Research Center for Arts & Culture
The Actors Fund

Performing Arts Legacy Project

An online platform to document and represent the careers of older performing arts professionals

Using Google Drive

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  2. Contributor Manual
  3. The Media Library and Photos
  4. Using Google Drive

We will be using  Google Drive,  a free workspace service with your Gmail account. Your Google Drive can hold photos/documents you’ve scanned on your phone or tablet or photos/documents that live on your computer.

Google Drive is available on both Android and Apple products. The best part of Google Drive? You can download directly from Google Drive to your Media Library!

Click the headings below for more on the topic.

Getting Familiar with Google Drive: Phone or Tablet

Before we get started, first make sure you have downloaded Google Drive on your phone or tablet. To learn how to download apps to your device, please see links below:

  1. How to download an app on an Android device
  2. How to download an app on an Apple device

Once it is downloaded, sign into the app with your gmail account. Then sign into your gmail account on your computer. From there, the order of operations from scanning to uploading on your PAL site is:

  1. Scan image or document.
  2. Upload to Google Drive on your phone or tablet.
  3. Edit or rename scanned image or document on your phone, tablet, or device.
  4. Upload to the PAL Site.

Once we’ve scanned our images/documents via the scanning app of our choice, we want to add them to our Google Drive.

Check out this tutorial (17 min) that introduces you to how to get from your gmail to Google Drive, create folders and files, sharing with collaborators, and more. While the video focuses on using Google Drive on an iPad, the instructions will be the same regardless if it’s an iPhone or iPad, Apple or Android product.

Important Time Stamps In the Tutorial:

  • 15:0015:27 Creating a New Folder
  • 14:1015:00 Renaming/Moving/Copying/Deleting a File/Folder/View File Details/Printing
  • 15:5817:04 Uploading a File from Camera Roll or Files App/Take a Photo
  • 17:0417:37 Creating a new Docs/Sheets/Slides Document 
    • This feature is great if you’re using Google Docs to write your blogs/Highlights
  • 17:3718:24 Uploading to Google Drive from Outside the App (Share Sheet)
    • This is the step you want if you’re scanning on your device with a scanning app. Follow these steps but with the scanning app of your choice.
Getting Familiar with Google Drive: Computer

Once we scan on our chosen scanning app and upload to Google Drive on our device, we can then view and edit what we’ve uploaded on our computer. Check out this tutorial that introduces you to how to get from your gmail to Google Drive, create folders and files, sharing with collaborators, and more.

We can also add files that live on our computer or USB Drive to our Google Drive. To do so:

  1. On your computer, go to drive.google.com.
  2. At the top left, click New ->File Upload
  3. Choose the file you want to upload.

You do not need to upload the files from your computer to your Google Drive, but if you would like to share your media with your Fellow and/or have everything in one place, uploading to your Drive might proof useful.

Sharing Google Drive With Fellows
  1. If you are working with a Fellow, share your Google Folder with your Fellow so they can help you out.
    1. Tap on your PAL Google Folder, the one you just created.
    2. On the top right corner, tap “…”
    3. Tap “Share.”
    4. Enter the email address of your Fellow. It will come up underneath where you just typed. Tap on that.
    5. Tap the blue triangle pointing to the right in the bottom right corner.

For a brief tutorial on sharing your file or folder, click here.

Adding to the Media Library from Google Drive

To add media to The About Page, Mapping the Legacy, Highlights, and Look/Listen, you can directly upload your scanned and saved items to your Media Library using Google Drive.

Important Note: If you registered your site before September 2020, you may not have this feature. To add it, please submit a help request.

Below is a 5 minute video tutorial on importing media from your Google Drive:

Helpful Tip:  When uploading via Google Drive, you can only upload from the Google Drive/Gmail account associated with the site. So you are a Fellow or Assistant and are logged on to your Professional’s site, you can’t upload from your own personal Google Drive. You need to be logged into their Google Drive/Gmail, which requires they share their password with you.


«Scanning Images and Documents
»The Media Library

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