Productivity Tools: Google Drive

Overview

Google Drive is a cloud-based file management and collaboration tool supported by Mines IT. It offers powerful features like real-time file updates, easy sharing, and secure cloud access, making it easier to work with colleagues and manage projects. With Mines moving away from the Z Drive, Google Drive provides a modern, flexible solution for your file storage needs.

Video Training

Video Link: https://mediaspace.mines.edu/media/Productivity+Tools%3A+Google+Drive/1_khy81v8f

Step-By-Step Guide

Accessing Google Drive

  1. Navigate to my.mines.edu.
  2. Log in with your Mines credentials.
  3. Use the search bar in the top-left to type "Google Drive."
  4. Click on Google Drive from the dropdown menu.
  5. A new tab will open, taking you to your Google Drive.

Navigating Google Drive

  • New Button: Located in the upper-left corner, this button allows you to:

    • Upload files or folders.
    • Create new Google Docs, Sheets, Slides, and other files.

  • Main Navigation: Access key sections like My Drive, Shared with Me, Recent, and Starred files.

  • Search Field: Search for files by name, type, or owner. Use filters to narrow results by file type, location, or modification date.

  • Suggested Files: Located under the search field, this section displays frequently accessed files and folders.

Creating and Uploading Files

  1. Click the New button.

  2. Select an option:

    • Folder: Organize files by projects or courses.
    • File Upload: Upload individual files from your device.
    • Google Docs, Sheets, Slides: Create and edit documents within Google Drive.

  3. Alternatively, drag and drop files from your computer into Google Drive.

Tip: Avoid working on local versions of files to prevent version control issues. Use Google Drive to maintain the latest version for collaboration.

Organizing Files

  • Double-click folders to access or navigate files.
  • Use the column headers (e.g., Name, Owner, Modified) to sort files.
  • Right-click on files for additional options like Rename, Move, Share, or Star.

Sharing Files

  1. Locate the file you want to share and right-click on it.

  2. Select Share and enter the names of people you want to share with.

  3. Adjust access permissions:

    • Editor: Collaborators can make changes.
    • Viewer: Collaborators can only view the file.
    • Commenter: Collaborators can add comments.

  4. Use the Copy Link option to generate a shareable link.

  5. Specify whether the link is restricted, available to Mines users, or publicly accessible.

Exploring File Sections

  • My Drive: Your primary storage for files and folders created or uploaded by you.
  • Shared with Me: Files that others have shared with you.
  • Recent: Displays files that have had recent activity.
  • Starred: Lists files you’ve marked as favorites for quick access.
  • Trash: Contains deleted files, which are automatically purged after 30 days.

Managing Storage

  1. Click on the Storage tab in the left-hand navigation.
  2. Review your total storage usage and find large files to delete if needed.
  3. Consider archiving or removing files that you no longer need to free up space.

Best Practices

  • Use folders and workspaces to organize your files.
  • Regularly clean out your Starred and Trash folders.
  • Maintain file version control by working directly in Google Drive.

Support & Resources

If you have questions or need assistance, Mines IT is here to help. Call us at 303-278-HELP (4357) or visit us at the IT Service Desk in CTLM 156.

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