Which “Share Settings Do I Use???”

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Due to my volunteer work as a Product Expert in the Google Help communities, I notice many users are confused about the levels of share settings.   Today I’m going to focus on the “Share Settings” found in Google Drive and its Docs Editors (Docs, Slides, Sheets, Forms, and Drawings).   Following is a list of the share setting terms and how they may help the user maintain privacy.

  1. Private – Only you can access
    • Nobody but you may view, edit, copy or share.
  2. Specific People – Ability to share a file or folder with another user.
    • You choose who and add the user to the file or folder.
  3. On: Anyone with Link – Any user with the web link may access.  
    • It is a public link that allows any user to see or share the file or folder.
    • The weblink prevents web spiders from finding the link in search results.
    • Embedding the link on a website or social media posts may make it searchable via a search engine.
  4. Public on the Web – The file or folder may be accessed anywhere on the web. 
    • The file or folder’s web link is easily categorized by the search engines.

Note: 

A  G Suite account offers an extra layer of sharing.  

The extra share settings are as follows:

  • On Domain Name – Any domain user who has the web link may access the file.
  • Anyone at Domain Name with the link – All users of a domain may use a Google Drive filter search to find and access the file or folder.

The above listing provides a basic selection of share settings Google Accounts offer.  Below I have provided an image tutorial you may print or use as part of an instruction tutorial. Keep an eye open for my next post where I will discuss more advanced share setting offered by Google Drive and its Docs Editors.

Cheers to the New Years & Change…

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Image thanks to Pixabay Photographer (CC0) license

In 2019 my posts dwindled due to many life distractions.  However, it is my goal in 2020 to start posting on a more regular basis.  In 2020 you will notice a slight change of focus with each new post. The blog will continue sharing technology tips, tricks, tutorials, and ideas. What will change is my focus on using educational technology.  In 2020 I will share how technology may enhance more than the academic arena.

Technology is a tool that has enhanced many aspects of my life. My innovative journey started thanks to my daughter. She opened my eyes to the importance of bringing a computer into our lives. It led to my searching for best practices for using technology to enhance her academics.  During this time I also started using technology to create digital designs. I don’t think it was a surprise that I’d quickly adapt to using technology in creative ways.

Beyond using technology for my creative pathways as an artist it has also supported my physical exceptionalities.  Due to my chronic spine issues, I have discovered independence thanks to technology, and am looking forward to the new journey ahead of me.  The intent of my blog is to share new technology adventures along with tips, and tricks for supporting a variety of lifestyles.

My Hero 2-Step Verification

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Today two-step verification saved the day! 2-step verification is now my number one superhero. I was happy upon receiving a notification about one of my social media accounts. The hacker only got as far as the password. I immediately changed my password upon receiving the alert. Maintaining safety and privacy is a collaborative effort between the individual user and online businesses. So please think about safety first and consider setting up at least 2-step verification for your online accounts.

Secret Tips for Overlapping Google Docs Images

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Overlapping images in a Google Doc isn’t hard at all. Today I’m going to provide you with some tips to take the struggle out of overlapping images. Overlapping images allows the creator to design attractive and more engaging visuals.

Following is a list of the most important tips to remember when working with images.

  • Set image to wrap text
  • Change margin to 0″
  • Use scroll arrows & shift key to move image in small increments

The below video explains the steps for overlapping images in a Google Doc.

Control your Google Drive Files Privacy Share Settings…

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In today’s world, one often hears people focused on privacy concerns. Privacy concerns aren’t limited to the field of education. People from all walks of life are worried about maintaining privacy. Controlling your Google Drive Share Settings may help you maintain a safe cloud storage experience.

Google Drive provides some hidden share settings which support maintaining the utmost security levels. The first rule of thumb if a file, photo, or video is for “your eyes only” don’t share. Not sharing a file is the safest form of privacy. If you share a file beware of what “Public on the Web” or “Anyone with a link” means. When a file is public anyone in the world can search and find it. A file shared to anyone is open to the public too! The difference is the second method should not be searchable by search engine web crawlers. Now to learn about the some hidden share feature for securing your drive files.

Sometimes there may be a reason to share sensitive files. Google Drive files may be locked down by taking the following precautions. A file owner may prevent editors from sharing access. The file owner has control of printing, downloading, and copying. My favorite safety feature is “Set an Expiration Date.” Unfortunately for private users, the expiration feature appears only in G Suite Accounts.

Following are directions for using the above mentioned Google Drive safety features.

Prevent Editors from Sharing

  • Check Prevent Editors from Sharing
  • Click Blue Done Button

Stop Commenters & Viewers from Printing, Copying & Downloading

  • Open Google Drive, Docs, Sheets, or Slides
  • Click File to Highlight
  • Click Share
  • Click Advance
  • Check Disable Options to Download, Print and Copy for Commenter and Viewers
  • Click Blue Done Button

Set File Expiration Date

As an Educator I found this setting useful when sharing files with a long term substitute. When the school year ended the files magically disappeared from the substitutes Google Drive. I believe this is one of those worthwhile timesaving tips.

Note this Google Drive Files
Feature ONLY WORKS with G Suite Accounts

  • Open Google Drive, Docs, Sheets, or Slides
  • Click File to Highlight
  • Click Share
  • Click Advanced
  • Hover over the person’s name, click Set expiration
  • Set the Date
  • Click Save Changes
  • Click Blue Done Button