Objective: Instruct users on how to access and use Google Sheets for database management.

1. Introduction:

   • Explain the role of Google Sheets in managing the product database.

2. Step-by-Step Instructions:

   • Navigate to Google Sheets.
   • Sign in with a Google account if not already signed in.
   • Overview of creating, opening, and organizing Google Sheets files.

3. Tips:

   • Highlight the features of Google Sheets that are particularly useful for database management (e.g., formulas, data validation).

Accessing and Using Google Sheets

Introduction

Google Sheets is a powerful tool for managing the product database for Exclusive Shots. It allows for real-time collaboration and ensures that your data is always up-to-date. This guide will walk you through the process of accessing, duplicating, and utilizing the Exclusive Shots Master Upload File effectively.

Step-by-Step Instructions

1. Accessing the Master Upload File:

   • Open your Chrome web browser.
   • Navigate to Google Sheets.
   • Locate and open the “Exclusive Shots Master Upload File,” which contains the pre-set structure and formulas for your WooCommerce product database.

2. Creating a Copy of the Master Upload File:

   • To ensure the master file remains intact for future use, immediately create a copy:
     • Click on File in the top menu.
     • Select Make a copy.
     • In the dialog box, name the file descriptively, including the school and class name (e.g., “Howick High Class 10GK”).
     • Choose the destination folder if necessary.
     • Click OK.

3. Editing the Copied File:

   • In your newly copied Google Sheets file:
     • Enter the school’s name in Column A for each row corresponding to a student’s picture.
     • Enter the class’s name in Column B for each row.
     • Paste the list of image titles into Column C.

4. Saving and Downloading the Document:

   • Google Sheets automatically saves your changes. Ensure the file is named correctly for easy identification.
   • To download the file:
     • Click on File in the top menu.
     • Hover over Download.
     • Select Comma-separated values (.csv, current sheet) and save the file to your computer.

Best Practices for File and Folder Management on PC

• Organized Folder Structure:

  • Create a main folder for Exclusive Shots on your PC.
  • Within this main folder, create subfolders for each school and class, mirroring the organization in Google Drive.

• Consistent Naming Conventions:

  • Use clear and consistent naming conventions for your files and folders. Include the school name, class, and date in the file names for easy identification and retrieval.

• Regular Backups:

  • Regularly back up your files to an external drive or cloud storage to prevent data loss.

• Clean Workspace:

  • Keep your workspace organized by deleting or archiving old files and folders that are no longer needed.

By following these steps and best practices, you’ll ensure that the product database for Exclusive Shots is managed efficiently and effectively, providing a solid foundation for the website’s e-commerce operations.