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.
Tip of the Week: Pin a Chrome Tab for Easy Access Later
Google Chrome is far and away from the most used Internet browser on both PC and mobile platforms, so it only makes sense to make using the Chrome browser as convenient as possible. Here’s a tip to help you simplify your Chrome browser tabs management.
Pinned Browser Tabs
Most times, you’re going online to do a set list of things, using just a few certain websites more than most others. Studies have shown as much. However, if a user prefers to keep these tabs open throughout their browsing session, it is too simple to accidentally close it out when trying to navigate between them.
This is where the benefits of pinning a browser tab become apparent.
By pinning a browser tab, your tab can no longer be closed out and the website name is removed so that it takes up less space and leaves more room for other tabs.
Pinning a tab is simple:
1.Right-click on the tab
2.Select Pin tab from the drop-down
When you want to unpin your tab, follow the same process, and simply select the correct option from the same drop-down. If a tab has been pinned, any internal links (directing to a page on the same website) will open in that tab, while external links will open in a new, unpinned tab.
Interested in learning more about how your technology can work harder for you? Reach out to Jackson Thornton Technologies today by calling 334-834-7660.
Tip of the Week: Keep Your Gmail Messages Private
Gmail has proven to be as secure as most other email platforms, but email is email and there are times when you send an email that isn’t opened promptly and you’d rather not have the information in that message get sent around or archived where you can’t control it. Now Gmail has added a feature that allows users to send messages that will delete themselves in a predetermined time frame, and work to keep the contents of those messages from being shared. Let’s take a look at them today.
Introducing Confidential Mode in Gmail
We’re all familiar with the secret agent that has a mission briefing that will self-destruct when it finishes. Made popular by the Mission Impossible franchise of movies, Gmail now gives users the ability to essentially do this. Users that don’t want messages to disintegrate over time can also send a passcode via text message that the recipient must enter to read the contents of the email. Pretty useful stuff.
Using Gmail’s Confidential Mode
Once you have the Compose window up, you will want to click on the little icon of the padlock and clock next to the Send button. This will toggle confidential mode on/off. Clicking on it will bring up a compose window in Confidential mode.
From here you can set the message’s expiration date if you so choose. It ranges from a day to five years, and you can select to provide a passcode for further security. If you do select to have a passcode, you will then be prompted to enter the phone numbers for both your phone and the recipient.
On mobile, Gmail offers additional confidentiality, using a similar process. To compose a confidential email, open the three-dot menu and select Confidential mode, and then select the preferences you’d like for that particular message.
Obviously, this doesn’t guarantee security, but it will go above and beyond just sending a standard email.
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