Be a Skillful Sharer

Sharing Basics - What Can Be Shared from Google Drive?

Any file or folder you have inside your Google Drive can be shared with anyone! And, the people you share a file or folder with will always see the most current version.

1 Minute Refresher Video on How To Share Files and Folders

Steps To Sharing A File or Folder

STEP 1 - Decide How You Will Share

STEP 2 - Determine What Rights You Want To Give To The File or Folder You Are Sharing

You can assign one of the following rights to a file or folder:

  • Can Edit
  • Can Comment (On Google Docs, Drawing, Slides & Sheets)
  • Can View

WAIT! I'm Concerned About Sharing "MY" files!

You are NOT alone! Sharing files can be a little intimidating! Maybe you are asking yourself, "What if I delete someone else's work? What if they mess up my work?"

Watch this 7 minute video where John & Debbie to receive answers regarding these concerns.

Note: In this video, they briefly mention Google Works App User and their storage limits. In C-FB we are a GAFE (Google Apps for Education) district, so we have unlimited storage space.

Practice Tasks To Help You Become A Google Sharing Expert!

Task 1: Create a practice Google doc and share with at least 1 person giving them view only rights.

Task 2. Create another practice Google doc with a question. Share this doc with your teammate so that they can add a comment but not modify or edit the information in your doc.

Task 3: Create another practice doc and share the doc with a link. Copy the link and send it in an Outlook email.

Still Need Some Help?

  1. Re-watch the videos above.
  2. Contact your Campus ITS to help you individually! (It's okay! We all need a little guidance some time!)

Ownership in Google Drive

  • If you create a file or folder, you are the owner by default.
  • You can change ownership.

Note: You only need to watch the first 53 seconds of this video to learn how to change ownership on your files in your Google Drive.

  • Owners never completely lose access to content removed by others. You can search to find the removed content and restore it, but it's not an easy process.
  • Owners can completely remove access for others.

Which Rights are Right?

Rights Practice Task

Task 1: Use the chart to determine what someone can do with the 4 types of access: viewer, commenter, editor or owner.

Once finished, click here to check your understanding!

Task 2: Complete this quiz to check your understanding on rights.

https://quizlet.com/188488369/match

Shared With Me

Note: This is a review from Google Basics, but many HUGE misconceptions exist regarding Shared With Me! Read carefully! Check with your Campus ITS if you need clarification!

What Are All Those Files and Folders Inside Shared With Me?

Any file or folder that has been shared with your Google Drive account directly or indirectly.

How Do Files Get There?

Other Google Drive users can populate your Shared With Me files and folders by:

  1. Sharing content with your account directly
  2. Sharing content via a link
  3. Contributing to a folder that has been shared with you, such as a staff folder or a Google Classroom folder

How Can You Organize Your Shared with Me?

Sadly, You CAN'T!

Shared with Me is really a filter. It's not a folder of it's own. It's like Google conducted a search for anything that has been shared with you from someone else, and these are the results. You can sort them, search through them, but you can NOT rearrange them....until you add them to your My Drive!

How Do You Add a file or folder from My Drive?

When you are in Shared With Me, right click on the folder or file you want to move and click on Move to Drive.

Wait....Add to My Drive is missing when I right click on a file or folder in Shared with Me!

That's okay....that means it's already in "your" My Drive!