Google Cloud Tools for

Productivity
Hakim Usoof
hau@sci.pdn.ac.lk

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 Google Cloud Tools
• Drive
• Docs, Sheets and
Slides
• Jamboard
• Calendar
• Forms
• Keep
• Meet
• Classroom

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 GOOGLE DRIVE

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 Drive
• What is Google Drive?
– It is a synchronised storage solution that
stores files on the Google Cloud. It
synchronises files with your computer,
smartphone and tablet.
• Each Google account holder has a free
storage of 15GB
• The 15GB included files, photos and
emails etc.
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 Drive
Folders and Files, including file properties and sharing information. Also includes version
control.

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 Google Drive Features
• My Drive: All files on
the drive
• Computers: Computers
Connected and
synchronized to
GoogleDrive folder
• Shared with me:
Other’s share with you
• Recent: Recently
accessed files
• Stared: Important files
marked as Stared
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 Create New Folder or File
From the Menu choose
Click New what you want to create

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 Google Drive on
drive.google.com
your device
Synch your files and folders
to your Computer,
Smartphone and Tablet.

Access them from anywhere

over the Internet
Accessible from any web
browser too
Files in your Gmail are also
stored in your Drive
Download the app for your
desktop or mobile device
and it will synchronise your
files on the google drive
with your device

Allows you to share files and

folders with others as view
or editing permission as well

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 GOOGLE DOCS

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 Docs
A word processing application. The equivalent of MS Word or OpenOffice Writer or Apple
Pages. Allows sharing, collaboration, track changes and comments. Has different modes of
writing.
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 GOOGLE SHEETS

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 Sheets
A spreadsheet application. The equivalent to MS Excel, OpenOffice Calc, Apple Numbers.

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 GOOGLE SLIDES

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 Slides
A presentation application. The equivalent to MS PowerPoint, OpenOffice Impress, Apple
Keynote.

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 Stored in the cloud and accessible from any
location over the Internet
Key Features of
Documents
Collaboration
Common to Google Docs,
Sheets and Slides

Sharing with different user rights

Version history and Edits

Download formats (e.g. .docx, xlsx, pptx)

Direct email

Publish to Web
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 JAMBOARD

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 Jamboard
Allows to use as a white board. Also when shared works as an interactive board for developing
ideas collaboratively.

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 HOW TO SHARE

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 Sharing on Google
• Common for all Google applications
including drive
• Shared over email and typically google
accounts
• Assign different permissions (Viewer,
Commentor and Editor)

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 Share On Google Drive

1. Select File of Folder

2. Click on Share icon
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 Share On Google Documents
• In the Open Document, click the Share
Button

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 List People to Share

1. Add People and groups (using their email). Will be listed if they are
already in your contacts

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 Specify permissions

• Viewer – Can only read or view the file

• Commenter – Can only comment on the file
• Editor – Can Edit the file
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 Remove Sharing & Changing
Permissions

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 GOOGLE CALENDAR

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 Allows to create
Invite Guests for
events and
events
Features reminders
Helps you to organize and
schedule your work
Schedule
Set repeat
notifications and
events
email reminders

Link multiple Share calendar

calendars with others

Show others
when busy
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 Create Event
Click Create button Basic Event

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 Advance Event Creation
Click the “More Options” tab
More Settings than the basic window.

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 Options Explained
• Title: Event title
• From-To: Date and Time of Event
• All-day: If event runs all day or not
(from to time will be disabled if All day)
• Location of the Event: Event location
and may also be visible on Google
maps if listed
• Email and Notification: Reminder on a
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set time before the event
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 Options Explained
• Calendar: Specify the calendar for the
event
• Description: Event description

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 Important Options
Repeat Event Specify Calendar

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 Important Options
Show busy as Public or
Show as Busy Private

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 Important Options
Setting Notifications and Reminder emails for the event

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 Calendar View

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 GOOGLE FORMS

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 Forms
Used for creating digitised forms for collecting data, questionnaires, quizzes, etc.

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 Creating a Form
• Start from a blank form or a template

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 Title and Description
• Allows you to specify a Title for the
form
• Description for the form, reasons for
gathering data and any instructions for
the person filling in information

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 Adding content
• Add New Question
• Import Questions
from older
questionnaire
• New Title and
Description
• Add Image
• Add Video
• Add Subsection
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 Question Types
• Short Answer
• Paragraph – Longer responses
• Multiple Choice – Single answer
• Checkboxes – Multiple responses
• Dropdown – Single answer
• File upload – Allows respondent to
upload a file

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 Question Types
• Linear Scale – Likert scale
• Multiple Choice Grid – A grid of single
choice responses
• Checkbox Grid – A grid of multiple
responses
• Date – specify a date
• Time – specify time

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 Short answer
Allows to type in a brief response

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 Paragraph
Allows to type in a long descriptive response

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 Multiple Choice
Only a single choice

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 Checkboxes
Multiple responses or choices

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 Dropdown
A single choice

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 Upload file
Allows respondent to upload a file to the drive.

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 Linear scale
Allows a rating of a single question or statement. E.g. could be Agree/Disagree,
Important/Unimportant, High/Low etc.

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 Multiple choice grid
Statements or options which are related to the same issue are evaluated for the same common
rating.

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 Checkbox Grid
Statements or options related to the same issue which may have multiple selections are listed
in this format.

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 Date and Time
Date and Time can be specified in these type of questions

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 Send Form by email
Invite people through email to respond to the form

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 Share link to form
Get Link or Shortened link to share through any medium

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 Embed
Allows you to embed the form in a webpage

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 More from Options
• “Collect email” option allows you to
collect email of respondents, not
suitable if you are collecting
anonymous responses
• “Add Collaborators” allows you to
share access to the form and the data
with others you specify

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 Settings
• Collect emails of
respondents
• Limit to one response,
the responded will
have to sign in to
google
• Allow Editing
responses after
submission
• Allows respondents to
see summary of
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 Settings
• Specify Appearance
• Shows the progress in
a bar
• Shuffle question order,
example like in a quiz
• Submit another
response link is shown
after completion, not
in the case where it is
limited to one
response
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 Settings
• For quizzes and for
grading
• Immediate grading
or after manual
verification

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 GOOGLE KEEP

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 Google Keep
• Allows you to keep
notes for emails,
documents and
calendar.

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 GOOGLE MEET

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 Google Meet
Similar to Zoom, MS Teams, is focussed on Online Meetings.
Features are very basic.

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 Features
• Turn Microphone and Camera on and
off (Browser will ask permission to
access mic and cam)
• Share Screen using Present (Need to
grant permission)
• Link to Jamboard
• Automatic Captions
• Can Create or Join a meeting from
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Gmail or Calendar
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 Starting a Meeting
• Create a meeting for
later: You will get a
meeting link
• Start an instant
meeting: You will
directly go to a page to
join the meeting and
also get the like to
share
• Schedule in Calendar

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 Schedule in Calendar
The same as adding an event to the calendar as before and you can add guests to invite for the
meeting

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 Layout
• People and Add People
• Chat
• Present (Share Screen)
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• Turn on Automatic Captions
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 GOOGLE CLASSROOM

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 Google Classroom
Online Learning Environment to create formal teaching courses, job training courses or
educating people in general.

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 Features
• Create Classes
• Structure and organise courses
• Upload Learning Material
• Allow submission of Student Assignments
• Create Questions
• Create Quizzes
• Grade assignments, quizzes and questions
• Manage students and teachers

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 Steps
1. Create a Class by clicking the + sign on
the top right-hand corner
2. Click on Classwork
3. Click Create to add topics, material,
assignments etc.
4. Click on Stream and click on
“Announce something to your class”
to send out notifications
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 QUESTION & ANSWERS….

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