Which “Share Settings Do I Use???”

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.

Secret Tips for Overlapping Google Docs Images

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.

Power of G Suite Share Settings…

It seems “Share Settings” is one of those misunderstood tools embedded into G Suite APPS. “Share Settings” may become a powerful tool to use. It is up to the user to follow some simple best practice for sharing files and folders for maintaining the utmost privacy in the realm of education. The Google for Education Team supports “Privacy and Security” within the tools they provide for educators and students to use.

Maintaining both FERPA and COPPA compliance is dependent on how “Share Settings” are used. Below you will find instructions for helping you to understand how to use Google Products share settings.

Share Settings Basics

If you are sharing a file or folder it is important to understand what the following three settings mean:

Share Settings what do they mean_ (2)

Collaboration Share Settings

Collaboration Share Settings

Share Settings More Controls

Share Settings More Controls

 

Draftback Extension is Magical…

During a Google APPS workshop I tend to point out the “Revision History” Tool. Often stating how it allows the teacher to view a students work in ways they never imagined possible. Revision history permits the educator to see every step a student takes to complete a writing masterpiece. It is the closet an educator may come to understanding a student’s thought process. What makes this even easier to do is the Draftback Chrome Extension by J. Somers.

The Draftback Chrome Extension attaches to a Google Doc.  It allows the user to create a animation of the authors writing process. Like magic draftback displays every edit created up to the very last Google Doc sentence. This lets an educator view the writing process in ways they were never able to before. It allows the teacher to provide authentic proactive feedback to assist the student author with improving upon writing skills.

Draftback.gif

Keep as a Graphic Organizer

Recently I was asked what is the best Google APP to use as a Graphic Organizer. My response was Google Keep. This was followed by my explaining how Google Keep allows the student to make lists and or create a sketchnote.  It is now easy for a list or image to be added into a doc. This provides the students with an opportunity expand their writing with details.

Google Keep Vangogh

Use Google Keep to Take Notes

  • Google Keep is excellent to use for note-taking
  • The ability of Google Keep for floating on top of another website while creating a research notes list.
  • Integration with Google Doc makes this a built in Graphic Organizer
    • Keep lists check box info maybe organized by dragging to change order
    • Keep list notes when accessed from within docs can be simply added into doc
    • This allows the student to provide more details  and expand upon the information of the listed note.
  • Student can also use Keep as a whiteboard to write out math computation
  • The whiteboard image can be inserted into a Google Doc.
  • Image files may be downloaded and saved to insert into:
    • Slide Presentation or Google Forms as a computational proof.
  • Use of labels help organization content
    • Click label and it brings up all notes for that content area
  • Students can set reminders to study material for upcoming assessments
  • Add images to support research topics
  • Color code Notes for to easily find subject areas
  • Quickly search for a note