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google drive

Will I be able to open shared Google docs? How do I share docs & links?

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Will I be able to open shared Google docs? How do I share docs & links?

Open & edit documents

“(Before the migration), if someone shared a google document to my personal gmail account to open/edit the document, I could not open the document using my company Microsoft company account. Will this change when we rollover to Google Mail for our company?”

SHORT ANSWER: Yes :)

COMPANY GOOGLE ACCOUNT LOGIN

As soon as cutover happens on a predetermined cutover date, you can have your company google account open to edit the google sheet/document. Please see screenshot below for an example which shows me editing a document from my Jones IT work google account (just like you will be able to do with your company work google account). Click on the account on the upper right to login to your company google account. Keep in mind that you also have the power to be logged into your personal gmail if you want to switch between easily by clicking “add account” (as you can see my personal google account is also logged in).

SHARING PERMISSIONS

Keep in mind that the google document must be shared with your work google account (yourname@yourcompany.org) and whomever shared it with you must give you permissions. One thing you can try is sharing documents with yourself from your personal google account to your company google account. Please see below screenshot. Click on the blue “Share” button on the upper right while the document is open. You will get the “Share with others” popup where you can enter the email addresses of the people you want to share and their permissions (can edit, can comment, or can view).

SHAREABLE LINKS (Bonus material if you’re curious)

It’s also important to know about sharing documents with links. Once you click the blue “Share” button on the upper right while the document is open and the “Share with others” popup opens, you can click the button “Get shareable link,” which will copy the link to your clipboard and let you paste that link wherever you want to share it (e.g. in email). But please beware that the default security is that “anyone at company with the link can view” and if you want to change those settings for that specific document you must click on where it says “Anyone with the link can…”. This will will bring up a menu as seen in first below screenshot "Share with others." If you need more options (like sharing outside company & public), click on “More…” and you will then see more options as seen in second below screenshot "Link sharing."

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Why did my email change to this weird address (yourname%company.com@gtempaccount.com)? Will this temporary address be a problem?

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Why did my email change to this weird address (yourname%company.com@gtempaccount.com)? Will this temporary address be a problem?

weird temporary address

“I was notified that my Google account has been duplicated and now my old address is being changed to this weird temporary address (yourname%company.com@gtempaccount.com). Should I worry about this? What happened to my normal address (yourname@company.com)? Will this affect my shared Google Drive docs?”

SHORT ANSWER: Don’t worry. This is normal behavior during the migration to G Suite.

TEMPORARY ALIAS: During the migration process to G Suite, you may still sign in to Google Apps using the temporary username that Google provides (jane%mydomain@gtempaccount.com). Once the G Suite migration is complete, these conflicting accounts will no longer be an issue.

GOOGLE DRIVE DOCS ACCESS: You should still have access to the Google Drive docs you had in the past. These temp addresses are just an alias Google creates during the migration process and will be back to normal once the migration cutover is complete.

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How do I create private folders and documents in Google Drive?

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How do I create private folders and documents in Google Drive?

Certain folders and documents may need to have limited access (e.g. employee reviews, HR, finance, etc.).

In the following article, we will go over setting up private folders & documents. 

(2) Update the name

(1) Start by creating a "New folder..." in the desired location within Google Drive. You can click on the blue "NEW" button or right click. 

(4) You will then see "Share with others" menu. 

(3) Right click on the new folder and click "Share..."

(6) Under "Who has access" section and on the "Anyone at your organization who has the link can view" option, select "Change..." From here, you should see the "Link sharing" window. Make sure to select "Off - Specific people" so that you the folder documents will only be "Shared with specific people." Next, click the blue "Save" button. 

(5) Next, click on "Advanced" to pull up the "Sharing settings" window. 

(8) When inviting users to access the folder, be mindful of the desired permissions.

  • You can choose between: "Can organize, add, & edit" OR "Can view only."

  • You can keep the "Notify people" checked and click the blue "Add message" link to include an optional personal message to give people a heads up.

  • Under "Owner settings" you can check "Prevent editors from changing access and adding new people" to lock the folder down even further. Only problem with checking this option is that any others in your private folder group will have to go through you each time additional users are added to the private folder...just something to think about.

(7) Once your folder is private, the "Sharing settings" should list the "Who has access" section with "Private - Only you can access". Once this is set, you can add people to access the folder in the "Invite people:" section. 

(10) To create private documents in your private folder, select "New" or right click within the private folder. Then select the type of document you want to create. 

(9) After inviting people, you should see the list of users "Who has access." For additional help on managing the permissions, have a look at our article on managing sharing here.

(12) If you need to update the sharing settings for an individual document, right click on the file and click "Share..." OR when the document is open click the blue "Share" button. Additional details on managing sharing can be found here

(11) Once a document is created, you will get an alert "Create in a shared folder? The created item will have the same sharing permissions as the selection folder." Select "OK" and you have successfully set up your private folder and document! 

 

Get Help With Your IT

 

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How can I use Gmail Offline & work on Google files offline (Drive, Docs, Sheets, etc)?

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How can I use Gmail Offline & work on Google files offline (Drive, Docs, Sheets, etc)?

Offline Gmail

With Gmail Offline, users can access their mail and compose new messages when they don't have an Internet connection, or when their connection is unreliable or slow. When users reconnect, Gmail automatically sends any outbound messages. Note that the maximum sync period for data is 30 days. 

Using the Gmail Offline Chrome app (recommended)

Gmail Offline capability is provided as a free Chrome web application.

Learn how to use the Gmail Offline Chrome app.

Offline Gmail for your domain

To turn on Offline Gmail:

  1. In your Google Admin console (at admin.google.com)...
  2. Go to Apps > G Suite > Gmail > Advanced settings.
  3. Scroll down to the End User Access section, and check the Enable Gmail Offline for my users box.
  4. Click Save changes. (There may be a delay before the change takes effect.)

When you enable Offline Gmail, your users will see a new Offline tab in their Gmail settings.

Get your users started with Offline Gmail

Each user who wants to work offline must do the following to enable Offline Gmail:

  1. Click the Settings link in the top-right corner of Gmail.
  2. Click the Offline tab (available only if Offline is enabled for your domain).
  3. Select Enable Offline Mail for this computer.
  4. Click Save Changes and follow the directions from there. 

Known Offline Gmail issues

People can use their Gmail accounts offline much as when they're connected to the Internet. But check out these known issues for features that aren't currently available.

Learn more about Offline Gmail.


Work on Google files offline

If you aren't connected to the Internet, you can still create, view, and edit files on:

  • Google Docs
  • Google Sheets
  • Google Slides
  • Google Drawings

For instructions, please visit the following link (https://support.google.com/docs/answer/6388102?co=GENIE.Platform%3DDesktop&hl=en) OR follow along with the video below.

 

More resources can also be found here:

Make Google Drive files available offline

You can turn on offline access for your entire Google Drive. Offline access is only available in the Google Chrome browser.

  1. Connect to the internet.
  2. Go to drive.google.com/drive/settings.
  3. In the "Offline" section, check the box. It may take a few minutes for the offline access setting to turn on.

Make specific files available offline

  1. Follow the steps above to turn on offline access in Google Drive.
  2. Open the Google DocsSheets, or Slides home screen.
  3. On the file you want to use offline, click More .
  4. Click Available offline. A checkmark will appear in the bottom left corner to show that the file is available offline.

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