Working with G Suite and other systems
Working with G Suite and other systems
This guide explains how and when to work with G Suite and other systems, such as:
It also describes how to work between G Suite and VDI (the 'moffice' / VMWare desktop service).
This guide is in beta. This means that we are still working to improve it, so your feedback will help us make sure that they are easy to understand and useful. Please let us know your suggestions.
eDOCS is used across the Council to hold documents and other files. This is changing.
For more information, read The systems we use to manage information.
While we move away from eDOCS you might need to move files between systems. For example, in order to use G Suite collaborative features to edit a file at the same time as your colleagues. Try only to copy over files you currently need to work on in G Suite. You can save files to Drive without taking them out of eDOCS.
You might decide you want to save a number of files to Drive. To do this, you will need to download and save them to your desktop first. You can move the copy from your desktop to its new location. You should then delete the file from your desktop. Your desktop or downloads folder is not a secure place to store information long term.
Read Hackney Council's Records Management Policy for more information on storing information securely.
You can save Microsoft Office files to Drive. You only need to convert them into Google files if you want the benefits of full G Suite collaboration. For example, working on a file together at the same time, and using chat in a file.
If you are using 'myoffice' (VDI) you can save Microsoft Office documents to Drive while you are still working on the file.
To do this, you can use the ‘Google Drive’ menu option in Microsoft Office. To use the Google Drive Plug-In:
You can edit Microsoft Office files without converting them to Google files. You must be using Chrome to do this. For example, a Chromebook or Chromebox, or the Chrome browser on a Windows PC or Mac. A Microsoft Office extension is installed in Chrome on the Council's computers to let you do this. You can also install it to Chrome if you are using your personal computer.
Converting files into Google files can help colleagues work together. You might do this if you want:
Sometimes, converting files between Microsoft Office and Google can change the format. For example, changes to margins, tables, or formulas in Excel and Sheets. Any changes are usually easy to amend.
To convert a Microsoft Office File:
You are also prompted to convert to Google format when you click Share. Both the Google file and the original file will remain in your Drive.
You may need to save a Gmail message to record a decision or conversation. You may choose to save in Drive, or in another system - for example, eDOCS if your service's process still require that. Make sure you know the right place to save your files.
You can also download emails as EML files, which you can save into other systems. For example, eDOCS or Comino. To do this, click ‘More’ within the Gmail message and select ‘Download message’.
You may only want to save the attachment from a Gmail message. For example, if someone has only used the email to send you a file. Sometimes you will need to let a group of colleagues access an attachment. You can save it in Drive, or in another system.
Gmail attachments can either be a file:
Read Open & download attachments in Gmail to learn how to save files to Google Drive.
You might receive an attachment that was not created in G Suite. For example, a Microsoft Word document. Hover your cursor over the attachment to see the save options:
When you save a Gmail message as a PDF, any attachments appear in the PDF. The PDF stores them as clickable links. This means you can still open them by clicking the link in the PDF.
Only people with the right permissions can access these links.
If the attachment was not created in G Suite, only the person who received the Gmail message will be able to open it. For example, if you save a PDF of an email with a Microsoft Word file attached the file will display as a link, but only you will be able to open it.
Other people need to access files like these. You can download them and save them in the appropriate location.
There are different ways to send attachments using Gmail. This will depend on:
If you are sending Official Sensitive information outside the Council make sure that you have read our guidance on emailing sensitive information first.
At Hackney we are using G Suite but sometimes you will need to work with external partners who might not use G Suite. When you send them information, it should be in a format they can use - for example, you can use the 'Email as attachment' option in Google Docs to send a version in Microsoft Word format. You can still keep your master copy in a format that is best for you - for example, a Google Doc.
”DRFs” are live links to eDOCS files. They are clickable icons in VDI. You can use them to link within files, or to send links to eDOCS files. eDOCS links are not accessible to people outside the Council's systems.
When you send a DRF, access is not affected. This means the person you send it to might not be able to access it.
To attach a DRF to a Gmail message, you should:
You can also send colleagues the eDOCS document reference number. They can search for it in eDOCS.
To open a DRF you receive via Gmail you will need to be in 'myoffice' / VDI. This is because eDOCS is not accessible from outside of the Council's systems. Download the DRF and open from your Downloads folder.
Most people at Hackney are now using G Suite. If your team follows a process for saving important information, you might still need to save files in a different system.
To save a G Suite file in another system, you will need to download it first. Do this in the right format for the system that you want to save in. For example, you can download a Google Doc as a Microsoft Word document. You can also download it as a PDF.
To download a G suite file:
You can also right-click a file in Drive and select Download. This is helpful when you need to download many files at once. But, this method does not allow you to select a format. You can download files as the equivalent Microsoft Office file type. For example, a Google Slides file will download as a Microsoft Powerpoint file.
Let us know - your feedback will help us improve it.