Embedded Files
Want to better manage your Google Drive, as well as learn how to find things? Wish you knew how to sync your hard drive to Google Drive? This how-to session will show you how and more.
Want to better manage your Google Drive, as well as learn how to find things? Wish you knew how to sync your hard drive to Google Drive? This how-to session will show you how and more.
TCEA Announcements
TCEA Announcements
Want to claim CPE credit for this session?
Want to claim CPE credit for this session?
Get this PDF of the form to track your CPE hours. OR, use this Google Form to fill this out electronically and get it sent to you via email.
Get this PDF of the form to track your CPE hours. OR, use this Google Form to fill this out electronically and get it sent to you via email.
ICYMI: Google Drive News
ICYMI: Google Drive News
Did You Upgrade Your Windows computer to 64-bit?
Did You Upgrade Your Windows computer to 64-bit?
In case you missed it, back in August 2023, Google Drive stopped supporting Windows 32-bit operating systems, Windows 8/8.1, and Windows Server. Those who want to use Google Drive must upgrade their Windows computer to Windows 10 (64-bit) or higher. (more)
Let Graduating Students Transfer Data: Google Takeout for Drive
Let Graduating Students Transfer Data: Google Takeout for Drive
"We are writing to inform you that the Takeout Transfer Your Content tool, which allows students and staff to transfer Drive and Gmail files to another Google account, will no longer support shared-with-me file exports. The change will begin rolling out starting early 2024. . .Users can transfer copies of documents and folders they own in My Drive." (more)
Exciting news as of two days ago. Some Google Drive users have experienced loss of data associated with their use of Google Drive for Desktop. It is a tool that is great for backing up data on your computer (especially large files) to the Google Drive cloud storage. You can read the latest via Android Police, The Register, The Verge, 9to5Google, and PCMag. Some headlines appear below.
Exciting news as of two days ago. Some Google Drive users have experienced loss of data associated with their use of Google Drive for Desktop. It is a tool that is great for backing up data on your computer (especially large files) to the Google Drive cloud storage. You can read the latest via Android Police, The Register, The Verge, 9to5Google, and PCMag. Some headlines appear below.
Google Drive misplaces months' worth of customer files
Google Drive misplaces months' worth of customer files
Google Drive users are reporting files mysteriously disappearing from the service, with some netizens on the goliath's support forums claiming six or more months of work have unceremoniously vanished. The issue has been rumbling for a few days, with one user logging into Google Drive and finding things as they were in May 2023. According to the poster, almost everything saved since then has gone, and attempts at recovery failed. (more)
Google is investigating a Drive issue that causes files to go missing
Google is investigating a Drive issue that causes files to go missing
Google has confirmed that the issue is specifically related to the Google Drive for Desktop application. (more)
We’re investigating reports of an issue impacting a limited subset of Drive for desktop users and will follow up with more updates. In the meantime:
Do not click “Disconnect account” within Drive for desktop
Do not delete or move the app data folder:
Windows: %USERPROFILE%\AppData\Local\Google\DriveFS
macOS: ~/Library/Application Support/Google/DriveFS
Optional: If you have room on your hard drive, we recommend making a copy of the app data folder. (more)
Topics
Topics
- Finding Things in Drive
- Introducing a De-Implementation Process
- Why Do It?
- Defining Terms
- Google Backup and Sync
- Google File Stream
- Giving It a Go
- Review
- Explore On Your Own
- Finding Things in Drive
Do you lose things constantly in Google Drive (er, you lose them, not Google)? Then you may want to make a note of these tips.
Do you lose things constantly in Google Drive (er, you lose them, not Google)? Then you may want to make a note of these tips.
Tips for Finding Stuff
Tips for Finding Stuff
Add hashtags (#Mtg) to Folder/File titles
Make a list of hashtags and link them so you can find them later (#Mtg)
Keep folder organization simple (e.g. year, one or two levels of subfolders
Avoid leaving loose files/documents at the root level of your Google Drive. Start with the end in mind, putting stuff where it needs to go from the start.
Avoid using document starters shortcuts like:
docs.google.com
slides.google.com
sheets.google.com
Start with drive.google.com when creating a folder to house a new project's files.
Checklist for Google Drive Assessment
Checklist for Google Drive Assessment
I know how to start with Google Drive when logging in.
I am familiar with search and location options.
I can navigate to the Settings and understand what each means.
I am aware of how to upload documents for conversion.
I know how to use the File Manager to create files and folders, and copy files between folders.
I know how to organize files, including adding colored folders and tags.
I know the difference between grid and list view.
I understand how to share folders and files with others, both in and out of my organization (a.k.a. domain).
2. De-Implementation Process
2. De-Implementation Process
In their book, Making Room for Impact, the authors point out four reasons for getting serious and focused about de-implementing:
In their book, Making Room for Impact, the authors point out four reasons for getting serious and focused about de-implementing:
Substitute less effective practices with those that have more evidence and probability of impact
Replace more expensive interventions with less expensive and equally effective solutions
Streamline practices that have become over-designed
Scale down use of a still needed process with less frequent use or being more selective about who gets to use it
Stop doing things that cause unnecessary stress and that give us time to do other things better.
How might we apply this process to backing up information from our devices?
How might we apply this process to backing up information from our devices?
Scenario
Scenario
Scenario
Scenario
You have hundreds, if not thousands, of files on your school issued laptop or computer. Your hard drive has been making ticking or clicking noises recently. You've heard that might be a problem. If your hard drive fails, all your files are gone forever! You try to make backups to your external USB drive, but worry you're not getting everything, only the most important files. What do you do?
You have hundreds, if not thousands, of files on your school issued laptop or computer. Your hard drive has been making ticking or clicking noises recently. You've heard that might be a problem. If your hard drive fails, all your files are gone forever! You try to make backups to your external USB drive, but worry you're not getting everything, only the most important files. What do you do?
- Remove - Stop DOing It
Practices to Stop:
Practices to Stop:
Saving all your critical files in one place ("putting all your eggs in a basket"),
Trying to remember which files to backup to USB drive you keep in your bag (what if it gets lost or fails?)
Your data backups are not secured or encrypted. There may be confidential data caught up in your backup
Practice to Keep:
Practice to Keep:
Continue to backup your important files.
2. Reduce - Do Less
2. Reduce - Do Less
Practices to Reduce:
Practices to Reduce:
Make several folders on your desktop that reflect the importance of data saved:
Make a "Keep" folder for your most critical files you need to backup
Make a "Secure" folder where you safeguard critical information
Make an "Extras" folder where you put everything that is NOT critical or requires security. This should be the largest of your folders, like downloaded software and forms go that you may only need once or twice. It's OK to lose these.
Practice to Keep:
Practice to Keep:
Reduce the number of files you back up to your USB drive
Only backup your Keep and Secure folders
3. Re-Engineer - Do More Efficiently
3. Re-Engineer - Do More Efficiently
Practices to Reduce:
Practices to Reduce:
Make several folders on your desktop that reflect the importance of data saved:
Make a "Keep" folder for your most critical files you need to backup
Make a "Secure" folder where you safeguard critical information
Make a "Extras" folder where you put everything that is NOT critical or requires security. This should be the largest of your folders, like downloaded software and forms go you may only need once or twice. It's OK to lose these.
Practice to Re-Engineer:
Practice to Re-Engineer:
How You Select Files to Backup. Use a free tool like Free Commander and/or MuCommander. Free Commander, for example, includes a synchronization (sync) tool. This makes it easy to backup only the files that have changed in a folder.
Save a Step Encrypting Your Files. Tools like Cobian Backup/Cobian Reflector and Duplicati allow you to make your backups encrypted, so they are secure.
Automate Synchronized Backups. Backup your Keep and Secure folders using a backup utility like FreeFileSync or AllWay Sync.
4. Replace - Substitute
4. Replace - Substitute
Practices to Substitute:
Practices to Substitute:
Your episodic backup efforts that may or may not happen depending on how busy you are, how much will power you have to expend to decide what to save or not.
Practice to Keep:
Practice to Keep:
Substitute your effort with Google's Drive for Desktop or other tools that allow for cloud storage (e.g. Duplicati) or copying data to another open computer (e.g. SyncThing).
Put Your Keep, Secure, and if you like, Extras folders inside of a single "Data" folder. That "Data" folder should be inside of a "special folder" that is synchronized to USB external drive or Google Drive.
3. Why Do It?
3. Why Do It?
Automate backing up by putting data into the cloud or at another internet-connected computer. It all depends on your needs. My recommendation?
Automate backing up by putting data into the cloud or at another internet-connected computer. It all depends on your needs. My recommendation?
School educator? Use Google Drive for Desktop (or Microsoft OneDrive) to ensure your work data is backed up to the cloud.
Educator with personal data? Use Google's Drive for Desktop (a.k.a. Backup and Sync) to backup your data to your personal Google account Drive.
Educator who doesn't trust the cloud? Use a solution like Duplicati to back up to secure cloud storage or external USB drive in encrypted format. Make sure you backup to more than one medium at different locations
4. Defining Terms
4. Defining Terms
Google Workspace for Education. This is your organization's Google, not your personal account. As a result, you should use Google's Drive for Desktop (f.k.a. File Stream) solution.
Google's Drive for Desktop for Google Workspace. Instead of saving files on your computer (and taking up precious space), all files are in the cloud. When you save files to File Stream, they don’t stay on your computer. Instead, they get moved to Google Drive in the cloud. But File Stream makes accessing them a matter of a double-clicking to open.
Google's Drive for Desktop for Personal Google Accounts (f.k.a. Backup and Sync). Files stored locally on your computer are automatically backed up to your Google Drive account. They take up space on your device, as well as in the cloud. Make sure you have enough space online. You may have to pay for more storage; see plans and prices.
Quick Tips on Getting More Space on Drive
Quick Tips on Getting More Space on Drive
Google Photos
Archive Images (e.g. memes, cat pics)
You can see I have quite a bit of usage going on in Google Photos...probably due to that 50th Anniversary Celebration I took about 1000 pictures and captured video for to share with the party.
Google Workspace for Education (100TB)
Google Workspace for Education (100TB)
You probably do NOT have a storage issue with 100 TB plus 20 GB for each paid license (Education Plus) and possibly 100 GB for each paid license (Teaching and Learning Upgrade).
Backup files with Google Takeout, Google Takeout Transfer, CloudHQ, or MultCloud. Learn how.
As you can see (left), the bulk of my work files are in Google Drive.
As you can see (left), the bulk of my work files are in Google Drive.
5. Exploring the options
5. Exploring the options
Although you will see a quick demo during the Lunch and Learn, you will also find some tutorial videos below for watching later. Also find some alternate tutorial videos embedded below for your viewing.
Although you will see a quick demo during the Lunch and Learn, you will also find some tutorial videos below for watching later. Also find some alternate tutorial videos embedded below for your viewing.
Let's give it a go!
Let's give it a go!
- Google Drive for Desktop
- Duplicati:
- Combine Drive and Duplicati for encrypted backups to the Cloud
6. Review
6. Review
Think About Your Response to This Question
Think About Your Response to This Question
Will you switch from whatever you are doing now to a new backup solution?
Type Your Response and Don't Press ENTER/RETURN Yet
Type Your Response and Don't Press ENTER/RETURN Yet
Wait for session facilitator's prompt
Prompt to Wait For
Prompt to Wait For
“3 - 2 - 1 - Chat Waterfall!”
Read and Respond
Read and Respond
Take a look at two responses in the chat. Respond to any two.
7. Explore On Your Own
7. Explore On Your Own
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