Google@UH Drive FAQs

Overview

Google Drive allows you to upload/create files online, giving you the ability to share and access these files anywhere. This document is a compilation of frequently asked questions (FAQ).

 

How Do I Create/Edit a Google@UH Drive document?

To create a new document

  1. If you are logged in to Google@UH mail (http://gmail.hawaii.edu), click on Drive in the upper left-hand corner.  Otherwise, visit http://gdocs.hawaii.edu directly.

  2. Click on the red Create  button and select the document type (i.e., Document, Presentation, Spreadsheet, Form, Drawing, etc.).

For information on editing a Google document consult the following Getting Started Guides

 


How Do I Delete a Google@UH Drive document?

Deleting a document

  1. From the Drive document list, select the document by placing a checkmark, then click on Remove .  Alternatively, after selecting the document by placing a checkmark, you can click on More, then Remove.

  2. Select the Trash folder and click on Empty trash to permanently delete any docs in your Trash folder.

Additional Considerations

  • If you are not the owner of a document, you may still remove the doc from your list, however it will not be shown in the Trash folder.
  • If you are the owner and sharing a document, upon deletion the document will be completely removed from Drive for all collaborators, and they will no longer have access to the document. Before deleting a document, you may want to make someone else its owner so that your collaborators can still access it.

For more information on deleting a Google @ UH Drive document please consult https://support.google.com/drive/bin/answer.py?hl=en&answer=49114&topic=1361461&ctx=topic.


How Do I Share or Change the Owner of a Google@UH Drive document?

If you are the owner of a Google Drive document, you can share the document with other UH users or assign ownership of the document to another UH user.

Sharing a Google Drive document

  1. From the Drive document list, select the document by placing a checkmark, then click on Share .  Alternatively, after selecting the document by placing a checkmark, you can click on More, then Share.

  2. In the Sharing Settings window that appears, enter the email address or addresses of the user or users you would wish to share with.

  3. Choose the permission level that you wish to apply for the user or users (Edit, Comment, or View).

  4. Choose whether to notify the user or users that the document has been shared with them by checking the appropriate checkbox.

  5. Click Share & Save .

Changing ownership for a Google Drive document

  1. If you have not already shared the document with the person you wish to designate as the new owner, follow the steps above to share the document. If the document is already being shared with the person you wish to designate as the new owner, follow steps 2-5 below.

  2. From the Drive document list, select the document by placing a checkmark, then click on Share .  Alternatively, after selecting the document by placing a checkmark, you can click on More, then Share.

  3. In the Sharing Settings window that appears, click on the permission level next to the user you wish to designate as the new owner.

  4. Select Is Owner as the new permission level.

  5. Click Save changes.

Additional Sharing Information

  • Sharing can be quickly accessed while the document is open by clicking on the blue Share icon  in the upper right-hand corner.
  • By default, any individuals you share the document with who are assigned editing privileges can add other individuals and change permissions.  You can change this behavior in the Sharing Settings window by clicking on the Change link below the Add People area.
  • By default, the document will only be visible with individuals who you've explicitly added.  You can change this behavior in the Sharing Settings window by clicking on the Change link next to Private.

 

Google provides instructions on changing the owner from within the document or through the Docs list at the following link.

https://support.google.com/drive/bin/answer.py?hl=en&answer=2494892&from=92358&rd=1

 


How Do I Upload or Download a Document Using Google@UH Drive?

Uploading a document or file

You can upload files to Google@UH Drive to be able to share and edit files online.

  1. In Google@UH Drive, click on the red Upload  button.

  2. Select either Files or Folder depending on whether you would like to upload a single file or an entire folder.

  3. Navigate to and select the file or folder you wish to upload.

  4. Select the appropriate checkbox if you would like to convert the document to Google's document format(s) and optionally choose the folder and share permissions, then click Start upload.

For more information on uploading files to Google@UH Drive please read https://support.google.com/drive/bin/answer.py?hl=en&answer=2424368&from=50092&rd=1

Downloading a document or file

  1. From the Drive document list, place a checkmark next to the document or documents you wish to download.

  2. Click on More, then select Download.

For more information on downloading/exporting files from Google Docs please read https://support.google.com/drive/bin/answer.py?hl=en&answer=2423534&topic=2375187&ctx=topic

Data encryption

Data uploaded and downloaded from Google Drive are generally encrypted in transit between Google Drive and your web browser using the TLS protocol. Additionally, all files uploaded to Google@UH Drive (except videos) are encrypted while stored on Google's servers. Note, however, that when you provide access to a file or folder in Google Drive to another person, that person has access to the unencrypted data. Therefore, it is critical that you carefully maintain the list of users and groups that your file and folders are shared with in Drive to ensure that unintended audiences can't view or edit your data. Furthermore, the data encryption described here and in use with the Drive service does not imply a sufficient level of security to be used for confidential or personally identifiable information (PII).


Downloading and Installing the Google Drive Application

Google provides an installable Google Drive application that can sync your Google@UH Drive files to a local folder on your computer.  In addition to syncing files from Drive, the application also uploads any new files you place in the synced local folder to your Drive.

Downloading and installing the Google Drive application on Windows

  1. Visit https://tools.google.com/dlpage/drive/index.html?hl=en_US.

  2. Click on the Download Google Drive button.

  3. After reading the Terms of Service, click on the Accept and Install button.

  4. "googledrivesync.exe" will begin downloading. Double-click this executable once it's completed downloading to begin the installation.

  5. If you receive a User Account Control prompt, click Yes to allow the installer to run.

  6. Click Close once the Google Drive installer has finished.

  7. A new window will appear after the installation has finished. Click Sign In Now.

  8. At the Google login window, enter your @hawaii.edu email address and click Sign In (do not enter a password, you'll be prompted for one next).

  9. The University of Hawai'i Web Login Service page should appear.  Login normally with your UH username and password.

  10. A "Welcome to Google Drive" window should appear with information about the Google Drive application.  Click Next.

  11. At the next window, click Advanced if you wish to alter the application's default settings.  Otherwise, click Start Sync to begin syncing your Google@UH Drive files and documents.

Downloading and installing the Google Drive application on Mac OS X

  1. Visit https://tools.google.com/dlpage/drive/index.html?hl=en_US.

  2. Click on the Download Google Drive button.

  3. After reading the Terms of Service, click on the Accept and Install button.

  4. Click on the installgoogledrive.dmg file that was downloaded.

  5. Drag the Google Drive icon to the Applications folder icon.

  6. Open the Google Drive application from the Applications folder.

  7. Click Open when prompted by OS X that this is an application downloaded from the internet.

  8. Click Sign In Now.

  9. At the Google login window, enter your @hawaii.edu email address and click Sign In (do not enter a password, you'll be prompted for one next).

  10. The University of Hawaii Web Login Service page should appear.  Login normally with your UH username and password.

  11. A Getting Started window should appear with information about the Google Drive application.  Click Next.

  12. At the next window, click Advanced if you wish to alter the application's default settings.  Otherwise, click Start Sync to begin syncing your Google@UH Drive files and documents.

Additional information about the Google Drive application

  • By default, the Google Drive application will start when your computer boots.  No additional action is required to sync new files when you turn on your computer.
  • A Google Drive icon will be placed in your taskbar (Windows) or your menu bar (Macintosh).  Clicking on this icon will display information about the Drive application and allow you to access your files and settings. 

 


Getting Help for Google@UH Drive

Google has very detailed online help articles.  In Google Drive, click on Settings  in the upper right corner of the screen, then select Help. Alternatively, you can browse directly to https://support.google.com/drive/?hl=en&p=mktg_home.

Known issues and recent fixes for Google docs can be found at https://support.google.com/drive/bin/static.py?hl=en&page=known_issues.cs.

You may also contact the ITS Help Desk for support.

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Article ID: 1188
Created: Mon, 09 Aug 2010 1:40pm
Modified: Wed, 20 Feb 2013 12:22pm