Sharing and Synching files Google Drive Sharing and Synching files

Original Document model - PC In the document model that you are likely familiar with, documents and editing programs exist on one or more personal computers. You use a program such as Microsoft Word on your computer to open and edit a document on the same computer. When you are finished editing, you need to save the changes or they are lost. If you want to share a document with someone else, you need to transfer the document to the other person’s computer.

Original Document model - PC To share this file with someone else, you make a copy of it and send it to them by a USB memory stick, or by attaching the document to an e-mail message. There are now 2 or 3 copies of the document, one on your computer, one on the computer of the person you shared it with, and one in the e-mail server if you transferred it this way.

Original Document model - PC Then we got smart phones and tablets, and we want to work with and share these files on our new devices.

Original Document model - PC

Sharing Documents – Internet Services Companies began to offer ways to transfer documents to multiple devices by storing them on their servers in the internet. Examples are Dropbox, Box.net, Microsoft’s SkyDrive and Google Drive

Sharing Documents – Cloud Services Companies began to offer ways to transfer documents to multiple devices by storing them on their servers in the internet. Examples are Dropbox, Box.net, Microsoft’s SkyDrive and Google Drive

Updating your documents Files in the cloud – possibilities: Access from any location Access from any device No need to purchase document editing software Share your documents with others Concurrent changes and tracking Restore previous versions of a document Restore deleted files

Google Drive – let’s have a look Log in Select the 9 squares, then Google Drive Locate the folder and document Let’s have a look at Google Drive First, make sure that you are logged in to the browser with your Google account Then launch Google Drive, and locate your document. This could be in My Drive, or Shared With Me if someone else shared a file with you.

Share your Document Right Click the document and select Share If you want to share this document with someone else, right click the document, and select “Share”

Share your Document Add e-mail addresses of people to share it with, and the type of access to give Type the e-mail addresses of people that you want to share the document with. If these are gmail (Google) accounts, they will see the document appear in their Shared With Me folder.

Updating your document Open your document and make a change Make changes to your document. Note, at the end, you don’t have to Save your work, every keystroke you entered was saved as you typed it.

Updating your document Others you have shared with can make changes to this document at the same time There are no multiple versions! The version in the cloud is the only one, and all changes are recorded. Updates are saved as you type – no “File Save As” At the same time that I am making changes to the document, others can update it as well. You will see their names highlighted to show what section of the document they are in.

Review Document Revisions Select See Revision History from the File menu To see what changes have been made, select See Revision History from the File menu.

Review Document Revisions To see what changes are made for each revision, click on the revision in the right panel

Undo Previous Changes If you want to revert to one of these to remove changes that have been made, select the revision, and select Restore This Revision.

Delete and Restore a File Right click the file to be deleted, then select Remove To delete a file, right click the file, and select Remove

Delete and Restore a File Select the Information icon to see your file history You will be able to see the changes you have made to files in your Google Drive by clicking the Information icon

Delete and Restore a File Find your file in the Trash folder, right click it, and select Restore If you want to restore a file, locate the file in your Trash folder, then right click and select Restore. Your file will now be restored to the directory that it was deleted from.

Microsoft OneDrive

OneDrive – let’s have a look OneDrive appears as a drive on my PC – account was created through my internet provider. OneDrive (formerly called SkyDrive by Microsoft) is a competitor product to Google Drive. You may notice with Windows 10, that you log in to an account. This account may be linked to a Microsoft account. You will see your OneDrive file space in your File Explorer view.

OneDrive – let’s have a look Files are stored on my PC, and synched to the cloud automatically, note the synching icons and the checkmarks beside the folders and documents. OneDrive will store a file on your PC, then keep the contents of the OneDrive folder synchronized with the copy maintained in the Cloud. This way, you can continue to work on your document, even when not connected to the Internet.

Updating your document Your document can be edited on your PC. When you Save it, One Drive will sync it to the cloud

Updating your document Once it is synched, you can edit it from another device, such as a Samsung phone.