The University of Sheffield provides access to Google Drive for all staff and students. This gives users access to 30GB of online storage space and the ability to create documents, spreadsheets, presentations and electronic surveys and questionnaires for free.

Opening Google Drive

To open Google Drive, either:

Select ‘Google Drive’ from the main menu

mail1.png

or

dr3.png

first page.png

NB If you are opening Google Drive for the first time, you will be asked if you want to install Google Drive on your computer. Click ‘No thanks’.

Adding files to your Google Drive

dr1.png

dr2.png

 

or drag the file(s) directly into Google Drive

 

drive5.png

dr4.png

Creating documents, spreadsheets and presentations in your Google Drive

 dr5.png

Creating questionnaires in your Google Drive

dr9.png

Creating folders in your Google Drive

dr11.png

dr10.png

dr12.png

dr13.png

dr14.png

NB If you create documents etc while inside a folder, they will automatically be added there, not your Drive home page.

Google Drive Basic Features

Documents, presentations and spreadsheets in Google Drive work in a very similar way to their Microsoft Office equivalents, e.g. Microsoft Word. However, here are three basic features which will help you:

Auto-save

Google Drive automatically saves your work for you every few seconds. To see if your work has been saved, check the top of your screen. It should say ‘All changes saved in Drive’. This means you can close the document and not lose any of your changes.

drive9.png

Naming documents

When you create a new file, it will say ‘Untitled …’ in the top-left corner. Click on this area to give it a name.

drive10.png

A box will appear in the middle of your screen.

dr6.png

Your document name will now appear in the top-left corner. If you want to change the name later, click on the name and repeat the step above.

dr7.png

dr8.png

Downloading Google files as other file types.

You can create files in Google and then download the file as another file type, e.g. MS Word, which can then be attached to emails, etc.

dr15.png

Sharing documents

One of the most useful features of Google Drive is the ability to share your documents with other people to either work collaboratively or just let them see what you’re working on. In Docs, Sheets and Slides, an easy way to do this is by using the ‘Share’ button in the top-right of the document.

share1.png

The dialogue box below will open. If you want to share it with specific people, write their names or email addresses in the box.

share2.png

If they are at the University of Sheffield, suggestions for their email address will automatically appear.

share3.png

Use the box below the names to send addressees an email message with the document.

share4.png

Sharing is automatically set so that people you share it with can edit the document. This means they can make any changes they want to. If you want to restrict what changes they make, click ‘Can edit’. ‘Can comment’ allows the person you share it with to comment, but not to change the text. ‘Can view’ means they can only view the document and can’t annotate it in any way.

share5.png

When you have chosen who you want to share the file with and what level of access you wish to grant them, click ‘Send’.

share6.png

Sharing via a link

An alternative way to share documents is via a weblink. To get this, click ‘Share’ and choose ‘Get shareable link’.

share7.png

The dialogue box will now feature a link (highlighted blue). Use [CTRL] & [C] on your keyboard to copy the link, and [CTRL] & [V] to paste it.

share8.png

The default setting is that people can view. To change this, click ‘can view’ and choose the sharing level you wish.

share9.png

If you want to share the link outside University of Sheffield, click ‘More’.

share10.png

Choose the level of access you want:

(1) Will make your file accessible to anyone on the web and will show on search engines.

(2) Will make your file accessible to anyone who has the link, whether or not they are part of the university. However, it will not show on search engines.

(3) Will make your file accessible to anyone at the University of Sheffield and may show on internal searches.

(4) Will make your file accessible to anyone at the University of Sheffield who has the link.

If you want to change sharing permissions, click ‘Can view’. When you’ve finished, click ‘Save’ and copy and paste the new link from the dialogue box.

share11.png

The current level of access and editing rights are always shown above the link.

share12.png

You can change the level of access and type of sharing at any time by clicking ‘Share’ and ‘Advanced’.

share13.1.png

Use the arrows next to each name or feature to adjust. Click the ‘X’ to remove sharing rights from an individual. Click ‘Done’ when you’re finished.

share13.png

Making comments in Google Docs

comm1.png

comm2.png

comm3.png

comm4.png

Making suggestions in Google Docs

Google Docs defaults to editing mode, which means changes you make won’t be highlighted. To change this:

sugg1.png

sugg2.png

sugg3.png

sugg4.png

sugg5.png