Google Drive – Google Basics Part 4

Google Drive – Google Basics Part 4

– Super exciting today. It’s part four of our five part series on the Google ecosystem. Well actually the five
part series has grown into a seven part series because
there’s so much to cover. But today’s is awesome. We are talking about Google Drive. Queue the music. (upbeat music) Steve Dotto here, how the
heck you doing this fine day? At Dottotech we make technology
easy so you can do more. Now as I said this is
the fourth of our series of Google Basics where we
look at the Google ecosystem. Today we’re diving into Google Drive which is the online storage component
of the Google ecosystem. But drive is more than that. Drive is two maybe three
different things to us. First of all it is online
storage, much like Dropbox or Box or other file storage systems. Google Drive allows us to store all of our documents within it. We have actually 15 gigabytes
of storage space within Google Drive which is pretty darn
generous when you consider that say Dropbox starts out with
two gigabytes of free storage. Of course you can purchase an
upgrade if you start running out of storage and we will
have links in the description on how you can go about upgrading your storage should you choose. But you’re probably going to
be happy with 15 gigabytes for a little while because
that’s a lot of storage. However, one caveat is
with Google Drive you share that 15 gigabytes of storage with some of your other Google accounts. So you share with all of
your docs and sheets all of your word processors,
spreadsheets, presentation. Anything you create with
Google Apps that are also part of drive counts against your storage. As does any stored email
that you have from Gmail. And as well, you can also
have to use some of that space to store some of your photos
if you’re using Google Photos. But there’s a caveat on the
caveat as far as the photos goes and we’ll be talking
about photos in a subsequent episode of this Google Basics series. But with photos, if you
store your photos in Google standard resolution it doesn’t
count against your storage. It’s only if you store
high resolution photos that it counts against your storage. Whew, I’m glad we got over all of that. But let’s take a look at
Google Drive so we can understand how it all fits together. When I said it’s really two
things, here’s where we see it. If I go into the Google Apps
menu and open Google Drive from the apps menu I’m
brought into a browser window that allows us to
organize all the different aspects of our drive. Now this is a pretty
much brand new account that I’ve just been playing
around with a little bit and I’ve got a couple
of untitled documents that I’ve just been kind of setting up. But it starts with pretty
much a blank canvas when you start with Google Drive. But if you take a look over
here and you click on new. Here you see that you can manage
all of your, you can create folders and you can
upload files, et cetera. But you also have access to
Google Docs, Sheets and Slides as well as more here. This is the other part of Google Drive. This is Google’s Productivity Toolkit. These are, this is our word processor, Docs is a word processor which is free. Sheets is a spreadsheet. Slides is a presentation
tool much like PowerPoint. And we see in the dropdown we’ve
also got Forms and Drawings and access to Maps and
Sites and Jamboard which I’m not even sure I’ve
ever even looked at. There’s so many things
in the Google ecosphere. They’re always adding. But the one that you’ll be most
interested in is of course, I think Google Docs and
we’ll start with that. Because this is a really
full featured word processor. Google Docs, I use for
doing all the writing that we do in our business now. I write all of our blog posts in it. All of the projects we work
on, I work in Google Docs because it is a full
featured word processor. And it’s got, if we take
a look here in the tools, in the menu, sorry. It’s got all of the main
features that you’d expect to find in a word processor. Now it’s not quite as robust
as a Microsoft Word, no. But it’s free and it’s
online and available to us at all times. And I, the words are the same. The words work out the exact same. And you can do most of the formatting that you would do in a dedicated application. But that is not the main
reason that I use this tool. Free is good, but free is not everything. Accessibility is great,
the fact that it’s easy to access online and that it’s ubiquitous. I can work on the same
document on multiple computers just by signing
into my Google account. That is very important. But the most important aspect
of this particular tool, actually of all of the Docs
is found on the top right hand side of the document screen
here which is the share button. I can take this document and I can share it with other members of my team. By sharing the document with
other members of the team I turn it into a collaborative document which means they can edit the
document even in real time. If I am writing on a document
and someone else is editing that document, I can see their
edits happening in real time. And we have all of the
acceptance and rejection rules as far as editing documents so that you can make suggestions and
then accept the suggestions. So you can do full proper
full on editing of a document and work through it in
a collaborative approach with the team all included here
for free with Google Drive. That to me is one of the biggest benefits of this particular tool. And we’ve got that for word processing but we also have it for spreadsheets. We also have it for presentation tools and we can even create forms, et cetera. Now we have done a lot of videos on this topic over the years. So in the document in the blog
post here and in the links below, I’m gonna make sure to
add links to showing you how we use Google documents as a
collaborative word processor. We did a great video on that. I’m gonna show you an
introduction to Google Forms which is another one of the
basic tools that’s built into the Google Docs or into
the Google Apps which allows you to create online forms
which are mind blowing as far as the flexibility
and the fact that they’re free is again, an amazing feature. So I’ll make sure that I link
to all of the relevant videos so that you can dive deeper
into each of these aspects. But today’s video is kind of
an overview so I’m not going to go into the nitty gritty
details of using these tools. So this is the documents
side of Google Drive. But if we go back here into
the main menu we can also manage, let’s bring out
the menu, pop out the menu. We can also go in and click
on the Drive location. And we can also, here,
choose exactly what documents we’re sharing and how we want
to organize those documents. Because here’s the thing
about online file sharing is you don’t necessarily
always want to have all of the documents available
on all of your devices. For example if you’ve got
a lot of very large files that you’re editing, say video files. You don’t necessarily want
to store them in your online storage solution because
they take up a lot of space and they get mirrored on
each computer in the system. So you want to be able to
organize exactly what files you share and which ones you don’t. And you can do all of that
through these menus on the side. And one of them is for
the different computers. These are the different
computers that are attached and synced to your Google Drive system. Now I just set this up brand new. So there’s no other computers
syncing to it but if I log in with another computer
into my Google account. The Google account we set up way back in episode one which I’m still using here. If you log in with a second
computer, say a notebook computer, it will then give
you access to all of the same information, begin syncing
all of the documents that are in Google Drive
on that other computer. So that’s how we end up having
ubiquitous access to all of our files is we’ve got them synced from computer to computer into the cloud. So that no matter what device you’re on, you have access through Google Drive. That’s one of the benefits of it. And it’ll take you a little
bit of time to figure out what you want to share and
what you don’t want to share. But that’s basically how it’s all managed. So you’ll spend quite a bit
of time in this particular interface here, figuring out
how to get around and how to create new documents and
then finally creating some sort of organizational structure for your Google Drive account. But the bottom line is once
you’ve set up a Google Drive account, you have access to
it on all of your devices and you can choose
exactly which files live in Google Drive that you want to share. And if you want to share files
with others, you can also share the files by creating
a file sharing link. Let me do that, actually. Let me load. I think I should do that at least once. I’m going to — upload a file to Google Drive. Let’s say I’m just gonna
upload this spreadsheet right here which is a
spreadsheet that I have. So this actually Microsoft
Outlook spreadsheet but it was sent to us from a client. So here we have, this
has now been uploaded. So how do I find it? Well if I go into my drive, I have here that spreadsheet available
to me right here. So if I click on this I will open it. But I can also choose to get a sharable link for this document. Watch this. I created a sharable link
which then copies this link so that I can now send
this link to somebody else and I can share this document with them. So all of the same things
that we do in Dropbox we can do in Google Drive. I say graphically speaking
it isn’t quite as appealing as some of the other tools
as far as it lays out all of our files and all of our structure. But you’ll very quickly the
nuances of using Google Drive as you spend time with it. But it’s an important part of
the Google ecosystem because now when you go into your
email and you open your email and you create and compose a new email, if you want to attach a
document to that email? Watch what happens when
I go to attach file. Watch what one of my options are. One of my options are, oh sorry, I clicked on the wrong place. If I go here and I think
it’s attach, there it is! If I insert a file from
Drive rather than attaching a document from my computer,
I can attach the spreadsheet that I just created
here, I can attach that as an attachment in the email. So I have instant access
through the integration between Gmail and Google Drive
to be able to share files. As well as, of course, anytime
I save a document in Gmail, that document or that attachment
is saved in Google Drive. So we see how it fits
now as the storage layer. The storage and really sharing layer for the entire Google account. Google Drive, it is a great addition so it works in the
background most of the time. It’s not something you
think about top of mind all of time as far as
the storage side goes. But it is an integral part of
the entire Google ecosystem. And that brings us to next
video which we’ll be posting next week, which is on Google Photos. You’re gonna wanna stick around for that. If you have not yet subscribed
to our channel, make sure that you subscribe and ring
that notification bell so that you don’t miss any of the
videos in this Google series or any of our other
videos for that matter. I look forward to your
comments and suggestions below. Would love to hear what your thoughts are and if this video is
indeed helping you out. Till next time I am Steve Dotto. Have fun storming the castle!


34 thoughts on “Google Drive – Google Basics Part 4”

  • Great job, Steve. Thanks. I like Google Drive and all of its apps. I enjoy creating Docs, Sheets, and Slides files for personal use. Thanks for pointing out how to attach a file from Drive from Gmail. I've always relied on the share message from Drive.

  • When I watch videos like this series, I really find what Google offers to be great, and free to boot! Then I watch videos like the one you did called "What Does Google Know About You? Protecting Your Privacy with Google in 2018", and I'm unsure if I want to use any of their products. I'll go a while using google fully, then remove everything I have that's theirs. Maybe someday I'll come to a decision on this, but for now, I'm still unsure.

  • You may cover this on photos but I get confused when a photo taken on my phone appears on Drive and Photos; is one merely a link or are they both copies of the original on my phone?

  • Loved this part 4. You referenced a "structure" of files. Do you have samples of naming conventions or a video about organizing files?

  • I didn't realise that by using the backup and sync app to upload my pictures that it would shrink the photos and them sync them back to my own PC. I get that they will be compressed on their own server (if I chose that option) but I really didn't expect it to overwrite the ones stored locally. I suppose in hindsight I should have guessed that it might do that. Good job I have backups !

  • Great video and reminders for us self-proclaimed experts. There were main menu items within drive I have never even looked at.

  • How does Google make money off of providing Drive for free? Are they hoping people opt for more storage, or is there some other revenue source?

  • Arjan Groenenboom says:

    Gmail e-mails will count against your storage however sheets, docs, slides etc, will not count against your storage. You can even upload word and excel files and convert them to googles 'native' format and use up no drive storage space at all!

  • Just a quick example of the power of the Google philosophy for any newbie who is still unsure:-

    I am writing a book, and I'd only been using Drive and Docs for 2 weeks.
    In a new chapter I started the first paragraph on my home PC+Chrome+Docs.
    Then I ran for the airport to get to Sicily.
    Late afternoon, I've booked into the hotel, grabbed a drink, got the wifi password, and I'm sitting in the hotel garden carrying on with the second chapter on my Chromebook, because my book is stored on the Google server/cloud in the States, and I can access it from anywhere!
    That's when I realised the power of Drive and Docs (at least for me).

    As I've said before, Steve, thanks to you I'm now a Google/Drive/Docs/Chromebook convert. Bye-bye MS!

  • I have one serious reservation about using all the wonderful collaborative and synching tools that Google offer us, And that is that Google, as the owner, developer and writer of all the software has access to it and thus access to all of our data through the Google cloud. How can this be avoided other than not using Google?

  • I live in Google, we use the calendar, photos and I write in Drive/Docs. To date, I've written over 50 short stories, and two novels in Google drive. I started my 3 rd one a month or so ago.
    That said, There are cerian things it's not great for, or I'm just not using it right..LOl
    One thing is paginating long projects. I have yet to be able to get it to create a table of contents, natively. I can get to number the pages automatically, but if I insert a page into the beginning for a contents page, it moves all the numbers and I have to go and make sure the numbers are right when I write the table of contents manually. I would also like to set the default font to times new roman, and the point size to 14, instead of the default 12, But those issues aside, The benefits far outweigh any logistical problems. I can save a project to the hard drive as a PDF, Epub, or a Rich text Document, and I think a couple of other formats, which is handy. I usually save a copy of a finished work as a PDF for quick and easy emailing and sending to people.
    As usual great video.

  • One big plus of Google Drives for me, is that I get all the access and functionality on my Linux computers as well as Windows and Mac Computers.

  • Hi Steve ?.
    Will definitely be looking forward to, Google Drive "Photos", as That, is the only thing I have on GD.
    I'm not even sure how, but every time I take a picture with my Android phone, it syncs to my
    Apple iPad. That's been happening for at least 2 years now, but I don't know how, or why ? I don't even remember discovering that it was doing so.
    The bulk of my Photos, were taken using, Photo Scan, from Digitizing numerous old photo albums….So much so, that I ran out of storage and had to purchase more !
    The only thing I do know, is that I have Google Photos & Google Drive on both devices…I do not recall, ever doing anything, (on purpose), to enable them to sync…. Although I do use my Google email address on all the Google Apps I installed on the iPad. I did have to use my Daughter's password in order to install them, as She set up my iPad about 6 years ago and put Her name, and Her Father's name all over the place. So sometimes My info is accepted, and sometimes Not. The Apple Cloud will not accept my info because it's in Her name, or Her Father's name.
    Fortunately, I do know Her Google password, because I totally forgot MY passwords for either device !
    As a matter of fact, I got an, Ancestry DNA test kit more than a year ago, and found out the first requirement is to enter your email address, and password.
    So far, they tell me everything I entered is unacceptable !
    Oh Well, I finally gave up.
    I apparently will Never know if I have any, "Long Lost Family" or not !, LOL ?.
    OH Well ?, such is life !
    Have a Good Day Steve ?.
    JaneLee ^_^
    8:49 AM

    PS, I got yelled at by someone in something I had commented on, for Including the date and time with all the comments I enter.
    I told them I couldn't stop, because I had OCD !?

  • Steve, Been following your Goole series. However, with Docs, I was surprised you didn't mention what I find to be the biggest time saver and best power tool – Voice typing (aka speech to text.) Using it I can get my ideas into a "notes" type document quickly (and roughly) significantly faster than by keyboarding. Afterward, I clean it up and share as you describe. It's a major time saver. If you haven't yet, give it a try. BTW I'm 72. Old dog – yep, new tricks – always! Welcome to "elderly geekdom!" 🙂

  • Aneta's simple life says:

    Hi Steve, I found you through the interview on the VidIQ channel and could not resist to come over 🙂 Great channel, keep it up! Subscribed to learn more.

  • What is the real difference between MyDrive and BackupandSync – it seems to me that if one is not making use of Google functions (like Docs, Sheets) and you just want to sync/store any files on the Google Drive from your PC that BackupandSync is the better option to make use of.

  • Oh man, you don't know about Jamboard!? It's Google's latest and greatest cool creation that has been planned for 5 years, just came out and has a preplanned EOL of 2 years!

  • Google Drive is my favorite cloude storage. And the more I think about my use of Evernote and OneNote, the more I wonder: Why on earth don't I just have my notebooks as folders (and subfolder) in Google Drive? I can have Docs, Spreadsheets, PDF, JPG, HTML and what ever is coming to my mind. No need for any subtile structures or any detailed tag system. If I need to find anything Google does the search. Am I the only one wondering if my need to get sub-sub-sub-subfolders and countless tags is just a remnant, a living fossil, a baby boomers obsession of ancient days without any reasonable search functions. What do you think about it?

  • Pedro J. Albertos says:

    Hello Steve
    Jamboard in a relative New GooGle device and software that works as a Whiteboard with all the Google integration advantages. For classrooms and Meetings is excellent. Best Wishes

  • Thanks Steve, quick question, why does google drive store multiple copies of the same folders and files ? talking 10/20/30 copies of one file. Google support have had specialists and allsorts of people trying to fix it, still no joy. any thoughts, thanks Steve. and any idea why when trying to open folders and pics in google drive it asks to open in cloudconvert, so opening stuff in folders is real hassle .

  • I have a question about Google drive and maybe someone can help.
    I have created a shortcut on my desktop and in the shortcut, I have an URL to a certain webpage.
    I can upload this shortcut to Google Drive and then it will turn into a URL file extension. For example. The name of the shortcut on my desktop is "WebPAge". After uploading it to Google Drive, it is called "WebPage.URL"
    When I click on this file (on Google Drive) I get the message from Google, saying that he does not know with what program it needs to be open. Also on my mobile device, it is asking me to install OfficeSuite. Also on Google Drive, after the file name (on my mobile device) I can see three dots for more options. If I choose there for "Open With", again it is asking me to install OfficeSuite. Anyone has any idea how I can fix this or maybe has a workaround for it? The reason I want this shortcut on my Google Drive is so I can open this on any device I like. Also, if I share the folder I had put the shortcut in with others, they also can just click that shortcut and open the webpage. Thanks for the solution or tricks.

  • Bruce Markewicz says:

    Steve, how do I add google drive to my file explorer as an option from my computer? I want to work in MS Word but save and access from my file explorer. Thanks.

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