Tip of the Week: How to Share Documents in Google Drive
Collaboration is something that no modern business can do without, which helps to explain why so many current applications feature it so heavily. Let’s focus on Google Drive and its multitude of collaborative capabilities that so many businesses are now making use of.
This is the foundation of any collaborative process: the capability to share a file and allow others to edit it. Google Drive provides you a few means of doing so:
● From My Drive, click one of your various documents to highlight it and click on the Share icon in the toolbar at the top-right of the page.
● Right-clicking the document and selecting Share will provide you with the option to do so.
● Google Drive’s assorted applications, like Docs, Slides, and Sheets, each feature a prominent Share button at the top of the page.
Each of these options pulls up the same window: The Share with people and groups panel. Let’s examine the options that this panel provides.
The “Share with people and groups” Panel
This panel allows you to select who can access your document, and what they can do with it afterward. As a result, it is simple to share with anyone from a single coworker to an entire department—all you need to do is type in the appropriate name or email address, add a quick message if needed, and determine the access you’re granting:
● Editor—Someone with editor-level access privileges can make whatever changes to a document that they see fit, as well as extend permissions to others to share the document in question.
● Commenter—A commenter has much more limited capabilities, as they are not able to directly change the content of a given document or share it out, but they can leave their feedback and suggestions for an editor to review and approve or deny.
● Viewer—A viewer can read through a document but can leave no feedback or send it along to others.
You can also adjust these settings even more, taking away or adding capabilities as you need to (or even taking away permissions entirely). In the Share pane, click the field that specifies the user’s access and make the changes you need to. From there, you can set an expiration date to their access to match your needs.
The Share pane also allows you to generate a link that allows your document to be shared that way. Under Get Link, you can select the option that gives anyone with the link the appropriate privileges, whether that be edit access or the ability to comment. This access can be removed whenever you need it to be.
Determining Which Documents Have Been Shared
Finally, Google Drive also simplifies the process of establishing which documents have had their access shared. A small icon will appear next to the filename that looks like two silhouettes, so long as you aren’t working in Grid view.
Hopefully, you now have a better idea of the capabilities that Google Drive offers in terms of collaboration. There are plenty of other ways that your business’ IT can help to facilitate teamwork, too, so give us a call at 334-834-7660 to learn more today.
A Document Management System is the Modern Filing Cabinet
Do you realize how much paper you use each year? Do you realize how much paper you have stored in your office? Do you realize that none of that is necessary? Today, digital filing systems as a part of a document management strategy can keep you from wasting your business’ resources on paper, filing, and printing. Here’s how:
Introducing a Document Management System
What if a file cabinet could:
● Independently sort out and organize the files it contains
● Work with your other business solutions to put these files to their proper use, on a variety of devices
● Simplify collaborative processes
● Assist you in your business continuity preparations
● Pull the files you are looking for via a simple search interface
● Protect the files you have stored in it, while ensuring you remain compliant to industry-based regulations
● Enable secure access for your remote workers
All that is possible by integrating a Document Management System into your business’ IT infrastructure. Not only can you get all your documents from almost anywhere at any time, you can cut down the substantial costs associated with file storage and retrieval.
A cloud-hosted DMS can cut document retrieval time and storage costs, dramatically. It’s also a massive benefit for those workers who need access to paper documents, but work outside of your business. Remote work is more prevalent today than ever before and giving your staff the ability to have anytime, anywhere access to any file they need can be very beneficial for your workers, your customers, and your bottom line.
If you would like to learn more about how a comprehensive document management system can help your business cut costs and give you remote access to files that you could only access by going to your office before, call the IT experts at Jackson Thornton Technologies today at 334-834-7660.
Helpful Features Found in Google Docs
Within Google Workspace is Google Docs, a useful word processing solution that can be accessed through your web browser. In case you’re new to using Google’s productivity software, we have decided to assemble a short introduction to some of Google Docs’ most useful tools and features.
Want to check out Google Docs? It’s free for anyone with a Google account, although if you are going to use it for your business, you should talk to us about Google Workspace.
You can log in at docs.google.com to see how the free version works.
Undoubtedly, one of Google Docs’ most useful features must be its referenceable version history. Think about it—you could go back and review how people have edited the document and the rate that progress has been made. This not only enables a higher level of accountability in your work, but it also makes it clear who made certain changes and when these changes were made.
As a result, it is far clearer to everyone involved who has contributed their share, and how the status of the team’s efforts currently stands. Accessing this area is as simple as clicking File>Version history>See version history and choosing from the list of dates and times provided.
If you want to restore a file from one of these past versions, it is as simple as clicking the Restore this version button at the top of the screen in the review section when one of the past modifications are selected.
Interacting with a Document
Due to the collaborative nature of Google Docs, the likelihood is high that your documents are frequently shared throughout your organization and amongst your clients. Of course, not everyone who has their hands on these documents necessarily needs the capability to make changes—or even leave feedback at all.
Google Docs enables you to share these documents while also dictating the amount of access that your recipients have—as well as to limit your own capabilities as well, to help you effectively accomplish specific tasks. This can be done by altering how the document is presented, which comes in three modes: Editing, Suggesting, and Viewing.
Predictably, Editing mode enables a user to make changes. However, with the document set to Suggesting mode, the user can only (as the name would suggest) suggest changes to be made. Likewise, Viewing mode only allows a user to view the document—pretty handy, especially when you’re looking for feedback over collaboration.
Google Docs also comes as a very capable (if limited by the platform) mobile application, enabling your team to potentially make quick reviews and edits while on the move. While we wouldn’t recommend anyone write their next novel from scratch using this method, it can prove handy in a pinch. As you would expect, any changes you make there are reflected to any collaborators you are working with.
Obviously, Google Docs offers many more capabilities that we encourage you to discover for yourself. For assistance in implementing it for your organization, or more information about the other options available to you, give us a call at 334-834-7660 today.