Google Drive Training

Google has implemented a new program called, “Google Drive,” that replaced Google Docs. Instead of seeing the word Docs in the upper-hand toolbar, you will see Drive, indicating the rollover to the new program.

Goals

This 1-on-1 training covers the following topics:

Training

Introduction

Google Docs refers to the editors for Google documents, spreadsheets, presentations, drawings, and forms. These are online documents that live in the cloud and provide real-time collaboration features. Note: Information on Luther’s implementation of Google Docs (aka Norse Docs) is available at https://www.luther.edu/helpdesk/norsedocs/.

Google Drive is the place to access all your files, including both Google Docs and local files that you sync to the cloud.

The above information and more is available in the Google Drive FAQ for administrators.

For a brief video introduction to Google Drive, visit Google Drive Home.

Now that Google Drive is in place, some changes can be seen:

  • The name will change from Docs to Drive (Note: the URL will remain http://docs.luther.edu)
  • Previously, only 1 GB was given for free to users, but with the new Google Drive, 5 GB will be given to users for free
  • Collections are now called Folders
  • When switched, My Drive will contain: documents the user owns or has uploaded; folders the user owns and the items contained within (regardless of ownership)
  • Other items that would have previously appeared in the Home view of the Google Documents List can easily be found elsewhere. The user can choose views and filters to see items that have been shared with them, recently opened documents, starred items, deleted items, items owned by a particular person, and more.
  • Users will have powerful new options to search, sort, or preview files.

Transition

Google isn’t a company that ever presents ideas and/or programs that may or may not be effective; everything is implemented for a reason. The early stages of the Google Drive roll-out will be an “opt-in” upgrade. Deciding whether or not you would like to test the new program before it’s set as the default web interface is entirely optional. Opting-in is a way to have more time to get used to the transition.

Phase 1 (opt-in period)
You can access Google Drive before it’s set as the default web interface by visiting http://drive.google.com/start, then by selecting Get Started. Depending on how popular the initial phase is, there may be a waiting line. If this is the case, you will see a Notify me button which will send you an email when you are able to access Google Drive. The domain administrators will be notified about the desired shift to opt-in, and will usually grant access one week later; sometimes earlier. Once you’ve opted-in, and until Google Drive is set as the default interface, you will have the option to switch-back to the original Google Docs list.

Phase 2 (opt-out period)
Rapid release track: as mentioned previously, you have the option to install Google Drive before it is set permanently with the option to temporarily opt-out of Google Drive. Scheduled release track: domain administrators will be notified of the pending opt-out phase and by a week later, opt-out is available. This is only relative to the users wishing to switch back to the original Google Docs list if things aren’t kosher with the way work is hoping to be completed through the Google application.

Phase 3 (full transition)
Rapid release track: once Google has made all the correct adjustments and the transition is officially implemented, there will be no going back. Scheduled release track: domain administrators will be notified of the final migration and one week later, all domains will be fully transitioned.

For more information on the migration from Docs to Drive, visit Google Drive transition notes

Features

Here are some highlights from Google’s blog announcement:

“Each Apps user gets 5GB of storage included”

“Just as before, Google Docs don’t count against your storage quota.”

“You can access your stuff from anywhere—on the web, in your home, at the office, while running errands and from all of your devices. You can install Drive on your Mac or PC and can download the Drive app to your Android phone or tablet. We’re also working hard on a Drive app for your iOS devices. And regardless of platform, blind users can access Drive with a screen reader. “

“Drive is also an open platform, so we’re working with many third-party developers so you can do things sign documents with DocuSign and HelloFax, design flowcharts with Lucidchart and manage projects and tasks with Smartsheet directly from Drive.”

“Search by keyword and filter by file type, owner, activity and many more. Drive can even recognize text in scanned documents using Optical Character Recognition (OCR) technology.”

For a brief video of the features, visit Google Drive Features.

Here are Some new ways to get things done in Google Drive

Additional Resources

Review the Help within Google Drive

In each Norse Doc, there is a Help option on the right-hand side of the homepage, under the “Wheel” drop down menu. Selecting the Help option, you will be directed to a web page that contains a ton of information.

For more information, visit Google Drive Help.

Review Online Google Resources

The Google Apps for Education Training Center contains modules and resources to help you have the best experience with Google Apps possible.

Review Educause Learning Initiative Resources

For an overview of Google Apps, see 7 things you should know about…Google Apps which is part of the EDUCAUSE Learning Initiative’s (ELI’s) series providing concise information on emerging learning technologies and related practices.

Consult Lynda.com

Lynda.com is a provider of web-based software training videos and resources. If you are interested in access to Lynda.com please contact the Technology Help Desk at [email protected] or 563-387-1000.

Review the Technology Help Desk web site

Contact the Technology Help Desk