introduction to computers - partners bridging the …...2019/08/08 · introduction to computers...

Version August 2019 People’s Resource Center

Introduction to Computers: Module 6

Introduction to Computers

Module 6

Introduction to Computers Student Guide Module 6

Version August 2019 Page 1 People’s Resource Center

Module 6: Cloud Storage

Review

Open vs secure websites.

Computer security issues: passwords and pop-ups.

Phishing and open Wi-Fi.

Viruses and security software.

Dos and Don’ts of computer safety.

Topics

What is cloud computing?

Using cloud-based file storage.

Sharing files from cloud storage.

Exercises

Exercise 1: Access personal cloud storage account.

Exercise 2: Create a cloud file folder.

Exercise 3: Upload a file on cloud storage.

Exercise 4: Download a file from cloud storage.

Exercise 5: Share a file on cloud storage.

Instructor Note:

Instructors will need to use their Google account during this module. Follow Exercise 3,

Module 5 using your volunteer number to create a Google account in advance of the

class.



1. What is Cloud Computing?

Cloud computing is using the internet to store and access data and programs instead

of your computer. Cloud storage is an easy way to store and share data files between

computers, smartphones, and tablets. It’s inexpensive and available to everyone.

Your computer can be damaged by an equipment failure, a virus, or theft. We

recommend important files be backed up and stored using cloud storage.

You must sign in to a cloud storage service from your computer, smartphone, or tablet.

You can copy or upload your important files. You can then sign in from another

computer, smartphone, or tablet and get or download the files.

Figure 1 - Cloud Storage

Who are the cloud storage providers?

Company Maximum Free Other Comments

IBM Cloud 60 MB Web hosting Business support

Microsoft Azure No limit Applications and Office 365

PRC Training Server

Google Cloud 15 GB Applications Used in class

Oracle Cloud 1 GB Applications Not widely used

Dropbox 2 GB Storage only Data storage only

To use cloud storage, you must first have a secure, medium speed internet connection.

You must also register with the service provider with a username and password.



There are some other limitations:

If you use more than the basic amount of storage space, you will be charged for

the additional space.

The stored files are not public, but they can be viewed by the cloud storage

provider for illegal content.

Access to the stored files depends on the speed and availability of your internet

connection.

.



2. Access Cloud storage

Last week you completed an exercise where you created a Google account. The

remainder of this discussion assumes you have a Google account.

Note: if you do not have a Google Account, you will not be able to complete the

exercises in this module.

Exercise 1: Access personal cloud storage account.

In this exercise, you will login to your Google account created last week.

1. Open the Chrome browser.

2. Click on the “Images” link in the upper right corner of the window. The Sign in

button appears in place of the “Images” link.

3. Click on the “Sign in” button and the Google Sign in page appear.

Click Sign in

button



4. Enter your username created last week. The format is “prcXXXXX” where “XXXXX” is your Training Server login ID without the “S”

5. Click the “Next” button. The Password input screen appears.

If you can’t remember your password, Google will send you an e-mail with instructions on how to change your password. We cannot do this during class.

Your Google

Account name

Your Google

Password



6. After the password is accepted, the Google Page appears with a small set of

icons in the upper right corner. The window must be maximized!

7. Click on the Google Menu selection link and a full set of Google application icons appear.

8. Click on the Drive icon and the Google cloud file storage page appears.

Google Menu

selection

Google Drive

Icon



Figure 2 - Google Drive Menu

Note: Your screen may look different than your Instructor’s if your Instructor has

previously used Google Drive

File storage

folders

Total free

storage



Working with files

Cloud storage services do not have a file system like your computer. To save a file, you

have to find the file in your computer. Then you have to find a location in the cloud

storage service to place the file. Finally, you have to upload the file from your computer

to the cloud storage service. The file will then be in two locations: your computer and

the cloud storage service.

When you want to get the file from your cloud storage service:

1. You have to find the file in the cloud storage service.

2. Then you have to download the file into your computer.

3. Downloaded files are placed in your computer’s Downloads folder.

4. You should copy the file from the computer’s Downloads folder to another

location in your computer.

Google File System

Once you have successfully logged onto the Google cloud service, you will see the

Google File System Menu. A “getting started” document that describes the Google

services is already placed on your cloud storage drive.

You are allowed to use up to 15 GB of storage at no cost. 15 GB can hold 10,000

photos or three HD movies. If you exceed that space limit, you will be charged $1.99 per

month. Most computer users never exceed that limit.

Google Folders

The best way to organize your files on the cloud storage service is to create folders. At

minimum you should have three folders: Documents and Pictures. Google offers a

separate storage service for Photos.



Exercise 2: Create a cloud file folder.

In this exercise, you will add a “Documents” and “Pictures” folder to your Google Drive cloud storage.

1. To add a new folder, click on the “New” link.

2.

3. The drop-down menu shown below appears.

4. Click on the “Folder” link. A “New Folder” pop-up box appears.

New file /

folder link

Folder link



5. Enter “Documents” in the input field and click on “Create”. The new Documents folder appears under the My Drive index.

6. Click on the Documents folder name and the empty folder panel will appear.

New Documents

folder

Create

button

Enter

Documents



7. Click on My Drive and the Documents folder disappears. Click the small arrow next to My Drive under the New button and the Documents folder appears under My Drive on the left side of the screen.

8. Repeat steps 2 – 6 and create a “Pictures” folder. The result should look like this.

Documents

folder contents

Click My Drive

Click the arrow View Document folder

Empty

Documents

Folder



File Upload

Once you have created folders in the cloud storage service you can upload and

download your files.

Upload – copy a file from your computer -> cloud.

Download – copy a file from the cloud -> your computer.

Exercise 3: Upload a file on cloud storage.

In this exercise, you will upload a picture from your computer to the Google drive cloud storage service used in the previous exercise.

1. Click the Pictures folder created in Exercise 2 above.

Folders

Pictures folder

selection



2. Click on the “+ New “ button and the file option menu will appear

3. Click on the “Upload files” button to start the upload process.

4. The File Explorer Window on your computer appears. Click on the Pictures folder name in the left panel. A set of pictures appears in the right panel.

Click to

upload a file

Click to open the

file options menu



5. Click on the picture named Desert and click on the Open button. The picture will appear in your Pictures folder on the cloud!

File Download

Files on the cloud can be downloaded to your computer using the following instructions.

Click on

Pictures



Exercise 4 – Download a file from cloud storage

In this exercise, you will download the file you just uploaded from the cloud to your computer.

1. Return to the cloud Pictures folder shown at the end of the previous exercise.

2. Right click on the Image (Desert.jpg) and the file menu will appear.

Right click

on image

Click on

Download



3. Look in the bottom left corner of the Google Chrome screen and you will see the name of the file showing the download occurred.

4. Minimize Google Chrome. You should see the Desktop on your computer. Open the File Explorer located in Task Bar.

5. Select the Downloads folder in the left panel of the File Explorer.

Name of the file

downloaded

Bottom left

corner of the

browser screen

File Explorer

icon

Click on the

Downloads Folder



6. View the Desert image in your computer downloads folder.

7. You can move or copy the file to another folder on your computer.

Note: The Windows Fundamentals course will explain how to move and copy files.



3. Sharing cloud-based Files or Folders

Files placed in cloud storage can be shared with other Google users. You need to

provide the e-mail address of the person you want to view or change the file. The

person will receive an e-mail containing a link to the file you wish to share.

You can allow the person to view or modify the file when you send the e-mail.

Reasons to share files or folders

There are several reasons you would want to share files with someone else. They

include:

Sharing a document in an office.

Working on a project with students or teachers.

Exchanging files with users in distant locations.

Sharing pictures with family members.

Sharing large files that cannot be e-mailed.



Exercise 5: Share a file on cloud storage.

In this exercise, you will share the picture in your Pictures folder with another student or the instructor.

1. Return to the Desktop image in the Drive > Pictures folder in Exercise 3.

2. Click on the “Picture” folder name. The Google file menu is shown.

Picture

Folder

Click

Share



3. Click on Share menu entry. The “Share with others” panel appears. To share the

document with a person, enter the person’s e-mail address.

4. Next, click the Access Options drop down arrow and the share options appear.

5. Select on the access privileges you want to give the person. “Can organize”

allows the person to change the file. View only allows the person to see the picture or files but not change it.

Enter the e-

mail address

Access

Options



6. Click the Send button and the invitation to share. The file is sent to the person’s e-mail address.

7. The person you are sharing the file with will receive an e-mail like this.

Send the

invitation

Click to see the file or

folder contents.



8. Once you click blue Open, you will be asked to sign in to Google!



4. Quiz / Review

1. What are the advantages of using cloud storage?

2. What are some limitations of using cloud storage?

3. When should you use cloud storage?

4. What computer folder receives files downloaded from a cloud service?

5. Why would you want to share files from Cloud storage?

6. What computer storage devices does Cloud storage duplicate?