{"id":15208,"date":"2016-10-02T07:59:37","date_gmt":"2016-10-02T07:59:37","guid":{"rendered":"http:\/\/blogs.nist.ac.th\/technology\/?p=15208"},"modified":"2021-05-13T10:57:28","modified_gmt":"2021-05-13T10:57:28","slug":"google-drive-guide","status":"publish","type":"ht_kb","link":"https:\/\/blogs.nist.ac.th\/technology\/knowledge-base\/google-drive-guide\/","title":{"rendered":"Google Drive Guide"},"content":{"rendered":"\n<p>This post&nbsp;contains explanations, policies, and links to training regarding the use of Google Drive at NIST for institutional document collaboration.<\/p>\n\n\n\n<h1 class=\"wp-block-heading\">The Basics<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\">Overview<\/h2>\n\n\n\n<p>Google Drive is a cloud-based collaborative file management and sharing system that is integrated with every one of our school G Suite (formerly GAFE)&nbsp;accounts. This system has some great benefits.<\/p>\n\n\n\n<p>Here is a <a href=\"https:\/\/youtu.be\/25db1i0WWLI\">video Overview of Google Drive at NIST<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-4-3 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Google Drive - Overview\" width=\"643\" height=\"482\" src=\"https:\/\/www.youtube.com\/embed\/25db1i0WWLI?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Do Not Synch All Files to Your Device<\/h2>\n\n\n    \t\t<div class=\"hts-messages hts-messages--alert   hts-messages--withicon \"   >\r\n    \t\t\t    \t\t\t    \t\t\t\t<p>\r\n    \t\t\t\t\tWe recommend NOT using the old\u00a0<strong>Google Drive<\/strong>\u00a0application or the new\u00a0<strong>Backup and Sync\u00a0from Google<\/strong>. If you need to synch,\u00a0please only synch some folders.    \t\t\t\t<\/p>\r\n    \t\t\t    \t\t\t\r\n    \t\t<\/div><!-- \/.ht-shortcodes-messages -->\r\n    \t\t\n\n\n\n<h2 class=\"wp-block-heading\">Sign in to Google Chrome<\/h2>\n\n\n\n<ul class=\"wp-block-list\"><li style=\"text-align: justify;\">Google Drive works best on computers inside of Google Chrome web browser.<\/li><li style=\"text-align: justify;\">Before diving into the rest of the Google Drive&nbsp;training, you should learn how to&nbsp;<a href=\"http:\/\/blogs.nist.ac.th\/technology\/knowledge-base\/google-chrome-guide\/\">sign&nbsp;in to Google Chrome<\/a> on your device if you have not already. &nbsp;<a href=\"\/technology\/files\/2016\/10\/chromesignin.jpg\"><br><\/a><\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">Principles<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Shared Google Drive folders were made with these principles in mind: <\/span><\/p>\n\n\n    \t\t<div class=\"hts-messages hts-messages--info    \"   >\r\n    \t\t\t    \t\t\t    \t\t\t\t<p>\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\">Make collaboration understandable, easy, and organized.<\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Ensure\u00a0documents from leaving staff are not lost.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Easily provide access for\u00a0new staff\/people.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">The structure is up to team or department but should maintain a similar structure across depts or year levels to allow collaborators to be able to find things easily.<\/span><\/li>\n<\/ul>\n<p>    \t\t\t\t<\/p>\r\n    \t\t\t    \t\t\t\r\n    \t\t<\/div><!-- \/.ht-shortcodes-messages -->\r\n    \t\t\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">Shared Folder Structure and Sharing Setup<\/span><\/h2>\n\n\n\n<ul class=\"wp-block-list\"><li style=\"font-weight: 400;\">Every team and department has a shared folder.<\/li><li style=\"font-weight: 400;\">Links to these folders are on the <a href=\"http:\/\/staff.nist.ac.th\">NIST Staff Portal<\/a>&nbsp;on <a href=\"http:\/\/staff.nist.ac.th\/nist-documents\">NIST documents<\/a> page.<\/li><li style=\"font-weight: 400;\">Sharing is preset:\n<ul>\n<li style=\"font-weight: 400;\">\u201cShared GoogleDrive\u201d or \u201cGD_Shared\u201d is an IT Dept. account that owns the main folder.<\/li>\n<li style=\"font-weight: 400;\">Team or department members can edit anything in the shared folder.<\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">All Staff members can view all the shared folders.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Students and parents can NOT&nbsp;view the shared folders.<\/span><\/li>\n<\/ul>\n<\/li><li style=\"font-weight: 400;\">Everyone at NIST should use their NIST Google account, not any personal GMail accounts to access and edit these files\/folders.<\/li><li style=\"font-weight: 400;\">Extra information&nbsp;on sharing:\n<ul>\n<li>Adding sharing at top level will inherit to subfolders and items within.<\/li>\n<li>Removing sharing at top level will not remove sharing from subfolders that has been specifically set at that level.<\/li>\n<\/ul>\n<\/li><\/ul>\n\n\n\n<p>Here is a <a href=\"https:\/\/youtu.be\/0kPLYxgjufE\">video that explains the shared folders<\/a>&nbsp;in more depth.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-4-3 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Google Drive - Shared Folder Structure and Sharing\" width=\"643\" height=\"482\" src=\"https:\/\/www.youtube.com\/embed\/0kPLYxgjufE?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n    \t\t<div class=\"hts-messages hts-messages--success   hts-messages--withicon \"   >\r\n    \t\t\t    \t\t\t    \t\t\t\t<p>\r\n    \t\t\t\t\tOk, so that is how it all works. Now, we are on to how to actually use Google Drive at NIST.    \t\t\t\t<\/p>\r\n    \t\t\t    \t\t\t\r\n    \t\t<\/div><!-- \/.ht-shortcodes-messages -->\r\n    \t\t\n\n\n\n<h2 class=\"wp-block-heading\">A Few<del><\/del>&nbsp;Tips and Caveats<\/h2>\n\n\n\n<ul class=\"wp-block-list\"><li>Call attention to one user with @jpriebe or +jpriebe in the comment. (Please do not use &#8220;Email Collaborators&#8230;&#8221; link&nbsp;since all files are shared with all staff.)<\/li><li>The search feature works really well to find documents\/files.<\/li><li style=\"margin-bottom: 0px;\">In an institution with many, many files, the \u201cShared with me\u201d filter&nbsp;loses its&nbsp;utility since so many items are shared with you.<\/li><li style=\"margin-bottom: 0px;\">    \t\t<div class=\"hts-messages hts-messages--danger   hts-messages--withicon \"   >\r\n    \t\t\t    \t\t\t    \t\t\t\t<p>\r\n    \t\t\t\t\tDO NOT delete or Remove items in Shared with me.    \t\t\t\t<\/p>\r\n    \t\t\t    \t\t\t\r\n    \t\t<\/div><!-- \/.ht-shortcodes-messages -->\r\n    \t\t<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">Google Drive Window<\/span><\/h2>\n\n\n\n<p>Be sure to use Expand button to view all your folders in the left pane of Google Drive window in your browser.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><a href=\"\/technology\/files\/2016\/10\/Screenshot-2016-10-13-09.24.11.jpg\"><img loading=\"lazy\" decoding=\"async\" width=\"457\" height=\"196\" src=\"\/technology\/files\/2016\/10\/Screenshot-2016-10-13-09.24.11.jpg\" alt=\"Screenshot 2016-10-13 09.24.11\" class=\"wp-image-15279\" srcset=\"https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2016\/10\/Screenshot-2016-10-13-09.24.11.jpg 457w, https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2016\/10\/Screenshot-2016-10-13-09.24.11-300x129.jpg 300w, https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2016\/10\/Screenshot-2016-10-13-09.24.11-50x21.jpg 50w, https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2016\/10\/Screenshot-2016-10-13-09.24.11-60x26.jpg 60w, https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2016\/10\/Screenshot-2016-10-13-09.24.11-35x15.jpg 35w\" sizes=\"auto, (max-width: 457px) 100vw, 457px\" \/><\/a><\/figure>\n\n\n\n<p>Here is a video to explain all the details of the main Google Drive window.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-4-3 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Google Drive - Overview of Google Drive Main Window\" width=\"643\" height=\"482\" src=\"https:\/\/www.youtube.com\/embed\/IqAPxU3cjPc?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h1 class=\"wp-block-heading\">Working With Folders and Documents<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">Adding&nbsp;Shared Folders to My Drive<\/span><\/h2>\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">Which folders do I need?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<p>Each member of staff should add\u00a0the relevant shared folders (e.g. A Secondary Science teacher would add Shared All Staff Documents, Shared Secondary Documents, and Shared Science Documents).<\/p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">How do I add the folders to My Drive?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\">Click the link to <a href=\"https:\/\/portals.veracross.com\/nist\/staff\/pages\/shared-folders\" target=\"_blank\" rel=\"noopener noreferrer\">NIST Shared Folders<\/a>.<\/li>\n<li>Click on a link to a shared folder of your choice.<\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Use <strong>\u201cAdd to My Drive\u201d<\/strong> button<\/span><span style=\"font-weight: 400;\">.<br \/>\n<span style=\"color: #ff0000;\">Please do NOT click \u201cOrganize\u201d afterwards.<\/span>\u00a0(We ask that you not organize as this could result in All Ele Documents being put inside of the Year 4 folder, for example.)<br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\">We recommend that you\u00a0<a href=\"https:\/\/youtu.be\/0P-V8crksGM?t=7s\">color shared folders<\/a> after you add them to drive to help you to distinguish\u00a0them.<\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">What if I don't have access?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\">Check if you are using your NIST account or your personal Google account.<\/li>\n<li style=\"font-weight: 400;\">If you are using your NIST account, and you are still unable to view the folder, you can ask IT to troubleshoot.<\/li>\n<li style=\"font-weight: 400;\">If you need edit access for a certain folder, get added to the school level, team, or department group by either of the school section offices. <span style=\"color: #808080;\">(e.g. You are the Year 5 Learning support teacher, but you can not edit a file in the Shared Year 5 folder, you may not be on the Year 5 Teachers group, so the Elementary office can put you in that list.)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\">Here is a video tutorial\u00a0to <a href=\"https:\/\/youtu.be\/-fA2AnuqXcI\">find groups to which you belong and how to find the members of a group<\/a>.<\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n\n<p>Here is a video of&nbsp;<a href=\"https:\/\/youtu.be\/smmtBBCLoPA?t=18s\">Adding Shared Folders to My Drive<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-4-3 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"GoogleDrive - Adding Shared Folders to My Drive\" width=\"643\" height=\"482\" src=\"https:\/\/www.youtube.com\/embed\/smmtBBCLoPA?start=18&#038;feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Editing File or Folder Names<\/h2>\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">How do I know if I can edit a folder\/file name?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If you have edit rights, you can edit the file or folder.\u00a0Please inform other collaborators if you change the file name or make major changes to a file.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If you know that the file is owned by another, please advise the owner to adjust the sharing permissions.<\/span><\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">How do I rename a folder?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li>If you rename a file\/folder, it will be renamed for all users with access, <span style=\"color: #339966;\">but the location\/link\/URL will remain the same.<\/span> <span style=\"color: #808080;\">Keep in mind that this will change the name for all other users so they might not be able to find\/search for the file any more. Be sure to rename with other members of your team.<\/span><\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">Can I colour a file or folder?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\">File icons can not be coloured.<\/li>\n<li style=\"font-weight: 400;\">Folder icons can be coloured\u00a0to make them easier to remember, but your\u00a0colour choices are not seen by other users.<\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n\n<p>Here is a video of&nbsp;<a href=\"https:\/\/www.youtube.com\/watch?v=nQgFrqlt6X8\">Editing File or Folder Names<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-4-3 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Google Drive - Editing Files or Folder Names\" width=\"643\" height=\"482\" src=\"https:\/\/www.youtube.com\/embed\/nQgFrqlt6X8?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Creating New Documents or Folders<\/h2>\n\n\n    \t\t<div class=\"hts-messages hts-messages--alert   hts-messages--withicon \"   >\r\n    \t\t\t    \t\t\t    \t\t\t\t<p>\r\n    \t\t\t\t\tDo not go to My Drive and create a new file directly in your drive then share it with your team.    \t\t\t\t<\/p>\r\n    \t\t\t    \t\t\t\r\n    \t\t<\/div><!-- \/.ht-shortcodes-messages -->\r\n    \t\t\n\n\n\n<p><strong>How do I access the NIST templates?<\/strong><br><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>In Drive, click on the <strong>+New<\/strong> button to reveal the submenu, then for your chosen document type, hover on the <strong>> arrow<\/strong> to reveal the option to create new <strong>From a template<\/strong>.<\/li><\/ul>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><a href=\"http:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2021\/05\/Screen-Shot-2021-05-13-at-09.10.12.png\"><img loading=\"lazy\" decoding=\"async\" src=\"http:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2021\/05\/Screen-Shot-2021-05-13-at-09.10.12.png\" alt=\"\" class=\"wp-image-18361\" width=\"372\" height=\"276\" srcset=\"https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2021\/05\/Screen-Shot-2021-05-13-at-09.10.12.png 998w, https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2021\/05\/Screen-Shot-2021-05-13-at-09.10.12-300x222.png 300w, https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2021\/05\/Screen-Shot-2021-05-13-at-09.10.12-768x569.png 768w, https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2021\/05\/Screen-Shot-2021-05-13-at-09.10.12-50x37.png 50w, https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2021\/05\/Screen-Shot-2021-05-13-at-09.10.12-60x44.png 60w, https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2021\/05\/Screen-Shot-2021-05-13-at-09.10.12-100x74.png 100w\" sizes=\"auto, (max-width: 372px) 100vw, 372px\" \/><\/a><\/figure><\/div>\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">What is best way to create shared documents?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\">Always share institutional documents\/folders with groups by placing the document in structured, institutional, shared folders by Dept or Team or School.<\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Navigate to preferred, permanent location for the file then make New document.<\/span><\/li>\n<li style=\"font-weight: 400;\">Do not fix file access\u00a0issues by sharing with\u00a0the group. This will lead to files being located in many different folders for all users. It is best to move the file to the correct location (as shown below in the next section).<\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">Can I create folders in a shared folder?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\">You can create new folders within your team folder, but try to maintain good organization (e.g. non-overlapping categories as folders, no more than 12 folders in one place, try not to make folder structures too deep).<\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n\n<p>Here is a video of &nbsp;<a href=\"https:\/\/youtu.be\/hWIo3XH-r7k\">Creating New Documents or Folders<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-4-3 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Google Drive - Creating New Documents or Folders\" width=\"643\" height=\"482\" src=\"https:\/\/www.youtube.com\/embed\/hWIo3XH-r7k?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Finding a Document Location<\/h2>\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">How can I find where a document is located?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\">If the file is in google format, you can click on the Organize button (at top of document) near file name. This will show you the folder where this document is contained.<\/li>\n<li style=\"font-weight: 400;\">You can also see location in File &gt; Document details&#8230; (if the file is in a folder which is already &#8220;in your Drive.&#8221;<\/li>\n<li style=\"font-weight: 400;\">NEED video that is made to How to know where a file is.. search results, document, Organize or Location\u00a0button, click to navigate to the location<\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n\n<p>This video shows <a href=\"https:\/\/youtu.be\/ivPsWlKiWgw\">how to find location of a file<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-4-3 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Google Drive Finding a Document Location\" width=\"643\" height=\"482\" src=\"https:\/\/www.youtube.com\/embed\/ivPsWlKiWgw?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">Uploading Files<\/span><\/h2>\n\n\n\n<ul class=\"wp-block-list\"><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Recommend to change this setting permanently (before uploading any files). <\/span>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Go to Drive &gt; Settings &gt;<br><a href=\"\/technology\/files\/2016\/10\/Screen-Shot-2016-10-03-at-8.16.08-PM.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-15220\" src=\"\/technology\/files\/2016\/10\/Screen-Shot-2016-10-03-at-8.16.08-PM.png\" alt=\"Screen Shot 2016-10-03 at 8.16.08 PM\" width=\"225\" height=\"166\"><\/a><\/span><span style=\"font-weight: 400;\"><br><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">And tick this box<br><a href=\"\/technology\/files\/2016\/10\/Screen-Shot-2016-10-03-at-8.18.11-PM.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-15221\" src=\"\/technology\/files\/2016\/10\/Screen-Shot-2016-10-03-at-8.18.11-PM.png\" alt=\"Screen Shot 2016-10-03 at 8.18.11 PM\" width=\"318\" height=\"26\" srcset=\"https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2016\/10\/Screen-Shot-2016-10-03-at-8.18.11-PM.png 318w, https:\/\/blogs.nist.ac.th\/technology\/wp-content\/uploads\/2016\/10\/Screen-Shot-2016-10-03-at-8.18.11-PM-300x25.png 300w\" sizes=\"auto, (max-width: 318px) 100vw, 318px\" \/><\/a><\/span><span style=\"font-weight: 400;\"><br><\/span><\/li>\n<\/ul>\n<\/li><li style=\"font-weight: 400;\">This converts all of your MS-Office documents to Google formats and leaves PDF as PDF.<\/li><li style=\"font-weight: 400;\">If you have heavily formatted documents, check them after uploading to make sure the conversion process formatted them properly.<\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Here is how to import from hard drive &lt;<\/span><a href=\"https:\/\/support.google.com\/drive\/answer\/2424368?co=GENIE.Platform%3DDesktop&amp;hl=en\"><span style=\"font-weight: 400;\">Help article<\/span><\/a><span style=\"font-weight: 400;\">&gt;<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Here is how to import from another google account via Takeout (Zip file)<\/span><span style=\"font-weight: 400;\"> or multcloud &lt;<\/span><a href=\"https:\/\/www.multcloud.com\/help\/copy-and-move.html\"><span style=\"font-weight: 400;\">help article<\/span><\/a><span style=\"font-weight: 400;\">&gt;<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">See this <\/span><a href=\"http:\/\/blogs.nist.ac.th\/eleict\/2016\/05\/18\/leaving-teachers\/\"><span style=\"font-weight: 400;\">blog post<\/span><\/a><span style=\"font-weight: 400;\"> about transfer drive. Jay made video about GMail and <\/span><a href=\"http:\/\/blogs.nist.ac.th\/eleict\/2016\/06\/14\/exporting-nist-gmail\/\"><span style=\"font-weight: 400;\">blog post<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">New teachers are sent these links specifically about Google before arriving. <\/span><a href=\"http:\/\/newtonist.nist.ac.th\/preparing\/training\/google\/\"><span style=\"font-weight: 400;\">Preparing for NIST<\/span><\/a><span style=\"font-weight: 400;\"> and then <\/span><span style=\"font-weight: 400;\"><a href=\"http:\/\/newtonist.nist.ac.th\/arriving\/training\/google\/\">Arriving at NIST<\/a><\/span><\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">Moving Files or Folders<\/span><\/h2>\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">How do I move files or folders?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li>For more than one file, please use <strong>&#8220;Move to&#8230;&#8221;<\/strong> button.<\/li>\n<li>WARNING: Do NOT use drag and drop as there have been\u00a0issues.<\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">What do I need to consider when moving files or folders?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If you move a file\/folder, it will be moved for all users with access to the new locations, but the link\/URL\/name will remain the same. The Sharing will inherit from the new location (which means it could change).<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Keep in mind that this will change the location of the file(s) for all other users so they might not know where to look. Be sure to move the file(s) with other members of your team.<\/span><\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-4-3 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Google Drive Moving Files or Folders\" width=\"643\" height=\"482\" src=\"https:\/\/www.youtube.com\/embed\/MD90_NDnB2U?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Redesigning the folder structure<\/h2>\n\n\n\n<ul class=\"wp-block-list\"><li>Request to IT to change sharing permissions or major folders from structured folder permanently<\/li><li>Any one document or folder can have multiple links pointing to it. In other words, it is possible to have multiple ways to get to any one folder. (e.g. A document with common Science terms might be placed in the Science folder, and in each of the year level folders within the science dept folder structure to make it easy to find. Anyone clicking any of the links would actually be taken to the actual, original, unique document. (MAKE A VIDEO to update this one by using Shift+z) <a href=\"https:\/\/www.youtube.com\/watch?v=J6gEAKpA8gM\">https:\/\/www.youtube.com\/watch?v=J6gEAKpA8gM<\/a><\/li><\/ul>\n\n\n\n<h1 class=\"wp-block-heading\">Sharing in Google Drive<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\">Sharing Links When&nbsp;Working Collaboratively<\/h2>\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">What is best way to share a link with others?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li>Please do not add individuals to the sharing setup.<\/li>\n<li>In order to tell others about a file, please send a link to the folder, so that the recipients have context of where the file is located. Sharing the file directly does not give this context.<\/li>\n<li>See video for instructions on sharing the location.<\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">What if the group or the folder does not yet exist?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li>See the bottom of this post for details.<\/li>\n<li>CHANGE THIS TO 1 video about sharing document and getting sharing folder link.<\/li>\n<li>SHOW HOW (Get shareable link, do not turn on link sharing), show multiple ways. show how not to turn on link sharing.<\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n\n<p>This video shows&nbsp;<a href=\"https:\/\/youtu.be\/d1XkmeWHQ_c\">Sharing Links When Working Collaboratively<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-4-3 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Google Drive Sharing Links When Working Collaboratively\" width=\"643\" height=\"482\" src=\"https:\/\/www.youtube.com\/embed\/d1XkmeWHQ_c?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">Deleting Files Properly<\/span><\/h2>\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">How should I delete files from Drive?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\">If you are spring cleaning, you can simply press the Remove (Bin) icon, and the file will disappear from the shared folder, BUT\u00a0any links to the file and any specific individuals will still have access.<\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">So, if you are really, really sure you want it GONE, take heed of the following.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If you are THE OWNER, you SHOULD set Link Sharing to \u201cOFF &#8211; only specific people can access\u201d AND remove any person or group sharing, then Bin (Remove) the file.\u00a0(<a href=\"https:\/\/www.youtube.com\/watch?v=UaZCvQfT2FM\">VIDEO<\/a>)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If you are NOT THE OWNER, you SHOULD set Link Sharing to \u201cOFF &#8211; only specific people can access\u201d AND remove any person or group sharing, then Bin (Remove) the file.\u00a0(<a href=\"https:\/\/youtu.be\/AorM_9aQRRs\">VIDEO<\/a>)<\/span><\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">How does it technically work, so I can understand in detail?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\">If owner Removes the owner&#8217;s file or folder with files inside\n<ul>\n<li style=\"font-weight: 400;\">Owner: suggested search X \/ search \u221a\/ bin \u221a \/ shared folder X (Owner needs to search, then click on pop-up to search in bin.)<\/li>\n<li style=\"font-weight: 400;\">editors: suggested search X \/ search X\/ bin X \/ shared folder X<\/li>\n<li style=\"font-weight: 400;\">viewers: suggested search X \/ search X\/ bin X \/ shared folder X<\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\">If non-owner Removes the owner&#8217;s file or folder with files inside\u00a0(Owner needs to search, then click on pop-up to search in bin.)\n<ul>\n<li style=\"font-weight: 400;\">No warning is ever issued to the owner if someone else Removes your shared file.<\/li>\n<li style=\"font-weight: 400;\">Owner: suggested search \u221a \/ search \u221a\/ bin X \/ shared folder X<\/li>\n<li style=\"font-weight: 400;\">editors: suggested search X \/ search X\/ bin X \/ shared folder X<\/li>\n<li style=\"font-weight: 400;\">viewers: suggested search X \/ search X\/ bin X \/ shared folder X<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n    \t\t<div class=\"hts-messages hts-messages--alert   hts-messages--withicon \"   >\r\n    \t\t\t    \t\t\t    \t\t\t\t<p>\r\n    \t\t\t\t\tIT\u00a0can restore only from 25 days ago.    \t\t\t\t<\/p>\r\n    \t\t\t    \t\t\t\r\n    \t\t<\/div><!-- \/.ht-shortcodes-messages -->\r\n    \t\t\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">Finding Deleted Files<\/span><\/h2>\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">How can I find deleted files?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If you accidentally delete your own file, you can find it in your Bin and restore.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If you navigate to the folder where they were located, you can click on Activity to see the files that were removed then restore permissions.<\/span><\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n    \t\t<div class=\"hts-toggle  \"  >\r\n    \t\t\t<div class=\"hts-toggle__title\">Is there a more advanced way to find deleted files?<\/div>\r\n    \t\t\t<div class=\"hts-toggle__content\">\r\n    \t\t\t\t<div class=\"hts-toggle__contentwrap\">\r\n    \t\t\t\t\t<\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">You can find deleted files that you own by putting \u201cis:unorganized owner:me\u201d in the search bar of Google Drive.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">You can find deleted files that someone else owns if they are shared with you by doing above while logged in as the owner. If they are at NIST, ask them to do it. If left already, get IT to reactivate that person\u2019s account.<\/span><\/li>\n<\/ul>\n<p>\n    \t\t\t\t<\/div>\r\n    \t\t\t<\/div><!-- \/ht-toggle-content -->\r\n    \t\t<\/div>\r\n    \t\t\n\n\n\n<h1 class=\"wp-block-heading\">What Comes Next?<\/h1>\n\n\n\n<p>For more advanced topics, please refer to this next <a href=\"http:\/\/blogs.nist.ac.th\/technology\/knowledge-base\/google-drive-guide-advanced-topics\/\">Google Drive Guide of Advanced Topics<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>This post&nbsp;contains explanations, policies, and links to training regarding the use of Google Drive at NIST for institutional document collaboration. The Basics Overview Google Drive is a cloud-based collaborative file management and sharing system that is integrated with every one of our school G Suite (formerly GAFE)&nbsp;accounts. This system has&#8230;<\/p>\n","protected":false},"author":3,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[587260],"ht-kb-tag":[739032,730105,1123006,904,587260,536],"class_list":["post-15208","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-google-drive","ht_kb_tag-docs","ht_kb_tag-documents","ht_kb_tag-files","ht_kb_tag-google","ht_kb_tag-google-drive","ht_kb_tag-sharing"],"_links":{"self":[{"href":"https:\/\/blogs.nist.ac.th\/technology\/wp-json\/wp\/v2\/ht-kb\/15208","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.nist.ac.th\/technology\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/blogs.nist.ac.th\/technology\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.nist.ac.th\/technology\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.nist.ac.th\/technology\/wp-json\/wp\/v2\/comments?post=15208"}],"version-history":[{"count":9,"href":"https:\/\/blogs.nist.ac.th\/technology\/wp-json\/wp\/v2\/ht-kb\/15208\/revisions"}],"predecessor-version":[{"id":18362,"href":"https:\/\/blogs.nist.ac.th\/technology\/wp-json\/wp\/v2\/ht-kb\/15208\/revisions\/18362"}],"wp:attachment":[{"href":"https:\/\/blogs.nist.ac.th\/technology\/wp-json\/wp\/v2\/media?parent=15208"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/blogs.nist.ac.th\/technology\/wp-json\/wp\/v2\/ht-kb-category?post=15208"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/blogs.nist.ac.th\/technology\/wp-json\/wp\/v2\/ht-kb-tag?post=15208"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}