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Google Drive and Docs - Sharing and Downloading

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49 views19 pages

Google Drive and Docs - Sharing and Downloading

Uploaded by

doctor.move2
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPTX, PDF, TXT or read online on Scribd
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Google Drive and its Suite of

Tools
Part 2
Sharing and collaborating on
files in Google Drive
• Google Drive makes sharing your files
simple. It also allows multiple people to edit
the same file, allowing for real-time
collaboration.
Sharing files

Whenever you share a file from your Google


Drive, you can let others view and even edit
that same file. While you can share any file
stored on your Google Drive, it's important to
note that you can only use the collaboration
features for files created within your Drive.
Sharing files – Cont’d
 Let's look at the example of Halima, an art teacher who uses her
Google Drive to organize letters, lesson plans, and more. Halima's
files include:
◦ Files she keeps private, like her spreadsheet with classroom
expenses
◦ Files she lets others edit, like the lesson-planning documents
she creates with her co-teacher
◦ Files she shares publicly and doesn't let others edit, like
the newsletters and announcements she shares with her
students and their parents
◦ Files others share with her, including ones she can edit, like
her co-teacher's supply inventory; and ones she can't, like a
schedule sent to her by the principal
Sharing files – Cont’d

 As you can tell, no single sharing setting would


be right for all of Halima's files. The settings you
choose for each of your shared files will probably
depend on why you're sharing it in the first place.
 When you share a file with a limited group of
people, your collaborators must sign in with a
Google account to view or edit the file. However,
when you share with a larger group or make the
file public, your collaborators will not need a
Google account to access the file.
To share a file with a limited group of people

1. Locate and select the file you want to share, then click the
Share button.

2. A dialog box will appear. In the People box, type the email
addresses of the people you'd like to share the file with. If you
want, you can add a message that will be emailed to the people
you share the file with.
To share a file with a limited group of people – Cont’d

3. Click Send. Your file will be shared.

NOTE: For more control over your files, you can click the drop-down
arrow to decide whether people can edit, comment on, or
simply view the file.
Sharing with a link
You can easily share a file with a larger group of
people by providing a link to any file in your
Google Drive. A link is basically a URL or web
address for any file you want to share. This can
be especially helpful for files that would be too
large to send as an email attachment, like
music or video files. You can also share a file by
posting the link to a public webpage. Anyone
who clicks the link will be redirected to the file.
To share a link:
1. Locate and select the file you want to share, then
click the Share button.
To share a link – Cont’d
2. A dialog box will appear. Click Get shareable link.

3. A link to the file will be copied to your web clipboard. You can then
paste the link in an email message or on the Web to share the file.
When you're finished, click Done.
Files shared with you

People can also choose to share files with you. These files will
appear in your Shared with Me folder. However, if you'd prefer
to access a file from your Google Drive without switching to this
view, you can move it. To do this, navigate to your Shared with
Me folder, hover the mouse over the desired file, then select
Add to My Drive.
Collaboration tools

Whenever you share a file in a Google Drive format, you'll have the
option to allow your co-editors to change and edit the file. Google
Drive offers several tools that enhance collaboration by making it
easier to communicate with your co-editors and to see which
changes have been made and by whom.
 Suggesting mode
• Google Drive also has a feature called Suggesting mode,
which is similar to the Track Changes feature in Microsoft
Office. This allows each collaborator to make changes, while
giving the other collaborators a chance to review the
changes before making them permanent.
 Downloading and printing files from Google Drive
• Once you've created a file, it will be accessible whenever you
sign in to Google Drive. However, there may be times when
you want to download or print a file for offline access.
To download a file:
1. Locate and right-click the file you want to download, then
select Download.

2. The file will be downloaded to your computer.


To choose a file format:
By default, Google Drive will choose the most common file format
whenever you download a file. For example, if you download a
Google Document, it will automatically be saved as a .docx file,
which is used by Microsoft Word and most other word processors.
However, there may be times when you want to choose a different
format, such as PDF.

1. Double-click the desired file to open it.


To choose a file format – Cont’d
2. The file will appear in a new tab. Select File > Download as,
then choose the desired file type. In this example, we'll choose
PDF Document (.pdf).

3. The file will be downloaded to your computer in the desired


file type.
To print a file:
1. Double-click the desired file to open it.

2. Select File > Print.


3. The Print dialog box will appear, along with a preview of your
file on the right. Choose the desired options, then click Print.

Note: that these options will vary depending on the type of file
you're printing. For example, you'll have different options for
printing a spreadsheet than you would for printing a presentation.
Thank You For
Listening

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