Un-junk the Google Shared Folder Campaign

If you work with wonderful teachers and co-workers like I do, your shared folder has got to be insanely full! Teachers across my district are extremely generous and share A LOT! And now, my shared folder has exploded, and I cannot keep up with the constant sorting of the sharing.  Inevitably, items I need are then lost in the abyss of my Shared Folder.  Searching helps but only if I know what it is called...

That is why...I have started the "Un-junk the Google Shared Folder Campaign".  In this blog, I'll introduce "Link Sharing" and how/when you can use it, and I'll show you how you can share by creating a "Make A Copy" link.

The Underused "Link Sharing" 

When I first started using Google Drive, I was afraid to use any of these choices, because, frankly, I had no clue what each of them meant. Over time, however, I found that they can be extremely useful! It also saved a lot of people's Shared folders.

So here is a quick rundown of what some of the "Link sharing" options are and some cases when you might want to use them.

"Off-Specific people"

This means that "Link sharing" is "Off" and only the listed people you enter can edit, view, or comment.

This is how you can junk up shared folders.  Remember to THINK before you share, and the other people will have no clue you are sharing it with them if you don't click on "Notify people" or if you don't tell them verbally.
(Be careful: face-to-face conversations can lead to getting to know people better.)

The "Paste the item itself into the email" option is nice if you want to give a preview of what the document looks like...Sometimes titles aren't enough...

Owner settings are great when you don't want what you are sharing to go "viral"...Meaning it limits the individuals you are sharing with from "inviting others to the party" and/or printing, copying, or downloading your precious documents.  This is definitely an underused tool!

"On - Anyone at yourdomain.org with the link"

This means that anyone within your domain (a.k.a. has the same ending email address as 'yourdomain.org') and has the edit, view, or comment link can edit, view, or comment.  This is a great way to differentiate the manner in which you want to share certain documents.  If you have a large group of individuals that you need to share a document, you can use this convenient method to give them access. This gives the person you shared the link with the option to "Add To Drive" and allow them to "organize" how they see fit.

"On - Anyone at yourdomain.org" 

This means that anyone within your domain can find and access the document. This option does not dump the file/folder into anyone's shared folder, but it instead allows anyone in your domain the ability to search for a document without "junking" up their Drive or Shared Folder.  

Others can find/access the file you have "Link shared" by domain by:

1. Typing in a keyword of the title of the document.

2. Clicking on the drop-down menu in Search Bar.

3. Select "Search for files shared with yourdomain.org".

4. Clicking on Search and Google Drive will display the files.  

This is a great way to save other people's "Shared Folders" from those occasional documents...The ones that you only need to refer to every once in a while. They can still access them whenever they need them by doing a domain search.  This is a nice option to use, because you still have the protection/privacy of keeping the file/folder within your domain "bubble".

"On - Anyone with the link"

Anyone (in or out of your domain) can access files with this link.  This is great if you work with individuals outside of yourdomain.org and need to collaborate with them. This allows you to share with a large group of individuals outside of yourdomain.org.  CAUTION:  These individuals are outside of your domain "bubble", which may open you up to "Oops. They weren't supposed to have access to this." However, you still have the limitation/protection of only the individuals with the link will have access to the file.

"On - Public on the web"

Free for all! Anyone, anywhere can search and have access.  Great for public information, like school newsletters, etc...however, you probably don't want to choose this one for your team's phone number list.  (Your team would probably be upset with you at 2:00 am when they are getting prank phone calls.)  

I hope this helps clarify "Link Sharing" for you and hopefully save a few "Shared Folders"...

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The "Make A Copy" Link

Another way to share your Google Docs, Sheets, etc. is to share a link that will force the recipients to "Make A Copy" into their Google Drive.  This is a feature that not many individuals know about, but it is a truly beautiful option.  It allows the person you are sharing with to receive a copy of your Google file and then be able to edit without you worrying about whether or not they are going to make drastic changes to your original, like deleting it or adding cat pictures all over it.  (Yes, this has happened to me...Don't ask...)

To share a link so that the recipient will "Make A Copy":

• Go to "File" and "Share...".
• Click on "Get Shareable Link" to turn on link sharing.
• Select "Anyone with the link can edit" or "Anyone at yourdomain.org with the link can edit".

• Copy and paste the "edit" link where you want to share it:
  Ex: https://docs.google.com/drawings/d/12EFYrHXbgzb1GpPpUXEY1MuKXKx6gu75Tc4WZBuLfM/edit?usp=sharing 
• Replace the "edit" in the link with "copy".  (See highlighted.)
  Ex: https://docs.google.com/drawings/d/12EFYrHXbgzb1GpPpUXEY1MuKXKx6gu75Tc4TWZBuLfM/copy?usp=sharing

Now, you have the link that will force the recipients to "Make A Copy" of your Google Doc, Sheet, Slide, etc. in their drive, which they can edit and add cat pictures to without impacting your version!! So helpful when that copier seems to jam, or you are sharing with someone who doesn't get the "Can Edit" privilege of Google Drive!

Feel free to SHARE this with whomever you wish and join me in the Un-junk the Google Shared Folder Campaign!