Quick Introduction to Google Drive for Sharing

• Introduction
• Justification
• Software setup
  • Get an account
  • Install Google software on a laptop or desktop
  • Install on a Google applications on a smartphone
• Working with Drive folders
  • Request access to the regional folders
  • Navigating the folders
  • Committee folders
  • Sharing folders and files

Introduction

The audience for this document is members doing service work within the Southern California Region of Nar-Anon Family Groups (NFG).

The goal for this document is to help members that want to use Google Drive for service in our region learn to use Google Drive. Google Drive is available as a tool for service within our region. It is not required. It is optional.

Justification

NFG pays for an annual license to use Google Applications including Google email, Google drive, the Google word processor, spreadsheet, slideshow and other office applications. This provides advantages for us:

• Our regional email is closely linked to the Nar-Anon name.
• When our regional documents are stored in the NFG space all of the files remain remain property of Nar-Anon. If a file is posted into some other storage location, there are potential issues about ownership and distribution rights.
• If the need should arise, the email and files can be unlocked and accessed by an administrator within the region, or within WSO. This minimizes the risk of losing our files should some key member be unable to fulfill their service commitment.

Software setup

Get an account

Each person that requires access to the shared files will need an email account. To get the full benefit from the Google applications, you should use a gmail (Google email) account.

Install Google software on a laptop or desktop

To access Google Drive folders you need the Google Drive software. On a laptop or desktop, the simplest way to get Google Drive is to install the Chrome browser. Google Drive is built into Chrome.

(Note that there is also a Google Drive desktop application. Even though it shares the same name it is not the same software. The Google Drive desktop application is a file synchronization tool, not a file access tool.)

To download Chrome:

• Open whatever internet browser you already have.
• Go to www.google.com/chrome.
• Download Chrome.
• Follow the directions to install Chrome.

Sign-in to Google:

• Go to http://mail.google.com.
• Sign-in if you already have a gmail account. Or “Create an Account”.
• Google email should open.
• I recommend adding a bookmark for “Gmail” to the “bookmarks bar”.

Access Google Drive:

• Open the Chrome browser.
• Go to chrome://apps.
• This will display a list of Google Applications you have already available. Google Drive should be shown.
• I recommend adding a bookmark for “Apps” to your “bookmarks bar”.
• Click on Google Drive to open it and see a list of files and folders you can access. This is described in more detail later in this document, so do not worry if you do not yet see anything.
• I recommend adding a bookmark for “Google Drive” to your “bookmarks bar”.

Add Google Docs:

• If you do not already see Google Docs in the list of “extensions”, then click on the box with three horizontal lines in the upper right corner of your browser and select “More Tools”. Slide to the right and click on “Extensions".
• Once the “Extensions” screen opens, scroll to the bottom and click on “Get more extensions”.
• Search for “Google Docs”.
• Click on the “Add to Chrome” button to the right of the “Google Docs” application.
• Now, when you check your “Apps” you should see “Google Docs”. You do not need to bookmark this because you will be able to access it through “Google Drive”.
• Then repeat this same process for Google Sheets (spreadsheet) and Google Slides (like PowerPoint).

Install Google applications on a smartphone

On a smartphone “Chrome” is optional and Google Drive is an application.

• Open the “store” application for your smartphone - “Google Play”, “iTunes” or the authorized application store for your phone.
• Search for Google Drive and install it.
• Click on the box with three horizontal lines in the upper left corner of the application.
• You can use the little drop-down arrow in the upper right of the settings menu to login. Note that you can log into several accounts at the same time.
• If you do not already have it installed, you may want to also install “gmail” - Google’s email application. With gmail, you can access several gmail accounts at the same time.
• Also install Google Docs, Google Sheets and Google Slides.

Working with Drive folders

Request access to the regional folders

Once you have a Google email account, send an email to the regional chair at SoCalRegion@Nar-Anon.org. Explain who you are and why you want access. Access is typically granted within two business days. If the need is more urgent, phone the Regional Chair, or Regional Secretary.

When access is granted, you will receive an email announcement. You can click on the link within that email to see the folders.

Navigating the folders

It will be easier to navigate these folders if you do the following:

• Open Google Drive.
• Create an empty folder with a name that is relevant - such as SoCalRegion.
• Search within the “Shared with me” folder and find the new shares.
• Drag the shared folders into your new empty folder.

Committee folders

A folders can be created for a regional committee by sending a request to SoCalRegion@Nar-Anon.org. Explain who you are and what you would like to do. The folder will typically be created within two business days. If the need is more urgent, phone the Regional Chair, or Regional Secretary.

The default sharing mode for all of the files within our regional file store is set to allow anyone with a link to view the file. We are an open fellowship. Everything we do is open to all members. If you have something that must be kept confidential, then please do not store it within our file space.

Sharing folders and files

By default, all files and folders are accessible to anyone with a link to that file or folder.

Once a folder is assigned to your committee, you can create subfolders, and documents with your committee folder. Please only create documents, folders, and shares within your committee folder and not in the regional folder.

Once you are ready to work on documents in your committee folder, you can invite other members to view, or edit those documents.

To share a view of a document with committee members:

• Open Google Drive.
• Find the document and double click on it to open it.
• Select the “URL” from the navigation field in your browser.
• Email this “link” to the members that need to view this document.

To share edit privileges on a document with committee members:

• Open Google Drive.
• Find the document and double click on it to open it.
• Click on the “Share” icon in the upper right of the screen.
• Grant “edit” privileges to the appropriate committee members.

To share access to all of the documents within your committee folder:

• Open Google Drive.
• Select the committee folder and click on it.
• Verify that you have selected the committee folder and not the regional folder.
• Click on the drop-down arrow shown at the end of the folder name in the top navigation area.
• Select “Share".
• And then grant permissions to the people that need access.
  • You can grant “edit” privileges which will allow other people to create files and folders.
  • Or you can restrict the access to “view only".
  • You can update the list of privileges and users by clicking on the “advanced” link in the bottom of the “share” window.

The committee members should then be able to upload files and create suitable folders on their own.