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Drive vs Docs = New Google URLs

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google drive
Google Drive and Google Docs are no longer the same thing.  As Google expanded the file service capabilities of Drive, Docs and Drive were separated to better reflect Docs as the office productivity tools and Drive as the secure file service.

Recently, Google made changes to ensure this distinction is evident in the URLs we use to access these services.

  • drive.google.com still points to Google Drive, and drive.google.com/a/<domain> still takes you to your Google Drive page
  • docs.google.com will soon point to a new Google Docs homepage that takes you directly to the Google Doc apps

We recommend updating your bookmarks as well as your custom URL mappings.

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If you need a hand with your custom URL mappings, please let us know.

4th of 5: More Ways to Collaborate in Google Apps

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docs
Google Apps is designed for secure sharing and collaborations.  Many users, however, still rely on the back-and-forth of email to get their work done.  Here is the 4th of 5 other ways to collaborate in Google Apps.

Comments and Real-Time Chats in Google Docs

You already know that, with permission, colleagues can view and edit shared documents together in real-time.  They can also engage in real-time chat from directly within the document windows.  Instead of calling a meeting, or setting up a conference call or hangout, team members can ask questions, suggest edits, and provide feedback immediately while working on the document.

If team members are working on the document at different times, they can highlight text and add a comment.  Visible in the margin, fellow collaborators are notified by email of the comments and receive a link that opens the document at the comment.  Comments can be directed to specific team members and team members can respond to directed requests by replying to the email.

Once a comment thread is finished, or the issue resolved, mark the comment as “resolved”. While the comment disappears from view, comments remain part of the document history and can be recalled should questions arise down the road.

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Helping users get the most out of Google Apps is one of the reasons we offer a range of training and professional development services.  Contact us if you want to learn more.

 

Easier Sharing of Google Docs; Watch Your Permissions

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google drive
Google is making it easier to share Google Docs, Drawings, and Slides (not Sheets) with people outside your Google Apps for Business domain.

  • Files shared outside your domain to an email address not linked to an existing Google Account can be viewed without having to sign in or create a new Google Account.
  • If a file is shared with edit or comment permissions, the recieving user must still sign in with a Google Account in order to edit or comment on that file.

This change actually reflects a new “invitation” model.  When a user directly shares with individuals who do not have Google Accounts, those recipients will be able to view the file without signing in. Because no sign in is required, anyone may view the file with this sharing link until the person who the file was explicitly shared with creates a Google Account and expends the invitation.

Once the person creates a Google Account two things happen: (1) the sharing link will no longer work for new users to access the file and the sharing dialog will indicate that the invitation has been used; (2) any user who accessed the file using the sharing link while it was open and signed in using their Google Account will be added to the sharing access list for that file and will continue to have access. Users with permissions to change sharing settings can revoke this access if desired.

While you can prevent this behavior by disabling sharing outside the domain to people who are not using a Google Account via settings in the Admin console, the change makes monitoring of Google Drive permissions more important to maintaining a secure ecosystem.

Tools, such as CloudLock, provide a means for monitoring and managing permissions, helping ensure that sensitive data remains secure.  Contact us if you would like more information.