Presentation Transcript

1. CLOUD STORAGE & DOCUMENT COLLABORATION

   A LEOtrainTechnology Tutorial ANDREW SMITH, Project Librarian This project is made possible by a grant from the Institute of Museum and Library Services to the Texas State Library and Archives Commission under the provisions of the Library Services and Technology Act. (2013)
2. Cloud Storage: What is it? The cloud is simply a term for describing a method of storing computer files (documents, photos, videos, music, etc.) on remote servers and accessing them via the Internet. It is merely the utilization of off-site hard drives for data storage, which results in easier remote access and promotes collaboration between you and your peers.
3. Cloud Storage: What is it? You may already be using the cloud without even knowing it! Amazon’s Cloud Drive and Apple’s iCloud have been heavily promoted recently, primarily as a way to back up the digital media purchased from these vendors. The popular photo sharing website Flickr is another method of cloud storage that has been around awhile. Just a few of the cloud services you may already be using…
4. Cloud Storage: What is it? As the world has become increasingly reliant upon technology (the Web!), and sharing various work files and media have become the norm, utilizing the Internet as a means to backup has emerged as a mainstream practice. The cloud encompasses a vast range of needs: large fee-based data backup packages for businesses, to smaller, free accounts for individual use. The “cloud” has emerged as a safe, affordable, and convenient backup data plan for businesses and individuals alike.
5. Cloud Storage: What is it? Options for individual cloud usage are vast, with a number of free services available. Depending on amount of space needed, more storage capacity can be purchased for a small fee, but most personal (and library!) needs can be met utilizing the free options. A few of the free online cloud options available…
6. Cloud Storage: Why use it? As was mentioned earlier, you may already be using some variety of cloud storage without even realizing it. But why should you use it? The easiest answers to this question are convenience and security, but there are other important aspects like sharing and collaboration (with co-workers, peers, and friends).
7. Work Computer Cloud Storage: Why use it? One reason to use one of the many cloud storage options out there is convenience. Although we ideally can complete all our work tasks while actually at work, this is not always possible. Being able to work on the same documents and other files, whether at work or not, is a key feature—and we can do so without having to remember portable media like USB drives. Home Computer Laptop (Home ORWork) Work on the same files regardless of what machine you are using…
8. Cloud Storage: Why use it? OR As long as the machines being utilized for the desired task have access to the Internet, the soft-ware installed (cloud-specific , as well as Word, Excel, or PowerPoint, for example), and the files to be worked on saved to the cloud drive, the user can complete tasks regardless of where they are. (And, although USB drives are good to have on hand, they aren’t necessary when using cloud technology.) All you need is a computer or device with Internet access, the necessary software, and the file(s) themselves…
9. Cloud Storage: Why use it? Removing the need for portable media like USB thumb drives, CDs, etc., means keeping track of less stuff! Keep in mind, though: there is no such thing as backing up your data too much. Even though cloud storage is great, nothing is fool proof. Try to keep a USB drive handy just in case! (And, burn larger projects to DVD/CD.) Portable media is not necessary, but IS a good idea just in case…
10. Cloud Storage: Why use it? Beyond the aspects of convenience and security, utilizing the cloud can also enable multiple users to access and modify files. This aspect may prove to be valuable since there is a great opportunity to promote a collaborative work environment. Cloud computing can promote congenial work relationshipswhen collaboration takes place.
11. Cloud Storage: Why use it? Options within Microsoft Word’s ‘File > Info’ Menu: Permissions can be set to allow others various levels of access to files. Most applications, like Microsoft’s Office suite, enable file creators to protect files in many ways by setting them to ‘read-only’ or requiring a password to edit. Some programs will also allow you to keep multiple versions of a file in case you need to revert to a previous edit. File collaboration can be great, but pay attention when setting permissions.
12. Cloud Storage: Why use it? Accessing the latest version of the file you are working on is key; keeping files updated and instilling good practices when utilizing cloud services will make for worry-free task handling, and enable you (and others) to work from different locations on various machines hassle-free. Keeping files current will make cloud computing a breeze…
13. Cloud Storage: Why (not)use it? Cloud storage, like all emerging technology, offers us more options as consumers. There is a lot to like, but there are cons that go along with the pros of cloud storage. Thankfully, these unfavorable qualities are few and far between!
14. Cloud Storage: Why (not) use it? If you’re working on a fairly significant project involving the use of large media files (photos, audio, video), cloud storage may be costly and inefficient, due to storage capacity required and transfer times of files to and from offsite servers, respectively. In these cases an external hard drive is the better bet. An external hard drive will work better for projects featuring large media files…
15. Cloud Storage: Why (not) use it? Another issue you will need to consider when utilizing the cloud is the availability/reliability of the Internet. (After all, no Internet equals no Cloud.) The syncing of numerous files can really put a strain on Wi-Fi and less stable home connections, so it’s better to back up to a portable media device in instances where the Internet is iffy or not available. Syncing of numerous files can prove problematic on unstable Internet connections…
16. Cloud Storage: Platforms The most popular consumer platforms for cloud storage and collaboration are Dropbox, Box, Google Drive (formerly Google Docs), and Microsoft’s SkyDrive. Apple’s iCloud and Amazon’s Cloud Drive have free options as well, but these are proprietary (read, less flexible).
17. Cloud Storage: Platforms Here is a breakdown of the storage capacities of the most popular cloud platforms. With Amazon & Apple being proprietary, we will not discuss them in relation to document collaboration. Dropbox and Box are appealing because they exist independently of larger corporate entities like Google, Microsoft, and others (although, Drive and SkyDrive have some added value!) The most popular cloud platforms and their free storage capacities…
18. Cloud Storage: Platforms vs. Dropbox and Box are very similar and offer flexibility with different types of files. They basically act as an extra, no-frills hard drive for you to save your data. Drive and SkyDrive are similar, in that they have very robust features (built-in word processing and business software) and larger overall capacities than Dropbox and Box. vs. Similar features abound in the featured platforms…
19. Cloud Storage: Dropbox We will first explore the features of Dropbox, a simple tool for utilizing storage and enabling collaboration via the cloud. Dropbox is versatile, yet deceptively easy to use.
20. Cloud Storage: Dropbox Dropbox promotes its simplicity from the start with the clean design of its home page. Watch a video overview, sign in to your account, or create an account & download Dropbox to your computer. Dropbox is easy to install and become acquainted with…
21. Cloud Storage: Dropbox Once you sign in, you can see the main page of your Dropbox account. Clicking on a folder will reveal any subfolders and files contained within; likewise files can be opened directly from the web site (for example, the included ‘getting started.pdf’ file seen here). Creating an account (and signing in) reveals content saved within Dropbox.
22. Cloud Storage: Dropbox Contained within a folder are all the sub-folders and files I have organized by topic. The navigation within the page is reflected across the top bar (‘Dropbox’ icon > ‘LEOtrain’). Downloading and installing the software likewise creates a folder on your hard drive that syncs with the web site. Easy navigation of the web site displays your folders and files as you have arranged them.
23. Cloud Storage: Dropbox Opening the ‘Dropbox’ folder on your hard drive displays the same folders and files as the web version. The data is technically stored online, but Dropbox presents as a synced folder so that you can navigate the content in your preferred manner (via the web, or your desktop). The desktop folder presents the same content as you see on the web interface.
24. Cloud Storage: Google Drive Google’s Drive functions basically the same way as Dropbox, but also incorporates the rich services available in its previous iteration as Google Docs. Beyond the accessibility of files saved on the web, it has built-in document, spreadsheet, and presentation software that is compatible with Microsoft’s Office Suite.
25. Cloud Storage: Google Drive If you already have a Google or Gmail account, then you have a Google Drive account! And, if you don’t have one, it is easy to sign up. Doing so will give you instant access to Google Gmail, as well as 5 GB of free online storage through Drive. Although downloading the Drive program is optional, it does offer the flexibility having a desktop folder affords (like Dropbox). Signing in or creating an account is simple, and downloading is optional!
26. Cloud Storage: Google Drive Google Drive displays your content much the same way as Dropbox. The primary difference you will notice is the option to the left to ‘create’ something. This is where Google’s robust software suite trumps services like Dropbox. You can create documents, spreadsheets, and presentations from within Google Drive. The interface is similar to Dropbox, but with more features.
27. Cloud Storage: Google Drive With Google Drive’s built-in program suite, you can create a new document/spreadsheet, open Google files that have been shared with you, or upload and view or edit other file types within Google Drive. Viewing other file types is convenient, but beware editing them within Drive as this may result in odd formatting issues. It’s better to open them in each of their respective programs when possible. Google Drive provides a functional software suite for file creation.
28. Cloud Storage: Google Drive The software creation suite in Drive has been upgraded recently, and now features Microsoft-level functionality. It’s not perfect, but it works really well and is even fairly compatible with editing Microsoft (as well as other platforms) files that have little-to- no highly specialized formatting. The built-in software allows you to create files compatible across many formats and platforms.
29. Cloud Storage: Google Drive Much like Dropbox, Drive creates a folder that is accessible on your computer. Files will sync with anything that is uploaded/saved within the Drive website. You can use Dropbox and Drive by strictly accessing the desktop folders, online folders, or mixing and matching between both formats with whatever fits your taste. The key is flexibility! The Drive folder on your computer syncs with the contents of the online folder.
30. Cloud Storage: Summary & Review Utilizing the cloud is a simple way to enable affordable backup data storage, ease of access to files, collaboration on projects, and sharing of data and files across a number of Internet-based platforms for productivity, creativity, and entertainment alike. And you can do it (mostly) for free!  The cloud is friendly! Data Backup Collaboration Easy Access Sharing

31. Questions?

    E-mail: Andrew.Smith@tamuc.edu Website: http://tamuc.libguides.com/leotrain