Welcome, and thank you for listening to the third episode of the Office Tech EDU podcast!
Hosted by me: Beth Heyden, CEOE and Certified Google Trainer
If you haven't yet listened to the podcast but would like to, you can find it here and select S01E03.
In today's episode, I talked about how to properly share and collaborate within a Google application.
Share Settings:
When you click on the share button you can enter in individual names from your contacts or email addresses. Group them so that all those with Edit rights together then click on share. If you then wish to share with others who should only view it, repeat the same steps and change the option to view only. Do the same thing for comments.
Bonus: If you're part of a Google Enterprise (formerly Google for Work), Google for Education, or Google for Non-profit you can time out a collaborator by setting an expiration date. To do this, go back into the shared settings, click on the names of the collaborators, and hover just to the left of the collaboration status until a mysterious clock shows up. You can click on that to customize when that collaborator should no longer have access. Be warned, if the application is still open when the time's up, you'll have to wait until they close the actual application for it to go into effect.
Clicking on 'Get Sharable Link' will default to anyone in your organization/domain can view. To change this, click on 'More' at the bottom. Then choose which selection best fits your needs. Remember the drop-down arrows are your friend.
Advanced Shared Features will allow you to send a copy to yourself, to keep others from sharing with others you don't wish to have it, and to prevent others from downloading, copying or printing. Feel free to also insert the item into your email if it's short and sweet.
Emailing Collaborators:
Do not 'Reshare' a document with someone who already is a collaborator. Instead, go up to 'File', click on Email collaborators, choose who to email it to, and type in a message. They'll receive an email with your message and a link.
Collaborating:
Comments: In Google Docs hover to the right side of your document after you've selected the area you wish to comment on. Click on the 'Add comment' icon to add your comment. Don't forget to click Comment below the textbox when done.
Assigning: To assign a specific person to the comment just add a + before their email address. For example, +beth@officetechedu.com would assign me the comment that is written. Just click the checkbox under the comment where it says Assign. Then the blue Comment button will change to Assign and the email address entered will receive an email to the link.
Don't know if you've completed all of your assignments? Go into your Google drive and if you have a gray circle with a number next to a file, you have something that's not been completed. Search in your Google Drive by clicking the drop-down arrow and select at the bottom, 'Follow up', and select Action items only. The assignments that you have that are not yet completed will be the only thing showing.
Chat: This icon next to your share button to open all comments and assignments that been made and resolved or completed.
Hosted by me: Beth Heyden, CEOE and Certified Google Trainer
If you haven't yet listened to the podcast but would like to, you can find it here and select S01E03.
In today's episode, I talked about how to properly share and collaborate within a Google application.
Share Settings:
When you click on the share button you can enter in individual names from your contacts or email addresses. Group them so that all those with Edit rights together then click on share. If you then wish to share with others who should only view it, repeat the same steps and change the option to view only. Do the same thing for comments.
Bonus: If you're part of a Google Enterprise (formerly Google for Work), Google for Education, or Google for Non-profit you can time out a collaborator by setting an expiration date. To do this, go back into the shared settings, click on the names of the collaborators, and hover just to the left of the collaboration status until a mysterious clock shows up. You can click on that to customize when that collaborator should no longer have access. Be warned, if the application is still open when the time's up, you'll have to wait until they close the actual application for it to go into effect.
Clicking on 'Get Sharable Link' will default to anyone in your organization/domain can view. To change this, click on 'More' at the bottom. Then choose which selection best fits your needs. Remember the drop-down arrows are your friend.
Advanced Shared Features will allow you to send a copy to yourself, to keep others from sharing with others you don't wish to have it, and to prevent others from downloading, copying or printing. Feel free to also insert the item into your email if it's short and sweet.
Emailing Collaborators:
Do not 'Reshare' a document with someone who already is a collaborator. Instead, go up to 'File', click on Email collaborators, choose who to email it to, and type in a message. They'll receive an email with your message and a link.
Collaborating:
Comments: In Google Docs hover to the right side of your document after you've selected the area you wish to comment on. Click on the 'Add comment' icon to add your comment. Don't forget to click Comment below the textbox when done.
Assigning: To assign a specific person to the comment just add a + before their email address. For example, +beth@officetechedu.com would assign me the comment that is written. Just click the checkbox under the comment where it says Assign. Then the blue Comment button will change to Assign and the email address entered will receive an email to the link.
Don't know if you've completed all of your assignments? Go into your Google drive and if you have a gray circle with a number next to a file, you have something that's not been completed. Search in your Google Drive by clicking the drop-down arrow and select at the bottom, 'Follow up', and select Action items only. The assignments that you have that are not yet completed will be the only thing showing.
Chat: This icon next to your share button to open all comments and assignments that been made and resolved or completed.
You can use other chat applications outside of your Google Drive applications. You have Hangouts, and Google Meet, Telegram, Slack, Duo, and many many others that are out there. Just figure out what works for you all.
Stay safe everyone!
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