By Kathryn Magura
I’ve been using Google Drive apps personally for quite some time. I find that it’s more convenient for saving documents – especially if I’m working collaboratively on something with other people – to use a Google Doc or spreadsheet than sending an attachment via email.
Needless to say, when I found out our campus was partnering with Google to bring Drive to campus, allowing us to create and share documents with our University credentials, I got very excited. We’ve been a Google Drive campus for about 6 months now, and it’s been great!
Here are some of the ways I have been utilizing Google Drive on campus. Some of these techniques can be helpful for you, even if you are not currently using Google Drive on campus:
- Edit a document collaboratively with colleagues across campus: Not only can I track changes made by other user accounts, I can ensure FERPA guidelines are enforced by restricting access to either specific accounts, or to those within my University who have the link.
- Share documents across units or departments: I have found over time that we have made our share-drive for our department so locked down and restricted, that it is impossible to share documents across units or departments without sending massive email attachments. Through Google Drive all I have to do is send a link, or personalized email to a user, and they can either see or edit the document.
- Multiple users can edit a document simultaneously: Have you ever tried to access a document only to find that someone else has it locked for editing on their machine? So annoying. Good news though, with Google docs you can allow for users who have access to a document to edit the document at the same time. Or better yet, if you only want people to look at a document but not edit, you can;
- Allow collaborators to look or comment but not edit: There have been times I’ve wanted people to look at a document, but didn’t want them to make any edits. Thankfully Google anticipated this by allowing you to give various access levels to users. My favorite is to allow people to make comments on a document but not edit it entirely. This allows people to share thoughts but not accidentally make changes. If you do allow people to make edits, and something goes wrong;
- You can revert back to old versions and see what content has been edited: Again, Google seems to have anticipated a common occurrence in the workplace: someone accidentally edits a document or deletes a key element you needed, and it saved before you had a chance to stop them. Good news! Google Drive tracks edits and allows the originator of the document to revert back to previous versions.
So these are just some of the ways I have benefited from the use of Google Drive at work. In fact, Google Drive has been so useful, we used the spreadsheet function for our end of the year residence hall check out process (leave me a comment below if you’d like to know more about how we used Google spreadsheets for closing). How have you utilized Google Drive on your campus?