SPEAKER: All right.
The session is now being recorded.
So today we are going to be talking
about how to get the most out of your Google Drive as far
as organization and searching.
Yeah.
And specifically I wanted to start out
with thinking through how to organize your Google
Drive in such a way that you don't have to constantly go
back to an email you got from Google one time.
So I'm going to talk about some different ways
to get into Google and then some of the benefits
and pitfalls of various ways and then
how to organize once you're actually in Google.
And then I'm going to go on and talk a little bit
about your share with me and some of the search features
that are available with Google Drive.
The search features, if you've used them in the past,
especially a while ago, they have been updated since then.
So there are new opportunities to actually
be able to find your stuff.
So I'm going to start by talking about how
to get to Google, so I think a lot of people
go into their email.
For one reason or another, they're
not sure how to get there.
They don't know exactly where to go,
or they get a direct email saying someone shared something
with you and so it's easier to go back in your email
to get to that document.
There's definitely an easier way to do that.
So I'm going to start screen sharing.
And here is my welcome screen, but I have not yet
enabled multiple screen sharing, so I
have to remember to do that because that
is an option within Zoom.
So if you opt to go into your Google Drive via an email,
it will take you directly to the document
if you have permissions on it.
A much easier way and what I see a lot of
and I would recommend people going to google.com, signing in
if they're not already signed in.
In this case, you'll either see a letter or a picture.
I have a picture, so I see my picture.
And that will alert you to whether or not
you're signed in.
A quick note for people that have multiple accounts, it's
not a bad idea to do two different pictures,
so you know if you're signed in your personal account
or if you're signed into your work
account just because I hear that a lot or people try
to go into something, and it says they don't have access
to that document, it's probably because you're
signed into the wrong account.
So just a thought.
The best way to get into Google--
or one of the ways, I shouldn't say the best way--
is to click on these dots after you've signed in,
and you'll have access to all the various elements
that Google has.
You'll also have access to more.
You've all kinds of stuff.
A lot of times there's a vocabulary disagreement
when it comes to Google.
And so someone will say, hey, just go into Google Docs.
9 times out of 10 what they actually mean
is go into Google Drive, and I want
to talk about this because if you say,
hey, there's Google Docs and you go into Google Docs,
you will have access to things--
you can see my screen correct?
There it is.
OK.
You will have access to things, but they
will be in a fairly disorganized kind of view.
You can definitely search.
You can look at templates.
You can do some stuff from the screen.
But the screen is not actually optimal for how
our organization is using Google Documents, Google Sheets, all
the wonderful things that Google has to offer.
And so whenever someone says, oh,
just go into your Google Drive or just go into Docs
or just get into your Google Storage, what they mean most
of the time is Google Drive.
And so it's the same location, and you'll notice even
on the screen, it's still there, I go into Google Apps
and go into Google Drive.
Yes.
So Tony mentioned in the chat also
if you'll notice, when you're in Google Docs, it only shows doc.
So you're not going to be able to see
any spreadsheets, any presentations, any Google Forms
you might have put together.
So it's really not an optimal way to view your stuff.
By comparison, if you go into Google Drive,
as I am right now, you'll be able to see
all of those things.
So I can see all of the things that I have personally
organized in my Google Drive, and I very purposefully
didn't organize it and make it all pretty for today.
So this is about how it works.
It's like any other file storage.
There's some files laying around that I go in and organize
on a semi-regular basis.
So how do you organize this, and where do you
find your stuff to organize?
So if you have created documents,
they're probably just going to show up
right here in your My Drive.
If you would like to organize them,
the very first thing we want to talk about is creating folders.
So when you think about creating folder structure,
it's just like creating folder structure on your shared county
drives, which you probably have or wherever you happen to work.
You get to create folders.
You can put folders within folders within folders.
You can get as complex and convoluted as a file storage
system as you would like.
In my position, it made sense for me
because I've had multiple positions to organize them
in the manner that I've organized them in.
If I'd like to create a new folder, it's very simple.
I hit New, I hit Folder--
Greg says, hm-- and then I would click Create.
So this would create the test folder.
Just a thought for anyone who either likes things
to look pretty or really has a color-coordinated file system,
if you right click on the folder,
you can then change the color, and there are multiple options.
So yeah, you can do that if you would like to.
It's obviously not required, otherwise,
they will just be gray.
Also quick note, if you share them with other people,
the other person will see a gray folder not, the same color.
So now that I have my folder, let's
say I want to place a document in it.
There's lots of different ways to do that.
I'm going to actually pop all these Food Wise
documents into my test folder.
You can very easily drag and drop.
No problem.
You could also, if you prefer this method,
you can hit these arrows that will drop down
all of your various folders, and then you
can drag and drop accordingly.
Test folder.
It's not my preferred method because you'll
see I have lots and lots of recordings of files.
You can also right click and Move to.
So there's lots of different ways
that you can actually move your files around.
My preferred method is honestly dragging and dropping,
but that's just me.
You do whatever suits you.
And you'll notice they drag and drop pretty easily,
and then when we go into test folder
and wait for the internet, there are my documents.
So then I can modify these documents.
I can do things.
I'm not going to get a whole lot into sharing permissions today.
There's a whole lot you can do as far
as sharing at different levels with different folders.
So I will say if you put a document in a folder that
is shared, by and large, the contents are then shared,
depending on how you've set it up.
Again, that will be a whole another topic
for a whole other day because there's
a whole lot that goes into file sharing in Google Drive.
So I'm actually going to go back out to my drive.
Here we are again.
So that's how you create a folder
and how you move document into a folder.
In the same manner, you can move a document out.
So if I wanted these out, I could do something as simple
as drag and drop it back to my drive.
Same deal, I can right click, I can drag it over here.
The same types of things apply.
But you can move files in and out fairly easily.
So once you have some file folders set up
and you've set some structure to your madness,
then you might want to go and find something
that has been shared with you.
And you'll find that right here, Shared With Me.
A fun fact.
It was called Shared With Me, then for a while
it was called Incoming, and then based on feedback that they
received at Google, they actually changed it back
to Shared With Me because people preferred that verbiage.
So here you will see an archive of absolutely everything that
has ever been shared with me.
It will go on for several pages, all the way back to 2013
when we got these accounts.
I don't mess with my Shared With Me.
I'm getting a note to go--
oh, thanks, Peggy.
Actually, I'm going to answer this before we go on.
So Peggy says, how can I change my view?
I don't have folders in those rows along the top.
Mine just appear like a long list.
That's a really good question.
So up here, we have List View, and we have Grid View.
So I was in Grid View.
This is List View.
It is up to you what view you would prefer.
Some people really like this better.
I'm trying to think this is a bad thing to say.
I'm more of a good girl.
I like my folders out in the open where I can see them
a little bit better.
Again, Google customizable, whatever works well for you
is the way to do it.
So thank you for that question.
And thank you for using the Q&A. That was well done.
So I'm going to go back to my Shared With Me.
So as I said, this is everything has ever
been shared with me since the beginning of my Google account.
You don't organize in your Shared With Me.
This will only lead to hardship and pain.
And I tell people even not necessarily
to delete it because you might go back and read it,
and we don't really have to worry about conserving
data or anything.
You might have noticed I have 7.4 gigs in my drive,
so we have, at least to my knowledge,
and Tony, please correct me if I'm wrong,
but we have unlimited storage for our work Google accounts,
for our educational Google accounts.
So everything is in here.
How do I get it?
How do I get it to a place where I can go in and quickly
snag it as opposed to saying, I think
so-and-so shared that with me back in September of 2016.
There's a couple of ways you can make
these documents accessible.
We're going to search in a little bit,
but you can always use the search
if you need to find a specific document that was shared
with you forever as well.
So I'm going to be at the Food Wise coordinator
meeting a little bit tomorrow.
And if I want easy access to this folder, I can--
the same thing, very easily add it to my Google Drive.
So if it's something you want to keep and have readily available
and/or have it organized in a fashion that you can get to it,
you want to essentially keep this document
or keep this document relatively handy, you take it
and you move it into your Google Drive.
So for example, I'm going to just take this and drag it over
to my Google Drive, and then it will be there.
There's other ways.
Again, you can right click and say Add to my drive,
or you can highlight it, and this little button up here
will appear, and that's your Add to My Drive.
All three options, again, totally fine.
So I'm going to click Add to My Drive.
So you'll notice-- and this can be very confusing.
So it's still there.
So it says Added it to My Drive, but it's still
in my Shared With Me.
That's because my Shared With Me is
going to be in archive of all of those things.
It's in two places.
Don't worry about it, and don't think about it too much.
Just focus on utilizing and organizing your My Drive, not
your Share With Me.
So you'll see right here 2018 Coordinator Meeting.
So I took it, essentially copied it over, put it in my drive,
and it will actually stay in both places,
but it's in My Drive, which is where I
want it to be for easy access.
Eric is giving me a look like I said something
that didn't make sense.
OK.
We're good.
So now I have access to this folder.
Well, I don't.
I'm not going to open it because I'm not
sure exactly what's in it.
But I have access to that folder.
I can easily grab agendas or whatever else might
be in it without any worries.
Also I can upload the pieces I'm doing tomorrow,
which I have to do yet.
So that's how you add something to your My Drive.
So again, if you want to keep it, you want to keep it handy,
add it to your My Drive.
Don't try to organize your Shared With Me.
You're Shared With Me is just a giant archive of everything.
And I just wanted to note now that it's had time to update,
I still go back to Shared With Me,
and that folder is still there.
Don't panic.
It's in your My Drive.
Keep it there.
Work from your My Drive.
And then I want to talk a little bit about Google's search
feature because it's gotten pretty awesome.
So very simply up here, it's an opportunity
to search only your drive.
So you're not searching the entirety of Google.
You're not doing any of that.
You're only searching in everything
your Google Drive contains.
So it will-- and we'll talk about this--
but depending on how you set your parameters,
it will search everything and anything,
or you can stipulate where you want it to search.
So very basically, if you search for something,
you can search for just about anything.
I will actually do--
let's see here.
So I typed in coordinator.
I'm going to get a ton of stuff.
So you'll note this symbol.
These are Google documents, this is a Word document,
this is PDF, and then these are any folders
that would have had something with the word coordinator
in them.
And right there, I can see the agenda,
but I can also see all of the participant materials
which is that folder that I just moved around.
So if you know a word, you can do a very quick search.
If however, your quick search isn't working out for you,
you can add some cool search tools to your arsenal.
So let's say I know for sure it's a PDF,
I could search specifically for a PDF
with a certain word or thing in the title.
More often than not, what I actually end up doing
is not searching this way, but going to more search tools.
And by going to more search tools,
you're opening up a slightly more advanced search
opportunity so you can specify by type.
So what type of object are you looking for?
Are you looking for an audio file or a folder,
or are you pretty sure it's a text document?
You can look by owner.
So if you know so-and-so is the owner of a document
or they started it, you can do that.
Also, if you're looking for a document
that you know that you created, you can say owned by me
or you can go specific person.
That's really helpful when you know there's document,
you know a couple words in the title,
but it's so broad or general that it's going to turn up
like hundreds of documents.
If you can narrow it down by owner, it can be helpful.
You can also look in location, which is more often
than not how I end up looking as well.
So location.
So it could be anywhere.
It could be anywhere in drive, including your trash.
If you click the button, in a folder,
you stashed it in somewhere, in your Shared With Me,
in a Team Drive.
It can you just about anywhere.
It can actually be anywhere.
So you can have it look in your My Drive, in your Team Drives,
in your Shared With Me, or you can narrow it by visible
to anyone in our co-op.
Let's say you want to go and drive
and you know that it was in a specific folder
within your drive.
You can click here, and you can specify all the way
down to the specific folder if for some reason
you had a giant folder.
So you can really narrow down your search options.
You can also search in trash, and you
can search files or things that you have
opted to [? star ?] previously.
Say I'm going down.
So date modified, when was the last time someone looked at it.
Did you know you can't find it anywhere,
and you know you looked at it in the last month,
it really helps to narrow it by 30 days.
Item name, if you actually know the title, that's fantastic.
Or has the words, which is a really powerful search
that I'm going to demonstrate in just a second.
So this has any certain or specific words
in the document itself.
So it's not just searching the title,
it's searching the entirety of the documents.
So that can be very powerful if you remember a specific phrase
or you're looking at recipes, which is what
I'm going to show in a second.
So Shared With, so this is who else
had access to this document, And then Follow Up.
If you had done some things as far
as when you had established when you were going to follow up
or action items, you can search by those as well.
I would say it's probably not quite as common.
So I wanted to pop over really quick to my personal Google
Drive because I just used a search feature on Sunday,
and I thought it was a fun way I used it.
So I have this giant recipe book.
It was given to me by a very dear friend
who is 71 and has cultivated this recipe
book her entire life.
A recipe doesn't make it in until it
has been tried 10 times, and she has lifetime updates.
Literally, she sends this out to people in paper form,
and it's color coordinated based on type of recipe.
It's super intense, and it means you
have arrived in the world when she shares this with you.
Actually, it's usually part of a present when you get married.
I think she's given up on me.
But anyway, so she gave it to me and--
no, she hasn't.
But she gave it to me in a digital format
because that, to me, is much more useful.
So by accident, I have three dozen eggs in my fridge,
and so I opted to do--
so location.
So I want to only search in the actual recipe book.
Oh, thank you, Eric.
Eric says my screen share is not showing.
So I'm going to switch over.
Thank you, Eric.
So going back, personal drive looks
a lot like the other drive.
So I'm going to go up to search and location,
and I only want to search my specific recipe book folder.
So I'm going to hit Select, and then I'm
going to put has the word egg.
The awesome part is it's going to bring up every single recipe
that has the word egg in it.
And in this case, for my purposes,
it's going to bring up every recipe that has egg in it.
And I can opt to do whatever I would like.
And these are actually then organized in several other ways
as far as content and type of dish.
So I could search for a main dish
that has the word egg in it.
So it's kind of fun.
And for those of you that are part
of the area I was in yesterday, the spinach black bean lasagna
turned out great.
Thanks for asking.
There are a lot of eggs in it.
That's how I found it.
That's what I had for dinner last night.
So obviously, there's lots of different ways
you can use this.
I just wanted to show a fun way, but also a particularly useful
way that was useful for me just last night
and is applicable for real life as well as at work.
Not that real life is not at work.
All right.
So those are the things I wanted to get through.
We have about five minutes for your questions or five minutes
if Tony or Eric would like to add anything
that they think is worth mentioning that I missed.
See, I don't know if I'm ready to share this recipe
book because part of the wonder of this book
is that you're friends with Barb,
and it comes with lifetime updates
because she keeps adding to it as she ages.
I don't know.
If my Tech Tuesday numbers drop too low,
and I have three people attending,
that might be the incentive.
Come get Barb's recipe book, and then I'll share it with you.
Oh, Eric says that's premium content.
You have to pay for that.
You get the screen shot of the lasagna for free,
but you have to pay for everything else.
Any other questions, thoughts, ideas, or things
you would like to share that you have found helpful
when thinking through how to organize or search
for items in your Google Drive?
There's one more thing I did want to mention.
Within My Drive, your file system should be your own,
and it should be something you really take a couple of minutes
to think through.
How will you use these files, and how would you like
them to be easily accessible.
For example, I have, 4-H one.
Several of my previous positions within extension
were 4-H based.
So for me, I created a 4-H folder,
and then I had when I worked in the North Central region,
and then I had judges books.
And then everything else is broken out by county and State.
So for me, that was the logical way
to order my thoughts because then when I was in Wood County,
I would go into my Wood County 4-H folder.
When I was in Waushara County, I would
go into my Waushara County.
And it made my logic easier.
It made sense to me.
It doesn't have to make sense to you.
That's OK.
Nicole asked if there will be another webinar about sharing
permissions.
Yeah.
Nicole, they're absolutely-- we'll talk Nicole.
I might share her recipe book with you
because it's for a Google reason.
There can be a webinar about sharing permissions.
This webinar was not my idea.
This webinar was your idea.
So several months ago, I sent out a survey,
and I asked you guys what you wanted
to see as far as Tech Tuesdays.
And this is one I would not necessarily have thought of,
but there were several requests for this particular Tech
Tuesday.
So thank you if you responded to that survey,
and I really do listen to surveys,
and I appreciate that you took the time to take it.
So this is a direct result, and a sharing permissions webinar
could also be a result. And I'd probably
go into Team Drive sharing permissions then as well.
So thank you for the suggestion.
Oh, and Tina.
Awesome.
That worked out.
Yes.
So I would say we could do one about team drives,
or we could do something that is more permissions based.
And I'll talk about that with our tech team
here in Madison while I'm visiting
and determine what some of those upcoming Tech Tuesdays
can be concerning Google and permissions and team drives.
Thank you for your suggestion, and thanks.
Thanks for typing it in the Q&A. Tony,
did you have something to say?
Excellent.
Thanks, Michele.
She said she'd like to see something on team drives too.
And keep the Google topics coming.
I don't know if you guys can tell by the smile on my face,
but Google is one of my favorite things to talk about.
So I would love to keep some Google topics coming.
I don't see any more--
oh, I lied.
I see a question.
You're welcome, and thank you for attending.
So with that, I'm going to cut it off a minute early,
and thank you so much for coming and continuing
to support Tech Tuesdays.
We will see you in March.
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