GOOGLE DRIVE BENEFITS

PATRICK BOWERS
 Learning Outcomes

By the end of this presentation, the learner will…

• Have better understanding of how to use Google
Drive
• Be able to create folders
• Understand how to share public and private
documents
• Be able to use the Google Drive app on their
tablets/ cell phones
 GOOGLE DRIVE SECURITY FEATURES
BY DEFAULT
• Storage in the Cloud
• If your computer crashes or your hard drive fails, your document will still exist in
Google Drive
• Protection
• Communications between Google Drive and your computer are encrypted to
prevent people from spying on your documents as you edit or read them
• Google Authentication & Authorization
• Google provides insight how to specify a good password for your
account and prevents unauthorized access to your documents
• Google Drive Files are Private by Default
• Only your account has access to the file when you create a new file in
Google Drive
• Change Tracking (Google Docs Only)
• Google drive automatically tracks changes to the document, allowing
you to revert back to previous versions if an unwanted change is
implemented
 GOOGLE DRIVE: PRIVATE FILES AND
FOLDERS
• Private File
• Default Google Drive file permission when uploading
or creating new documents
• Only the owner can access the document
• Private Folder
• Folders are private by default
• Folders can store multiple files and sub-folders
• A private folder can contain both private and shared
files and sub-folders
• Organization
• Numerically, alphabetically or color code
 GOOGLE DRIVE SHARING SETTINGS:
VISIBILITY OPTIONS
• To share files, click on the Blue button in the top
right corner.

• To share folders, right click the folder and click

Share.
 GOOGLE DRIVE SHARING SETTINGS:
VISIBILITY OPTIONS

• Once you click share, you can then type in the

email of the person you wish to share it with or get a
sharable link.
 SHAREABLE LINK

• With a shareable link, you can post it anywhere on the

internet and determine who can see it.
• You select the one that best suits your needs
• Great resource for publishing documents on the web
and only updating in the drive
 WHY CHANGE PRIVACY RIGHTS

•So anyone on the internet can access your file

without being required to have Google
•To allow anyone you share the link with to access
your files without being required to have Google
•To allow only those within your organization to have
access
•To only share with certain people
 GOOGLE DRIVE SHARED FILE USER
ROLES/ACCESS LEVELS
•Within Google Drive, you have the ability to
determine how others view your documents such as:
GOOGLE DRIVE SHARED FILE USER
ROLES/ACCESS LEVELS
•Owner •Commenter
•Full Control •Read only with the
•Editor ability to comment
•Edit document •Can download or
•Add/Remove users by make a copy
default •Viewer
•Cannot delete •Read only
document •Can download or
•Can download or make a copy
make a copy
 HOW TO CREATE A NEW FOLDER

•At the top left of the screen, directly under the

Google Drive icon you will see a “+” symbol that says
“New”
•Click on “+ New” and the option will appear and
click on the word “Folder”
•You have created a new folder
•To share, right click and follow the steps from the
previous slide
 HOW TO CREATE A NEW FOLDER
USING THE GOOGLE DRIVE APP
•First download the Google Drive app
•Next click the “+” symbol in the bottom right corner
•Then click on the “Folder” icon and label it
•To share a folder using the app, lick on the three dots
on the right side of the folder
APP
 Source

https://it.gwu.edu/sites/g/files/zaxdzs1131/f/downloads/Intro_to_Google_Drive_Security_and_Smart_Sharing_Practices
_FINAL.pptx