
To create a template, you first need to be
in a Google Doc.
| | 00:18 |
So you can either open one that you
already have, or just click the red Create
| | 00:22 |
button and choose Document.
From here, File > New, and then select
| | 00:26 |
From Template all the way down at the
bottom.
| | 00:30 |
This is going to open up the Google
Template directory.
| | 00:33 |
Some of the templates have been made by
Google, others have been made and
| | 00:36 |
submitted by other people.
You can rate and give a star rating to a template.
| | 00:41 |
So you can also decide which template you
want to use based on highest rated one's.
| | 00:47 |
You can sort, by the highest rated
template, or you can also just narrow by type.
| | 00:52 |
For example, if you're only looking for
presentation templates.
| | 00:56 |
You can always click these links on the
left hand side, to further refine what
| | 00:59 |
kind of template you're going to look at.
If I scroll down even more you can narrow
| | 01:04 |
it by category such as business,
calculators, calendars, holiday.
| | 01:09 |
Finally, you can narrow it down by
language.
| | 01:13 |
Now some of these templates have been made
by Google themselves, others have been
| | 01:16 |
submitted by other users like you and me.
We can search for templates by coming up
| | 01:22 |
here to the search window.
If we're looking for something specific,
| | 01:26 |
such as invoice, I can type invoice in the
Search Bar and click search Templates.
| | 01:32 |
I'll get a list of all the invoices, and
then it's up to me to go through and
| | 01:36 |
decide which one I like.
I can base it on looks or maybe I want to
| | 01:41 |
find one that has a really good rating
because then I know it's good.
| | 01:46 |
It's up to me.
When I found one that I like, I can either
| | 01:49 |
click Use This Template or I can click
Preview to get a bigger version of what
| | 01:52 |
it's going to look like.
I'll click Preview, it pulls up a big version.
| | 01:57 |
If I decide it's one I want to use, I can
click, use this template.
| | 02:02 |
Otherwise, I can go back to the gallery by
clicking, browse template gallery.
| | 02:06 |
In this case, I'll click Use this Template
and it's going to open it up in Google Documents.
| | 02:12 |
So I can just start typing my text, I can
highlight over the text that's already
| | 02:16 |
there, and put in my own.
Everything I can change, just like any
| | 02:20 |
other template, and I can use it, and
submit it, and save it, except the hard
| | 02:24 |
work's already done for me.
So, go through the template gallery.
| | 02:28 |
It leaves the tab open.
So you can always come back and see the
| | 02:32 |
extensive list of things up here.
There's tons of things, from business to
| | 02:36 |
calculators, to legal files, to personal
finance files.
| | 02:41 |
Go through, explore, and then, later on,
I'll show you how to submit your own templates.
| | 02:47 |
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| Creating your own templates| 00:00 |
You can submit a template that you've
worked on to the Google template directory.
| | 00:04 |
You can't currently save your own files as
templates for you to use personally, but
| | 00:08 |
there is a work around.
For example, here's a presentation that
| | 00:13 |
I've made.
It's all set up the way that I want to get
| | 00:15 |
it set up for future presentations so I'm
going to turn it into something that I can reuse.
| | 00:21 |
I'm going to take this text that I used in
my old presentation, delete it, so that
| | 00:25 |
I'm left with the placeholders.
And now I'm going to take the title and
| | 00:30 |
change the title to be presentation
template.
| | 00:33 |
So now when I'm looking at it in my drive
I'll know that it's a template.
| | 00:37 |
Now when I'm ready to use this again, I
can simply select File > Make a Copy.
| | 00:44 |
I can call it my new name, click OK, and
now I can start working on it as a brand
| | 00:49 |
new presentation.
I can do that at any time by coming back
| | 00:54 |
to my Google Drive, come to my new hire
manuals, and now I can see that I've got
| | 00:58 |
my presentation template.
So when I need to make a new presentation
| | 01:04 |
I can click, Presentation Template, open
it up, select File > Make a Copy, give it
| | 01:08 |
my name, and start working.
Now I can also, select File > New > From
| | 01:14 |
Template, and submit something that I've
already made that I'm really proud of, to
| | 01:19 |
the Google template directory for other
people to use.
| | 01:25 |
I can do that by clicking Submit a
Template on the right hand side.
| | 01:29 |
To select from my existing Google Docs.
I already have to have it ready made.
| | 01:34 |
I can choose from my docs, I can choose
any of my presentations, I'll choose my
| | 01:38 |
presentation template.
This is assuming, of course, that it has
| | 01:43 |
no proprietary or any confidential
information.
| | 01:47 |
I can enter a description so that other
people can know what it is.
| | 01:50 |
I can select a category for it.
I can select a secondary category.
| | 01:56 |
For example this is a business
presentation design.
| | 01:59 |
I can choose a language and then I can
click Submit Template and it'll be added
| | 02:02 |
to the gallery.
Now there's something you need to know though.
| | 02:06 |
That document will still stick around in
My Drive.
| | 02:09 |
So if you make a change to that template,
it's going to get updated in this template gallery.
| | 02:15 |
So, like Google says, make changes with
care.
| | 02:18 |
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|
|
11. Google Drive SettingsWorking with settings| 00:00 |
When you're in Google Drive, there's three
places you can go to work with different
| | 00:04 |
types of settings, and profile
information.
| | 00:07 |
The first one is the very top right of the
screen.
| | 00:10 |
This is where you can go to access your
Google profile.
| | 00:14 |
This is your profile that follows you
across all the Google products that you
| | 00:18 |
use while you're signed into that account.
For example, your icon, your picture.
| | 00:25 |
Your description about you.
Any photos and videos that you've added.
| | 00:29 |
I'm going to close out of that.
Because, from that same menu, you can also
| | 00:33 |
go into your Google account settings.
If I click on account, here's where I can
| | 00:38 |
see things across all my Google products.
Such as my primary email address that's
| | 00:43 |
associated with this Google account.
You can also see your recovery email address.
| | 00:49 |
Here's where you can change your password,
any security settings, and you can see
| | 00:53 |
your account activity.
This information follows you across things
| | 00:58 |
like a Gmail account you may have, a
YouTube account, Google Maps, calendar, et cetera.
| | 01:04 |
I'm going to close out of that window,
because the last thing I want to show you
| | 01:07 |
is how to get into your actual Google
Drive settings.
| | 01:11 |
We do that by clicking on the gear icon
and choosing Settings.
| | 01:16 |
There aren't that many settings, but you
do need to know where to go to change them.
| | 01:20 |
For example, you can choose your language,
and your time zone.
| | 01:23 |
This is important, because remember, it
date stamps when documents were changed.
| | 01:28 |
You can also decide whether items are
going to open in a new window or in the
| | 01:31 |
current window because you will discover,
or you may have already discovered through
| | 01:35 |
this course, that Google tends to open up
lots of tabs for every window that you're using.
| | 01:42 |
You can see how much storage space you're
using and you can also come here to edit
| | 01:45 |
your Google profile and view your account
settings.
| | 01:50 |
So when you're happy with your changes you
can either click save or go back to Google
| | 01:54 |
Drive and continue working.
So there's not many settings you can
| | 01:59 |
change, but you definitely need to know
where to go to make those changes, and you
| | 02:02 |
now know the difference between Google
Drive settings, and accessing your profile
| | 02:06 |
information in your Google account
settings.
| | 02:10 |
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| Purchasing more storage space| 00:00 |
Your Google Drive account comes with 15
gigs of free space.
| | 00:04 |
Now that free space is shared across other
Google products.
| | 00:08 |
Like your G-mail account, Google Drive and
any photos you have stored in your Google
| | 00:12 |
Plus account.
If any time, if you want to find out how
| | 00:16 |
much space your using.
Go to any Google drive screen, and on the
| | 00:20 |
bottom left hand side, hover your mouse
over that 0% full menu in the Upgrade
| | 00:24 |
Storage button.
Right now I can see that I'm currently
| | 00:29 |
using only 120 Megabytes out of my 15
Gigabytes of space.
| | 00:33 |
Now also remember that any documents that
you create, using this Create button,
| | 00:37 |
creating any documents, presentations,
spreadsheets, forms or drawings.
| | 00:42 |
Those don't get counted against your
storage space.
| | 00:46 |
You're allowed to have those for free on
Google Drive.
| | 00:49 |
But if you're using this for photo
backups, you'll probably find that you'll
| | 00:53 |
hit that 15 gigabytes of space fairly
quickly.
| | 00:57 |
Or you could just have a cluttered up
Google Drive.
| | 01:00 |
Maybe it's time to clean it out.
An easy way to see what files are taking
| | 01:04 |
up large amounts of space is to come down
here and click all items in the navigation menu.
| | 01:10 |
From there, change to the sort menu, and
select quota used.
| | 01:15 |
What this does is we change to a view
which contains every single file that's in
| | 01:20 |
your Google drive, no matter what folder
it's in.
| | 01:24 |
And we've sorted it by how much space it
takes up.
| | 01:27 |
So, your largest files are going to appear
at the top.
| | 01:30 |
So, this is a very quick way to run
through and see if you have a really large
| | 01:34 |
file hanging around somewhere that you
didn't even know about.
| | 01:38 |
Maybe it's just time for a clean out.
Now if that's not the case, if you do need
| | 01:41 |
all your space, that's fine.
You can purchase all your storage and
| | 01:45 |
start paying on a monthly basis.
To do that, click the Upgrade Storage link
| | 01:49 |
at the bottom left hand of the screen and
you'll be brought to a page where you can
| | 01:54 |
purchase storage.
You have a range of options from 100
| | 01:58 |
gigabytes of space for 499 a month.
And you can click the arrow on the
| | 02:03 |
right-hand side to go all the way up to
two terabytes of space for $99.99 a month.
| | 02:08 |
When you've picked your plan, click the
blue Choose button, and you'll be brought
| | 02:12 |
to a screen where you can pay using the
Google Wallet product.
| | 02:17 |
If you decide that you don't want to do
that, you can just click the x, close out
| | 02:20 |
of that browser, and head back to your
Google drive.
| | 02:24 |
So remember, you get 15 gigabytes of
space.
| | 02:27 |
Anything you create based on a Google
document is not counted against that 15
| | 02:31 |
gigabytes of space.
And an easy way to see what files you're
| | 02:35 |
using that take up lots of space is to
click all items on the left hand side.
| | 02:40 |
Come up here to the sort menu at the top
and change to quota use so that you can
| | 02:44 |
quickly see what files are taking up the
most amount of space.
| | 02:49 |
If you've got too many files and you still
need to buy some space, at any time you
| | 02:54 |
can click upgrade storage in the bottom
left hand side.
| | 02:58 |
Or just hover your mouse over that to see
how much space you're currently taking up.
| | 03:04 |
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|
|
ConclusionWhere to go from here| 00:00 |
I am Jess Stratton and thanks for watching
Google Drive, Essential Training.
| | 00:05 |
I hope you enjoyed the course ,if you are
looking for more places to go to look for
| | 00:09 |
some more information about Google Drive.
I suggest opening up a web browser and
| | 00:14 |
heading to googledrive.blogspot.com This
is the official Google Drive blog from the
| | 00:18 |
Google team.
And here's where you can go to find out
| | 00:22 |
about all the new features right when
they're released.
| | 00:25 |
It's in a fun easy to read format, and it
will tell you all about any new things.
| | 00:30 |
Once you've caught up with that, I suggest
you go into lynda.com, and searching for
| | 00:34 |
all their Google training.
You'll learn quickly how all the Google
| | 00:39 |
products work beautifully together across
each product like Gmail, Google Calendar,
| | 00:44 |
Google Drive, etcetera.
So again thanks for watching, I'm Jess Stratton.
| | 00:49 |
You can always ask me any questions on my
Twitter account @NerdGirlJess.
| | 00:55 |
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