Google Drive Basics, Professional Development

Start at the beginning with video & written instructions.

We know we all aren't Google experts (who could be?).

Google Drive is a true productivity enhancement when directly connected to your CounselMore and Student Portals. What's more, is it is endless.

We strive to support our colleagues. We go beyond CounselMore app training. We provide ways to expand your skill set in a safe environment with colleagues who are in the same boat, having fun, paddling along together. 😎

Here's some guidance:

 

What is Google Drive?

Whenever you hear the word Google, you probably think of searching the internet. Google is in fact a technology company which offers internet related services and products. These products are often referred to as Productivity Tools. Google Drive is just one of the many Google Productivity Tool products. 

Google Drive is a free cloud-based storage solution for your files. Cloud-based means not on your laptop, accessible from any internet connection. Cloud-based also means anyone you share files with can collaborate in real time. All of this sharing and collaboration happens behind Google’s gold standard of web security.

From your computer, go to Google.com. If you have never created an account, you will be prompted to follow Google’s instructions.

A quick way to access your Google Drive is to open your browser and look at the top right corner, and you’ll see an icon with six stacked dots; some like to say it looks like a waffle. 

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Once you click on the waffle, you will see icons for each Google Productivity Tool. 

 

Choose Drive.

In the top left corner, click the large New button.

In Google Drive, there are several different types of documents that can be created. Three of those are: Docs, Sheets, and Slides. If you are familiar with Microsoft Office, these will look similar.

  1. Google Docs - text documents - Docs is similar to Microsoft’s Word
  2. Google Slides - presentations - Slides is similar to Microsoft’s PowerPoint
  3. Google Sheets - spreadsheets  - Sheets is similar to Microsoft’s Excel 

    Why Does CounselMore work with Google Drive?

    Because Google Drive is:

    • Intuitive-easy for both the tech-literate and tech-challenged
    • It is used by schools across the world that have implemented Google apps for Education 
    • And it is used by almost every high school student!

     

    How Will I be Using Google Drive with the CounselMore App?

    You will use Google Drive to receive and share files with and from students.

    You will store all documents for a student in your Drive.

    Students will use your Google Drive without needing to send you links to documents.

    How do I set up a Google account?

    From your computer, goto Google.com. If you have never created an account, you will be prompted to follow Google’s instructions.

    • If you have a Gmail account for your business, then a Google Drive account already.
    • When creating a Google Account for the first time, you don’t need an ‘@gmail.com’ email address.  Example:  Georgethecounselor@gmail or George@counseling.com 
    • Look for the Google setup option: 👍 Use my current email address instead
    • Please note: it is recommended that you use your business email address, not a personal email address, to set up a Google Account.
    • If you have a Google Drive but are having second thoughts about it being dedicated to business, create a new Google Account.
    • Google has an extensive Help Forum.

    Sharing a Google Drive Doc

    It’s important for you to know, no one will see your entire Google Drive. Only those whom you have chosen to Share documents or folders with will be able to access those items specifically. A visitor cannot access or navigate within your Google Drive.

    Share, also has additional levels of privileges. Example: The Student can access all files. The Counselor can choose to allow the parent to View but not Edit a document. 

    How to Share

    When a Google document is open, look to the top right hand corner to see the blue Share button.

    These steps are the same when sharing Docs, Sheets, and Slides. From now on, I will refer only to Docs.

    -Types of permissions (Edit, Comment, View).

    -Get a shareable link, so that anybody who has the link has access to the Doc. 

    -Share a Doc with people by connecting their email. 

    -How to find Docs that have been shared with you. They are stored in a section 

    in the Drive called “Shared with me”.

    -Be careful when sharing the Doc with multiple people. Take the time to choose 

    each person’s access privileges. You can assign a different privilege (view, 

    comment, or edit) to each person. 

    -You can view the history of all changes made to the Doc, and you can revert to

    previous version. 

    -Don’t share a single GDoc with multiple students

    Sign up for Google Drive basics workshop