LEEDS BECKETT UNIVERSITY

GOOGLE DRIVE
HANDBOOK
INC: GOOGLE DOCS, SHEETS
& SLIDES
PRODUCED BY: DISTANCE
LEARNING UNIT
www.leedsbeckett.ac.uk
 Contents

Google Drive Staff Guidance..........................................................................................................2

Google Drive Installation...................................................................................................................3

Installation of Google Drive Via Software Centre...............................................................................6

Uploading files to Google Drive..........................................................................................................8

Method 1..........................................................................................................................................10

Method 2 .........................................................................................................................................12

Method 3...........................................................................................................................................14

How to check if your Google Drive has Synchronized.....................................................................16

How to add files to "My Drive"..........................................................................................................17

Download a file/Pop out...................................................................................................................18

Creating a new Google doc/sheets/slides in Google Drive..............................................................19

Google Drive Cheat Sheet.................................................................................................................22
Google Docs Cheat Sheet.................................................................................................................23
Google Sheets Cheat Sheet..............................................................................................................24
Google Slides Cheat Sheet...............................................................................................................26

Notes.................................................................................................................................................27

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 Google Drive Staff Guidance
Staff are required at all times to adhere to the University or Faculty/Service policies and procedures at all times.
Staff are also reminded to observe the guidelines with regards to representing our University and data
protection.

https://www.leedsbeckett.ac.uk/staff/files/NN_Disciplinary_Rules.pdf
http://www.leedsbeckett.ac.uk/public-information/data-protection/

With the inclusion of Google Drive staff now have 30GB of cloud storage in addition to the file storage areas
already provided by our University. This document is intended as guidance in how to use the various storage
areas, but each user should ensure that they are aware of their own responsibilities to safeguard data and
undertake any required data protection training.

1. Google Drive can be used for document collaboration & development but should not be used as a
destination for any business critical documents.

2. It is recommended that any final version documents be downloaded from Google Drive as Word or PDF files
for storage in a networked file area such as H Drive.

3. H Drive (and other established Service/Faculty storage areas) should remain the location where all business
critical documentation and resource that other Leeds Beckett staff need access to are placed. (This storage
area is backed up by IMTS).

4. P Drive is a personal storage area and should be a location for non critical documents unique/personal to
you that do not need to be accessed by others. (Although these may also now be placed in Google drive for
ease of access if you prefer.)

5. C Drive is your local non networked drive which can only be accessed from the desktop machine which it is
on (This storage area is NOT backed up by IMTS and is for storing files locally on the machine).

Staff should not be using any other third party cloud storage systems for the management and/or storage of data
and documents relating to their work at Leeds Beckett.

Google drive installation guidance.

Google Drive can be accessed through a web browser in order to access files remotely and this is the
recommended way to use the service. However it is also possible to install Google Drive on to your local PC so
that it works like a hard drive which syncs with the cloud (web) version of your Google Drive.

The installation of Google Drive should only be made on University owned hardware and not personal hardware
and that access to this hardware should be protected with a password/passcode mechanism to safeguard any
sync data.

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 Google Drive Installation

Installation of google Drive via the website

1. In your search bar type https://www.google.co.uk/drive/download and press enter

2. The Google Drive website will appear and click on Download for PC

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3. Click on Accept and Install

4. You should get a Googledrivesync.exe file download if not click on the writing Click here to retry

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5. Open up the downloaded file and click on Run.

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Installation of Google Drive via Software Centre

1. Firstly press start and type in software Centre and click onto the program

2. Tick Google Drive (MSI) and Click on install selected

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3. Wait for it to install and it will inform you that a restart of the computer is necessary.
Press restart at the bottom to restart your computer.

4. Once you have closed all your programs and saved everything click on Restart.

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 Uploading files to Google Drive
If you are intending on using Google Docs for collaboration purposes we recommend that you
create the document in Google Docs from the very start, instead of uploading into Google Drive.

1. Go to Google Drive http://drive.google.com

2. Sign in with your Leeds Beckett staff account that is sync to Google

3. Navigate to the folder you wish to upload into (If you are not the folder owner, this will be in your
'Shared with me' section.

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4. If you wish to rename a folder or file, right click on the folder/file and go down to Rename.

5. Enter the new name for the file/folder and click on OK.

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Method 1

1. Click on the new button in the left hand corner and go down to either file upload or folder upload.

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2. Navigate to your folder/file and click on open

3. Your file/folder should upload into your planted folder and you should get a message bar in
the right hand corner to confirm it has uploaded.

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Method 2 (Ensure you have Google drive installed on your PC/Mac)

1. Open up the folder where your files currently reside

2. Highlight all the files/folder that you wish to upload into Google drive, right click and click
on copy

3. Open up Google drive in your favourites section

4. Find the folder you wish to upload into. Right click and click on paste.

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5. Your files should upload into the designated folder. It can take time to sync properly with
the Google drive web format.

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Method 3

1. If you have a folder with nothing in it. Open up the folder and you should see this screen

2. Open up your folder, left click and Highlight all the documents/files you wish to upload
onto google drive.

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3. Drag your files/folders over and hover them onto the Drop files here

4. Release and your files should automatically save in that folder of Google Drive.

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How to check if your Google Drive has synchronized
1. If you install Google drive to your Computer you will find a Google Drive Icon in the action
tray at the bottom right hand corner.

2. You need to make sure you are connected to the Internet to establish a connection to
Google Drive.

What does each icon status mean.

Not connected to Google drive

Connected to Google Drive

Fully synced after upload
of file to Google Drive

Uploading a file Still

syncing to Google drive

Not able to sync file to

Google drive

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 How to add files to "My Drive"

1. Sign into Google Drive using your staff Login

2. On the Left Click Shared with me.

3. Click onto a file

4. Either at the top or right click and Click on Add to my Drive
5. The file should appear in your drive on your homepage of your Google Drive

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 Download a file/Pop out
1. Login with your staff account Double click on the file you want to either download or
pop out into another tab.

(Double clicking on a google format it will automatically open up in a new tab. If you are
opening another format it will have a pop out screen)

2. Either Click on open which opens up the file in the designated program or click on the down
arrow download button which downloads the file and is saved in your downloads folder.

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 3. If you are in the folder view format and you click open a document and click on the Pop out
button to have the list of options above or if it is a google format option it will open it up in a new
tab

Creating a new Google doc/Sheets/Slides in Google Drive

1. Firstly login with your staff account and find the folder you are looking to create a new
Document in and click on New.

2. Click on either Google Docs, Google Sheets or Google Slides or scroll down to more for such as
Google forms.

(If it is a shared folder and you are not the owner you may get a pop up box and click on ok)

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3. Your document should then be created as soon as you start typing or saved the document
with a new name it will automatically save in Google Drive in the folder you chose. (If you
have created the wrong sort of document just close it or delete the file within Google Drive)

4. If you wish to give the document a name click in the left hand corner where it says untitled
document and give it a new name.

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 5. If you wish to share your document click in the right hand corner the Share button.

6. A pop up menu should appear. Type in people’s names or email addresses and press Send.

(Which often they should automatically appear, ensure it says Leeds Beckett in their email address).

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 apps.google.com/learning-center

Drive Cheat Sheet drive.google.com

Keep all your work in one secure place with online file storage.
After you store your files in Google Drive, you can share them with others and access them on any computer, smartphone, or tablet.
When you change or delete a file stored in one of these locations, Drive makes the same change everywhere else so you don’t have to.

1 Click to… a Upload any files (such as PDFs, videos, and pictures)
and folders from your computer.

b Create new documents right in your browser.

Description Example uses
Text documents Proposals, reports, shared meeting notes
Spreadsheets Project plans, budget sheets
Presentations Pitch decks, training modules, team presentations
Surveys Customer satisfaction surveys, group polls
Drawings Flowcharts, diagrams, wireframes

2 Work with files you’ve stored in Drive.

Preview files without
Get link to file Share files with others buying extra software Remove file

Search for files

Change settings

Right-click a file or folder to:

See what other people Move it to another folder
shared with you
Upload a new version or r evert
View, restore, or to previous versions
permanently delete
Make a copy
removed files
Save a copy on your computer

3 Click to share your files and folders, then choose what collaborators can do. They’ll also receive an email notification.

Delete files Add and remove Share or unshare Comment or View files
Edit Docs files
and folders files and folders files and folders suggest edits in files and folders
Can edit x x x x x x
Can comment x x
Can view x

4 Access your files from any device.

Browser or device Requirements How to access

Web browser (any device) Install any web browser. Go to drive.google.com.

Install Google Drive for Mac/PC at
Desktop computer Open the Google Drive folder on your desktop
https://www.google.com/drive/download/.
Install the Drive app from the Open the Drive app on your smartphone or tablet.
Mobile and tablet devices
Play Store (Android) or App Store (iOS).

©2016 Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA galc-drive-cs_1.03 22
 apps.google.com/learning-center

Docs Cheat Sheet docs.google.com

Create and simultaneously edit text documents with your team, right in your browser.
Write reports, create joint project proposals, keep track of meeting notes, and much more.
All changes are saved automatically!

1 Edit and add styles to your text. Change title Assign styles for headings and titles Format your text

Undo/Redo your Copy formatting from one section of

last changes text and apply it t o another section

2 Work with different versions and copies of your document. 3 Enhance your document by adding features.
Make a copy Create a duplicate Image Insert an image from your
of your document. This is a great computer, the web, or Google Drive.
way to create templates!
Link Add a link to another page or
See revision history See all the to a header or bookmark in the 
changes you and others have same document.
made to the document, or revert
to earlier versions. Drawing Create pictures, flowcharts,
diagrams, and more in your document.
Download as Download your
document in other formats such Table Select the number of columns
as Microsoft® Word® or PDF. and rows to create a table.

Publish to web Publish a copy Bookmark Add shortcuts to specific

of your document as a webpage, places within your document.
or embed your document in a
website. Table of contents Create an auto-
generated table of contents that links
to each heading (where you’ve applied
heading styles).

4 Click to share your document, then choose what collaborators can do. They’ll also receive an email notification.

Share or unshare Edit content directly Suggest edits Add comments

Can edit x x x x
Can comment x x
Can view

5 Collaborate with your team in real-time. View comment history

Chat with other people Share with your team

viewing the document

Make changes directly

Insert comments in the document

Propose edits to the document.

Your suggestions won’t change
the original text until the document
owner approves them.

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©2016 Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA galc-docs-cs_1.02
 apps.google.com/learning-center

Sheets Cheat Sheet sheets.google.com

Create and simultaneously edit spreadsheets with your team, right in your browser.
Analyze data with charts and filters, handle task lists, create project plans, and much more. All changes are saved automatically!

1 Customize your spreadsheet and data.

Copy formating from
one section of text and Add or edit
Change title apply it to another cell borders Merge cells

Undo/Redo your
last changes

Format your data as currency, Format Add links, comments,

To enter data, click any your text charts, filters, or functions
percentages, decimal places,
cell and start typing
or other options.

2 Work with rows and columns.

1 Add rows and columns Select a cell, click Insert, and

choose where to add the row or column next to that cell.

2 Delete or hide rows and columns Right-click the row

number or column letter and select Delete or Hide.

3 Move rows and columns Click the row number or column

letter to select it. Then, drag it to a new location.

4 Freeze header rows and columns Keep some of your

data in the same place. On the menu bar, click View. Then,
choose an option under Freeze.

3 Click to share your spreadsheet, then choose what collaborators can do. They’ll also receive an email notification.

Share or unshare Edit content directly Add comments

Can edit x x x
Can comment x
Can view

4 Collaborate with your team in real-time. 5 Create different versions and copies of your spreadsheet.
Make a copy Create a duplicate of your
Chat with other
spreadsheet. This is a great way to create
people viewing View comment templates.
the spreadsheet history
See revision history See all the changes
you and others have made to the spreadsheet,
or revert to earlier versions.
Download as Download your spreadsheet
in other formats, such as Microsoft® Excel®
or PDF.
Publish to the web Publish a copy of your
Insert comments Share with spreadsheet as a webpage, or embed your
your team spreadsheet in a website.
Email as attachment Email a copy of your
spreadsheet.

©2016 Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA galc-sheets-cs_1.04 24
 apps.google.com/learning-center

Sheets Cheat Sheet sheets.google.com

Work with functions

Your most important Excel functions exist in Sheets, too!

Function Type Description

AVERAGE Statistical Returns the numerical average value in a dataset, ignoring text.

CHOOSE Lookup Returns an element from a list of choices based on index.

COUNT Statistical Returns the count of the number of numeric values in a dataset.

COUNTIF Statistical Returns a conditional count across a range.

DATE Date Converts a provided year, month, and day into a date.

DAYS360 Date Returns the difference between two days based on the 360 day year.

FIND Text Returns the position at which a string is first found within text.

FINDB Text Returns the position at which a string is first found within text counting each
double-character as 2.

IF Logical Returns one value if a logical expression is true and another if it is false.

INDEX Lookup Returns the content of a cell, specified by row and column offset.

INT Math Rounds a number down to the nearest integer that’s less than or equal to it.

LOOKUP Lookup Looks through a row or column for a key and returns the value of the cell in a result
range located in the same position as the search row or column.

MATCH Lookup Returns the relative position of an item in a range that matches a specified value.

MAX Statistical Returns the maximum value in a numeric dataset.

MIN Statistical Returns the minimum value in a numeric dataset.

NOW Date Returns the current date and time as a date value.

ROUND Math Rounds a number to a certain number of decimal places according to standard rules.

SUM Math Returns the sum of a series of numbers and/or cells.

SUMIF Math Returns a conditional sum across a range.

TODAY Date Returns the current date as a date value.

VLOOKUP Lookup Searches down the first column of a range for a key and returns the value of a
specified cell in the row found.

©2016 Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA galc-sheets-cs_1.04 25
 apps.google.com/learning-center

Slides Cheat Sheet slides.google.com

Create and simultaneously edit presentations with your team, right in your browser.
Collaborate on professional pitch decks, project presentations, training modules, and much more.
All changes are saved automatically!

1 Add and edit content in your slides.

Change title Add a text box, image, Add or change slide backgrounds, Add a link Begin your
shape, or line layouts, themes, or transitions presentation

2 Add and organize slides.

1 New slide Click in the toolbar. Click to choose a layout for the new slide.

2 Move slide Drag the slide to a different position in the presentation.

To move several slides at once, Ctrl+click multiple slides before dragging them.

3 Duplicate slide Right-click the slide in the sidebar and select Duplicate slide.

4 Delete slide Right-click the slide and select Delete slide.

3 Work with different copies and versions of your presentation.

Make a copy Create a duplicate of your presentation. This is a great way to
create templates!

Import slides Add slides from another presentation to your current slide deck.
See revision history See all the changes you and others have made to the
presentation, or revert to earlier versions.

Download as Download your presentation in other formats such as

Microsoft® PowerPoint® or PDF.

Publish to the web Publish a copy of your presentation as a webpage,

or embed your presentation in a website.

Email as attachment Email a copy of your presentation.

4 Click to share your presentation, then choose what collaborators can do. They’ll also receive an email notification.

Share or unshare Edit content directly Add comments

Can edit x x x
Can comment x
Can view

©2016 Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA galc-slides-cs_1.03 26
Notes

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