The exercise files for today's course are located in the video description below. Don't forget to like and

subscribe. Hello everyone. Welcome to Google Workspace. My name is Trish Connor Ko.

This course is recommended for users who want to get a quick overview of Google Workspace applications. This class is

especially appropriate for individuals moving to Google Workspace from Microsoft Office.

We'll start by focusing on Google Drive. In module one, Google Drive is the file storage application of the workspace

apps. You'll learn about the display screen, how to change drive options, and even

how to create a file from drive. We'll move on to making a copy of a file and moving a file to trash before we upload

a file from a hard drive. You'll learn how to create and manage folders as well as how to upload a folder from a hard

drive. We'll move on to learning how to search for files and how to add shortcuts to

Drive for efficiency purposes. We'll cover how to work with Drive Priority and Workspaces.

And this feature is only available for a business workspace account, but if you don't have a business workspace account,

you can still view the feature in the video. And you'll also learn how to change Google Drive settings. We'll end

the module by learning how to sign into multiple Google accounts for easy access.

We continue with learning Google Drive in module two where you'll learn how to collaborate in Drive. You'll learn how

to share a file or folder and we'll end the module by publishing to the web. The third module focuses on common

features. It highlights features common to most of the Google Workspace apps. You'll learn

how to open a Google app before creating a new file. You'll get an overview of the menu and toolbar and how to use

them. You'll also learn how to access help, how to rename a file, and how to email a file.

We'll move on to how to download files in other formats. And we'll end this module after learning how to open a

Microsoft Office file in a Google app and how to work with versions. Looking to support our channel and get a

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ad. Interested in a specific video? Purchase one of our ad-free courses individually.

Looking for even more? Gain access to exams, certificates, and exclusive content at learnittime.com.

More information can be found in the video description below. Before we get started, I'd like to say

that I will be using two Google Workspace business accounts during this course. Now, you can also be successful

if you have access to two personal Google accounts. Although, there are a handful of features that you won't be

able to use if you're using a personal account. At least you'll get to see these features on screen because of the

type of account I'm using in this video. In addition, it would be helpful if you had two different accounts that you can

use and that might be an easier proposition if you're using personal Google accounts.

Also, we'll be using a handful of files that are in the video description. So, you may want to go ahead and grab them.

And there's also one folder in there. You might want to grab everything and store it somewhere on your hard drive

that you can access during this course. In our first module, we'll begin using Google Drive.

We have 15 lessons in this module. We'll start by signing into Google Apps and using the Google Apps menu.

We'll go over the Google Drive display screen and then you'll learn how to change drive display options.

We'll create a file from within Drive and move on to making a copy of a file and moving a file to trash. Now, we do

have files in the video description we'll be using for this course. In lesson eight of module one, we'll be

uploading two of those files from a hard drive and they're named Learn It Logo, which is a PNG file, and 2022 sales,

which is an Excel file. In lesson 9, we're going to create and manage folders. In lesson 10, we'll be

uploading a folder from our hard drive. And also in the video description, you'll see a 2021 sales folder that

we'll be using in that lesson. You'll also learn how to search for files, how to add shortcuts to my drive,

well, your drive. And in lesson 13, you'll learn how to work with Drive Priority and Workspaces.

They're only available if you have a Google Workspace business account. We'll move on to changing Google Drive

settings and then end this module by signing into multiple Google accounts. The first thing we're going to do is go

to google.com and we're going to sign in to Google apps.

And when you use the blue sign in button in the upper right hand corner of the screen, it signs you into all of the

Google apps. So, we're going to do that right now. I'm going to go ahead and click sign in. And this is where I give

my disclaimer. I will be using two business accounts through this course. At the end of this module, you'll learn

how to add another account so you can switch back and forth between multiple accounts.

The accounts that I'm using, I created just for these videos. And so, in other words, if you try to email me at any of

the email addresses you see me using, you will not get a response. So, I'm going to go ahead and put in what I call

my primary email address. And then I'm going to go ahead and click next.

It's going to prompt me for my password. And I can show it by checking this box. And once I have it in,

I'm going to go ahead and click next. So, it takes me back to google.com. But this time when I look in the upper

right corner, instead of the blue signin button, I have access to my account represented by the letter T, the first

initial of my first name. And to the left of that, you will see a series of nine dots.

and we're going to use the apps menu to access Drive. From within Drive, let's go to the apps

menu. And you can see that I can get to my account from here. Here's all the apps that I can get into.

And as I keep scrolling down, you'll see other apps that are connected as well. Let's review the drive display screen.

So, you already know where the apps menu is. And also to the right of that is how you can access your Google account.

I'll go over to the upper left. The icon for Drive and the Word Drive are both links. So sometimes if you're just

sitting in drive and you're working on other windows on the internet, drive may get stagnant. And so you can click on

drive or the icon in order to refresh the screen. Underneath that on the left, this area

on the left is known as your menu. And this is one of the things you won't have if you're using a personal Google

account. you won't have the priority there and so don't worry about that. Like I said, later on you'll see how

that works even if you don't have it. My drive is like your main repository. So whenever you go to drive, unless you

have priority and you switch it, it will always go to my drive. Now, I happen to have a folder in here from another

Google course that I did, but it your drive may be empty, and you're going to learn more about how to use it during

this module. And then there's another one that's shared drives where you can have a

shared drive that you use if you're like working with a team. Then there's shared with me. Any files

and folders that have been shared with me would show up here. I have my some things under recent from

a previous course that I did. Starred is just another way for you to easily find files or folders. You can

star them and then they everything that you star will be in that starred category.

And then you have trash, which is where anything that is deleted will go. And it empties the trash after 30 days. The

items in trash will be deleted automatically after 30 days, unless you go in and manually tell it to

empty the trash. And then at the bottom, it gives you the amount of storage that you're currently

using, and it allows you to get to storage. So when I go into storage, it again is

showing me the total amount used and it divides it in a business account at least it does. So it's telling me how

much in drive, Gmail, photos and then it lists all the files that are using drive storage there. So I'm going to just go

back to my drive. Now at the top you have your search bar, right? You can search anywhere in Drive,

whether it's in any of these different categories, it will find it. And you'll learn how to search.

In order to get help, you can use the question mark to go to support. And then you have a gear that takes you through

settings. The middle of the screen is showing you MyRive. Anything that you have in

Myrive. So, I happen to have a folder there. If I had files there, it would be a category called files. So on and so

forth. And my drive is a drop-down where I can recreate everything that is on that new button at the top of the menu.

So I can do it over at new or I can click the down arrow on my drive to access the same menu. to the right you

have an icon and that will let you switch to list layout. Um, if I click on it, it switches to grid layout. And once

we get some files and folders in here, we'll revisit the layouts. And then you have, you'll notice on the

right, you have this details and activities screen for my drive. I can close it by using the X in its upper

right hand corner. And then that information icon is view details. So I can get that panel open again.

And now we're going to create a file from within drive. Again, we can use the new icon on the menu on the left or your

MyRive drop-down. Either way, you'll see that you have new folder, file upload, folder upload, and

then you have Google Docs, Google Sheets, Slides, Forms, and more. And we're going to hover over the arrow

to the right of Google Docs. And we're going to choose blank document. And I'll show you here that the untitled

document opened on a new tab in your browser window. You'll learn more about the common

features across most workspace apps and more indepth about Google Docs in a later module. But for right now, if you

have a summary and outline window open on the left, you can close it by using the left arrow.

And where it says type at to insert, we're going to just type a brief sentence or two. So, I'm going to type

Google Drive is the file storage app in Google Workspace.

You can store Google Apps files as well as other file types.

And in parentheses, I'm going to put Microsoft office

comma PDF comma mp4 comma

etc in drive and so notice at the top

it's either saying saved right if it already disappeared where it's that little cloud with the check

mark. If you hover over that, it will say see document status.

And so you can see that all changes have been saved to drive and that this document is not ready for offline use.

And I'm going to just ignore that for right now. So it's automatically saving. Um, here it lets me know that the last

edit was seconds ago. And in the upper left where it says untitled document, if you hover over

there and you click, it's going to want to name it like the first sentence you type. And I'm going to just modify that.

I want the name to just be Google Drive. And when I do that edit and press enter, it gives it that name and it's saved in

Drive. So, because I'm kind of done with this document now, the Google Drive doc that

we just created, I can close the browser tab that it's on. And I'm still in my drive. And now you

can see I have a files category and it shows that Google Drive document. Now I'm going to show you two ways that

you can copy a file in Google Drive. Now before we do that, I have this file selected and I can tell that it's

selected because the name of the file at the bottom has blue shading. And I want to look at this details on the right

side. So, it's showing me a little preview of the document. And when I click on it, it takes me into the

document. All right. And I'm going to go ahead and close that browser tab. It also lets me know who has access

details about the file, including where it's located, when it was last modified, opened, and created, and where you can

add a description. So, one way you can copy a file is you can rightclick. I'm going to rightclick on that Google Drive

file. And I'm going to choose make a copy. It lets me know in the lower left that it's creating a copy. And then that

it did create a copy. And I'm going to dismiss that popup. And you can see that I have Google Drive

and copy of Google Drive. Since the copy of Google Drive is what's selected, I'm going to just do Ctrl C on

my keyboard to copy it. And then I'm going to click anywhere on my drive screen and do CtrlV.

And it's going to give me a popup which I'm going to allow. So in the lower leftand corner, it lets

me know that it's working. And now you'll see that I have Google Drive, copy of Google Drive, and copy of

copy of Google Drive. I like to give options. So, just like I showed you two different ways to copy a

file, I'm going to show you two different ways of moving a file to the trash. So, you don't want it anymore.

You don't need it anymore. I'm going to rightclick on the copy of Google Drive file

and down at the bottom I'm going to choose remove and then it's going to confirm that I'm moving it to the trash

that the copy of Google Drive will be deleted forever after 30 days. I'm going to click on move to trash.

Now another way of doing it and you can see in the lower left you can undo that if you need to. Another way of doing it

is by dragging and dropping it onto trash. So, I'm going to do the copy of the copy of Google Drive. I'm going to

just click and hold on it and I'm going to drag it over to trash on the menu on the left and drop it. I get the same

confirmation and I'm going to choose move to trash again. Now, let's go to trash. And I mentioned

earlier when we were doing our tour of the screen that everything will be deleted after 30 days. Unless you want

to ever manually come in, you can do that and choose to empty trash up in the right. I'm going to go back to my drive.

I'm also going to show you two different ways to upload a file from your hard drive to drive. And the first way is I'm

going to use the new button on the left and I'm going to choose file upload. And then I'm already in the directory

where I had the files from the video description. And I'm going to select the learn it

logo and choose the open button. So it lets me know in the lower right

and the upload is now complete. I can close that panel and under my files I now have that PNG learn it logo file.

Another way to do it is to arrange your screen so you can see the file directory where you have the files from the video

description as well as your drive screen at the same time. So now that I have them arranged like

this, this is the hard drive on my computer and then I have my drive. I am going to just grab this 2022 sales Excel

file. Click and hold it and drag it over. And you'll see that it puts a blue border around where your folders and

files are in drive. And it says drop files to upload them to my drive. I'm going to let it go up there. And it's

uploading one item. The upload is complete. I'm going to maximize my drive screen again.

And you can see that we used the new button to get the learn it logo uploaded. And we dragged and dropped

2022 sales Excel file. For organizational purposes, you may want to create folders

in your MyRive. And so we're going to do just that now. I can do it from either the new button

or the my drive dropdown. I'm using my drive dropdown this time and I'm going to choose new folder.

And I'm going to name the folder 2022 sales

and click on create. So now in my folder section, I have my previous folder that I have and I have

this newly created 2022 sales folder. And what I'm going to do is I'm going to drag the 2022 sales Excel file and drop

it on top of the new folder and it moves it from

my drive into that folder. So, if I doubleclick the 2022 sales folder, I'll see that Excel file in it.

And up at the top, I like to point this out. I call it like a breadcrumb trail. It's letting me know where I am. I want

to click on my drive there to get back to my drive. Now that we have some files and folders, let's take a look at our

view button in the upper right. I click on it and it changes it to list layout. So if you want everything listed

like this, you could. You would have your folders first and then any files and then the grid layout is the way that

it was originally. So I just figured I'd point that out to you. We saw it a little bit earlier. So

you and that's a personal choice. It depends on how I'm working which layout I prefer to use.

Now, let's talk about some other things you can do with folders. Let's rightclick on our 2022 sales folders.

Now, a lot of these things you can do if you right click on a file. Um, a folder has something else there. You can search

within the folder from this right-click menu and you can change the color. I'm going to change the color of that folder

to like an orange color just because. Right now, the other thing you need to know about folders is this.

Let's drag that 2022 sales folder to trash. And it lets us know that it will be

deleted after 30 days. Move it to trash. Well, the thing is is when you delete a folder or you move a folder to trash,

any files within it are also in trash. Let's go to our trash folder, right click on 2022 sales folder and

choose restore and then go back to my drive. So the thing is is if you want to delete the

folder but keep the file, you would have to move the file out of the folder before you delete the folder.

Just like we uploaded a file, you can do it from drag and drop or from new, you can also upload a folder from your hard

drive. So I'm going to go to new and I'm going to choose folder upload. And it already has me in my directory.

And there is a 2021 sales folder. And I'm going to doubleclick it or click it once and choose upload.

So it's asking me for permission to upload a file to this site. I'm going to choose upload.

So the upload is complete. And now I have a 2021 sales folder. And when I doubleclick it, I can see

that there is an Excel file inside of it. I'm going to go back to my drive and go ahead and give your 2021 sales folder

a color. So, I've decided to keep all my sales folders the same color, and I colored my

Google Forms, my previous folder, with another color. When we did our tour of the display, I

pointed out that you can search from the search box up top. And you saw when we rightclicked on a folder that we have

the ability to search within the folder. Let's go ahead and click in the search box up top. And you can see, well, this

is another login of mine, so just ignore that. You can see that you can search for documents, spreadsheets,

presentations, so on and so forth. You can actually search based on the name of the file or

folder or contents within it. So in the search box, I'm going to type logo.

And notice that it will pull up any file that has the word logo in its name. I'm going to use the X on the right side

of the search box to clear the search. And this time I'm going to search for sales.

And so I get four results, right? I get my sales Excel files as well as both sales folders.

And I'm going to do the X on the right again. Now, all the way to the right of the search box, you have an icon. And

when you hover over it, it says, "Show search options." Let's click on that. So, this is where you can get more

specific. I can search for any type of file. And there's even more types here than are in the search box.

I can search by the owner of the file. So, anyone things that are owned by me, not owned by me, or owned by a specific

person, a file that has certain words in the file,

an item name, which is a term that matches part of the file name, like when we did logo and we did sales.

The location is set to anywhere. It could be in trash, starred, or encrypted.

date modified. If you're using approvals, it's awaiting my approval or requested by me or files

that have been shared to a specific person or email address. We're going to put in the has the words

box Google Workspace and at the bottom we're going to click

search. So, I have a couple of things. I have something extra in my drive from a

previous course that's in my forms folder, my Google forms folder. But you should have that original Google Drive

doc as a result in which we use the words Google Workspace. And I'm going to do the X in the search box.

And the other thing I'm going to do is in the search box with all of these icons here, I'm going to click on

folders. So, it's showing any folders that you may have.

And I'm going to clear the search again and just go back to my drive. Now, let's say that you find yourself

still working on the 2021 sales and 2022 sales Excel spreadsheets, both of which reside in folders. Now, if you look at

the top of your Myrive window, you have suggested. If you search for a file or you open a file, it may add it to the

suggested list. What I'm going to do is I'm going to rightclick on the first file I have under suggested. And at the

very bottom, I'm going to choose not a helpful suggestion. So, it removes it from my suggested

list. I'm going to do that with the other file that I have up there as well. Sometimes I just don't want the clutter

and I don't want the suggestions that my drive makes for me. So, that's how you can remove them. Now, if I'm working on

those two spreadsheets often, say like every day for a while, maybe I'm doing some analysis or the comparison between

the sales over the two years, whatever the case may be, I don't want to have to come into drive, go into the folder to

access the file. So, I can add shortcuts to my drive. And we're going to do this right now. Let's doubleclick the 2021

sales folder. And then we're going to rightclick on the 2021 sales Excel file

and choose add shortcut to drive. And it gives you some options as to where to place it. I'm going to leave it

on my drive. And at the bottom, I'm going to choose add shortcut. So now when I go back to my drive, you

can see if I go down under my files that it has a little curved arrow icon on 2021 sales Excel file, which indicates

that there's a shortcut to that file. And if I hover over the file name, it tells me it's a shortcut.

So now what I'd like you to do is the same for 2022 sales. Let's go into the folder and make a shortcut of the Excel

file. And now in my drive, you'll see both shortcuts. So an easy way to access

files that you're frequently working on. And at the end of the day, if you rightclick on a shortcut file, right,

you see shortcut options. You can move it to somewhere else, add it to star, rename, all of that. Make a

copy, remove. So, we added shortcuts to my drive to make it easier to locate files without

having to go through different folders and stuff. Now, if you have a workspace business account and you have priority

on the left side at the top of your menu, you can work with drive priority and workspaces,

which is even more efficient than my shortcuts. So, once you add important or frequently accessed files to a workspace

in drive priority, you can set priority to be your homepage. And then that way every time you go into drive,

you will automatically see important or frequently accessed files as soon as you open the app. So again, if you're using

a personal account, you will not be able to do this, but you can either skip this portion of the video or watch to see

what the feature does. So what I'm going to do is I'm going to go to my priority on the left side. It still will have

suggested things in here. I can collapse that area. And here it wants me to create a workspace. So I'm going to

create a workspace and I'm going to call it all sales and create.

So now I can add files to this workspace. I'm going to click the add files button. And on the right hand

side, it'll come up with recent files that I've used, right? Then it's broken out by like today, yesterday, last week.

And of course, there's a couple of ways to do this. I'm going to focus on these two sales Excel files. I can select each

one by just clicking on them. And at the bottom, it will tell me that there are two selected and I can insert or I can

drag and drop them. I'm going to go ahead and insert. So now I have and and by the way at the top it lets you know

that you can have a 25 file limit in any workspace. So at the bottom right I'm going to

select done. And then I have one other thing that I need to do and that is I need to go to

settings. So that's the gear icon in your upper right. and I'm going to choose settings.

And again, my storage may look different than yours if you have a personal account. And also, you'll notice as I go

down, when I get to the bottom on the general tab, I have the opportunity to make priority my default homepage.

And I'm going to select that option. And then I'm going to use the left arrow in the upper left to go back to get out

of settings. And I'm going to just go to my Google apps menu. And I'm going to go into Docs.

And then I'm going to close my drive tab in my browser. I'm going to use the apps menu again to

go back to drive. And this time when I go in, priority is my home page. So it takes me directly to my sales workspace

in this case. And I can have other workspaces in here as well. And when you have a workspace, and this one's called

all sales. If I go over to the more actions ellipses, I can hide the workspace or remove it or rename it. If

I hide it, then it will show up down at the bottom under hidden workspaces. By the way, when I add files to my

workspace, it does not remove them from their original locations. So, if I go back to my drive here and I go into my

2021 sales folder, there's that Excel file. And I'm going to just go back to my drive. So, we went into Google

settings to enable priority as our homepage. And let's go back in to the gear in the upper right and go back into

settings so you can become familiar with the other settings. So, there's general settings, notification settings, and

manage app settings. And again, my settings may differ from yours if you're in a personal account. Um, so my storage

again broken down is showing here. I can convert uploads to Google Docs editor format. I can change my language

settings here. I can allow the ability to create, open, and edit recent Google Docs, Sheets, and Slides files while

offline. My density for the view is comfortable. So, first I'm going to get out of

settings and I'm going to put this in list layout. I'm going to go back to settings

and my density is comfortable. I'm going to change it to cozy. Go back. Looks pretty much the same to me, right?

Go back to the gear again. Settings and I'm going to change it to compact. which should make it be a little bit

closer. So now I can see a change. I'm going to go back into settings and change it back

to comfortable. So it's spaced a little bit more. And then at the bottom under general,

you have suggested files. So if you are always unhappy with the suggestions it makes, you can turn off that setting.

I find myself hiding or saying this suggestion doesn't work for me a lot. So, you may want to turn off that

setting. Um, I'm going to turn it off for the shared with me section as well. I'm going to leave make priority my

default homepage checked. And when we get ready to share, I'm going to leave this checked, show

suggested recipients in the sharing dialogue. So, those are your general settings. On the left, let's go to

notifications. So, you can get updates about Google Drive items in your browser if you like.

If you want to check that, I'm going to uncheck get all updates about Google Drive items via email.

You know, you just get so many emails during the day. And for me, when I'm working in the apps, I always have Drive

open, so I don't really need the notifications for myself personally. And you can also get all updates about

Google Drive items while you're working in Google Chat. And I'm going to uncheck that one as well. That's just my

personal preference. And then the last section on the left is manage apps connected to Drive. And so

you have all the apps here and the ones that are managed by drive are checked to be used by default.

Um anyway, I'm going to back out of settings. And last but not least in this module,

I'm going to show you how to sign into an additional Google account. So, I'm going to just simply go up in the upper

right hand corner and click on my T, which represents my Google account. And here I can choose add another

account. So, it's going to force me to log in. Now, this is another email address that

is not operational in terms of to the public. It's been created just for this course. So, if you email it, you will

not get a response. So, I'm going to put in my alter ego email here and choose next

and go ahead and enter my password and next again. So, because I was in Drive

under my Trish account, when I signed in, it brings me into Drive for my A account, my Alter Ego account. And not

only that, you can see that I have two different drive browser tabs open. I'm on my alter

ego one. And if I go to the other one, it's still logged in to my T account. But if I go to T again now, you'll see

that I'm signed in in my T account and also my alter ego account. So I can switch tabs. Now, for the purposes of

training, what I'm going to do is I'm going to go to the MyRive for my A account. I'm going to

rightclick on that tab and I'm going to move that tab to a new window. For the purposes of training, it'll be easier

for me to switch windows than to switch tabs. So, I'm logged in to both my workspace account, my workspace training

account and my alter ego account. And before I end this module, because all of you may not be in business

accounts, I'm going to go back to settings and I'm going to

not make priority my default homepage again, just so I'm on the same Myrive whenever I go in and out of drive

as some of you may be. To recap module one, we began using Google Drive. We started by signing into

Google Apps from google.com. You learned how to use the Google Apps menu to navigate to the Drive app. And

then we reviewed the Google Drive display screen. You learned how to change Google Drive display options from

list to grid view. and we revisited that later in the lesson when we actually had files in folders to see the difference.

In the fifth lesson, you learned how to create a file from within Drive. We created a very brief document.

And then we moved on to learning how to make a copy of a file in two different ways. How to move a file to trash in two

different ways and how to upload a file from a hard drive in two different ways. We went on to creating and managing

folders and uploading a folder from a hard drive. You learned how to search for files, how

to add shortcuts to My Drive for easy access to files, and how to work with Drive Priority and

Workspaces, which then you can make priority your homepage for the important files that

you're working on. And that will show up whenever you go into Drive. We reviewed and changed some Google

Drive settings and then we ended by signing into multiple Google accounts which I then moved my additional account

to a new browser window. In module two, we'll be collaborating in Google Drive. We'll start by sharing a

file or folder. Then you'll learn how to share a link to a file or folder. And we'll end after the third lesson by

publishing to the web. Now we're going to share a file. The process would be the same for sharing a

folder. So the file that I want to share is the Google Drive doc that we created earlier. and I'm going to just

rightclick on it and click on share. I could have also chosen manage access on that details panel on the right to

get to this screen. So here I can add people and groups that I want to share with. Um my other account is already

here. Otherwise I could type in the email address to get it to pop up. I'm going to just select my other account,

my alter ego account. And notice to the right, it defaults to editor on my drive. So that's the type of access. If

I do the drop down next to editor, I can switch it to viewer where they won't be able to make any changes at

all. They'll just be able to read the document. commenter where they can suggest changes to the document. Editor

is full access to the document. I could also add an expiration date and time for this access.

If I don't add an expiration date, access will automatically expire 30 days from when you share at 11:59

p.m. I'm going to leave alter ego with editor access. I don't have to notify people.

It's nice if you do, but I don't have to. I choose not to here. They would get an email if I notified them. I'm just

going to simply do share. In the lower left, it lets me know that access has been updated.

Now I've switched over to my alter ego drive. And you can see that the Google Drive doc is there and it's saying it

was shared just now by me. And it will also show on the left in the menu under shared with me. So you can see how it

goes into the person's drive even if you don't send them a message. I'm back in my primary account, my Trish

account, and I'm in my drive still. This time we're going to share a link to a folder.

So under my folders, I'm going to rightclick on 2021 sales and choose get link.

Now, this screen looks very much like the share screen, but what we're going to do in the bottom left, we're going to

go ahead and click on copy link. And it lets you know the link has been copied. And we're going to choose done.

Now, I can distribute that link in a few different ways. Gmail, chat, so on and so forth. I'm going to go to my apps

menu and I'm going to launch chat. And at the top in the search box, I'm

going to click. And for me, it will automatically bring up my other email address, my alter ego email address. If

not, you can type in a person's email, person's name if they're in your contacts, so on and so forth. So, I'm

going to just select alter ego. And at the bottom, the very bottom of the screen where it

says history is on, that's where I am going to type my message. So I'm going to just say please

review as discussed and then I'm going to do CtrlV

to paste the link in. And notice it shows the 2021 sales folder here. And I'm going to go to the bottom right

corner where the blue right pointing arrow is to send the chat. And once I do that, even though you're

sending a link, you still have to give the person access to the folder or the file. So it's saying it's already marked

share with people alter ego. I'm going to give them editor access to this folder.

And then in the bottom right, click send message. And it sends the chat message.

I'm going to switch back over to my Alter ego browser window. So in Alter's account, the shared folder is already in

drive. Now if they weren't in Drive and say they had their chat open, I'm going to go ahead to the apps menu and go to

alters chat and click on it on the left. because they've been given access, they could

use the link in the chat. So, if they're working in Drive, they'll see it once the screen refreshes. Or if not, their

chat will notify them that they have the link. Now, this is because of my settings that I have set up. So that's

why this person is automatically getting what I'm sharing with them in their drive because of how I have those

features set up. And now I want to show you one other thing. I'm back in Alter's Drive account

and I'm just going to rightclick on that 2021 sales folder that's in my shared with me

and I'm going to go to get link. So down here at the bottom you can see the general access is restricted to only

people with access can open with the link. So that's why when we sent the link via chat it made us it required us

to give alter ego access as well. If I do the drop-down next to restricted,

since I'm in a business workspace account, I can change this to people within my organization.

So, anyone that I send a link to within my organization will automatically have access. Or the other choice is anyone

with the link, whether they're in or out of your organization, would be able to have access.

I'm going to just click done on that. If you want to share with a broader range of people then via link or using

the share feature you can publish a file to the web. Let's go ahead and open I'm back in my primary account by the way.

going to open the 2021 sales folder and then I'm going to doubleclick that Excel file and it will open in Google Sheets.

And so when it's open in the application, I can go to the file menu,

hover over share, and notice that from here I can share with others, similar to sharing from drive, or I can publish to

the web. I'm going to select publish to web. In this dialogue,

you have a link tab and an embed tab. On the link tab, underneath link, it says entire document. And I'm going to do the

drop down there and just select sheet one. That's the only thing that has data in this file.

Now, it says that you can make your content visible to anyone by publishing it to the web. You can link to or embed

your document on a web page. We're going to leave it on link. There's a dropown next to web page where you have other

file types that you can choose. We're going to leave it on web page. And when you click on publish

at the top, it will ask you are you sure you want to publish this selection? We're going to say cancel for a moment.

And I'm going to expand published content and settings at the bottom. So it says entire document. Again, when

I click on entire document from that dropdown, it'll let me select sheet one. I can restrict access to the following.

Now when I check that, it defaults to my organization. Right? So I can restrict this access

when I publish it to the web. It's only for people within my organization. Otherwise, it's anybody that can access

it will be able to get to it. And the bottom check mark is automatically republished when changes are made.

So I can click start publishing down here or the publish button again. And it's

going to confirm it. And I'm going to choose okay. So what it does is it generates a link

right and I can share the link by using Gmail, Facebook or Twitter. Anyone with the link that I share it with will be

able to access the document. And so what I'm going to do is I'm going to just do Ctrl C

and copy that link. So I've switched to a browser window and I am going to paste that link into

the address bar and press enter. And in the browser, it shows me that 2021 sales sheet.

In the second module, collaborating in Google Drive, we learned how to share a file or folder. We also learned how to

share a link to a file or folder and ended by publishing a file to the web. In module three, we'll be working with

common features. Features that are common across many of the Google applications.

We'll begin by opening a Google application. In the first lesson of nine, and we'll move on to using the

menu and the toolbar. You'll learn how to use help, how to create a new file, how to rename a file, how to email one,

and in lesson seven, you'll learn how to download files in other formats. In lesson eight, we'll be using a

Microsoft Office file that's in the video description. and it's called welcome and it's a word document

and you'll learn how to open that file in a Google app and we'll end by working with versions

to work with common features. We're going to be using Google Docs as our example. So, I'm going to go up to my

apps menu and I'm going to choose Docs. Now, we should all have the Google Drive

doc listed here under recent documents. I have another file listed there as well.

And what we're going to do under start a new document, we're going to click on blank.

So, we've been in docs before, but now we're going to tour the common features. We're also going to create a little bit

of a document here while we do so. So, we have an untitled document here. We opened the Docs app and we chose the

blank template to get where we are now. I want to show you a different way, another scenario that you might find

yourself in. So, let's go use the blue icon in the upper left corner that will take us back to Doc's home page. and

we're going to open the Google Drive document that we created earlier in the course. And I just doubleclicked on it

to open it up. And so on this document, let's say we have this open. We're working on it. We know that every change

we make is being saved to Drive. And we want to start a new document. We don't have to go back to the Docs homepage to

do so. we can use the file menu. And so I'm going to click on file, hover over new, and on the right side, choose

document. So now I have a new blank document again.

So now in this document, we're going to type a few lines here. The first of which is features

common between many Google apps. Enter. We're going to type opening a Google

application. Enter. Creating a new

file. Enter. So these are some of the topics we're covering in this module and we'll type one more here for right

now using the menu and the toolbar. Now let's spend a few moments exploring the menu. So I'm going to click on file.

We already use new. You can see that you can open from here, make a copy, share, email, download, seek approvals if

you're using that feature. It's a fairly new feature. Uh rename, move, add a shortcut to drive, move to trash,

version history, which we'll cover, make available offline, and then you have details, language, page setup, and

print. Now it is true that many of the applications have a menu bar but depending on the application the options

may differ. We have an edit menu here with your undo redo, cut, copy, paste, paste without

formatting, so on and so forth. You have your view menu.

We have an insert menu. all of the things that you can insert into a document.

And it has a little bit of a scroll bar. You have format, tools,

extensions, and help. So those are your basic menu options. Again, in some of the apps,

some of the options, for example, on the format menu or the insert menu or even the file menu will differ depending on

the app. And then you have your toolbar. Some of the things that you can do from the menu, you can do from your toolbar

as well. So, for example, let's do this. Let's select the first line that we typed

and from the menu we're going to go to the format menu, hover over paragraph styles and choose subtitle

or hover over it and then on the right apply subtitle. So we change the style of that line that

was selected and then we look at it and we're like we want a different style. So, right there on the toolbar, directly

under the word format on the menu, you'll see the styles and it says subtitle. We're going to go to the

drop-down there and we're going to choose title. And we think, ah, nah, don't like the

way that looks. We're going to go to the drop-down again, the styles dropdown, and change it back to subtitle.

And if you click directly on the word subtitle, it will apply it. So you don't have to use that right popup menu.

Let's select the remaining three lines. And on the toolbar, let's italicize them by using the I. Now

you know the same shortcut keys. If you're a Microsoft Office user, we have some of the same shortcut keys. So we

could have done controll I for italics. Now we're going to do controllome. Controlling your home key will take you

to the very top of a document. Conversely controll will take you to the very bottom.

So we want to be at the top and we're going to press enter once and then use your up arrow to get all the way at the

top again or control home again. and we're going to go to the insert menu this time. And on the insert menu, we're

going to select date. And you're going to select today's date, whatever it is for you.

And now we're going to learn how to use help from within an application. We're going to go to the help menu

and we're going to choose help. And the help dialogue will open. It will show you some popular help

resources at the top. And then as you scroll down, you can see that you can visit the help forum.

You can search help, ask the help community, and also send feedback to Google. We're going to click where it

says search help. And we're going to type bullets. So it will come up

with two different topics which are indicated by the little piece of paper icon

and both of them are the same. Add a numbered list, bulleted list or checklist and that's what we're looking

for. So, I'm going to click on the first one of those. And it gives me whether you're doing

this on your computer, on your Android device, or on your iPhone or iPad device, the different ways that you do

things. Going to leave it on computer. And it gives you the step by step of what to do.

and then it goes on to other topics similarly related. So I'm going to use the X in the upper

right hand corner to close help and we're going to select the three italiciz lines

and on the toolbar we're going to go over to the right. You'll notice it has a drop down too.

Click the drop-own to the right of bulleted list. So you can choose what kind of bullet you're going to use. I'm

going to just go for the default one, which means I can just click right on the bulleted button,

and it applies the bullets to those three lines that we have selected. Now, click in the upper left where it

says untitled document. When you hover over that, it says rename. And when we click in there, it's going to put in

whatever is on the first line, which in this case is the date. This is another area where you have two choices. We

could go to the file menu and choose rename or we can just click up in that rename box at the top that has the date.

I'm going to select the date in that box and I'm going to name the file common features. And then I just click away

from the box and it is renamed. And then just for variety sake, I'm going to go to file rename.

And it just brings me back up into that box. I'm going to click at the end of features and type a space

and add on in Google apps. So, common features in Google apps is the ultimate name of the file.

As you saw earlier on the file menu, you can email a file to anyone. It doesn't have to be someone in your organization.

Doesn't have to be someone that even has a Google account. So, I'm going to go to file and I'm going to hover over email

and then email this file. And I'm going to send it to a another Gmail account that I have. And again,

this account, if you email it, you will not get a response. And it has the subject, which is the

name of the file. The message is this is what I told you about. feel free to let me know what you think.

Something like that. And then I have a choice. I can not send it as an attachment, but include it in

the email. I'm going to not check that, right? I want it to be an attachment. At the bottom, it gives

you the file type that you can use. I'm going to leave it as a PDF. and I'm going to click send.

So now we're going to add to our bulleted list. I'm going to click at the end of using the menu and the toolbar

and press enter. Get another bullet there. And we'll type in renaming a file.

Enter. Emailing a file. Enter. we might as well add the rest of

the topics that we're covering here, the common features. The next one will be downloading

files in other formats. Then we have opening a Microsoft

Office file in a Google app. And the last one is working with versions.

And you see sometimes that a word will pop up when you start typing it. If you press tab, you'll just accept that word.

And so now what we're going to do is you're going to learn how to download this file in another format. So we're

going to do that from the file menu. You're going to hover over download and it gives you quite a few different

formats that you can choose and we are going to choose PDF. So now it lets me know that that file

and you can see the PDF symbol has downloaded and if I wanted to I could open the file. I don't necessarily need

to do that. So it's in my regular downloads folder. To open a Microsoft Office file in a

Google app, we're going to use file open command. And when we get in here, you're going to

go to the upload tab at the top. Now I can drag a file here or I'm going to click on browse

and I'm going to choose a word document named welcome and it lets me know well it went really

quickly but it uploaded it. So now if I go back to doc's home I can open that welcome doc. And so one

thing I want to I want you to notice at the top right next to the rename box it says dot docx. And when you hover over

that it lets you know it's a Microsoft Word format. So now we'll begin working with

versions. Let's go to the file menu again. Hover over version history. And we're

going to choose name current version. And we're going to call this version original

from word and save. We're going to use controll

to get to the end of the document and press enter one time. And we're going to type this course teaches you to

collaborate. And notice how the word with is there waiting for me. I'm going to press my

tab key. To collaborate with several Google Workspace

apps. I'm going to go back to file version history.

and name the current version. And this one is going to be added description

of course and save. Going to press enter again.

And this is the last thing we're going to type in here. These features are common

with colon enter. Let's grab our bulleted list and we're going to type docs,

sheets, and slides. And we're going to go back to file

version history again. Name current version. and it's going to be added bulleted list

of apps and save. And one last time, we're going to go

back to file, hover over version history, and this time we're going to choose C version history.

And it opens on a panel to the right. So on that panel the added bulleted list of apps is highlighted and that's why those

are selected on the screen on the dock and when I hover over it it will pop up my name. I can go see the previous

version, addit description of course, and then of course original from word. And next to all of those versions, you

have an ellipsus more actions button. So you can restore a version, rename a version, remove a name, and make a copy

of a version. Now the last version there which is the one at the top of the list does not have

restore because that is the current version. And down at the bottom of that version

history you have show changes. So that's automatically checked and that's why it was highlighted on the

document itself. So if I check it back you'll see the highlight corresponding to the version.

And now that I've reviewed my version history, you'll notice also there's kind of a little bit of a toolbar there where

you can print the stuff out. It tells you it's total one edit based on that version. If I made multiple edits in a

version, it would let you know how many I made. And I can use these icons here. It's moving between. If I had multiple

edits, it would move between previous and next edits. To get out of here, I can use the arrow,

the back arrow in the upper left hand corner. In this module, we began working with

some of the features that are common to some of the Google applications. Now, you'll notice that I changed the

order of the lessons. So we began by opening a Google application specifically docs

and then we created a new file. So we started with the blank template and then I showed you how to go to the file menu

and choose new. We moved on to using the menu and the toolbar and learned how to use the help feature before renaming a

file. We moved on to emailing a file, downloading files in other formats, and

we opened that welcome word document from within Google Docs. We ended by working with versions and

viewing the version history. Thank you for viewing this Google Workspace video course.

We started this course by using Google Drive. You learned how to sign into Google Apps and how to use the Google

Apps menu. And then we went over the Google Drive display screen. You learned how to change your Google Drive display

options, how to create a file from Drive, how to make a copy of a file, move a file to trash, and then we moved

on to uploading a file from a hard drive, creating and managing folders, uploading a folder from a hard drive,

and then you learned how to search for files, add shortcuts to My Drive, and work with drive priority and workspaces

for those of you with workspace accounts. We moved on to changing Google Drive

settings and then you learned how to sign into multiple Google accounts for ease of access.

Our second module, we still continued in Google Drive, but we changed our focus to collaborating. So, you learned how to

share a file or folder and also how to share a link to a file or folder before we were able to publish a file to the

web. Our third module got us started working with common features where we opened the

Docs application and you learned the things that are common between many Google apps. So, you

learned how to use the menu bar and the toolbar, how to rename your documents, the fact that everything that you create

is saved in drive. You learned how to use help, email a file, download files to in other formats, and also how to

open a Microsoft Office file in a Google app. And then we use that file to start working with versions.