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Part2 googledrive

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in this chapter will discuss some technologies that can help the main tasks of the secretary with the support of
current technological advances, so that they can become professional secretaries, while the topics in this
chapter are

Part 2 : Google Drive

in this chapter will discuss some technologies that can help the main tasks of the secretary with the support of
current technological advances, so that they can become professional secretaries, while the topics in this
chapter are

Part 2 : Google Drive

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Part2 googledrive

  1. 1. UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE Google Drive is a free cloud-based storage service that enables users to store and access files online. The service syncs stored documents, photos and more across all of the user's devices, including mobile devices, tablets and PCs, (Mixon, Erica. 2017) Google Drive is a safe place for all your files and puts them within reach from any smartphone, tablet, or computer. Files in Drive – like your videos, photos, and documents – are backed up safely so you can’t lose them. Once there, you can easily invite others to view, edit, or leave comments on any of your files or folders. With Drive, you can: • Safely store your files and access them from anywhere. • Search for files by name and content. • Easily share files and folders with others. • Quickly view your content. • Set access levels for who can view, comment, or edit. • Quickly access recent files and See file details and activity. • Enable viewing of files offline and Use your device camera to scan in paper documents. • Access pictures and videos from Google Photos. You can store any file in Drive: pictures, drawings, videos, and more Google Drive 14 https://www.google.com/drive/  Student are able to Store any file in Drive: pictures, drawings, videos, and more.  Student are able to Access files in drive.  Student are able to View and update document or files in Drive.  Students are able to Organize files and document in Drive  Students are able to Share and Collaborate Drive. COURSE OBJECTIVES Part: 2 You can store any file in Drive: pictures, drawings, videos, and more. You only need to store a file in Drive on one device, and it will automatically be available on all your other devices. There are three ways to get your files into Drive. im portant CONFIDENTIAL
  2. 2. UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE 18 16 UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE You can store any file in Drive: pictures, drawings, videos, and more. You only need to store a file in Drive on one device, and it will automatically be available on all your other devices. There are three ways to get your files into Drive. 2.1 Upload and Store In this section, you learn how to : • Upload files to Drive on the web Upload files to Drive on the web One way to store files in Drive is to upload a copy of them using your web browser: 1. Go to Drive, Click New, select File upload or Folder upload, and then choose the file or folder you want to upload then Click Open. Picture 10. Upload files to Drive on the Web • Upload files from your phone or tablet 2. Enter a name for your folder, and then it will appear under My Drive. You can simply upload files into the folder or drag and drop existing files into it.. • Whenever you add a folder or documents to your Drive from your desktop, they will instantly appear in your Drive on the web. • If you’re using the latest version of Chrome or Firefox®, you can simply drag files directly from your computer to the Drive page on your browser. • If you upload a file that matches the name of an existing file, Drive will add it as a new version, instead of creating a duplicate. To see the previous version of that file, you can manage versions. • When you see Upload complete, your files have uploaded successfully and can be accessed in any browser or device that has Drive installed. im portant NOTE : GOOGLE DRIVE 2 CONFIDENTIAL CONFIDENTIAL
  3. 3. UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE < 19 16 UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE Upload files from your phone or tablet You can also use the Drive app to store files on your Android or iOS device. (If you decide later to uninstall the app, your Drive files won’t be affected and can still be accessed from Drive on the web.) 1. Depending on your device, choose one of these options: • Android phone or tablet: Tap Google Play • iOS devices: Tap App Store 2. Find and install the Google Drive app. 3. Open the app containing the file you want to upload, tap Share, and then tap Drive. Picture 11. Upload files to Drive on the Web CONFIDENTIAL CONFIDENTIAL
  4. 4. UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE 20 20 16 UNIVERSITAS TEKNOKRAT INDONESIA 2.2 Share and Collaborate In this section, you learn how to : Share a Folder of Google Drive The first thing you need to do before you can collaborate with others in Google Drive is to create a folder. It's a handy organizing bin for items you want to share (Marziah Karch.2018). To create a folder in Google Drive: Many people think of Google Drive as a cloud storage and sync service, and it is that but it also encompasses a suite of online office apps that are comparable with Microsoft Office. Google Docs, Google Sheets and Google Slides can import and export Microsoft Office files, and you can use them to work together with colleagues on a document, spreadsheet or presentation, in real time if you wish (Howard Wen.2017). • Share a Folder of Google Drive • Add Documents to the Folder • Share Folders and Collaborate Using Google Drive 1. Click the New button at the top of the Google Drive screen. 2. Select Folder in the drop-down menu. 3. Type a name for the folder in the field provided. 4. Click Create 21 3 4 Now that you've made a folder, you need to share it. 5. Click on your folder in Google Drive to open it. 6. You'll see My Drive > [name of your folder] and a small downward arrow at the top of the screen. Click on the arrow. 7. Click (right) on [name of your folder] and Click Share. 8. Enter the email addresses of all the people you want to share the folder with. If you prefer, click Get shareable link to receive a link you can email to anyone you want to access the shared folder. Picture 3. Email Filters CONFIDENTIAL CONFIDENTIAL
  5. 5. UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE 16 UNIVERSITAS TEKNOKRAT INDONESIA Add Documents to the Folder By default, your Google Drive shows you all your files, shared or not, and organizes them by the date they were most recently edited. Click and drag any document to the new folder to share it. You can use the same method to make subfolders for organizing the content within the shared folder. That way you don't end up with a huge group of files and no method of sorting them. 9. Either way, you'll need to assign permissions to the people you invite to the shared folder. Each person can be designated to View Only, or they can Organize, Add & Edit. 10. Click Done 6 7 8 9 10 Picture 12. Share a Folder of Google Drive Picture 13. Share a Folder of Google Drive CONFIDENTIAL CONFIDENTIAL CONFIDENTIAL
  6. 6. UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE 16 Share Folders and Collaborate Using Google Drive With Google Drive, you can add collaborators to either view or edit your documents. It's pretty simple. 1. Open Google Drive. 2. Click (right) on [name of your folder] and Click Share. 3. Enter the email addresses of all the people you want to share the folder with and Click 4. If you prefer, click Get shareable link to receive a link you can email to anyone you want to access the shared folder, and click . 5. Enter the email address or addresses of the people with whom you'd like to share. 6. Choose whether the additional users will have editing or view-only privileges. Picture 3. Share a Folder of Google Drive 1 2 3 4 5 6 Choose whether the additional users will have editing or view-only privileges. Can edit Can comment Can view √ Picture 14. Share and Collaborate using Google Drive im portant NOTE : ACCESS LEVELS AND VISIBILITY • Is owner (Files you own only)—You can make someone else the owner. You still have edit access, unless the new owner changes your permission. • Can edit—Collaborators can add and edit content as well as add comments. • Can comment (Select files only)—Collaborators can add comments, but not edit content. • Can view—People can view the file, but not edit or add comments. CONFIDENTIAL CONFIDENTIAL
  7. 7. UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE 23 15 EXERCISE 1Question : Make directories and documents on your Google Drive, as in the directory structure below, You can get documents from local storage. My Photo My Document My Song my data.docx my report.xlsx my presentation.pptx song.mp3 my picture.jpg contains files contains files contains files 2Question : settings in all folders so that each folder can be shared with other users with the conditions as below. For example, use email: itsecretary@teknokrat.ac.id My Photo My Document My Song share with others share with others email : itsecretary@teknokrat.ac.id Privileges : Can Organize, Add & Edit email : itsecretary@teknokrat.ac.id Privileges : Can view only share with others Copy Link and Sent to email : itsecretary@teknokrat.ac.id Privileges : Can view Only Picture 15. Excercise 1 : Add Documents to the Folder Picture 3. Excercise 16 : Share Folders and Collaborate Using Google Drive CONFIDENTIAL
  8. 8. UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE 24 15 SCORING SHEET STORAGE SERVICE - GOOGLE DRIVE Student Name : ID Number : Email : Share Folders to Email Address Collaborate Using Google Drive Add Documents to the Folder Create Folder Stage of Assessment Result Yes No Total Note : Do All Parts in the assessment stage column, All parts in the assessment stage column will be worth 1 (Yes) if done correctly, and 0 if wrong or not done. ........... ........... ........... ........... ........... ........... ........... ........... SECRETARIAL PRACTICES ............................... ............................... ............................... CONFIDENTIAL CONFIDENTIAL CONFIDENTIAL
  9. 9. UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE 79 23 UNIVERSITAS TEKNOKRAT INDONESIA SECRETARIAL PRACTICE REFERENCE [ 1 ] H o w t e c h n o l o g y i s c h a n g i n g t h e r o l e o f t h e c o r p o r a t e s e c r e t a r y : [ O n l i n e ] , http://csj.hkics.org.hk/site/2017/03/13/how-technology-is-changing-the-role-of-the-corporate-secretary/, Accesec on 19 August 2019). [2] Company Secretaries Reduce the Time Needed for Administrative Tasks by Adopting Technology : [Online], https://blog.eqs.com/the-impact-of-technology-on-the-company-secretarys-role, Accesed on 19 August 2019) [3] Oksana. 2017. How to Optimize Your Work in Gmail: [Online], (https://mysignature.io/blog/optimize-work-gmail- basics/, accessed on 1st August 2018). [4] G Suite Learning Center. Gmail : [Online], (https://gsuite.google.com/learning-center, Accesed on 1 st August 2018) [ 5 ] A l i s o n D o y l e . 2 0 1 8 . P r o f e s i o n a l L e t t e r a n d E m a i l W r i t i n g G u i d e l i n e s , [ O n l i n e ] , (https://www.thebalancecareers.com/professional-letter-and-email-writing-guidelines-2062309, Accesed on 1st August 2018) [6] Joe Stych. 2014. A Guide to Optimizing Gmail : 30 of the Best Email Tips, Tricks, and Hacks. [Online], (https://zapier.com/blog/organize-search-automate-gmail-inbox/, accessed on 1st August 2018). [7] Gregorio Bushman.Business email writing samples.[Online], (http://ausafahmad.info/29-business-email-writing- samples-final/business-email-writing-samples-emails-examples-saxr-7-b-03-current-consequently-formal- sample-cover-letter-saxr-7-b-03/, Accessed on 2st august 2018). [8] Heinz Tschabitscher. 2018. Adding Signature in Gmail, [Online], (https://www.lifewire.com/how-to-add-a-signature- in-gmail-1172100, Accesed on 4st August 2018) [9] About google drive : [online], https://play.google.com/store/apps/details?id=com.google.android.apps.docs&hl=en, Accesed on 3st August 2019) [10] https://gsuite.google.com/learning-center/products/drive/get-started/#!/ [ 1 1 ] H o w a r d W e n . 2 0 1 7 . H o w t o u s e G o o g l e D r i v e f o r c o l l a b o r a t i o n , [ o n l i n e ] , (https://www.computerworld.com/article/3235104/collaboration/how-to-use-google-drive-for- collaboration.html, Accessed on 5st August 2018) [12] Marziah Karch.2018. How to Share folder and collaborate using googlde drive, [online], (https://www.lifewire.com/share-folders-and-collaborate-google-drive-1616094, Accessed on 5August 2018) [13] Marziah Karch.2016. Make Form and Quizzes in Google Docs, [online], (https://www.lifewire.com/make-forms- quizzes-google-docs-1616959, Accessed on 5August 2018). [ 1 4 ] Q u e e n s C o l l e g e . 2 0 1 8 . s a m p l e k u e s t i o n n a i r e , [ o n l i n e ] , (https://www.qc.cuny.edu/about/administration/Provost/Academic%20Program%20Review/Documents/Sample %20Questionnaire.doc, accessed on 6st Augugst 2018) [15] Marziah Karch.2018. Use Google Calendar. Internet Organization Was Never Easier, [Online], (https://www.lifewire.com/google-calendar-1616582, Accesed on 11 august 2018) [16] Marziah Karch.2018. How to Create a New Google Calendar , [Online], (https://www.lifewire.com/how-to-create-a- new-calendar-in-google-calendar-1172175, Accesed on 11 august 2018) [17] https://gsuite.google.com/learning-center/products/meet/get-started/#!/ [18] https://www.lifewire.com/use-google-keep-on-everything-4179044 CONFIDENTIAL CONFIDENTIAL

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