Title

Accrediting Commission for Schools

Western Association of Schools and Colleges

Accrediting Commission for Schools

Western Association of Schools and Colleges

ACS WASC Google Drive (Docs) Training

Online documents with real-time collaboration

Accrediting Commission for Schools

Western Association of Schools and Colleges

Cynthia Newton

Publications Specialist

Accrediting Commission for Schools, WASC

cnewton@acswasc.org

650 548-4387

www.acswasc.org

Accrediting Commission for Schools, WASC

• Google Drive (previously Google Docs) is a free, Web-based word processor,

spreadsheet, presentation, and form application offered by Google. It allows users

to create and edit documents online while collaborating in real-time with other

users.

• Documents can be shared, opened, and edited by multiple users at the same

time. You can keep track of changes (and of the person who made them), and even

revert to an older version by using the Revision history.

• For more information about Google Drive go to www.google.com/drive/using-

drive.

Google Drive

Accrediting Commission for Schools, WASC

• Google Drive is the new home for Google Docs.

• Google Drive lets you do more than just store your files. You can also share files

and edit them from any device.

• Google Drive uses powerful search capabilities to find what you need quickly.

• You can view over 20 file types in Google Drive in your browser, including videos,

even if your device doesn’t run the file’s original software.

• Google Drive lets you share documents in folders, and all new documents added to

the folder take on the same share properties.

Access everywhere, every device. Drive comes with desktop and mobile apps, making it much

easier to upload, sync and access your stuff from any device. Get Drive for Android and iOS and

you can create and edit documents, open and share files, and upload photos and videos.

Find your stuff faster. Look for files by keyword and Drive searches everything — even text

within scanned documents or images without any text at all. Drive also comes with a simplified

navigation to help you better organize your files, and there's a new grid view to help you see

thumbnails at a glance.

Google Drive

Accrediting Commission for Schools, WASC

What's the same

• If you've used Google Docs, some things in Google Drive will be familiar.

• Clicking the red New button . You can then select whether to create a new Google Docs, Google

Sheets, or Google Slides

• Share with exactly who you want — without email attachments.

• Search or sort your list of files, folders, and Google Docs.

• Preview files and Google Docs.

What's changed

• Collections are now called folders.

• More things have been added to the Settings menu, including upload settings.

• The left navigation has new views:

– My Drive

– Shared with me

– Recent

– Starred

• Use My Drive to organize all of your files, folders, and Google Docs.

More information about Google Drive can be found at

https://support.google.com/drive/bin/answer.py?hl=en&answer=2374855&topic=14941&rd=1.

Comparison between Google Docs and Google Drive

Accrediting Commission for Schools, WASC

• Although Google Drive works on all browsers, the Chrome browser is

always a good choice as Google Drive and Chrome are both Google

products. Chrome also allows offline editing.

• To download the free Chrome browser, go to www.google.com/chrome.

Web Browser Recommendation

Accrediting Commission for Schools, WASC

• You will need to create a Google account to use Google Drive if you don’t

already have one.

• You don’t have to switch to Google mail (gmail), you can use your current

email address to sign up. You will be prompted to create a password.

Create a Google Drive Account

Accrediting Commission for Schools, WASC

Google Drive Login Procedures

• Log into Google Drive and then go to the ACS WASC website.

• Find the Google Drive template that you would like to use and click on the

link.

• A new page will appear, select

Accrediting Commission for Schools, WASC

• The following Self-Study Google Drive templates are available for most

accreditation processes:

• Self-Study Report Template

• Self-Study Report, Chapter IV Template: each category (i.e., A, B, C, D, & E)

in a separate template

ACS WASC Self-Study Google Drive Templates

Accrediting Commission for Schools, WASC

The following Google Drive visiting committee templates are available for most

accreditation protocols:

• Previsit Preparation Worksheet Template

• Documentation and Justification Statement Template

• Self-Study Visiting Committee Report Template

• Mid-cycle Visiting Committee Report Template

ACS WASC Google Drive Visiting Committee Templates

Accrediting Commission for Schools, WASC

Google Drive Templates on the ACS WASC Website

Google Drive templates are available on the ACS WASC website: www.acswasc.org.

Accrediting Commission for Schools, WASC

• The document will now open in Google Drive.

• Rename the document. Go to File -> Rename… and rename it with the name of

the school you will be visiting.

Google Drive Procedures (cont.)

Accrediting Commission for Schools, WASC

• To share the document with your team members, click on the Share icon on the

upper top right side of the document.

Google Drive Procedures (cont.)

Accrediting Commission for Schools, WASC

• To add people, enter the email addresses in People field. You can set permissions:

“Can edit”, “Can comment,” or “Can view.” You can also get a shareable link. The

default for a shareable link is for people to view the document.

Google Drive Procedures (cont.)

Accrediting Commission for Schools, WASC

• To download a Google Drive file, go to File -> Download as -> and you will have a

number of different file options to save as.

Downloading a Google Drive file

Accrediting Commission for Schools, WASC

• Google Drive has a revision history pane that allows you to view all

changes made to a document by each collaborator. Google Drive revision

history lets you view and revert to earlier versions of your doc, and see

which collaborators made edits to each of these versions. Select File ->

See revision history to access.

• You can email your documents to other people as attachments.

• You can make comments throughout the document and “chat” with other

people who are online at the same time.

Google Drive Features

Accrediting Commission for Schools, WASC

• Changes do not need to be saved, they save automatically.

• It may be helpful to ask your Google Drive collaborators to write in a specific color

of text so that you can easily identify who wrote what throughout the document.

• The chair will want to download the report back to Word before finalizing the

document. Word has more sophisticated formatting tools than Google Drive does.

Use Google Drive to collaborate on the document itself, save the formatting issues

to the Word version. It is easier to insert tables and graphs in Word. You can leave

placeholders for tables or graphs in Google Drive and then insert them while in

Word.

Using Google Drive: Additional Tips and Suggestions

Accrediting Commission for Schools, WASC

• Comments are a handy way of adding notes to your regular document text

and are visible to viewers and collaborators. These can be invaluable for

communicating with collaborators about specific parts of the document,

as well as making notes about changes you've made or would like to make.

When you publish your document as a web page or print it, the comments

will disappear.

• General comments can be made by clicking on the Comments icon at the

top right of the screen.

• Anchored comments can be made by selecting text in the document and

right click and select comment. This comment will be anchored to the text

you selected.

• Comments can be replied to, creating a thread of the comments made.

Comments

Accrediting Commission for Schools, WASC

• The Comments feature can be found on the top right corner of Google

Drive, next to the Share icon

How to Use the Comments Feature

Accrediting Commission for Schools, WASC

• To add a comment to your document:

• Place your cursor where you'd like your comment to appear or highlight

text that you would like to comment on.

• Go to the Insert menu and select comment.

• Select the Comment icon.

• Type your comment in the box that appears to the right of the document

and press the Comment button.

• To resolve a comment or discussion thread, click the comment and click

Resolve.

• To view the comment history on a thread, including resolved comments,

click the Comments drop-down menu in the upper right of your document

and select Show comment stream.

Adding a Comment

Accrediting Commission for Schools, WASC

• All comments (anchored and unanchored) can be viewed by clicking on

the Comments icon.

Comments

Accrediting Commission for Schools, WASC

• Here is an example of an anchored comment with several comments

Anchored Comments

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• Resolved Comments will still appear in the Comments but will appear as

resolved. They can be reopened.

• Deleted Comments (and threaded comments) can be deleted by the

owner of the original Comment only. They will be deleted permanently.

Resolving and Deleting Comments

Accrediting Commission for Schools, WASC

• You can view and edit Drive, Docs, Sheets, and Slides files when you’re not

connected to the Internet.

• Use the Chrome browser or a Chrome device. You can’t work offline with

other browsers.

• For more information, visit

https://support.google.com/drive/answer/2375012?hl=en&ref_topic=237

5188.

Using Google Drive Offline

Accrediting Commission for Schools, WASC

• If you have questions or comments, contact :

Cynthia Newton

Document Specialist

Accrediting Commission for Schools

Western Association of Schools and Colleges

533 Airport Boulevard, Suite 200

Burlingame, CA 94010-2009

Phone: 650 548-4387 | Fax: 650 696-1867

cnewt[email protected]g

Questions/Comments