(Application) Google Drive

What is Google Drive?

Google Drive is a cloud storage service that provides each account unlimited storage. Since your data is saved to Google's servers, you can access your files anywhere you have an internet connection. You can upload documents, presentations, pictures, videos, and anything else you may need.

NOTE: Standard image, video, and text file types are supported by Google Drive. You can view the same files as you can using Microsoft Word, Excel, PowerPoint, Adobe Reader, and many others including .ZIP and .RAR file types. A full list of the file types can be found here.

How do I access it?

Access Google Drive via the Google Apps for OSU login portal. If you are already logged in to Google Apps for OSU but are using a different app, you may click Drive at the top of any Google page.

What helpdocs exist for it?

We understand this program can be confusing to some users, so we have created a few helpdocs for anyone who needs them! Click on any of the following articles to get help:

(Google Drive) "Request to share" Emails

"Request to share" Emails

Example

Every folder and file in your Google Drive space can be shared with other users through a link. Whenever someone tries to access this link on an account that doesn’t have permission, they will have an option to request access from you. This option sends you an email like the one shown in the photo.

You can give them access to the material here or simply ignore the email to deny them access. If you believe that you have already shared the material properly, then you should have your users make sure they are using the proper accounts.

(Google Drive) "You need permission" Warning

"You need permission" warning in Google Docs/Drive

Example
If you’re getting this warning when you try to open a link, it means that you don’t have permission to access this file or folder.

If you believe you have permission, double check what account you are signed in as.


Example
If you are signed in as the wrong account, hit the Switch accounts button to login as the correct one. If you actually need permission, hit the Request access button instead. This will send an email to the owner of the shared material requesting permission to the account you are current signed in as.

 


 

If you are trying to use a personal account and not a Oregon State account, please refer to: https://support.google.com/drive/answer/2494822?hl=en

(Google Drive) Creating Files

Creating Files

Create Button

To create a file, click the red "Create" button (labeled as 1 in the screenshot). This option allows you to create folders, text documents, presentations, spreadsheets, forms, drawings and more! Simply choose the file type you wish to make.

 

 

 

 

 

 

 

 

 

 

 

(Google Drive) Downloading Files

Downloading Files

To download a file that is saved on the Drive:

  1. Check the box of the file/files you wish to download
  2. Click on the More button
  3. In the drop down menu, click Download.
Download

 

(Google Drive) How to Export a Google Doc to PDF

How to Export a Google Doc to PDF

  • Someone needs to convert a file to a PDF for easy readability across all platforms 
  • Someone wants to print through the web to OSU Beaver Prints system.
  1. Type drive.google.com in your URL and press enter. Sign in with your Google account. Select a document that you wish to download as a PDF and open it.
  2. Click on your newly uploaded document and select "Open With" and then select "google docs"

  3. Go to “File”, next click “Download as” and finally choose “PDF Document”.Select download as to save as a PDF
  4. It should download into your Downloads or it will have an option to save into your desired folder. Find the file in the folders and open up your PDF to make sure it will successfully open.Saving the file to the proper location

(Google Drive) Sharing Files

Sharing Files

Sometimes you will want to share your file with another person:

  1. Check the box of the file/files you wish to share
  2. Click on the More button
  3. In the drop down menu, hover over Share, and then click "Share..." in the new menu
  4. Add the people with whom you wish to share the document. In the "Invite people" section of the panel, type their name (if they are an OSU student or employee) or their email address. (note: these persons must have Google accounts to see the file you share.)
  5. By default, you are prompted to send an email to persons with whom you are sharing. Alternatively, uncheck the "Notify people via email" box and, instead, copy the "link to share" URL at the top of the sharing settings menu and send that to your collaborators.
  6. Click Done

(Google Drive) Tips & Tricks

Tips & Tricks

Here are tips and tricks for the web browser interface for Google Drive.

Here's the basic Google Drive interface in a web browser.

basic Google Drive interface in a web browser

Organize your content into folders. Click the "Create" button, then click Folder. You can also create a folder inside another folder (this is called nesting).

organize your content into folders

Identify your folder collaborators. Within a folder, hover your mouse over the collaborator icons to see the person's name and their sharing privileges.

identify your folder collaborators

Little arrows hide things! Click on them to find menus and files.

Little arrows hide things

Customize your Upload settings. Remember that files saved in the Google format do not count against your 30 GB quota.

upload settings

Click the button that looks like 9 squares to reveal the other apps you can access. You won't need to enter your username and password all over again.

How to access other Google apps

(Google Drive) Uploading Files

Uploading Files

Create Button

If you wish to upload a file or folder from your local computer, click the red "Upload" button (labeled as 2 in the screenshot) and select the files or folders you wish to add to the drive.