Icon for Word Processing with a W and G for Word and Google

QG3 Google Docs: File Management

4. Suite Tools

Introduction

One of the tasks you will find useful for schoolwork is to be able to upload and download documents from the Internet. In this Quest, you will download an external .doc document from the web on this page, upload it to your Google Drive and open it, copy the contents and add it to the poem document you created in Quest One. Once that is done you will see how to download the file as a . PDF document, and see how to print it directly from the Google Cloud (another name for Google's server). The other important part of File Management is to know some tips and tricks to organize your Google Drive folders.

Note: If you are in Google Classroom, open up the Google Classroom box below and follow the instructions. 

Why on earth would you need to upload or download a document to your Drive space?

Here are two examples:

1. You are going to apply for a job after school, and they tell you to download the application from their web site, fill in your information, and then email it to them as a .PDF file.

2. You want to attend a special event (concert, camp, sports camp...). The form is posted online and you have to download it, fill it in, get your parent's permission, and submit it.

3. Your drive space can easily become (or might already be) a cluttered space, and knowing how to use a few folder management tips can be fantastic.


I Can Statements

  • upload and download files using my Google Drive
  • save a Google doc file as a PDF formatted file
  • understand the benefits of the PDF file format
  • manage the folders in my Drive space

Key Vocabulary

Citation: Information that is needed to give credit to, or locate, work(s) published or created (a book, paper, article, website, artwork, composition, music file) by others.

Download: When you want a copy (data) or file from another person, or a web page, you typically click on the file and request to download and save it to your own device. It is an act or instance of transferring something (such as data or files) from a usually large computer to the memory of another device. 

.PDF file: PDF is short for "Portable Document Format" which is a file able to be opened by almost any computing device without having to purchase special software. A PDF file preserves the layout, formatting, fonts, and images of a document so that it looks the same on any computing device.

Upload:  This is the action or process of transferring a file, data, or information from your device to another computing device.  E.G., When a Google document you are working on is saved, it is stored (uploaded) to a Google Drive Computer Server and sometimes on your own computer (this is the opposite of download). When you attach a file to an email or message you are sending to someone else, that is uploading it to the email server (or SMS) to send to them where they can download it to their own computing device.

Play the Vocabulary Game below to practice the Key Vocabulary


After completing the vocabulary Game, begin with Part One by clicking on the + to expand the content block.

You can change the Quiz mode to Match, Test, Learn, Flash Cards, Spell using the selection list at the bottom right of the activity that says "Choose a Study Mode". Direct link.

If your teacher is using Google Classroom, you will use these instructions for this Quest. Skip the other parts in this Quest unless your teacher tells you otherwise. 

1. Copy this 4. Robert Frost bio. You will need to open the document and go to File>Make a Copy.

3. The copy will open up in a new Tab on your browser.  (You can close the original document.) The new document will be named Copy of 4. Robert Frost. Delete the words Copy of. Your teacher may suggest what you should change the name to. For example, you may need to add the name of the assignment or your name to the title of the document. e.g., John Smith - Robert Frost Assignment 

4. Next you will move the document to the appropriate Google Classroom Drive folder. 

5. Go to File on the Robert Frost document and choose Move. You will see My Drive and choose Classroom. 

Classroom Drive

6. Next you will choose the correct folder to move it to. 

classroom folder

7. Now open the document and run the spelling check to locate the error and accept the correct spelling and any grammar errors noted.

spelling

In the Thing Be Legal and Fair, you will learn how to create citations. 

CITE YOUR SOURCE

8. Copy the citation provided below and paste it below the bio in your own document.

This information is based on PoemHunter.com which is based on the copyrighted Wikipedia Robert Frost; it is used under the Creative Commons Attribution-ShareAlike 4.0 Unported License. You may copy Share: copy and redistribute it in any medium or format, Adapt: remix, transform, and build upon the material for any purpose, even commercially provided that you follow these license terms of the CC-BY-SA 4.0.    

Please Note: A majority of the work on the Internet is copyrighted, as are many of the images when you do a Google search for them. It is important to understand copyright rules and to cite the source to give proper credit to the author(s).

9. DO NOT delete your Google Classroom folders. (That means do not click on REMOVE or the Trash Can!) Google Classroom automatically creates a folder when your teacher creates an assignment. All documents related to that assignment can be found in that folder. 

10. Did you know you can color code your folders for easy identification and organization? 

11. Right-click on the Google Classroom folder and you will see the option to change the color of the folder. Choose your color. You may want to choose RED so that you don't accidentally delete it. If you do delete it, please let your teacher know. There are ways to get it back. 

change color of folders

12. The beauty of Google Classroom is not having to print documents because everything can stay in Google Classroom and be viewed there. If you do need to print a document, open the File Menu, or select the PRINT icon on the document. It is important to note on the Print menu that you can change the printer destination using the drop-down arrow. Choose the correct printer to print the document. 

Steps:

Think of this as an Upload-Download challenge game. You will be downloading files (some as Word documents), uploading files, converting and saving as different file formats (PDF), and editing a PDF. It's also a challenge to keep track of where you save your files and later organize them.

Watch the video below to download a .doc document:

1. PC (Windows and Mac) Download this 4. Robert Frost bio and then save it to your desktop or file space with a name such as 4.Q3RFbioXX.doc, and replace the XX with your name or initials.

*Chromebook directions:  hold down both the Alt and Shift keys and click on the link. Select Download file option. Your downloads folder will open, and BEFORE you click SAVE, replace the XX in the filename with your initials.

2. Now it's time to upload your document to Google Drive.

This step is similar to how you would upload any file to the Cloud (Google's server) so you can access it anywhere that there is an Internet connection.

a. To upload a file to Google Drive, first locate and open the folder created in Quest 1 (4.suite tools..) and click on the folder to open it.

Screenshot of Google drive with + New and a folder

b. Click on the +New icon and select File Upload. 

Screenshot of File Upload wording

c. Locate your 4.Q3RFbio.docx on your computer (drive, file space, or downloads folder) when prompted and click on Open (or double-click the filename). 

d. You will see the message when the Upload is complete.

Upload complete message screenshot

e. You should see it appear in the folder in Google Drive. It may or may not have a W symbol indicating it is a Word document. Note that Google has enabled the conversion of Microsoft Word documents directly into Google document files.

3. Now open the document and run the spelling check to locate the error and accept the correct spelling and any grammar errors noted.

Screenshot of Spelling and Grammar check identification of misspelled word teachere.

 

In the Thing Be Legal and Fair, you will learn how to create citations. 

CITE YOUR SOURCE

4. Copy the citation provided below and paste it below the bio in your own document.

This information is based on PoemHunter.com which is based on the copyrighted Wikipedia Robert Frost; it is used under the Creative Commons Attribution-ShareAlike 4.0 Unported License. You may copy Share: copy and redistribute it in any medium or format, Adapt: remix, transform, and build upon the material for any purpose, even commercially provided that you follow these license terms of the CC-BY-SA 4.0.    

Please Note: A majority of the work on the Internet is copyrighted, as are many of the images when you do a Google search for them. It is important to understand copyright rules and to cite the source to give proper credit to the author(s).

 

Downloading a document from Google Drive

This process is how you would download a file from the Cloud (Google's server) so you can save it to use at home or school when you do not have access to the Internet, or to save it as a .PDF document. A good place to save it may be on a flash drive so it is still portable, or save to your File space or downloads folder. There are two different ways to download your document described below:

Download a file Method One

  1. Locate and open your Robert Frost bio file in your Google Drive
  2. Click on the file menu
  3. Scroll down to DOWNLOAD as... and select the PDF Document. 

Screenshot of Spelling and Grammar check identification of misspelled word teachere.

save it as. Remember to pay attention to where you are saving the download to (desktop, download folder, files, ?)

Refer to this "How to Save Google Docs as PDF on Desktop and Mobile" (Desktop and Android, iPhone, iPad) support document.

Download a file Method Two

  1. Locate your file in the folder of your Drive space and right-click (Chromebooks use Alt-Shift) on it and select Download or Save as...
  2. It will open a window on your computer for you to choose where you want to save it to, or Chromebooks will open the Downloads folder.

Printing a document from Google Drive

  1. You will learn the process to print; however, do not print yet unless you have a reason to do so. Most likely your teacher will have you wait until the very end of these Word Processing Quests.
  2. BONUS: Check this out. To print a file, open the file menu, or select the PRINT icon. printicon  It is important to note on the Print menu that you can change the destination using the drop-down arrow and Save it as a PDF file to your drive or computer. This screenshot shows the choices for my own printer, Save as PDF, Save to Google Drive, or more options. include printing to a printer, or saving as a PDF file, or Google Drive document, or other.

    This is a life saver when a job application has to be submitted online as a PDF, or a school or program requires you turn in a document as a PDF.

 

Knowing a few tricks on how to manage your folders in your Google Drive can be a huge lifesaver.

Tips & Tricks for folder management:

1. Create Folders in your Google Drive space FIRST to organize your files, then add your files to the folder (examples)

  • Create folders for each of your classes: English, Math, 1st hour, Homeroom, Art...
  • Create folders for files or flyers for your special interests or hobbies: After-school sports, clubs, 
  • Create folders for your pictures or graphic files

2. Create Subfolders inside of the folder for different activities (examples)

  • English Folder: Subfolder: Catcher in the Rye assignments
  • English Folder: Subfolder: PSA (public service announcement) assignment
  • Science Folder: Subfolder: Cell project
  • Math Folder: Subfolder: Video tutorials

3. Share a folder or Subfolder when working with others

  • Different permissions can be given when sharing (viewing only, editing rights)

4. Color code the folders to make them stand out quickly.

5. Search inside the folder by right-clicking and Search Within

6. Add a folder to the Home Screen on your Smart Phone

7. Copy and Move a folder when you want to reorganize your files

View these Tips and tricks for managing Google Drive Folders from Guiding Tech

 

 

Completing this Quest

Congratulations on learning to upload, download, and prepare to print a file from your Google Drive space. In the next Quest, you will add images to your document.

 Check off this Quest on the 21t4s roadmap 

Continue to Quest 4 to have fun with Graphics!

MITECS  Michigan Integrated Technology Competencies for Students, and

ISTE Standards for Students

1. Empowered Learner
d. understand the fundamental concepts of technology operations, demonstrate the ability to choose, use and troubleshoot current technologies, are able to transfer their knowledge to explore emerging technologies

6. Creative Communicator
a. choose the appropriate platforms and tools for meeting the desired objectives of their creation or communication
b. create original works or responsibly repurpose or remix digital resources into their new creations
d. publish or present content that customizes the message and medium for their intended audiences