Need Help with UW Google Apps?

Below is a list of how to fix some common problems with UW Google Docs and Sites, but don't forget that there's lots of online and on-campus help available:

Email: lsthelp@uw.edu
Phone: (206) 897-1999 
In-person help: available in the Odegaard Undergraduate Library Computing Commons from 7am to 2am (as Library hours allow)

I don't know how to share my Google Site.

In the upper righthand corner of your Google Site, there is a blue button labeled "Share". By clicking on this, you can see who has access to your Site. There should be a line that says "Private: Only the people listed below can access". Click "Change", and select from the listed options (top to bottom, least to most protected settings). Please remember that, at a minimum, you must share your portfolio with UW NetID holders (select "UW" from the list). If you'd like to share your portfolio more widely ("public on the web"), that's fine as well, but be aware that this allows Google to include your portfolio in search results. Once you've selected your level of sharing, select "Save". You're all set!

Under the sharing settings, you can also add individual people by email address (use the "add people" box below the access list). This is a great option if you want to give access to your portfolio to your parents, friends or other non-UW affiliates.

I can't share my Google Site with UW.

If you have followed the steps above and find that "UW" is not an option on the sharing list, you've likely created your portfolio using your personal Google account, rather than your UW Google account. You can double check by looking at the URL of your portfolio: if it is sites.google/com/a/uw.edu/your portfolio title, you've created it under your UW account; if uw.edu is not included in the URL, you've created it under your personal account. It is fine to use your personal account, but you must set your sharing settings as "public on the web" so that your portfolio is accessible for Honors purposes.   

I inserted Google Docs into my Google Site and they aren't showing up.

Google Docs and Sites can work nicely together, but integrating the two does add an extra step when it comes to sharing. You will need to ensure that each individual Google Doc is shared with "UW" or "public on the web" for it to appear on the Site (even if the Site settings are "UW" or wider). If you don't have the Doc itself shared properly, you or your viewers will see this message:

You need permission to access this item.

You are signed in as uwhonors@uw.edu, but you don't have permission to access this item. You can request access from the owner or sign-in as a different user. Learn more

Request access   Sign in as a different user


To set the sharing settings on your inserted Docs, go to your Google Docs home page. Select the Doc in question, and then click the "Share" button on the top navigation bar (it looks like a little man with a +). Again, this will show you who has already access to the individual Doc. On the line that says "Private: Only the people listed below can access", click "Change", and select "UW" or "public on the web". Click "Save". Refresh your Site page to be sure the sharing worked. If it did, the error message above will be replaced with the Doc.

It can be a little tedious to change all the sharing settings of your Docs individually. Luckily, there are two short cuts:
  1. You can select multiple check boxes on your Docs list and change the settings for multiple Docs at once. 
  2. You can create a "collection" of all the Docs shared on your Site and set the sharing settings for the entire collection at once. A collection is a like creating a folder for multiple documents; the sharing settings of the collection will apply to each Doc in the collection. To do this, click the big "Create" button on your Google Docs homepage, and select "collection." Then check the box for each Doc you want to include in the collection, and drag them into the collection on the left sidebar. You can also check the box next to the Doc, and use the "Organize" button (a little file folder icon) on the top navigation toolbar. This will bring up a pop-up window with a list of all your collections. Check the box of each collection you want to add the Doc to, and click "apply changes". However you choose to add a Doc to a collection, once you've done it, you'll see a colored box with the name(s) of each collection you've added the Doc to next to the Doc title.
Also, remember that you can attach Google Docs (or any other kind of file) to your Site, rather than inserting/embedding them. You can also copy & paste the text and insert it directly onto your Site. 

I can't add an image to my Site.

First, be sure you are using the editing interface on the page you want to add to. Simply click the pencil icon in the upper right corner. Once you're in the editing interface, the upper right corner will have a big blue "Save" button. 

Click "Insert" in the upper left corner and select "Image" from the drop-down menu. You can insert an image via upload or insert a URL. Click "OK". The image should now be visible on your page. 

You can change the alignment, size and text wrapping of images (and all other inserted items) by clicking on the item and selecting from the pop-up menu. The menu also allows you to delete an inserted item. Don't forget to click "Save" when you're done.
 

I don't know how to change my sidebar navigation.

To edit your sidebar, click "Edit sidebar" beneath your sidebar itself. This will take you to the Site Layout page of your Manage Site interface. Under the Sidebar box, click "Edit" on the Navigation tile. In the pop-up window, you can change the title of the sidebar item, choose whether or not to display that title, and organize the navigation itself. You can check the box to select "Automatically organize my navigation", or you can organize manually by unchecking that box. 

To organize manually: Click "Add page" and select the page you wish to appear on your navigation sidebar. You can add as many pages or subpages as you like. You can then organize the order and indentation of them by highlighting each page individually and using the directional arrows to the right of the list. When you're done, click "OK" and then click "Save" before returning to your Site. 

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