Digital Literacy

Lessons

Accounts & Cloud Basics (Sign-in, Sync, Backups)

Lesson

Why This Lesson Matters

If your device died tonight, would your notes, photos, CV, and slides survive tomorrow? Cloud accounts answer that question with a calm yes. A single, well-secured account lets your files travel safely between phone → shared PC → print shop without chaos. In Sri Lanka, where power cuts, bus delays, and shared devices are normal, sync + backup are not luxuries—they’re your safety net and your speed boost.

This lesson sets up one primary cloud account, locks it with two-factor authentication (2FA), turns on photo/document backups, and proves that a file created on your phone appears on a computer in seconds. When you can rely on that pipeline, every other lesson becomes lighter.

“Don’t trust luck. Trust your setup.”

Step 1: Pick one primary cloud account (and stick to it)

Many learners juggle multiple emails and end up losing files. You only need one primary account for: email, drive, docs/sheets/slides, calendar, and photos. Use your real name (or as close as practical) so teachers and employers recognise you. Note the account in your notebook and keep it for all module work.

Consistency matters: when everything points to one account, your portfolio looks professional and your recovery steps are simple.

Step 2: Secure the account (2FA, recovery email/phone, backup codes)

A password alone is not enough. Add two-factor authentication so even if someone guesses your password, they can’t sign in without your one-time code.

Turn on 2FA (via authenticator app or SMS).
Add a recovery email and phone number you control.
Generate backup codes. Save them in your Idasara Digital Portfolio / Assets / Security as a PDF named and also write them on paper stored safely at home.

Check that your password is strong, unique, and memorable. Avoid reusing passwords from social apps.

“2FA is a lock plus a guard.”

Step 3: Set cloud defaults that prevent headaches

Before you upload a single file, fix the defaults:

Drive structure: Create Idasara Digital Portfolio at the top. Inside, add Docs / Sheets / Slides / Assets / Outputs / Inbox (To Sort).
Sharing default: Set drive to Restricted by default. You can switch specific files to View or Comment later (Lesson 11).
Upload settings: Turn on Wi-Fi only uploads if data is limited.
Offline access: Mark critical items Available offline (Brief, Budget Sheet, Mini-Deck) so power cuts don’t stop you.
Scans location: Put ID scans and receipts in Assets / Security (never public links).

Small defaults = big calm. You won’t leak private files or burn data by accident.

Step 4: Prove sync works (phone ↔ computer/library PC)

Now we test the pipeline end-to-end.

On your phone, open your cloud Docs app. Create a document called . Write one line: “This is my sync test.”
On a computer (home, school, or library), open a browser incognito/guest, sign in to the same account, and open your drive.
Find the Doc. If it appears, sync is live. Edit a second sentence from the computer.
Return to your phone; confirm you see the change.

If it doesn’t appear, wait a minute on Wi-Fi or refresh the app/browser. When this simple test passes, you can trust the system on a busy day.

The Golden Rule

Attempt → Hint → Verify → Produce only works when your files flow. Verify sync before you need it.

Step 5: Backups that actually recover (photos + docs)

Backups are only real if you can restore.

Photos: Turn on cloud backup for Camera/Photos. Use Wi-Fi only if needed. Take one photo; confirm it appears in your cloud.
Docs: Create a test file in Docs, then check it appears on another device.
Restore drill: Delete a harmless file; recover it from Trash/Recycle Bin within the cloud.
Version history: Open a Doc, make a change, and preview Version history. Knowing this exists will save your grade one day.

Keep your mental model simple: photos and documents live in the cloud first; devices are copies.

Step 6: Low-data habits (Sri Lanka-ready)

Data is money. Save both with these habits:

Upload over Wi-Fi, not mobile data.
Print as PDF and share view-only links to avoid resending heavy files.
Compress scans (A4 at 150–200 dpi is fine for most forms).
Avoid duplicate uploads from multiple apps; centralise in your Portfolio.
Reader/Light modes load pages faster when researching.

These choices keep your bill low and your patience high.

Step 7: Shared-device safety (labs, print shops)

Shared PCs are useful—but only if you leave no trace.

Use a Guest/Incognito window.
Sign in to the cloud web only. Avoid downloading editable masters.
Export PDF for printing (fonts/layout preserved).
After printing, sign out, clear Downloads and Recent files, close the window.

Your rule: masters stay clean in the cloud; print shops see only PDFs.

Bad vs Better (Cloud Habits)

Situation	Bad	Better
Accounts	3–4 emails for everything	One primary account with real-name
Security	Password only	Password + 2FA + backup codes
Structure	Random uploads	Portfolio folders + naming rules
Sharing	“Anyone can edit”	Default Restricted; share View/Comment
Print	Take .docx to the shop	Export PDF; print; sign out

Essentials vs Nice-to-Have

Essentials (do today)	Nice-to-Have (add later)
One primary account, 2FA on	Email alias for applications
Backup codes saved as PDF + paper	Password manager for all logins
Portfolio tree built	Shared family calendar (Lesson 8)
Hello-Sync test passed	Custom domain (advanced)
Photo/docs backup + restore drill	Automations for routine backups

Exercises: Make It Real

Exercise 1 — Sign-in & Security (10 min) Sign in on your phone and one computer. Turn on 2FA, set recovery email/phone, and generate backup codes. Save codes in Assets / Security and on paper at home.

Exercise 2 — Portfolio Setup (10 min) Create Idasara Digital Portfolio and subfolders Docs / Sheets / Slides / Assets / Outputs / Inbox (To Sort). Set default sharing to Restricted.

Exercise 3 — Hello-Sync Test (10 min) Create the Doc on your phone, open and edit it on a computer incognito, confirm changes return to your phone.

Exercise 4 — Photo & Doc Backup (10 min) Turn on photo backup. Take a photo, confirm it appears in cloud Photos. Create a new Doc and confirm it appears on both devices.

Exercise 5 — Restore Drill (5 min) Delete a harmless file in Drive/Photos and restore it from Trash.

Exercise 6 — Offline Lifeline (5 min) Mark your Brief, Budget Sheet, and Mini-Deck templates Available offline.

Quick Win Save your backup codes as a PDF in Assets / Security and on paper. Five minutes now prevents five days of panic later.

Artifact to Produce

Create Cloud Setup Proof (Doc) in Docs with:

A short note of your primary account name (no full email needed in the Doc if you prefer privacy).
Screenshots (blur sensitive bits) showing 2FA enabled, backup codes saved, and Hello-Sync open on both devices.
Two lines describing your restore drill result.
Your default sharing rule (Restricted) and folder tree screenshot.

Export a PDF to Outputs: YYYY-MM-DD_Cloud-Setup-Proof_V1.pdf

Self-Verification (SV) Checklist

One primary account chosen for this module
2FA enabled (auth app or SMS)
Recovery email/phone set and backup codes saved (PDF + paper)
Portfolio folders created (Docs/Sheets/Slides/Assets/Outputs/Inbox)
Default sharing = Restricted confirmed
Hello-Sync test passed (phone ↔ computer incognito)
Photo backup on and photo visible in cloud
Restore drill completed from Trash
Key templates marked Available offline
Cloud Setup Proof saved (Doc + PDF in Outputs)

Mobile Tip (Android & iOS)

Add your account in Settings → Accounts (system-level), then sign into the Drive/Docs/Photos apps.
In Photos, set Backup → Wi-Fi only. In Drive, long-press files → Available offline.
To scan paper notes as light PDFs, use the drive app’s Scan—it compresses well for low-data sharing.

Stuck? Fast Fixes

2FA SMS not arriving: move to an authenticator app; check time sync on your phone.
Can’t see Hello-Sync on PC: refresh Drive, confirm you’re in the same account, check Wi-Fi, wait 60 seconds.
Photos not backing up: plug in power, open the Photos app, keep the screen on for a minute.
No space in cloud: clean Trash, compress old scans, move large videos to Assets and delete local duplicates.
Shared PC trouble: always use Incognito/Guest, print PDF, and sign out.

Keeping Yourself Motivated

Confidence grows the moment your first Hello-Sync appears on both devices. That tiny success means on any future day—library PC, friend’s laptop, power cut—you can still ship your work. Record two small wins in your notebook: “Backup codes saved” and “Restore drill passed.” These are not tech tricks; they’re professional habits. Employers and teachers feel the difference when your files arrive clean and on time.

“Set it once. Trust it daily.”

Your First Step Is Complete

You now have a secure, single account; 2FA and recovery in place; photo and doc backups running; a clean Portfolio structure; and a proven sync + restore pipeline. Your Cloud Setup Proof Doc and PDF are filed. From here, Docs (Lesson 4), Sheets (Lesson 5), Slides (Lesson 6), Email (Lesson 7), and Calendar (Lesson 8) will move faster—because your foundation is strong.