April 3

Refresher on SHARING in Drive, Docs, or any other Google Files

I've done a few Tech Tuesdays on SHARING - from your drive or individual docs or files. Here are a couple from the past: Sharing Basics, and Team Drive Sharing.

Let's talk about specifically who can see your docs!!

• When you go to share a file, click on the share button (usually the little person with a + sign next to him/her. Your basic options are to grant others access to your file (or folder). You can do this and give specific people access. You can choose either editing access, commenting access, or viewing access.
• However, if you want to go beyond this type of access, you can do this by clicking on the ADVANCED button.

1. Public on the Web - ANYONE can see this document. Others can search for this document. No one needs to sign in with a Google account to see this.
   1. This is helpful if you have documents you want parents to access. For example, maybe you have a lot of documents with homework help or other useful information for parents. You can email them the link to that document, or put the link on your website so they can easily access your files.
   2. One suggestion is if you have a LOT of files for them to see, create a folder and set up the sharing on the FOLDER - not the individual file. This way, as you add files to that specific folder, you don't have to recreate the sharing for the new file. The new file will automatically retain the sharing permissions you created for that folder. No need to send out the link again!
2. Anyone with the Link - Again, ANYONE can see this document. The caveat here is that the person must have the link. However, it's not hard for people to share links so make sure you want anyone to be able to see this file(s). There is no need to have a Google Account to see these files with this permission.
3. Anyone at Gunnison Watershed School District - This permission allows ANYONE in our district to see this file. However, this is not a specific SHARE. No one will get notification or see this in their shared folder. What people can do is search for a document or file. It's easy to do in your drive. You can go to the search bar and search for a name, an owner, and all sorts of other options to find files that have been shared in the district. This is really not the best option for files.
   1. I did test this out and it seems that STUDENTS CANNOT SEARCH AND FIND FILES THAT ARE MARKED WITH THIS DESIGNATION! However, I'd still be careful about what files you give this sharing designation to!
4. Anyone at Gunnison Watershed School District with the link - This designation would be for files you'd like to share with lots of people using a link. For example, you have a file you'd like people to access. Send an email with this link to those you'd like to share with, but again, these will not show up in a shared folder. People will have to find this file using that original email link, OR they could also do a search in their drive using your name to find the file.
5. Specific people - This is where you share ONLY with specific people and give them either the editing, commenting, or viewing access. This is what I'd recommend for MOST files!
6. At the bottom of this box, you'll also see a note that says "Items with any link sharing option can still be published to the web. What this means is in any document, you can easily go to FILE - PUBLISH TO THE WEB and get a link to either link to, or embed onto a website or other web-based format. Make sure to click the box "Automatically republish when changes are made".

Just a word of advice: Be careful when sharing documents or files. If they contain sensitive information, you may want to send to specific people instead of a large scale link share. Also, be sure you WANT to allow EDITING or only VIEW access and change this before sending. (You can also change this access after sending and the person/people will have changed access after you change this without having to be re notified.)

Here is a list of the groups set up in Google and Outlook. In order for ANYONE to get sharing using these groups, they MUST have an OUTLOOK email address. People with only Google Accounts do not get any notifications for any of these groups without the Outlook account! These are the groups set up in Outlook and then forwarded to Google. FYI - Administrators at each building are generally the people who state who is a member of a particular group - so please don't ask me to change your membership - I can't! You can share (through Google) with any of these groups:

• allstaff@gunnisonschools.net - This group includes ALL employees of GWSD.
• busbarn@gunnisonschools.net - includes only people who work in the bus barn.
• cbcs@gunnisonschools.net - includes EVERY employee that works in the CB schools.
• cbes@gunnisonschools.net - includes ALL staff in Crested Butte elementary.
• cbesteachers@gunnisosnchools.net - includes ONLY teachers that work at CB elementary.
• cbss@gunnisonschools.net - includes ALL staff in Crested Butte secondary.
• cbssteachers@gunnisonschools.net - includes ONLY teachers that work at CB secondary.
• classifiedstaff@gunnisonschools.net - includes ALL classified staff employees.
• classroom-teachers@gunnisonschools.net - includes ALL teachers in the district, but no one that isn't a teacher.
• gces@gunnisonschools.net -includes EVERY employee that works at Gunnison Community School.
• ges@gunnisonschools.net - includes ALL staff at Gunnison Elementary (including K).
• gesteachers@gunnisonschools.net - includes ONLY teachers that work at GES.
• ghs@gunnisonschools.net - includes ALL staff at Gunnison High School.
• ghsteachers@gunnisonschools.net - includes ONLY teachers that work at GHS.
• gms@gunnisonschools.net - includes ALL staff at Gunnison Middle School.
• gmsteachers@gunnisonschools.net - includes ONLY teachers that work at GMS.
• kindergarten@gunnisonschools.net - includes ALL staff that work in the Lake Kindergarten program.
• lake@gunnisonschools.net - includes ALL STAFF that work at Lake including office staff.
• laketeachers@gunnisosnchools.net - includes only TEACHERS that work at Lake including Preschool.
• marble@gunnisonschools.net- includes all staff that work at Marble Charter School.
• marbleteachers@gunnisonschools.net - includes ONLY teachers at MCS.
• pathways@gunnisonschools.net - includes the staff that work at Pathways.
• preschool@gunnisonschools.net - includes all staff that work at the PreSchool at Lake.

Here's the video on Basic Sharing.

Here's a video on Sharing Folders with parents or others.