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GOOGLE DRIVE

Google Drive is a cloud-based file storage and sharing application that is part of the Google Apps for Education suite. All Smith students, faculty, and staff are allocated unlimited storage for their Google Drive files, Smith Mail, and Picasa web albums. (For information about maximum allowable file sizes, click here.)

IMPORTANT: Do not store files containing Personally Identifiable Information, Secure Data, or Protected Data in your Google Drive account. For definitions of these terms, see section 6.3 of the ITS Comprehensive Information Security Program.

Using Google Drive
Download Google Drive to your desktop
Sharing and collaborating
Syncing files shared with you
Managing file and folder ownership

Students: Transferring files from your H: drive (Home directory) to Google Drive




Using Google Drive


To learn more about Google Drive, the Google Drive Help Center is an excellent source of instructional documents and videos.

Lynda.com also offers an online Google Drive Essential Training course. To access it:

  1. Use your network username and password to log in to: portal.smith.edu

  2. On the General tab, click Lynda. com.

  3. Browse the library for Google Drive and select the Essential Training course.

  4. The course is divided into eleven sections, including Getting started, Uploading, Sharing files, and Creating Google documents. You can start at the beginning or jump to any topic of interest.

  5. Pay particular attention to the sections that cover downloading and using the desktop version of Google Drive.


Download Google Drive to your desktop

To get the most functionality from Google Drive, we strongly recommend downloading the desktop version to your computer. For more information, click here.


Sharing and collaborating


Google Drive document-sharing is powerful tool. You can easily share your files and images with others without having to email them as attachments. You can give others rights to edit individual files or a whole folder, and even share files with non-Smith, non-Google users. For more information, click here.


Working with files or folders that have been shared with you

If another user shares a file or folder with you, you must move it from the Incoming folder to the My Drive folder before you can create a new file or folder within the shared folder. For instructions, click here.


Managing file and folder ownership

You can share files and folders with any user inside or outside Smith. However, you cannot transfer file or folder ownership to anyone who does not have an "@smith.edu" email address.


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STUDENTS: Transferring files from your H: drive (Home directory) to Google Drive



On a Smith lab computer, library computer, or other networked computer
:

  1. Log in to your Smith network account.

  2. Open your Smith Mail account, click the grid icon beside your name, and choose Drive from the drop-down menu.



  3. In the old Drive interface, click the up-arrow beside the Create button and choose Files or Folders.



  4. In the new Drive interface, click the My Drive button at the top and choose Upload folder or Upload files.



    (To switch to the new interface, click the Gear icon and choose Experience the new Drive.)

  5. In the next window, navigate to your H: drive, select the files or folders you wish to upload, and click Open.

Note that you can also copy your H: drive files directly to an external USB drive if you prefer.



On your OWN computer
:

  1. Use a secure file transfer program to copy files and folders from your H: drive (Home directory) to your computer's hard drive or a USB drive.  (For instructions, click here.)

  2. Once your files are stored locally, you can open your Google Drive account and upload them to Drive if you wish, as follows:

    1. Open your Smith Mail account, click the grid icon beside your name, and choose Drive.

    2. In the old Drive interface, click the up-arrow beside the Create button and choose Files or Folders.

    3. In the new Drive interface, click the My Drive button at the top and choose Upload folder or Upload files.  

      (To switch to the new interface, click the Gear icon and choose Experience the new Drive.)

    4. In the next window, navigate to the location where you saved your files or folders, select those you wish to upload to Drive, and click Open.

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Copyright © 2014 Smith College Information Technology Services  |  Stoddard Hall 11  |  Northampton, MA 01063
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 |  Last updated November 6, 2014

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