GSuite Sharing Part 2:

When Others Share with You

Jan. 24, 2017

As mentioned in last week's post, one of the best things about using GSuite is the ability to easily share files, folders, slides etc. with others. At Mount Doug we have 12 shared folders available to all staff that include items such as Staff Meeting agendas and minutes, Pro-D Activities, the School Budget and many other information items.

This post will focus on how to locate and view these items, along with any other item shared with you using Google Drive.

Items Shared with You. Where are they?

When an item is shared with you, you will most likely receive an email notification with a link to that shared item, but what do you do if you have lost or deleted that email? There are two ways to find items shared with you.

1. Search for it in Google Drive.

The easiest way to find anything in GSuite is to search for it in Drive. In the search bar type in anything you can remember about the item you are looking for.

For example:

the name of the person who shared the item
the name of the item itself
a description of the item or its content

Drive should be able to find it for you.

Tip: To speed up the search, select the item type (doc, sheet, video…) from the list provided first.

2. Look in the Shared with Me menu in Google Drive.

When you click on the Shared with me menu of Google Drive it will list any item that has been shared with you. You can then scroll through the list and find the item you are looking for.

Warning! There may be a lot of items listed, especially if you are using Google Classroom.

Here are some tips to help sort your items:

- Click the Name heading to sort items in alphabetical order
- Click the Share date heading to sort items by shared or modified date
- Use the search bar the same as above

Add Shared Items to Your Drive

If you will be accessing a shared item often, like the Mt Doug (school account) folder, the best thing to do it add it directly to YOUR drive.

To do this (see video on the right):

Locate the item shared with you using the method above
Right click on the folder
Select Add to My Drive.

The folder will now appear in your Drive under My Drive.

You will notice that the owner of the folder remains the original creator of the item. If they change or delete something, your item will be altered as well.

Items Shared with you by Mount Doug

There have been several items that have been shared by the Mt. Doug school account with all staff members.

Mt Doug (school account) Folder

This is a 'view only' folder for all staff that includes multiple folders and files such as:

- Staff Meetings - Agendas and Minutes
- Staff Committee - Minutes
- Dept Head - New Course Proposals, Budgets, Agenda
- Collaboration - Collaboration Groups and Meetings
- Pro-D - Nov. 17 Super Day Collaborative Slide Decks

Don't forget you can add this entire folder to YOUR drive for easy access.

Staff and Public Calendars

To add these to you personal Google Calendars (on your computer, tablet, or smartphone) do the following:

- 1. Click on the links provided below.
  2. Click the + Google Calendar button - found in the lower right corner of the calendar.
  3. Calendar events will then be added to your Google Calendar App

Calendar Links:

For more information about Google Calendar check out the Tech Tuesday Post from Dec. 6 HERE.

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