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Google Drive Guide

 

Getting Started

You can create documents, spreadsheets, presentations, drawings, and forms in Google Drive.

Add-ons are applications created by third-parties and have the ability to interact with your G Suite via your Edu account.

The third parties have separate terms of service from Ryerson’s contract with Google, which raises privacy, security, legal, and records management concerns. It also means that the privacy and security requirements we have established for the core G Suite for Edu services may not be met by these third-party applications. For example, while testing, we discovered that some of these applications do not support Ryerson’s expectation of “privacy as a default setting,” one of the seven principles of Privacy by Design. As a result of these risk factors, we have decided not to enable the ability to install add-ons in G Suite for Edu at Ryerson.

 

Drive Features

You can share any type of document created in Google Drive with your colleagues and work on the document at the same time. You not only see other people's changes as they happen, but you can tell who's doing what! Learn more about sharing and collaboration, external link.

You can collaborate within Google Docs, Sheets or Slides. If you work on a file at the same time as your collaborators, you can chat with each other right inside the Google document, spreadsheet, or presentation. This makes real-time collaboration even easier as you can discuss a project while working on it, without leaving the file to email or chat via Google Hangouts.

Getting started

Shared Drives (previously called Team Drives, opens in new window) are shared spaces, allowing groups to create files and folders that are automatically shared between a group of collaborators and do not have a specific owner - instead, they’re owned by all members of the team, allowing access to remain even if someone leaves the organization.  Learn more on Ryerson's Shared Drives page.

How to Use 

 

Import Files

You can import the following types of documents into Google Drive:

  • Microsoft Word (.doc, .docx)
  • Microsoft Excel (.xls, .xlsx)
  • Microsoft PowerPoint (.ppt, .pps, .pptx)
  • Rich Text (.rft)
  • Plain text (.txt)
  • HTML (.html)
  • PDF (.pdf)
  • Adobe Illustrator and Photoshop (.ai, .psd)
  • Autodesk AutoCad (.dxf)
  • Apple Pages (.PAGES)
  • Scalable Vector Graphics (.SVG)
  • PostScript (.EPS, .PS)
  • TrueType (.TTF)
  • XML Paper Specification (.XPS)
  • Comma-separated values (.csv)
  • Tab-separated values (.tsv)
  • OpenDocument Text (.odt)
  • OpenDocument Spreadsheet (.ods)
  • StarOffice (.sxw)

You can upload files that are stored on your computer, or stored in the shared network folders (S drive), or from you personal network folder (U drive) to your Ryerson Google Drive. View Instructions on how to upload files to Google Drive.

 

Sharing

For step-by-step instructions, visit the Google Drive Help, external link page.

You can give people only as much access as they’ll need to fulfil their role in a shared file. Find out how to stop, limit or change share settings, external link.

For step-by-step instructions, visit the section titled “Give someone access to a file for a limited time” on the Google Drive Help, external link page.

Invite people who don’t have Google accounts to collaborate on your Google Drive files and folders as visitors. You control who can edit, comment on, or view the file. You can also stop sharing the file at any time.

You will be able to share and collaborate on the following files stored in Google Drive:

  • Google Docs, Sheets, Slides and Sites
  • Images*
  • PDFs*
  • Office files
  • Folders (subfolders in shared drives or shared folders in Google Drive)

*You will be able to share images, and PDFs with visitors, they will not be able to edit those files using the native Google apps. If they have edit or comment access they will still be able to comment on the files.

When you send an invitation to collaborate on a Google file, the non-Google user must verify their identity with a PIN. Visitors will be able to collaborate on a shared file or folder for 7 days. If the visitor needs to collaborate longer, they can use the link from the original sharing email to verify their identity again.

Visitors will not be able to own files or folders and they will not be able to share the files and folders more widely.

For help on how to send the invitation to collaborate and instructions for the visitor, please refer to the Google Drive Help, external link, opens in new window site.

When accessing a live form that requires a Ryerson University sign-in:

  1. If the user has logged in to his/her Ryerson google account, he/she will be able to view the live form.

  2. If the user did not log in to any google accounts at all, he/she will be prompted to log on to ryerson.ca domain to gain access, hence the Central Authentication System (CAS) login screen.

  3. If the user has logged in to any google accounts other than Ryerson google account, he/she will be prompted with:
     

"You need access" screen when a user does not have access to a Google Drive file

By clicking Request access, the user is  requesting access to the raw form as collaborator. If the original form creator grants the request, he/she essentially shares the view rights to the raw form (including the spreadsheet behind the form), which should not happen.

Possible Solution:

  1. Ask your students to log out of any personal non-Ryerson Gmail account. If their Ryerson mail is forwarded to a personal Gmail Account, they will have to copy the link to the form and paste it to a note/document/text file, then log out of their personal Gmail before that link will work.

  2. Log into my.ryerson.ca and open a new browser tab or window, then paste the link copied in step 1. This will ensure that the student is logged into CAS before accessing the link to the form you wanted to share.