Academic Computing Services 2010
How to work from home with G Suite
Presenters:
Anthony Farber
Jolanta Soltis
Part 1: Google Drive, Share Drives, and Drive File Stream
Academic Computing Services 2010
Overview
Google Drive vs Google Shares
Sync and access
Google Suite (Docs, Slides, Sheets, Forms, Photos, Drawings,
Sites, Groups)
Creating Folders
Uploading and storing Files
Organize and share
Limitations
Sharing and Collaboration
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Google Suite
• What is Google Suite?
– Docs, Slides, Sheets, Forms, Photos,
Drawings, Sites, Groups, etc.
• Can convert MS files into the Google suite
equivalent
• Upload documents to Google suite
• Pdf and photos need additional add-ons
• Collaborate in real time on a file
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Uploading and storing Files
• Multiple ways to upload files
– Drag and drop file to Google Drive
– Click My Drive > Upload Files
• Allows you to store or backup important files
securely
• Once converted you can collaborate on files
• No need to remote into your PC to access files
stored on Google
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What is My Drive
• Think of My Drives as a cloud storage space where you
can easily store, search, and access common files
anywhere, from any device.
• Files belong to you.
• You can create, move, share and delete files.
• When you delete files from your My Drive , they are
deleted for everyone.
• Unlimited storage
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What are shared drives?
• Think of shared drives as a space where teams can easily
store, search, and access common files anywhere, from
any device.
• Unlike files in My Drive, files in a shared drive belong to
the team instead of an individual. Even if team members
leave, the files stay put so you—and the rest of the
team—can continue to access information and get work
done.
• Unlimited storage
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Google Drive vs Share Drives (Created by you)
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Google Drive vs Share Drives (Shared with me)
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Team Drive Roles & Permissions
Role Permissions
Viewer
Can only
view files and folders
Commenter
Can view files and folders and also
comment on them
Contributor
Can view, comment,
edit, and add files
Content
Manager
Can view, comment, edit, add,
move, delete, and restore
files from the Trash
within 30 days.
By default every user added to the Team Drive becomes Content Manager
Manager
Along with the permission of the ‘Content Manager’, a Manager can
also
Add/delete members
to/from the Shared drive
Manage settings
in Shared drive
Delete the entire Shared drive
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When should I use Share Drive?
• You’re working on a project or event with a group of
people who all need access to the same files.
• Most of your files are shared with the same group of
people.
• Your files share a consistent theme or topic.
• The content you want to store isn’t personal and is of
interest to a specific team or group.
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Key differences between shared
drives and Google Drive
• When a member of a shared drive leaves, all the data stays and
cannot be deleted by anyone other than the ‘owner’ of the Shared
drive folder.
• You as the ‘owner’ can define granular roles & permissions for
users if needed for shared drive folders.
• More about the Differences between My Drive and shared drives
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Most common questions...
• What Happens When Someone Leaves the Team Drive?
When a user leaves a Shared drive, all the data associated with that user account stays in the
Shared drive. This data cannot be deleted by anyone other than the ‘Owner/Manager’ of the
Shared drive.
• What If the Manager Leaves Team Drive?
If you are the only Manager of a Shared drive and decides to exit the drive, then no other
member will be able to manage the membership or settings. To prevent this situation, the
Manager – before leaving – can designate another member as the Manager of the Shared drive.
• Can someone delete my files?
If you don’t own the file, removing the file from your Drive only removes it for you.
• Can you restore deleted files?
You can restore files that you created. Admin can restore data that was permanently deleted
within the past 25 days.
More questions about share drives?
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Choosing a sync solution
Drive File Stream – Should I install on my home Compter?
Features:
• Access files in My Drive and Shared Drives like any other
local or network drive
• Stream files on demand
• Sync only selected folders and files in My Drive
• Use native applications like MS Word
• Integrates with Outlook (send and save files)
• Offline folders and files
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Organizing and sharing
• Use Workspaces and Priority in Google Drive
You can find commonly used files and organize them into
Workspaces with your work account: UCID@njit.edu.
• Create a Workspace
– On your computer, go to drive.google.com.
– At the left, click Priority.
– Under "Workspaces", click Create Workspace.
– Enter a name for the Workspace and click Create.
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Limitations
• File sizes
– Documents: 50 MB
– Spreadsheets: 5 million cells
– Presentations: 100 MB
• Supported file types
– Archive files (.ZIP, .RAR, tar, gzip)
– Audio formats (MP3, MPEG, WAV, .ogg, .opus)
– Image files (.JPEG, .PNG, .GIF, .BMP, .TIFF, .SVG)
– Markup/Code (.CSS, .HTML, .PHP, .C, .CPP, .H, .HPP, .JS, .java, .py)
– Text files (.TXT)
– Video files (WebM, .MPEG4, .3GPP, .MOV, .AVI, .MPEGPS, .WMV, .FLV, .ogg)
– Microsoft, Adobe, Apple files
• PDF addin - Adobe
More...
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Next workshop:
How to work from home with G Suite
• Set up your remote workspace
• Manage your home and work schedule
• Best practices to stay connected
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Questions?
