Lesson video

(no audio) <v ->Hello.

</v> My name's Mrs. Jones, and I'm really pleased you decided to join this lesson today.

In this lesson, we will look at, Saving, Sharing, and Staying Organized" when using lots of different files in a project.

When working in a project, you will have lots of files, and it is important to store them properly, as well as track how a team works on files to see when changes have been made.

In this lesson, you'll look at how to keep track of changes and files.

So let's get started.

Welcome to today's lesson.

Today's lesson is called, Saving, Sharing, and Staying Organized.

" And by the end of this lesson, you'll be able to explain the benefits of online storage and recognize the need for file organization.

There are four keywords to today's lesson.

File.

File is a collection of data stored digitally identified by a name.

Online storage.

Online storage is saving files on a server on the internet.

Folder.

Folder is a collection of files, or additional folders, called sub-folders, identified by a name.

Version control.

Version control allows you to see when a document was last updated or edited.

There are three sections to today's lesson.

The first is, describe the benefits of online storage.

The second, explain how version control can track changes.

And the third, recognize the need for effective file organization.

So let's start with describe the benefits of online storage.

Jun, Izzy, and Laura are working together on a project to create a digital guidebook to their local area.

How could they share ideas and work together?

Jun says, "We could share files online so everyone can add to the documents and review each other's work.

" Laura says, "We could use video calls to discuss the project at the weekends.

" And Izzy says, "We could use our school email to send messages.

" Collaboration is when a group of people work together on a task or project.

Online collaboration is the process of working with others digitally across the internet.

Cloud storage is saving files on a server on the internet instead of on one device.

This is sometimes called online storage.

Let's have a quick check.

Which is the best description of online storage?

Is it A, saving files on a server on the internet instead of one device?

B, the process of working with others digitally across the internet?

Or C, saving files on the hard drive of a single computer?

Pause the video to consider your answer, and then we'll check it.

(no audio) Let's check your answer.

The answer was A, saving files on a server on the internet instead of one device.

Well done if you got that correct.

Cloud storage allows you to access files including documents, presentations, photos, and videos.

Files are updated live so everyone sees the same thing.

This is known as real-time editing.

Some of the benefits of online storage include, documents can be opened from any device anywhere as long as the device is connected to the internet.

Documents can be shared easily using direct links to the file.

Files are backed up online, so if you lose your device or your device breaks, your documents will still be safe.

Most cloud storage services use encryption and secure logins so files can be protected.

Permissions can be set for individual files or folders.

This means you can decide who can access your files.

You can also decide what level of permissions they have and what they can do to the document.

That could be just to view it, to be able to comment, or to edit it.

A folder is a collection of files or additional folders called sub-folders, identified by a name.

Let's have a quick check.

True or false.

If a file is stored in the cloud, I can only open it on the same device it was created on.

Pause the video to consider if that is true or false.

And then we'll go through the answer.

(no audio) Let's check your answer.

The answer was false.

You can open it on any device with internet access.

Well done if you got that correct.

Let's do the activity.

Describe two benefits of online storage.

Consider Jun, Laura, and Izzy, and how it could benefit them during their project.

Pause the video, complete the activity, and then we'll go through the answer.

(no audio) Let's check your answer.

Online storage means Jun, Laura, and Izzy can access their project files anywhere at any time.

This is useful because they might be working on the project at home or at school, and they won't need to be using the same computer.

If one of them forgets their laptop or USB stick, they can still log in and get their work.

Online storage helps with collaboration.

All three students can work on the same documents and see updates and comments instantly.

This saves time and helps them work together more efficiently.

Well done if you got that correct.

Let's move to the second part of today's lesson.

Explain how version control can track changes.

Many online storage solutions and cloud-based applications provide version control.

Version control allows you to see when a document was last updated or edited.

Version control tracks all edits, shows who made them, and allows you to restore previous states or create named versions for key versions.

For example, you could share a draft version with your teacher while still making changes and developments to a newer version of the document.

Let's have a quick check.

Fill in the gaps to correctly complete the sentence.

Version control allows you to see when a document was last, something, or something.

Pause the video to consider what goes in those gaps, and then we'll check your answer.

(no audio) Let's check your answer.

Version control allows you to see when a document was last updated or edited.

Well done if you got that correct.

Some cloud-based applications also have a suggesting mode, and this allows a reviewer to suggest amendments to a document, but the creator of the document can decide to accept or reject the suggestion.

In Google Docs, Sheets, or Slides, you can see the version history.

So you can see here on the image you have file and then version history.

And on there you can see the version history that is listed.

A sidebar will appear on the right-hand side and will show all the changes organized by date and editor.

In Google Docs, suggesting mode can be found under the Editing drop-down menu.

You can see here on there, you've got the Editing and when you drop down the menu, it's ticked on Editing, but you also have Suggesting and Viewing.

You select Editing and you can tick Suggesting.

Let's have a quick check, true or false.

Suggesting mode makes permanent changes to a document.

Pause the video to consider if that is true or false, and then we'll check your answer.

(no audio) Let's check your answer.

The answer was false.

Changes made during suggesting mode are only suggestions until someone accepts them.

Well done if you got that correct.

Let's do the activity.

Jun has written a section on local history for the digital guidebook.

Izzy read the file as it was stored in the cloud and decided to make some changes.

Jun is not happy with the changes Izzy has made, but cannot remember what the original was like.

What could Jun do to solve this problem?

Pause the video to complete the activity, and then we'll check it.

(no audio) Let's check your answer.

If Jun is unhappy about the changes made to the document, Jun could use version history to view earlier versions of the document and restore the original.

This will show when the changes were made and who made them.

To prevent this from happening again, the team could use suggesting mode to suggest changes rather than making them directly in the document.

Well done if you got that correct.

Let's move on to the third part of today's lesson.

Recognize the need for effective file organization.

Jun says, "We have only just started this project and we already have lots of documents and they are called untitled.

" The number of files and folders you create and use can grow quickly over the course of a project.

This can happen even more quickly if you have a team of people all creating documents.

And if they're all called untitled, you're not gonna know what file is what.

You can easily lose documents or spend a lot of time looking for documents if they are not named or stored in a sensible way.

To ensure you can find documents easily, you should name files with sensible names that tell you what is included in the file.

And Jun says, "Untitled doesn't tell me what the file is about!

" Which is really important.

We need to make sure it has a sensible name.

And here's an example.

So we have the local area guidebook folder, and we have sub-folders inside with files inside that.

Text and drafts, and images, really good folders there, and inside each of that is labeled appropriately, introduction, local history draft, and then we've got town hall and old church.

So it's really obvious what those images and that, and those text files are about.

To ensure you can find documents easily, you should make sure you have a sensible folder structure.

Folders should be named with relevant names that inform users about what documents are stored in the folder.

You can create sub-folders within folders to separate information further.

So this is using more folders than that previous screenshot.

We now have text and drafts, images, and then we have sub-folders inside the images for landmarks, events, and nature.

And then we have folders for maps, videos, resources, and one for the final version as well.

Let's have a quick check.

Which of the following is the best way to organize a lot of files for a project?

Is it A, inside folders with meaningful names?

B, inside folders named with the date the files were created?

Or C, alphabetical order?

Pause the video to consider your answer, and then we'll check it.

(no audio) Let's check your answer.

The answer was A, inside folders with meaningful names.

Well done if you got that correct.

When naming files, it is good practice not to use spaces, as this can cause issues with people mistyping the file name and with web uploads.

As an alternative to spaces, you can use underscores or CamelCase.

The one on the left there, Town_Hall, is using an underscore.

Any spaces are replaced by an underscore.

The one on the right is called CamelCase, and that is no spaces, but the words have a capital letter at the start.

Let's have a quick check.

Jun is creating a document to plan out the content for the local history page of the guidebook.

Which is the most suitable name for the file?

Is it A, untitled.

doc?

B, local space history.

doc, or C, local_history.

doc?

Pause the video to consider your answer, and then we'll check it.

(no audio) Let's check your answer.

The answer was C, local_history.

doc.

Well done if you got that correct.

Let's do the activity.

In your own words, explain the need for effective file organization.

And if you can, set up a sensible folder structure for your digital guidebook project on the cloud storage platform you are using.

Pause the video, complete the activity, and then we'd go through the answer.

(no audio) Let's check your answer.

So for the first one, in your own words explain the need for effective file organization.

You need to keep your files organized so you can find things quickly.

If files are not named sensibly, it takes a long time to look for a document or a picture.

Sensible folder and file names also help stop you from losing work and make it easier to share with other people.

It's like keeping your school bag tidy.

If it's neat, you can get what you need straight away.

Well done for completing that activity.

In summary, files can be saved and stored online using cloud-based storage.

Version control helps to keep track of when files are changed and who made the edits.

Organizing files into clearly named folders makes work easier to find and manage.

Shared folders allow groups to access the same files from different devices.

Permissions control who can view or edit shared files.

Well done for completing this lesson, Saving, Sharing, and Staying Organized.