Drive

• Google Docs
• How to use Google Docs
• Docs cheat sheet
• Change page setup of a Google Doc
• Switching to Docs from Microsoft Word
• Google Sheets
• How to Use Google Sheets
• Edit & format a spreadsheet in Google Sheets
• Use conditional formatting rules in Google Sheets
• Sort & filter your data in Google Sheets
• Google Slides
• How to Use Google Slides
• Change the Theme, Background, or Layout in Google Slides
• Google Forms
• How to use Google Forms
• Create & grade quizzes with Google Forms
• How to Show questions based on answers in Google Forms
• Filestream
• Transfer Ownership in Google Drive
• How to Share Google Calendar
• Share a File in Google Drive
• Check or revert to earlier file versions in Drive
• How to Upload to Google Drive
• Ways to Transfer Google Drive Files
• Use Google Takeout

Google Docs

How to use Google Docs

Google Docs is an online word processor that lets you create and format documents and work with other people. See our top five tips for Google Docs.

Step 1: Create a document

To create a new document:

1. On your computer, open the Docs home screen at docs.google.com.
2. In the top left, under "Start a new document," click New.

You can also create new documents from the URL docs.google.com/create.

Step 2: Edit and format

To edit a document:

1. On your computer, open a document in Google Docs.
2. To select a word, double-click it or use your cursor to select the text you want to change.
3. Start editing.
4. To undo or redo an action, at the top, click Undo  or Redo .

Note: To edit a document on a touchscreen device, like a Pixel Book, double-tap the document to start typing.

You can add and edit text, paragraphs, spacing, and more in a document.

• Format paragraphs or font
• Add a title, heading, or table of contents

 Step 3: Share & work with others

You can share files and folders with people and choose whether they can view, edit, or comment on them.

Docs cheat sheet

1. Edit and add styles to your text. 

 

2. Work with different versions and copies of your document.

Make a copy: Create a duplicate of your document.

Download as: Download your document in other formats, such as Microsoft^® Word^® or Adobe^® PDF.

Email as attachment: Send a copy of the document to people. You can change the format.

Version history: See all the changes you and others have made to the document or revert to earlier versions.

Publish to the web: Publish a copy of your document as a webpage, or embed your document in a website.

 

3. Enhance your document by adding features.

Image: Insert an image from your computer, the web, Drive, and more.

Table: Select the number of columns and rows to create a table.

Drawing: Create pictures, flowcharts, diagrams, and more.

Link: Add a link to a webpage or a header or bookmark in your document.

Chart: Add different types of charts, or add a chart from Sheets.

Bookmark: Add shortcuts to specific places within your document.

Table of contents: Create an autogenerated table of contents that links to each heading (where you’ve applied heading styles).

 

4. Click Share to share your document and 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	✔	✔	✔	✔
Can comment			✔	✔
Can view

 

5. Collaborate with your team in real time.

Change page setup of a Google Doc

1. On your computer, open a document in Google Docs.
2. In the toolbar, click File  Page setup.
3. Go to the setting you want to change:
   • Orientation
   • Paper size
   • Page color
   • Margins
4. Make your changes.
5. Click OK.
6. Optional: To make new documents open with the settings you chose, click Set as default.

 

Switching to Docs from Microsoft Word

In Word...	In Docs...
Share your document using Microsoft® SharePoint® or OneDrive®	Share your document from Docs From a document, click Share. Under People, enter the email address of the person or group you want to share with. Click Edit  and choose the access level. Click Send.   For more details, see Get started with Docs.  Share your document with Word users From a document, click File > Email as attachment. Under Attach as, choose the format (Word, PDF, etc.). Enter the email address, subject, and message. Click Send.   For more details, see Work with Microsoft Office files.
Collaborate in real-time in Word Online	Collaborate in real-time in Docs When you share a document, depending on their access, collaborators can edit documents, add comments, and assign tasks. To track changes, at the top right, click the Down arrow . From the menu, set the mode to Suggesting. To add and assign a comment: Select the text you want to comment on. Click Add comment . To assign a comment to someone, enter + and the person’s email. Enter your comment, then click Comment.
Access version history in SharePoint or OneDrive	Access version history in Docs Select FileVersion historySee version history. Click a time stamp to see a previous version of the file. (Optional) Do any of the following: To make a previous version the active version, at the top, click Restore this version. To name a previous version, click More Name this version. To make a copy of a previous version, click More Make a copy. For more details, read See changes to your Drive files and folders.
Track changes in a document	Make suggestions and comments Make suggestions in a document In the top corner, make sure you’re in Suggesting mode, which may also appear as . To suggest an edit, simply begin typing where you think the edit should be made in the document. Your suggestions appear in a new color, and text you mark to delete or replace is crossed out (but not actually deleted until the document owner approves the suggestion). The document’s owner will receive an email with your suggestions. When they click any suggestion, they can Accept  or Reject  it. Add and assign comments in a document In Docs, Sheets, or Slides, select the text you'd like to comment on. Click Add comment . Enter your comment in the box. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file. (Optional) To assign the comment to a specific person, check the Assign to box. Click Comment or Assign.
Open a Word document	Open a Word document In Drive, double-click a Word file. A preview of your file opens. At the top, click Open with Google Docs. Any changes you make are saved to the original Microsoft Office file. For more details, see Work with Microsoft Office files.
Access a document offline in OneDrive	Access a document offline in Drive Install the Google Docs Offline extension. In Drive, click Settings Settings. In the Offline section, check the Create, open and edit your recent Google Docs, Sheets, and Slides files on this device while offline box. Click Done. Right-click a file and turn on Available offline. To learn how to access files offline from your desktop or mobile, see Access stored Drive files without the internet.
Save a document automatically in SharePoint or OneDrive or turn on AutoRecover	Save a document automatically in Drive Your document saves automatically in Drive as you work, so you don’t need to click Save.
Insert pictures in your document	Add images to your document You can drag and drop images from your computer into your document. Or, click InsertImage and choose an image from Google Drive, Google Photos, the web, and more. For more details, see Add and edit images.
Add an Excel chart to your document	Add a Sheets chart to your document In Sheets, select the chart you want to copy. At the top right, click More Copy chart. In Docs, right-clickPaste.  Click Paste. For more details, see Insert and edit charts.

Google Sheets

How to Use Google Sheets

Step 1: Create a spreadsheet

To create a new spreadsheet:

1. Open the Sheets home screen at sheets.google.com.
2. Click New . This will create and open your new spreadsheet.

You can also create new spreadsheets from the URL sheets.google.com/create.

Step 2: Edit and format a spreadsheet

You can add, edit, or format text, numbers, or formulas in a spreadsheet.

• Edit and format a spreadsheet
• Use formulas and functions in a spreadsheet

Step 3: Share & work with others

You can share files and folders with people and choose whether they can view, edit, or comment on them.

Edit & format a spreadsheet in Google Sheets

Edit data in a cell

1. Open a spreadsheet in Google Sheets.
2. Click a cell that’s empty, or double-click a cell that isn’t empty.
3. Start typing.
4. Optional: To add another line within a cell, press ⌘ + Enter on a Mac or Ctrl + Enter on Windows.
5. When you’re done, press Enter.

Format one or more cells

1. Open a spreadsheet in Google Sheets.
2. Click a cell, then drag your mouse across nearby cells you want to select, or hold ⌘ on a Mac or Ctrl on Windows and click another cell.
3. To format text or numbers in a cell, use the options in the toolbar at the top.

Format your data

Here are some options for formatting your cells or text. You can find these options above the document.

To format part of the text or content in a cell, double-click the cell, select what you want to format, then select a formatting option.

Align & resize objects

Add a theme 

You can apply changes to the format of an entire spreadsheet with themes. 

1. Open a spreadsheet in Google Sheets. 
2. At the top, click Format  Theme. 
3. Choose an available theme or click Customize to create your own. 

Notes: 

• If you create a custom theme, the most recent version will be saved. 
• Colors from your current theme are available in the text and fill color pickers. 

Parts of your spreadsheet affected by theme 

Note: If you change the format of an item in your spreadsheet, it will override the theme. 

Use conditional formatting rules in Google Sheets

Cells, rows, or columns can be formatted to change text or background color if they meet certain conditions. For example, if they contain a certain word or a number.

1. On your computer, open a spreadsheet in Google Sheets.
2. Select the cells you want to apply format rules to.
3. Click Format  Conditional formatting. A toolbar will open to the right.
4. Create a rule.
   • Single color: Under "Format cells if," choose the condition that you want to trigger the rule. Under "Formatting style, choose what the cell will look like when conditions are met.
   • Color scale: Under "Preview," select the color scale. Then, choose a minimum and maximum value, and an optional midpoint value. To choose the value category, click the Down arrow .
5. Click Done.

A teacher can highlight test scores to see which students scored less than 80%.

Use advanced conditional formatting

You can use custom formulas to apply formatting to one or more cells based on the contents of other cells.

Note: Formulas can only reference the same sheet, using standard notation "(='sheetname'!cell)." To reference another sheet in the formula, use the INDIRECT function.

Example 1

To highlight when there's more than one occurrence of the same value in your data:

Example 2

To format an entire row based on the value of one of the cells in that row:

Absolute vs. relative references

Often, you will need to add dollar signs ($) in front of letters and numbers in formulas so that the formatting is applied using absolute references as opposed to relative references (A1 to B1, A2 to B2).

You can use wildcard characters to match multiple expressions. Wildcard characters can be used with the "Text contains" or "Text does not contain" fields while formatting.

Notes:

• To remove a rule, point to the rule and click Remove .
• Rules are evaluated in the order listed. The first rule found to be true will define the format of the cell or range. To reorder rules, click and drag them.
• If you copy and paste from a cell or range that has formatting rules, these rules will be applied when you paste the copied data.

Sort & filter your data in Google Sheets

You can sort data in alphabetical and numerical order, or use filters to hide data you don't want to see.

Note: Filter views are only available on a computer. See the FILTER article for info about the function.

Sort data in alphabetical or numerical order

1. On your computer, open a spreadsheet in Google Sheets.

2. Highlight the group of cells you'd like to sort.

3. Click Data  Sort range.

4. If your columns have titles, click Data has header row.

5. Select the column you'd like to be sorted first and choose a sorting order. 

• To add another sorting rule, click Add another sort column.

6. Click Sort. 

Sort an entire sheet

Tip: If your sheet includes a header row, freeze the first row.

Sort by color

Filter your data

To see and analyze data in a spreadsheet, use filters. Filters let you hide data that you don’t want to see. You’ll still be able to see all your data when you turn the filter off.

Filters vs. filter views

Both filters and filter views help you analyze a set of data in a spreadsheet.

Filters can be useful if:

• You want everyone viewing your spreadsheet to see a specific filter when they open it.
• You want your data to stay sorted after using the filter.

Filter views can be useful if:

• You want to save multiple views.
• You want to name your view.
• You want others to be able to view the data differently. Since filter views need to be turned on by each person viewing a spreadsheet, each person can view a different filter view at the same time.
• You want to share different filters with people. You can send different filter view links to different people so everyone will see the most relevant information for them.
• You want to make a copy or create another view with similar rules.
• You don't have edit access to a spreadsheet and still want to filter or sort. In this case, a temporary filter view will be created.

Note: You can import and export filters, but not filter views.

Use filters in a spreadsheet

To temporarily hide data in a spreadsheet, add a filter.

Note: When you add a filter, anyone with access to your spreadsheet will see the filter too. Anyone with permission to edit your spreadsheet will be able to change the filter.

Filter your data

To filter your data:

Tip: You can sort data with a filter turned on. Only the data in the filtered range will be sorted. Learn how to sort data. 

Create, name, and save a filter view

Use a filter view when:

• You want to save your filter and use it later.
• You don't want to disrupt others' view of the data.
• You want to share a link to a specific filter with others.
• You can’t edit a spreadsheet, but you want to filter or sort data.

Create, save, or delete a filter view

To delete or duplicate a filter view, in top right, click Options   Delete or Duplicate.

Rename a filter view

See an existing filter view

Save a filter as a filter view

Use filter view with "view only" access

If you have permission to view a spreadsheet but not edit it, you can still use filter views:

Google Slides

How to Use Google Slides

Google Slides is an online presentation app that lets you create and format presentations and work with other people.

Step 1: Create a presentation

To create a new presentation:

1. Open the Slides home screen at slides.google.com.
2. In the top left, under "Start a new presentation," click New . This will create and open your new presentation.

You can also create new presentations from the URL https://slides.google.com/create.

Step 2: Edit and format a presentation

You can add, edit, or format text, images, or videos in a presentation.

• Insert and arrange text, shapes, and lines
• Add, delete & organize slides
• Add animations to a slide

Step 3: Share & work with others

You can share files and folders with people and choose whether they can view, edit, or comment on them.

Change the Theme, Background, or Layout in Google Slides

You can customize how your presentation looks in Google Slides by changing the theme, background, or layout. 

• Theme: A preset group of colors, fonts, background, and layouts. 
• Background: The picture or color behind your slide's content. 
• Layout: The way your text and images are arranged on a slide.

Computer AndroidiPhone & iPad

Change theme

A theme is a preset group of colors, fonts, backgrounds, and layouts.

1. On your computer, open a presentation in Google Slides.
2. At the top, click SlideChange theme.
3. On the right, click the theme you want.

Note: Learn how to apply a theme to only one slide.

Change the background color or image

Change background color

A background is the picture or color behind your slide's content. You can change the background color of one slide or the whole presentation. 

1. On your computer, open a presentation in Google Slides.
2. Choose a slide.
3. At the top, click SlideChange background.
4. To the right of "Color," click the box and choose a color.
   • To add the color to one slide, click Done.
   • To add the color to the whole presentation, click Add to theme.

Change background image

You can add an image saved in Google Drive or on your computer, then apply it to one slide or the whole presentation. 

Note: Images must be a .gif, .jpg, or .png, and less than 50 MB.

1. On your computer, open a presentation in Google Slides.
2. Choose a slide.
3. At the top, click Slide Change background.
4. To the right of "Image," click Choose.
5. Choose an image, then click Select.
   • To add the image to one slide, click Done.
   • To add the image to the whole presentation, click Add to theme.

Import new theme

Note: Your imported theme must be from an existing Google Slides or PowerPoint presentation. You can also use your own image as the background for the entire presentation. 

1. On your computer, open a presentation in Google Slides. 
2. At the top, click Slide Change theme.
3. In the bottom right, click Import theme.
4. Double-click the presentation you want to use. 
5. Click the theme you want. 
6. Click Import theme.

Edit your theme colors

You can change the individual colors that make up your presentation's theme.

1. On your computer, open a presentation in Google Slides. 
2. At the top, click View Master.
3. At the top, click Colors .
4. To the right, under "Theme colors," choose the color you want to edit from the drop-down.
   • To use a pre-set color: Under "Default," click the color you want to use. 
   • To customize a color: In the multi-colored square, click the color you want to use or enter a hex value.

Change layout

A layout is the way your text and images are arranged on a slide. 

1. On your computer, open a presentation in Google Slides.
2. Select a slide.
3. At the top, click Layout.
4. Choose the layout you want to use.

Google Forms

How to use Google Forms

Step 1: Set up a new form or quiz

1. Go to forms.google.com.
2. Click Blank  .
3. A new form will open.

Step 2: Edit and format a form or quiz

You can add, edit, or format text, images, or videos in a form.

• Edit your form
• Create a quiz with Google Forms
• Choose where to save form responses

Step 3: Send your form for people to fill out

When you are ready, you can send your form to others and collect their responses.

 

Edit your form

After you've created a form, you can add and edit up to 300 pieces of content, like questions, descriptions, images, and videos. To organize your form by topic, you can add up to 75 sections.

Add questions, headers & sections

Delete or edit items

To edit a question, header, or description, click the text you want to change.

Randomly order questions and answers

You can have questions and answers appear in a different order for everyone who fills out your form.

 

Note: Questions and answers will only be shuffled once per email address. Make sure each address is entered separately and not sent to a Google Group.

 

Change your default settings

To make every new form use the same settings:

Create & grade quizzes with Google Forms

Make a new quiz & answer key

Grade quizzes

You can see automatic summaries for all quiz responses, including:

Grade individual responses

If you collect email addresses, you can assign points and leave feedback on individual responses. After you grade each response, save your changes.

Share results

If you collect email addresses in your form, you can send results immediately or wait until you’re ready to share them.

By default:

Change how you release grades

Email results after review

How to Show questions based on answers in Google Forms

Show questions based on answers

You can set up a survey so that people only see certain sections based on their answers.

Skip sections in your form

Filestream

 

Installing Google Drive File Stream for Mac

1. From a Finder window, delete the old Google Drive folder from your computer. (The folder should be listed under “Devices”.)
2. If you haven’t already done so, log in to your Georgetown Google Apps account.
3. From your Web browser, go to the Google Drive File Stream home page.
   

   

4. On the “Google Drive Help” page, click Download for Mac.
   

   

5. If prompted, save the installer file to your Desktop. (If you’re not prompted, the file may have been saved in your Downloads folder.)
6. Double-click the installer file.
7. Double-click the .pkg file
   

    

8. In the pop-up window, click Continue.
   

   

9. Click Continue in the next window.
   

   

10. Click Install in the next window.
    

    

11. In the next window, enter your computer password and then click Install Software to start the installation process.
    

    

12. After a few moments, you should see the following install confirmation message. Click Close.
    

    

13. If you see the pop-up window shown below, click Move to Trash.
    

    

Transfer Ownership in Google Drive

Transfer file ownership

You’re the owner by default for files that you create in Docs, Sheets, and Slides, or upload into Drive. But, you can transfer ownership of your Google files (Docs, Sheets, and Slides) and folders to anyone you'd like, as long as that person has an email address.

How to change owners

You can change who owns a file or folder in Drive.

You'll have access to the file as an editor after you transfer ownership.

Google Apps Customers: You can't make someone outside of your domain the owner of your Google Doc. Only Google Apps customers in Government and Education domains can transfer ownership of a synced or uploaded file (like a PDF or image file).

Consumer Drive users: You can't transfer ownership of a synced or uploaded file (like a PDF or an image file).

Things to consider before you transfer ownership

How to Share Google Calendar

Share a File in Google Drive

Step 1: Find the file you want to share

Share a single file

1. On a computer, go to Google Drive, Docs, Sheets, or Slides.
2. Click the file you want to share.
3. Click Share or Share .

Step 2: Choose who to share with & how they can use your file

Share with specific people

If you use a Google Account through work or school, you might not be able to share files outside of your organization.

1. Under "People," enter the email address you want to share with. 
   • Note: If you share with an email address that isn’t a Google Account, they’ll only be able to view the file.
2. To choose what someone can do with your file, click the Down arrow .
   • Learn more about how others view, comment, or edit files.
3. If you don’t want to send an email to people, click Advanced and uncheck the Notify people box. If you notify people, each email address you enter will be included in the email.
4. Click Send.

Share & collaborate on a file with more than 100 people

Up to 100 people with view, edit, or comment permissions can work on a Google Docs, Sheets, or Slides file at the same time. When more than 100 people are accessing a file, only the owner and some users with editing permissions can edit the file.

To share and collaborate on a file with more than 100 people: 

Publish the file

• If you need many people to view a file at once, publish it and create a link to share to viewers. You can give edit access to people who need to edit or comment on the file. Learn how to publish a file. 
• Publishing a file makes it visible to everyone on the web. Be careful when publishing private or sensitive info. If you have an account through work or school, your administrator can limit who can view a published file. If you're an administrator, learn how to control who can publish documents to the web.
• To remove a file from the web, you must stop publishing it. Learn how to stop publishing a file.
• To stop sharing a file with collaborators, learn how to change sharing permissions.

Check or revert to earlier file versions in Drive

View or revert to earlier versions of Docs, Sheets, and Slides files

Note: You need Owner or Can edit access to see the version history.

1. In Drive, open your file.
2. Click FileVersion historySee version history.
3. Click a timestamp to see a previous version of the file. Below the timestamp, you’ll see:

   • Names of people who edited the document.
   • A color next to each person’s name. The edits they made appear in that color.

4. (Optional) To revert to this version, click Restore this version.

Upload a new version of a non-Google file to Drive

On the web

1. In Drive, right-click the file that isn’t in a Google format and select Manage versions.
2. Click Upload New Version and select the file from your computer.
3. When the new version is uploaded, click Close.

From your computer

1. If you haven't already, install Drive File Stream.
2. On your computer, find the non-Google file.
3. Click Drive File Stream .
4. Click Open Google Drive .
5. Do one of the following actions:

   • To move the file, drag it into a folder.
   • To copy the file, copy and paste it into a folder.

The file synchronizes automatically to Drive on the web. If you update an existing file, the previous file is overwritten, but versions are maintained.

Download or revert to earlier versions of non-Google files in Drive

1. In Drive, click the file and at the top right, click More Manage versions.
2. Click More Download to download the file.
3. (Optional) To revert to an earlier version (such as the one you downloaded above), click Upload New Version, find the version of the file, and click Open.
4. Click Close.

How to Upload to Google Drive

Upload files & folders

On your computer, you can upload from drive.google.com or your desktop. You can upload files into private or shared folders.

Drag files into Google Drive

Ways to Transfer Google Drive Files

Use Google Takeout

Go to https://takeout.google.com/ and choose which data you want to save from Google Takeout.  If you want to ONLY download Google Drive, you can click Deselect All at the top and then check the box beside Google Drive and scroll down and click Next. 

 

Make sure the Options are Selected to Send download link via email, and export once and then click Create Export.