9. Cloud storage, sharing and video calls

Week 2 of 2

What you will be able to do

  • Explain what "the cloud" means, and store files in Google Drive or OneDrive.
  • Share a file or folder with the right people and the right permission (view, comment or edit).
  • Work on the same document with someone else at the same time.
  • Join a video call, use your microphone and camera well, and share your screen.

Why this matters

Modern work happens in shared documents and video calls, and IT teams work this way every day, often across countries. "The cloud" is also the subject of whole careers: the Cloud & Platform Engineer course starts from what you learn here.

1. What is "the cloud"?

The cloud means files and programs kept on someone else's computers (big data centres run by companies like Google, Microsoft and Amazon) that you reach over the internet. Your files are:

  • Safe if your laptop is lost, stolen or broken;
  • Available on any device where you sign in;
  • Shareable with a link instead of an attachment.

Free cloud storage: Google Drive (15 GB shared with Gmail, at drive.google.com) and Microsoft OneDrive (5 GB, at onedrive.com). Both have phone apps.

2. Using Google Drive

To Do this
Upload a file New → File upload, or drag the file from your computer into the Drive window
Make a folder New → New folder
Open and edit Double-click: Docs, Sheets and Slides open in the browser
Find something The search box at the top
Work offline Settings (gear) → Offline, so you can open documents without internet

3. Sharing safely

Select a file, then Share. You can share with named people (type their email) or with anyone who has the link. Then choose what they can do:

Permission They can
Viewer Read only
Commenter Read and add comments
Editor Change it, and share it with others

Give the least permission that does the job. Don't use "anyone with the link" for private documents (CVs with your phone number, ID scans, bank statements): links get forwarded. You can remove someone's access at any time from the same Share window.

Working together: when two people edit a Google Doc at once, you see each other's cursors. Comments (Insert → Comment) let you suggest changes without editing, and Version history (File → Version history) brings back earlier versions.

4. Video calls

Common tools: Google Meet, Zoom, Microsoft Teams and WhatsApp calls. ITLearning's live mentor sessions use Google Meet.

Joining a Google Meet call: open the link you were given (or go to meet.google.com and enter the code), check your camera and microphone in the preview, then select Join now or Ask to join.

Button Use
Microphone Mute yourself when you're not speaking
Camera Turn it off to save data if your connection is weak
Present / Share screen Show your screen, for example to get help with an error
Chat Type a question or share a link
Raise hand Ask to speak in a group call

Good habits: test your microphone first, sit facing a light, use earphones to avoid echo, mute when not speaking, and join a few minutes early.

Watch

Google Meet: How to Join a Video Meeting

Eric Curts · 4 min. Joining a Google Meet call.

How to Use Google Drive - Beginner's Guide (optional, longer)

Howfinity · 14 min. Uploading, organising and sharing files in Google Drive.

Try it

  1. Upload your My learning plan PDF (topic 8) to a folder called Learning in Google Drive or OneDrive.
  2. Share your budget spreadsheet with a classmate (or a second email of yours) as Viewer, then change it to Commenter, then remove their access.
  3. Ask a classmate or friend to add a comment to your learning-plan document, and reply to it.
  4. Start a Google Meet call with a classmate or friend, share your screen for one minute, and practise muting and unmuting.

Check your understanding

  1. Give two advantages of keeping files in the cloud.
  2. What is the difference between Viewer and Editor?
  3. Why shouldn't you share a CV with "anyone with the link"?
  4. Name two good habits on a video call.
Last modified: Sunday, 8 November 2026, 3:26 PM