OverviewThis page contains User Guidelines for working with Google Drive. Learn directly from Google: Drive About and Drive Help.
Documents / Drive name ambiguityGoogle has used the term 'Document(s)' to mean several things, and this has evolved during 2012.
This help guide shall use these terms:
DriveGoogle Drive provides file storage in the cloud. It can be used for individual files and you can use folders and sub-folders to organize files. Key features:
You may be familiar with cloud-based file storage services from other companies like Box, DropBox, or Microsoft OneDrive (formerly SkyDrive) that each have their own characteristics. One strength of Google Drive is that it's integrated into your Google Account and Google Apps services.
Documents (Docs)This is the suite of file editing tools that can be used to create and edit documents online (is sometimes used in place of Microsoft Office applications, and provides file format conversions to and from MS Office formats). The tools are:
This site does NOT provide any help or support with using these tools. Please utilize Google Drive Help resources, some are listed at the bottom of this page.
ORG-specificThe organization (ORG) has deployed this service in the following specific manner to address our requirements. Drive folders shared by organization activities will follow a naming convention to facilitate keeping things organized.
Activities typically have the following sub-folder structure:
We've setup folder with suitable sharing permissions, which are inherited by any files added. Therefore people simply need to add files to to right folder for them to have the correct permissions. Getting StartedPrerequisitesIf 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.
Some of our folders will be public, while others will have restricted access.
Initial SetupTo use Google Drive via you browser, there is no setup required.
Add the ORG folder to your Google DriveRECOMMENDED: If you have a Google Account and will be accessing the organization's files regularly, you can add the root folder to your Google Drive's 'My Drive' folder. This will make it easier for you to find and access files. Follow these steps:
Computer Google Drive AppGoogle offers an application that you can install on your computer (Windows or Mac) to synchronize a local folder '~/Google Drive' with the Google Drive folder in your Google Account. While this can be very handy for some users, and this may be useful for you to use if you are the owner/manager of ORG activities, there may be some drawbacks for ORG uses. One limitation is that the Google Drive Application can only work with a single Google Account at any time.To setup the Google Drive Application, follow the instructions on either of these sites:
Smartphone Google Drive AppGoogle offers a Google Drive App for smartphones (Android, iOS…) that provides access to a user's Google Drive files, and includes applications for editing and using the files (think edit documents and spreadsheets, give presentations, etc.). To get started, from your smartphone, go to your respective 'App Store' (Android: Play Store), search for 'Google Drive', and install. Then launch Google Drive and sign into your Google account.
UsingWe are a fairly standard user of Google Drive. If Drive is new for you and you're looking for a general tutorial, take a look at Drive About Tour and Drive Help pages. A Quick overview:
In addition to accessing files via a computer or smartphone browser, there are Google Drive applications for smartphones which allow you to manage and edit your files. Visit the Manager-Help/Drive page for discussion of tasks commonly performed by managers. Downloading FilesMost Google Drive files that are shared with you may be downloaded. This is typically done using the 'Download' button in Viewer, or the 'File -> Download' command in one of the Google Apps (Documents...). Can't Download or PrintThere are some cases where you will not be able to download or print a file that you can view. This can occur when the owner/editor of the file has marked it to 'Prevent Viewers from Downloading' as a security measure. This can apply to non-native Google file formats, such as PDF, Microsoft Office formats, etc. Note files that are in native Google formats - Documents, Spreadsheet, Presentation are always downloadable to viewers.
Learn MoreHere 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.
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