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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

Team Drives 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 Team 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’s support site, external link.

You can share documents from your Google Drive with people outside your domain as long as this option has been enabled by your G Suite administrator. If it is, you can share any of your documents with customers, suppliers, and others outside of your domain.

A word of caution about turning on link sharing

When you open the Sharing window to share your file or folder, you can invite specific people to have access to your files or folders by entering their email address under the “People” field, but note, you can also share using the “Get sharable link” seen in the upper right hand corner of the sharing window:

shareable link

 

Link sharing is turned OFF by default, but if you do click the “Get shareable link”, you’ll notice that the sharing permissions for your file or folder updates, link sharing is turned on, sharing the file or folder with anyone at Ryerson who has this link can view the file or folder.

share with others

Also, the link icon visibly turns to green to indicate link sharing is turned on.  We caution about this since it’s fairly easy to mistakenly turn on link sharing when it may not have been the intention.  This would allow anyone logged in with their Ryerson Google account to view the file or folder if this link gets forwarded to them.  

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 Permission To Access This Item

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.