Manager Help‎ > ‎

Drive

Overview

TBD - under construction.

ORG-specific

The ORG has deployed this service in the following specific manner to address our requirements.
  • Please add all files and sub-folders within our base folder: ORG.  This allows easy access and navigation to items without sending sharing links to everyone.
  • Please follow File Type recommendations outlined below.
  • Please follow file naming conventions outlined below and on the _Naming Conventions page.

Getting Started

Prerequisites

If permissions for this service are restricted such that only specified individuals or groups can access the content, then you must have a Google Account and must be logged into the account to access the content.  Refer to User Help -> Accounts for help with account options.

Initial Setup

As a manager of files in Drive, first please review the User Help -> Drive page and follow the initial setup instructions, especially the steps to 'Add the ORG root folder to your My Drive'.

Creating

Permissions

Manager Tasks

TBD

Managing

Folder Management

Here are some useful tips for managing folders.

Organization and Sharing

  • Prepare a main folder for all items associated with a particular topic, such as ORG-Demo, even if you have several sub-topics that should only be shared with sub-audiences.
  • Set sharing for the main folder to include all possible viewers (probably even public).
  • Prepare sub-folders for specific topics, and give them some suitable naming so they are easy to understand, such as:
    • ORG-Demo-Public  (for publicly accessible files)
    • ORG-Demo-Members (limit access to members of the main group, such as theater cast)
    • ORG-Demo-Team (limit access to members of the leadership team group)
  • Adjust permissions on each of the subfolders so that each has suitable view and edit permissions.
As you add files or sub-folders into any folder, the files will inherit the permissions of the folder.

By organizing your drive files this way, it is easy for viewers to understand and navigate the organization of your file system.  Also, if viewers have added your folders into their personal Google Drive area, the clear naming will help they to recognize your content when it is intermingled with all their other Google Drive files.

This organization also makes it easier to embed a Google Drive folder into a Google Site webpage to provide easy access to you files. 

File Management

Here are some useful tips for managing files.

File Types

Although any type of file can be uploaded to Google Drive, the Google Drive file viewer can only display certain types of files.

Recommendation:
Here's a recommended policy for Drive file standardization to permit effective team editing and tries to strike a balance -- yes, this is a blessing and a burden.

Please limit file types to:
  • Google Documents formats - Also if you have simple documents (meeting minutes, simple spreadsheets), when adding them to drive, please allow the Google upload process to convert them into Google Docs formats - this will allow future editing of the documents directly using Google tools rather than requiring a file to be downloaded / edited / and re-uploaded.
  • PDFs
  • Microsoft Office formats (Word, Excel, Powerpoint) - however for simple documents please allow the Google upload process convert them into Google format.
  • JPGs - for photos.
Please avoid uploading less commonly used file types (without converting them to Google formats), such as: Apple iWork formats (Pages, etc.) and Microsoft Works since many people would be unable to download and edit these files. (Note, Google Drive does allow users to view and print many, but not all, document types).

Exceptions: Of course there may be specific types of projects that require a special formats, such as Adobe Creative Suite, so just upload the files for in these native formats for sharing.

Background:
Any type of file can be uploaded to Google Drive, but depending on your sharing purpose, it may be a good idea to restrict the types of files you place in Google Drive.
  • Sharing to View: the Google Document viewer is able to display (and print) a broad set of file types: native Google Documents formats, PDFs, images (JPEG...), Microsoft Office (Word, Excel, Powerpoint, perhaps more), Apple Works (at least Pages), basic text (.txt), etc.
  • Sharing to edit in Google Drive: to share files for editing while they are in Google Drive the files files need to be in Google native formats (Documents, Spreadsheet, Presentation, Drawings).  This allows people with editing permission to edit the file while it's in Google Drive.  Other file types Microsoft Office, Apple Works, etc.) must first be downloaded edited (and then re-uploaded to drive)*.  
    • Any type of file that Google can convert into a Google format during upload can also be converted 'on-the-fly', such as Microsoft Office files, can be converted while in Drive.  this is done by selecting the file and using command 'More -> Open With -> <pick the desired app>'.  Google creates a 2nd file, now in a Google format and opens it using the Google app.  Good, but be careful, there are now 2 files in the Drive folder, and only the newer Google format file contains the changes.
  • Sharing to edit outside Google: to share and edit files, such as Microsoft Word, that are not in a Google native format, a user must download the file, edit it, then re-upload the file to Google Drive.
    • This can work for any type of file.  (But it is extra effort compared to having files in Google formats)
      • Remember the other people you want to edit the file need to have applications compatible with the type of file you're sharing.
    • Beware - since each time the file is uploaded to Google Drive, it is a new file, it have a new file URL in Google Drive, different from the original one.
      • So if you had links to the original file, (in an email or in a web page), the links are connected to the OLD version, not the latest version.  The way to solve this is to share a link to a folder containing the file (or embed the folder in a webpage), then you can change out the files, or have multiple versions available.

Naming Files

Please include your activity or functions label in the file name when practical:
  • ORG-Board-<rest-of-name>
  • ORG-Chorus-<rest-of-name>
When naming a series of files that have dates, such as meeting minutes, please use this date format since it will allow the files to appear chronological order in a folder:
  • YYYY-MM-DD-Rest-of-name - example:  2013-03-20-ORG-Board-Meeting-Minutes

Sharing - View, Edit, or Comment

Sharing may be done at three permissions: 'View' (read only), 'Edit', and 'Comment'  (comment by not edit is available for some Google Doc apps).
  • You may share with individuals or Google groups (using email addresses) and also set the global sharing parameter to (public, domain, or private).
  • To share with a large number of people, consider adding people to a Google group and then sharing with the group, as this is much easier to maintain, especially when you are dealing with multiple files.  
  • Also for sharing multiple items, it's best to create a folder and set the folder sharing as needed.  Then add files to the folder and the files inherit the permissions from the folder.

Prevent Download and Print

Perhaps you want to allow people to view a file, but you want to prevent them from downloading or printing the file.  This is possible under certain circumstances:
  • POSSIBLE - Files that are not in Google native formats, that means PDFs, Microsoft Office formats, etc.  may be set so that they cannot be downloaded or printed.  Here's how:
    • During the upload process, do not convert the file into a native Google format.
    • Once the files is in a Google Drive folder, select the file and use the command 'More->Prevent viewers from downloading'
  • NOT POSSIBLE - Files in Google native formats - Document, Spreadsheet, Presentation & Drawing.  If a person can view these files, they can download and print these files - there is no way to prevent it.  However there is a way to embed the file into a Google Site for viewing without downloading, read the next section and refer to the Manager's Google Sites page.

Adding into Google Sites

Your Google Drive contents can be added into Google Sites.
  • Drive Folders - can be accessed in two ways:
    • A link to a Drive Folder - opens the drive folder as a new webpage
    • Embed a Folder gadget - embeds a gadget for the folder which displays the contents of the folder (a viewer sees contents based upon their permissions).
  • Drive Files - can be accessed in two ways:
    • A link to a Drive File - opens the drive file with Drive viewer as a new webpage (all file types, some can't be displayed)
    • Embed a File gadget - available for Google format files (Documents, etc.) a gadget displaying the file appears in the webpage (a viewer sees the file based upon their permissions).  Simple tools aren't available for non-Google format files, but some more complicated methods are possible.
Refer to the Manager's Google Sites page for instructions on adding drive contents into Google Site webpages.

Link to User Help

Visit User-Help/Drive for additional help about tasks common to all users.

Learn More

Here are some links to Google Help and Learning for this service:
Additional Google Apps help and learning resources are listed on our Google Apps Help page.