Southwest Kansas Library System Things Thing 2 promotonal image which is an orange block with a tablet icon, headphones, a boko, and a camera icon.

Introduction/Content:

Welcome to the second thing in SWKLS Things 2020!   This month weโ€™re going to be learning more about Google Drive. The lessons for Google Drive will be divided up into two parts: Part 1 and Part 2. This is Part 2. We recommend completing Part 1 or being a somewhat experienced Google Drive User before starting Part 2.

Google Drive is a great resource and can be used to share and collaborate on documents with coworkers or committee members, share documents on your website, store files, etc. Note: We do not recommend storing files with passwords or other confidential information on Google Drive. A better option is to use a password manager such as LastPass.

Part 2 will focus on the more advanced features of Google Drive like sharing, collaborating, and organizing your files. This lesson is worth 3 credit hours. After this lesson you will be able to:

  • Search for Files in Google Drive.
  • Manage your files in Google Drive.
  • Organize your files in Google Drive.
  • Delete Files in Google Drive.
  • Share Files in Google Drive.
  • Collaborate with others in Google Drive.
  • Download Files from Google Drive.
  • Print Files from Google Drive.

The activities for this lesson are due March 31, 2020 at 11:59 pm central time and are worth 3 credit hours.  Estimated work time:  1-3 hours.

If you would rather complete an alternate topic, please go to the alternate topic page and pick one from the list.  You are also welcome to choose past topics or topics from the first rounds of Things.

If you get stuck and need help, please donโ€™t hesitate to ask.

Exercises:  (Due March 31 , at 11:59 pm CDT)

Tools you will need:

  • A computer with a browser.
    • A tablet or other internet enabled device will also work for most of these activities, but a laptop or computer will probably be easier.
  • A valid gmail address.
    • If your library has an email address like staff@cimarroncitylibrary.org you most likely have a G Suites address through Google and can use that account.
  • An Internet connection.

Activity 1: (15-30 min)

  1. Complete GCFLearnFree’s Managing your files lesson. (You don’t have to do the Challenge! at the end.)
  2. Practice searching for files in Google Drive.
    1. If you can’t think of anything to search for, search for SWKLS, Tech Day, policies, etc.
  3. Practice sorting your files by name, by date, etc.
  4. Apply a filter to look just for photos, spreadsheets, presentations, and folders.
    1. Practice clearing the filter between each search.
  5. Create a folder and move at least one file into it.
  6. Delete a file.
    1. If you want to permanently delete it, go to the trash folder and empty it to permanently delete the file. If you delete a shared file you’re the owner of, others will lose access as well. You can assign another owner before deleting and it will just remove it from your Drive.
    2. Tip: If you’re trying to clear up space in your Google Account, any files in your trash will continue to take up space until you empty the trash. There is separate trash for your gmail (email) and Google Drive. Google Drive keeps items until you delete them and Gmail trash will be automatically deleted after 30 days
    3. More information about Google Drive’s trash
  7. Preview a file.
  8. Practice right-clicking in Google Drive.

Activity 2: (10-20 min)

  1. Open SWKLS Tech Day+ Schedule (don’t worry this is a copy), make sure you’re signed into Google, and then change to suggesting mode (under Editing | Suggesting).
  2. Suggest at least two (2) formatting changes, comment on any mistakes you find, etc. Feel free to add additional comments.

Activity 3: (30-60 min)

  1. Complete GCFLearnFree’s Sharing and collaborating on files. (Skip the challenge.)
  2. Create a new folder in your Google Drive called Thing2 Practice + your first and last name. (It should be called something similar to Thing2 Practice Janelle Mercer).
  3. Share it with Janelle (jmercer @ swkls.org) so she can view it.
    1. Note: If your library has a G’Suites account, for example you sign in with staff@cimarroncitylibrary.org or something similar, you will get a prompt similar to the one below when sharing with people outside of your library or organization. It’s ok to click Yes, unless you don’t want to share out of your domain.
  4. Inside of the folder created in step 2, create or upload a Google Drive file and share it with someone so they have view only permissions. Note: This works best with Google Drive files such as Docs, Forms, Slides, Drawings, or Sheets.
  5. Inside of the folder created in step 2, create or upload another Google Drive file and share it with Janelle and someone else so they can comment on it. Note: This works best with Google Drive files such as Docs, Slides, or Sheets. Forms don’t really have a comment option and people won’t be able to comment on a file Microsoft Office file.
  6. Inside of the folder created in step 2, create or upload a Google Drive file and share it with Janelle and someone else and make it so they can edit the file. Note: This works best with Google Drive files such as Docs, Slides, Forms, Drawings, or Sheets. No one will be able to edit a Microsoft Office file if you share it with editing privileges in Google Drive. It will need to be converted and then shared.

Activity 4: (10-15 min)

  1. Complete GCFLearnFree’s Downloading and printing files from Google Drive.
  2. Download a file to your computer.
  3. Download a file as a PDF.
    1. Bonus Read: What is a PDF and How Do I Open One?
  4. Practice Printing a Google Doc.
  5. Practice printing a Google Sheet or Google Slides

Activity 5: (10-15 min)

  1. Complete the Google Drive Quiz.

Activity 6: (10-15 min)

  1. Comment below answering the following questions:
    1. What did you learn?
    2. What was your favorite thing about this lesson?
    3. What do you like and not like about Google Drive?
    4. How can you see this being useful in your library? Or.. in your personal life?
    5. Is there something else you’d like to learn how to do in Google Drive? Let us know below in the comments.
  2. Respond to one other person’s comment.
  3. Register for SWKLS Things 2020: Thing 2.

27 thoughts on “SWKLS Things 2020: Thing 2

  • February 11, 2020 at 10:30 am
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    1. I learned about the suggesting mode/editing mode
    2. That I accidentally did most of the lesson last month!! HAHA The practice/hands on part of it
    3. I have been using google drive for many years and I love it, but I don’t like that the transition from Microsoft to Drive changes so many things
    4. This could be beneficial when working on a document together with co-workers
    5. Nothing that I can think of at this time

    Reply
    • February 13, 2020 at 2:52 pm
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      Roebeka, I agree that it can be very beneficial when working on a document together with co-workers!!! Good for you for getting it done so quickly!!! way to go!!!

      Reply
    • February 20, 2020 at 10:23 am
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      We use Google Drive a lot in the office to share files between co-workers. Honestly, I open my drive multiple times every day. Google has made itself very important in my workday…and life. ๐Ÿ˜‰

      Reply
      • February 20, 2020 at 4:21 pm
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        I use it all of the time, too! Both personally and not personally. I would have a nervous attack without it! lol

        Reply
    • February 20, 2020 at 4:19 pm
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      Roebeka,
      It sounds like you were way ahead of the game! Good job. We use it a lot here in our office to work on things together. I also use a lot personally so I can get access to things easily like our budget (I create a new Google sheet each year) and other things like medication lists, etc.

      Reply
    • March 5, 2020 at 5:07 pm
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      I think l also did much of this last month! Score! Ahead of schedule for once! ๐Ÿ˜€

      Reply
  • February 13, 2020 at 2:59 pm
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    Hmmmm..what did I learn??? I learned that I had once thought Google Drive and I were on good terms….but …… that was not the case with lesson 2!! We did not see eye to eye on several matters….maybe it would have helped had I been able to complete it in one setting instead of several and had I not tried to start it during the week from H***! With that being said, I love google forms and the information that is created in a spread sheet for you!!! Sharing and editing and such …. not so much right now…..maybe we will get back on to friendly terms at a later date!!! Google Forms has simplified Read & Play and Summer Learning signup !! It is wonderful!!! THANK you Janelle!!!
    I am sure there are tons that I could learn in Google Drive…..maybe I just need a new “mindset” or may Google Drive does!!
    Seriously, this is a good lesson….I need to go back over it again ๐Ÿ™‚

    Reply
    • February 17, 2020 at 2:41 pm
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      Millie, I can see Google Drive being the catalyst for a week (or at least a day) from H***! Maybe I was just making it harder than it should have been but it seemed cumbersome at times. Hope this week is better!

      Reply
    • February 20, 2020 at 4:20 pm
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      hahaha. I think we all had a week from you know where last week. Please holler if you need help, Millie! Google Drive can be a bit tricky and has its moments.

      Reply
  • February 17, 2020 at 2:38 pm
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    1. I learned that that others can suggest not actually edit the document. Then I don’t have to save an original copy to look back to.
    2. Got me out of my comfort zone.
    3. I like that others can suggest/edit without passing paper around. I don’t like that it adds a step by having you download a doc into drive before sharing. An attachment in an email lets them see the whole document, although I haven’t done it a lot, editing can happen in word or whatever.
    4. I can see it being useful if I don’t want multiple copies with suggestions/edits to wade through.
    5. not at this time

    Reply
    • February 19, 2020 at 4:19 pm
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      1. I know more than I thought about Google Drive.
      2. I sent some neat stuff to Janelle. Let’s see what she does with it. HA!
      3. I like to use it collaboratively when we are working on policy. I hate, hate, hate having to move stuff with nice formatting in Word to Drive. It has to be completely reformatted, and it will never look as nice.
      4. Work, okay. We’ll use it to do policy and not worry about it looking nice. I won’t use it at home. Too OCD to let my personal stuff look like that. I’ll stick with my lovely Office product until after I retire and can’t afford the annual subscription. haha
      5. I think you have it covered. If and when they do an upgrade, we can do it all again.
      I like the suggesting vs. editing idea. But when someone else edits, you see it in a different color (I think), so you can usually go back to the original without a whole lot of pain and crying.

      Reply
      • February 20, 2020 at 4:30 pm
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        Eunice,

        I love what you sent! If only I was as talented as you. I have learned to just start a document in Google Drive now. That way I don’t have to miss the formatting as much. I do miss a lot of the “prettiness” Word and other programs offer to a document, though. I think when you’ve been using Office as long as we have it’s easy to miss those extra formatting tools.

        Reply
    • February 20, 2020 at 4:27 pm
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      Audrey,

      I like the fact that you can share a document with people and make sure youโ€™re all looking at the same copy and revisions and not have to send out an updated document over and over again. It came in really handy when our Tech Day+ Schedule kept changing. We sent out the link which always had the updated schedule. I think it worked well!

      Reply
  • February 20, 2020 at 10:21 am
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    1. I learned how to use the filters more effectively. I knew it was an option, but I just keep everything in folders so I don’t have to hunt.

    2. I enjoyed this lesson mainly because I adore Google Drive.

    3&4. I really like Google Drive. I rarely use Office anymore, unless I am manipulating a document I didn’t create. All my Storytime Lesson Plans are in my Google Drive. We use several shared files in the office for keeping lists between staff and program attendance stats. We use Google Forms for all kinds of registrations and surveys. Any document we need to share on our website is set up in Google Drive as a shared file. I’ve used Google Slides to prepare presentations, in particular our Teen Trivia Night. Personally, I have a folder for ukulele songs and a folder for crochet patterns. I also like the apps because I can record program attendance from my phone away from my desk. In summary, I rely quite a bit on Google Drive. Let’s hope the digital apocalypse can hold off until I no longer need technology!

    Reply
    • February 20, 2020 at 4:26 pm
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      I love using it for Google Slides, especially if you’re presenting with other people! It works pretty slick! Then you also know you have another copy just in case you lose your flash drive or whatever. I hope the digital apocalypse never happens. I would be in a corner having a breakdown! lol

      Reply
  • February 20, 2020 at 1:46 pm
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    I forget about drag and drop when I need to move files. I usually right click and do “move to”, but drag and would be much quicker. I could see myself sharing a file with someone so they can comment on it and proofread.

    Reply
    • February 20, 2020 at 4:38 pm
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      Doreen,

      I definitely should have people proofreading my stuff more regularly. This would be a great tool for that. Drag and drop works so well!

      Reply
  • February 26, 2020 at 3:03 pm
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    1. I learned that you can comment on a document that you’re working on with others.
    2. My favorite thing is that you can organize your folders and files in different ways, either in alphabetical order or by date.
    3. I like that you can share files and folders but I found it a bit confusing to do.

    Reply
    • May 12, 2020 at 3:59 pm
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      I liked learning about the folders, too. Now if I can just put them in to use.

      Reply
  • February 28, 2020 at 1:12 pm
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    It was useful to be able to put into practice sharing documents for others to see and edit. I could see me being able to help patrons that may want to use Google Drive or suggesting it as an option for ease in printing. My favorite thing about it is how much the program is capable of doing. I haven’t used it enough to know what I don’t like yet. I don’t think there is anything else at this point that I am aware of that I want or need to know. Stacey mentioned having filing for things like crochet patterns. This is something I can consider doing also just for personal use.

    Reply
  • March 3, 2020 at 11:00 am
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    Google Drive is my hero(or at least a very good friend)! I keep track of all my Story Time info in Google Drive, from lesson plans to my budget to who and how many kids I have signed up. Keeping track of my budget in Google Sheets is both simple and makes it easy to share with our director.

    Reply
  • March 5, 2020 at 5:05 pm
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    1. I became more comfortable with Google Drive and all it’s jewels! Lol!
    2. My favorite thing about this lesson was that most of it was now a review from last month’s or I got ahead of myself last month and partially completed Thing 2 already!
    3. I like the easy of sharing and picking how you can share your files, but I don’t like how much the files often change in the conversion to a Drive file.
    4. It has already been helpful over the time I’ve been working in the library world in planning programs, flyers, food prep, etc.

    Reply
    • April 6, 2020 at 2:37 pm
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      I would agree that using Google Drive has benefited me in personal life as well as professional!

      Reply
  • April 6, 2020 at 2:36 pm
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    I learned how easy it is to comment and use a document with other people at the same time.
    I like the ease of Google Drive and the portability of having access to documents.
    I would think using Google Drive would be nice to have consistent information and everyone would be able to edit.
    I would like to see how the edititing of a picture works in Google Drive.

    Reply
    • April 8, 2020 at 2:32 pm
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      I agree! Learning about the commenting feature, just not editing was really beneficial!

      Reply
  • April 8, 2020 at 2:31 pm
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    1. I learned that you can download straight to PDF. I will take anything that is a step shorter.
    2. Creating my silly docs for the lesson ๐Ÿ™‚ good brain break for today.
    3. I like that it’s fairly easy to use/understand. I am still learning to transition the documents from Microsoft products to Drive…I don’t think about creating in Drive.
    4. We are going to have a shared folder among staff members for frequently used documents. Also, with how much we support the school, it is good for us to be able to use Google Drive, as they are a Google school.

    Reply
  • May 12, 2020 at 3:57 pm
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    My children have used Google Docs for a long time and I’ve started to use it more, especially with being at home and needing my documents and files to be available to me when I return to the library.
    I forgot I didn’t leave a comment on this yet!

    Reply

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