Google Drive provides a single place to store, access, create, edit, and share documents, files and folders of all types.
File Creation & Storage
In Google Drive, you can:
- Create Google Docs, Sheets, and Slides
- Store and share other file types, including documents, presentations, music, photos, and videos
- Open many file types from your browser, including PDFs, Microsoft Office files, high-definition video and many image file types, even if you don't have the corresponding program installed on your computer
Google Drive lets you share your files and folders with exactly whom you want at whatever level of access you choose. You can control who sees and edits your files by adjusting visibility options and access levels. In addition, you can also collaborate in real time with colleagues or classmates.
NOTE: Be aware that if you're using confidential data it's important to understand with whom at and what level of access you are sharing files. Remember to limit file visibility to only those who need access and periodically review file access settings to make sure you're in compliance with campus data requirements.
To access Google Drive from your UD Google Apps account, click the Apps launcher (3 x 3 grid) in the upper right corner of any UD Google Apps window, then click Drive.
To access Google Drive on the web, log in with your University of Dayton username and password at http://drive.google.com/a/udayton.edu.
To access Google Drive from your Mac/PC desktop, download the Google Drive Desktop App, a downloadable application for Windows and Mac computers that lets you sync files between your computer and Google Drive on the web. See the "Google Drive Desktop App" section below for more information.
As users of Google Apps for Education, each member of the UD community has unlimited storage across Gmail, Google Drive, and Picasa Web Albums.
Google Drive Desktop App
Google Drive for your Mac/PC is an application that provides direct access to your Google Drive as if it were a hard drive attached to your computer. Anything you share, move, modify or delete will be reflected in My Drive (on the web) the next time your computer syncs. The app works by synchronizing files placed in a folder labeled "Google Drive" on your computer hard drive with your UD Google Apps cloud account.
The Google Drive Desktop App can be installed on multiple devices so changes you make to files stored in one location are synchronized to the other.
Important Things to Note
- The Google Drive Desktop App will allow you to view and edit non-Google formats (e.g., Word, Visio) only. If you want the same capability for Google formats (e.g., Docs, Sheets), you will also need to configure Offline Access.
- Because you can install the Google Drive Desktop App on multiple devices, your files may be synchronized in multiple places. You need to be mindful of the types of data you are working with and how permissions are set.
- DO NOT sync or store confidential information on devices or computers shared with other users that should not have access to the data (e.g., public computer, lab computer, shared tablet)
- By default, the Google Drive Desktop App automatically syncs all files and folders located in your My Drive web folder. If you do not want everything to sync, you will need to configure your Google Drive Desktop App settings appropriately.
Google Offline Access
You can work on Google files using the Chrome browser even when your computer is not connected to the Internet.
For mobile devices, you can view all Google files using the Google Drive Mobile App and edit Google Docs, Sheets and Slides using the corresponding Google Mobile Apps (Docs, Sheets or Slides).
Important Things to Note
- When configuring Google Offline Access using the Google support web page, be sure to use the instructions listed under "Turn on and turn off offline access from settings." The Chrome sign-in for offline access is not supported for Google Apps for Education users.
- Only enable offline access on personal computers that you use regularly. Turning on offline access on public or shared computers can put your data at risk, since others may be able to view your synced files.
To add more functionality to your UD Google Apps documents, spreadsheets, and forms, you can install add-ons: tools build by third-party developers for Google Docs, Forms, and Sheets. Once an Add-on is installed, it will be available to use across all of your documents and spreadsheets. You can manage each Add-on individually, and turn it off at any time.
A listing of available Add-ons is available through the Add-on Gallery. Open a new Google spreadsheet or document, then click the Add-ons menu. To revoke access to Add-ons, open a document or spreadsheet, click the Add-ons menu, select Manage Add-ons, and removed the add-on you would like to revoke.
Important Things to Note
- Add-ons interact with your UD Google Apps account and will ask for special permissions in order to function. It is extremely important for you to understand the functionality of the Add-on -- carefully consider the requested permissions before deciding to enable it.
- Some Add-ons provide free versions and offer you an option to upgrade to paid ones. Because Google Wallet is not enabled in the UD Google Apps environment, you will be unable to purchase and use the paid versions.
- UDit will provide "best effort" support, but in general, Add-ons are supported by the creators of the Add-on.
- UDit reserves the right to disable access to any and all Add-ons and to audit Add-on installation if necessary to ensure the security of University data
For general information on how to use Google Drive, visit the Google Apps Learning Center or Google's online Drive help.
In addition, UDit provides access to on-demand training classes through Atomic Learning, as well as instructor-led seminars.