Google Docs/Drive

File Management

• Upload a single File from your H: or S: drive by clicking +New > File upload
• Upload a Folder from your H: or S: drive by clicking +New > Folder upload
• Move folders/files by clicking and dragging
• Create a folder by clicking +New > Folder
• Change the color of a Google Drive folder by right-clicking > Change color
• E-mail/sharing
  • you can share a Doc rather than attaching a document to an email
  • instead, you attach an email address to the Doc!
• When you delete items in Google Drive, you are moving it to the Trash. It will remain in the Trash for 30 days or until you empty the Trash folder. 

The PISD Cybersecurity Team had to turn off some features due to security concerns with Google Apps Scripts (that info was emailed to staff on Wed. 3/5/25). We have received several reports from staff expressing concern about this change in Google Drive and Docs sharing rules and Autocrat emails, and more. 

When a staff member shares a Google Doc, others no longer receive an email to notify them. They do have access to the file and can find it in their Google Drive “Shared with me”. 

Solutions:

Install the Google Drive app on your iPad or personal device

• If staff have the Google Drive app installed on their iPads and/or their personal cell phones, sign into it with their PISD email, then they will receive the notification that a Google Drive file has been shared with them (they may need to edit the notification settings on their personal device).

Email your colleague

• When a document is shared, email your colleague to let them know and ask them to check their Shared with Me folder or include a hyperlink to the doc in the email. It's a manual process, but it works! 

Install Google Drive Desktop to access Google Drive from your Windows Explorer Files.

*** This is only available on Desktops or Laptops. It is not available on Chromebooks.

Installing: 

1. Click on the App Depot tile on your Windows Desktop dashboard. 
2. In the Search bar (top right), search for Google Drive Desktop (it may be on the Applications page when you open App Depot).
3. Click on the image, then click Install.

Google Drive: Leaving the District

Includes information on how to Transfer Ownership and how to Export your Google Drive Files and Folders. 

Uploading a Microsoft to Drive

Click on +New, then File upload. Then you will locate the Word/Excel/PowerPoint file to upload. 

Google now lets you edit a Word/Excel/PowerPoint file in its native format. You can always convert it to Google format, if you want. If you do convert it to a Google Doc, a duplicate is made: 

Working with Microsoft Office files in Google Drive

Great resource: https://support.google.com/a/users/answer/9308757?hl=en

Upload Settings

You can change your settings to automatically convert Microsoft files (Word/Excel/PowerPoint) to Google Docs (Doc/Sheet/Slide). See the section on this webpage titled "Settings: Convert to Google Docs Format".

 DLT Moving Files to OneDrive From Google Drive

Use Naming Conventions to Organize Drive.

Strategic Naming Conventions can save you time and frustration. Here are some tips for naming files/folders.

🦁Use Emojis in your naming conventions to find your files quickly and easily..

• Chromebooks - Search + Shift + Space. 

• Mac - Cmd + Ctrl + Space. 

• Desktop/Laptops - Windows Key (     ) + Period (.) 

⚡Conventions tips: 

• Drive lists files/folders alphabetically by default.

• Consider using additional elements to prioritize: 

  • 🔢Numbers - start with the year (2023-24, etc.) to appear before alpha listing.

  • 😜Emojis - Use visuals to indicate folder contents.

  • @ Symbols - Keyboard symbols appear at the top.

• More ways to add flair to files/folders:

  • 🎨Color Code 

  • ⭐Star (sparingly)

  •  ℹ  Add descriptions to the Details (similar to tags).

💡Pro-tip: Create a Root folder to house files that are rarely needed or outdated (ex. Unused, Z-archive, etc.).

Organize Your Google Drive - Slide Deck

Organize Your Google Drive Slide Deck

Remove Duplicate Files

TCEA Blog post: Google Drive Cleaner: Remove Duplicate Files

Tips to search Drive from the Omnibox and Advanced Search filtering

Manage Permissions (Transfer ownership, Temporary access)

Manage Permissions

Share Settings  allows you to manage permissions for files and folders such as Transfer Ownership, Give Temporary Access, and Limit the ability for viewers and commenters to download, print, and copy files. 

Click the Share button on the top right.

If you're in your Google Drive, right-click the doc/folder that you'd like to share. Then choose Share.

Sharing Settings: Add Expiration 

• Click the dropdown next to the name.

• Select "Add Expiration"
  • Default expiration is 30 days. 
  • Alternatively, click "Remove expiration" to restore permissions

Sharing Settings: Transfer Ownership

• Only available for Editors.
• Click the dropdown next to name in the Share settings.

• Select "Transfer ownership"
  • A message pops up, confirming the change.
  • Click Yes.

Watch this Gif explaining how to transfer ownership.

Detailed instructions on the Google Support page: Google Drive Sharing Settings

Stop, Limit, or Change Share Settings

Update a PDF Without Changing the Link

Replace the PDF in Google Drive without changing the URL address.

• This is particularly helpful if you have linked the PDF in multiple places and need to replace the document. 
• With the PDF highlighted, right-click and select manage

• In the pop-up window, select Upload New Version.
• Select the new PDF from your files.      

Building Blocks

⏹ Save time by using pre-formatted templates such as email drafts, project maps, meeting notes, and more!

• Insert > Building Blocks >

  • Meeting notes

  • Email draft

  • Product roadmap

  • Review tracker

  • Project assets

  • Content tracker

Learn more on the Google support page: Google Docs: Drop-downs and building blocks

Creating a Google Doc

• From Google Drive, click +New > Google Doc 
• Blank doc comes up in a new window
• Each doc has its own web address instead of a file extension
• ** Alternatively, type docs.new in the address bar (or use shortcut: Alt + C, then T).

Google Docs: Force Users to Make a Copy

To force users to make a copy of your doc,  delete all characters after last forward slash (/) (usu. includes the word "edit") in the URL: 

... and then insert endings:
/copy - force a copy
/template/preview - preview file & forces copy to user’s drive (by clicking "Template")
Ex: https://docs.google.com/document/d/1u_jcZl8ISAE13G07Vo4JX_8RgSCzq1kze6ernCq5S5o/template/preview 

Instructions on how to force a copy including comments

Google Docs: Insert Bookmarks

Use bookmarks to link within a document to a specific section or page. Great for multi-page docs, handbooks, or detailed files.

Create a bookmark: 

1. In the Google Doc, click where you want the bookmark.
2. Click Insert > Bookmark.

Link to a bookmark: 

1. In the Google Doc, select the text you want to link from.
2. Click Insert > Link.
3. In the window that opens, click Bookmarks. A list will show the bookmarks in your document.
4. Click the bookmark you want to link to Apply.

To remove the link or bookmark, click it, then click Remove.

Jake Miller: 5 Ways to Link to Parts of Google Docs

🎦Videos play in Google Drawings without leaving the doc! Save students from having to switch between tabs and play video without YouTube distractions.

1. Select video from Google Slide:

   1. In a new tab (CTRL-T), enter: Slides.new
   2. Insert > desired video into the slide.
   3. Select video, copy (CTRL-C) the video.

2. Place video in a Google Drawing in a Google Doc

   1. Open destination Google Doc
   2. Insert > Drawing > +New
   3. Paste (CTRL-V) desired video in Drawing.  Resize if needed.
   4. Click: Save and Close

3. Click on image to view video

   1. Video will open and play in Drawings
   2. Click Save and Close when finished.

Google Docs: Prevent Users From Making a Copy

1. Click on Share button > Settings gear: 

2. Uncheck the box: Viewers and commenters can see the option to download, print, and copy:

Check the Sharing Settings

1. Make sure the sharing settings are appropriate for your purpose. For example, if sharing with people outside of the PISD organization (parents with a Gmail address), change the sharing settings to "Anyone with the link" and make them Viewers. 

Publish to the Web

1. Click on File

2. Publish to the web

3. Follow the prompts to finish publishing. 

4. Copy and paste the publish link where your users can access it. For example, in an email/your website/teacher page. 

Google Drive Sharing Settings

Table spacing in Docs

• Find the table properties by clicking Format > Table > Table properties
• Adjust column width, minimum row height and row overflow settings
• Adjust cell vertical alignment and cell padding according to preferences
• Consider using smaller measurements to minimize spacing within table.