Cloud Computing & Google Drive
Your Files, Accessible Anywhere
VUB Intermediate Computer Skills
Week 6 of 8
Coffee Shop Disaster
A story about why the cloud matters
Imagine This...
You're at the VA office for an important benefits meeting. They ask for your DD-214. You say: "It's on my computer at home... 30 minutes away."
Without the Cloud
- Drive home, get the file, drive back
- Miss your appointment time slot
- Reschedule for weeks later
- Frustration and wasted time
With the Cloud
- Pull out your phone
- Open Google Drive
- Show or print the file right there
- Meeting stays on track!
Discussion
Has something like this ever happened to you? What important documents would you want available anywhere, anytime?
What is "The Cloud"?
It's simpler than it sounds!
The "cloud" is just someone else's computer that stores your files over the internet. Instead of keeping files only on your computer, they're stored on powerful servers run by companies like Google, Microsoft, or Apple.
Without the Cloud
- Files only on YOUR computer
- If computer breaks, files may be lost
- Can only access from one device
- Need USB drive to share files
With the Cloud
- Files stored online (AND on your computer)
- Files safe even if computer breaks
- Access from any device with internet
- Share files with a link
Simple Analogy
Think of the cloud like a safe deposit box at a bank. Your valuables are stored securely in a building you don't own, but you can access them whenever you need to. The cloud is like a digital safe deposit box for your files.
Why Use Cloud Storage?
Benefits for everyday life
Backup Protection
Files safe if your computer crashes or is stolen
Access Anywhere
Use any computer, tablet, or phone
Easy Sharing
Send large files or photos with a link
Free Storage
Google Drive gives you 15 GB free!
Real-Life Example
Imagine you're at the VA office and they ask for a document that's on your home computer. With cloud storage, you can pull up that document right from your phone - no need to go home and get it!
Google Drive Overview
Your free cloud storage from Google
Google Drive is Google's free cloud storage service. If you have a Gmail account (which you created in Week 3!), you already have Google Drive!
What You Get Free
- 15 GB of free storage
- Access from any web browser
- Mobile apps for phone/tablet
- Google Docs, Sheets, Slides
Access Google Drive
- Go to drive.google.com
- Sign in with your Gmail
- Or click the Google Apps icon in Gmail
What Can You Store?
Photos, documents, spreadsheets, videos, PDFs, music - almost any type of file! Great for backing up important documents like VA letters, tax records, or family photos.
Navigating Google Drive
Finding your way around
Left Sidebar
- My Drive - Your main storage area
- Shared with me - Files others shared
- Recent - Recently opened files
- Starred - Your favorites
- Trash - Deleted files (30 days)
Main Area
- Shows your files and folders
- Click a file to open it
- Right-click for more options
- Drag to rearrange
View Options
Click the icons in the top right to switch between List view (easy to read) and Grid view (shows thumbnails). List view is usually easier for documents!
Uploading Files
Moving files from your computer to the cloud
Method 1: Drag and Drop
- Open Google Drive in your browser
- Open File Explorer on your computer
- Drag the file from File Explorer into the Drive window
- Wait for upload to complete (you'll see progress)
Method 2: Upload Button
- In Google Drive, click + New button (top left)
- Select File upload
- Browse to find your file, select it
- Click Open
Upload Multiple Files
You can select multiple files at once! Hold Ctrl and click each file, or drag a whole folder to upload everything in it.
Creating Folders
Organize your cloud storage
Just like on your computer, folders help keep your Google Drive organized!
- Click the + New button (top left)
- Select New folder
- Type a name for your folder
- Click Create
Suggested Folders for Veterans
- VA Documents - Benefits letters, claims, appointments
- Medical Records - Health information, prescriptions
- Financial - Tax documents, bank statements
- Family Photos - Memories to keep safe
- Important IDs - Scans of important cards/documents
Moving Files to Folders
Drag and drop files into folders, or right-click a file and select Move to to choose a folder.
Sharing Files
Send files to family, doctors, or anyone
One of the best features of Google Drive is easy sharing. No more USB drives or email attachment limits!
- Right-click on the file you want to share
- Click Share
- Type the person's email address
- Choose their permission level (Viewer, Editor)
- Click Send
Share with Email
Type their email address and they'll get a notification with a link to the file.
Share with Link
Click "Copy link" to get a URL you can paste into a message, text, or email.
Be Careful What You Share!
Double-check you're sharing the right file. Once someone has access, they can view (or edit) until you remove their access.
Share Settings
Control who can do what
Viewer
Can look at the file but NOT change it
Commenter
Can view and add comments
Editor
Can view AND make changes
When to Use Each
- Viewer: Sharing VA documents with family (they just need to see it)
- Commenter: Getting feedback on a letter you wrote
- Editor: Collaborating with someone on a shared list
Removing Access
Changed your mind? Click Share → Click the person's name → Click Remove to take away their access.
Google Docs
Free word processing in your browser
Google Docs is like Microsoft Word, but it's free, runs in your web browser, and saves automatically to Google Drive!
Benefits of Google Docs
- 100% free
- Saves automatically
- Access from any device
- Easy to share
- Works offline too
Creating a Google Doc
- Click + New in Drive
- Select Google Docs
- Click "Untitled document" to name it
- Start typing - it saves automatically!
Auto-Save Magic
Notice there's no Save button? Google Docs saves every few seconds automatically. You'll see "Saving..." then "Saved to Drive" at the top. No more losing work!
Google's Other Free Apps
Google Sheets = Like Excel (spreadsheets)
Google Slides = Like PowerPoint (presentations)
All work the same way - free, auto-save, accessible anywhere!
Workshop Time!
Build your cloud filing system
Cloud & Google Drive Workshop — Parts 1 & 2 (Guided)
Use the Cloud & Google Drive Workshop handout to follow along.
Part 1: Organize (15 min)
- Create 4 color-coded folders
- VA, Medical, Financial, Personal
- Assign different colors
Part 2: Upload (15 min)
- Upload 3 files from your computer
- Rename with clear names
- Move files into folders
- Star your most important file
Remember
Your Gmail login from Week 3 is your key to Google Drive. Same email, same password!
Break Time
10 minutes — Your files are safe in the cloud!
10-Minute Break
No Need to Save!
- Google Drive auto-saves everything
- Your folders and files are safe in the cloud
- You can even close the browser — everything stays!
After Break: Independent Practice
You'll create a shared Google Doc with a classmate and prove you can access your files from anywhere! Parts 3 & 4 of the workshop.
Knowledge Check
Let's review what we learned!
Question 1
What is "the cloud" in simple terms?
Files stored on someone else's computers (servers) that you access over the internet.
Question 2
How much free storage does Google Drive provide?
15 GB (gigabytes)
Question 3
What's the difference between a Viewer and an Editor when sharing?
Viewer can only look at the file; Editor can make changes to it.
Question 4
Do you need to click "Save" in Google Docs?
No - Google Docs saves automatically!
Show & Share
Prove the cloud works!
Cross-Device Verification
Can you access your files from a different device or browser?
- Show your neighbor your 4 color-coded folders in Google Drive
- Open the shared "Class Contact List" — can you both see each other's edits?
- Open Drive in an incognito window — are all your files still there?
- (Bonus) Check Drive on your phone — can you see your folders?
Check Your Work
- 4 folders with different colors?
- Files uploaded and organized?
- Shared doc accessible?
- Files visible from other device?
Discussion
- What surprised you about the cloud?
- What will you upload first at home?
- Any concerns about cloud storage?
Your Cloud Challenge
Put your cloud skills to work this week!
This Week's Mission
Upload 5 important documents to Google Drive and create a Google Doc you can access from your phone.
- Upload 5 documents from your computer (VA letters, tax forms, recipes, anything!)
- Organize each into the right color-coded folder
- Create a Google Doc grocery list — check that you can see it on your phone
- Upload your Excel budget from Week 5 to your Financial folder
Cloud Storage
Files safe and backed up
Organized
Color-coded folders
Sharing
Collaborate with anyone
Anywhere
Access from any device
Next Week Preview
Week 7: Introduction to AI Tools
Coming Up: Week 7
We'll explore artificial intelligence tools like ChatGPT and how they can help you!
Topics We'll Cover:
- What is AI? - Understanding artificial intelligence
- ChatGPT Basics - How to use this helpful tool
- Practical Uses - Writing help, questions, planning
- Limitations - What AI can and can't do
Before Next Week
No special preparation needed! We'll create accounts together in class if you want to try the tools.
Great work today!
Your files are now safely backed up in the cloud. See you next class!