1. It’s a Google World Out There
TAMUG Information Services Department
Kelly Angell
IT Business Analyst III

2. Today’s Topics Account Types/Login IDs Google Drive Google Docs
Recommended Way to Access Google Drive
Drive Types
File Management
Google File Stream
Other Ways to Access Google Drive
Lynda.com Extra Training

3. My Accounts/Login IDs UIN – Number
NetID – Username for TAMU computer systems
Active Directory – Log in for local TAMUG machine and TAMUG address

4. File sharing, collaborative tool Google Docs access
Google Drive What is it?
Cloud based
Access from anywhere
File sharing, collaborative tool
Google Docs access

5. Google Work vs Google Personal
TAMU has contract with Google
Unlimited space
Will not scan files or s
Will not ad target when web browsing
No “Big Brother” by Google
Will delete files from “My Drive” and “Shared with Me” when no longer employed by TAMU/G

6. Google Work vs Google Personal
Personal account
Limited space (15 gigs)
Will be scanned (files and s)
Will be ad targeted when web browsing
Doesn’t have access to Google Drive File Stream

7. Google Docs
Similar to Microsoft Office Suite, but does not have the same full functionality as Microsoft Office products
Google Docs = Microsoft Word
Google Sheets = Microsoft Excel
Google Slides = Microsoft PowerPoint

8. How to Access Google Drive
Multiple ways to access Google Drive.
Howdy Portal (howdy.tamu.edu) – Recommended
Google.tamu.edu
Google.com

9. Accessing Google Drive via Howdy
Recommended way to access
Go to howdy.tamu.edu and click “Log in with your NetID to get Started”.

10. Accessing Google Drive via Howdy
You will be taken through the CAS log in screens.
Enter your NetID and click “Next”.

11. Accessing Google Drive via Howdy
Enter your NetID password and click “Next”.

12. Accessing Google Drive via Howdy
You may be required to Duo authenticate.
You will see the Google Drive icon at the top banner.

13. Google Drive Dashboard
After successful log in, you will see your Google Drive Dashboard.

14. My Drive Your files and folders. No one else can access/view them.
Ability to “Share” them with others. Others will see the shared files under their “Shared with Me”.
Edits others make to the shared files will NOT reflect in copy that is in “My Drive”.
Viewed as two separate files.
No longer employed by TAMU/G, all files stored here are removed and not recoverable.

15. Team Drive Recommended practice
Multiple people can actively share files and folders without unnecessary copies/duplicates.
Prevents shared files from being removed from drive after someone no longer is employed by TAMU/G.
Access to folders and files is granted at the highest level to anyone who has access to the Team Drive (all subfolders are included).
Do you need to create a new Team Drive?
Does one already exist that meets your needs?

16. Team Drive Creation Click “Team Drives”. Click “New”.
Enter name for the Team you want to create. Click “Create”.

17. Team Drive Creation Click “Add Members”.
Begin typing name of person to invite. It should auto-fill the name if person has a TAMU gmail account.

18. Team Drive Creation
If person is not listed, they have not claimed their TAMU gmail account. Please contact Information Services if this occurs.
If multiple addresses exist, select address.

19. Team Drive Creation
Once selected, add the appropriate permission level for the drive.
Full access – Ability to do everything that the drive creator can do. Including adding/removing member from the drive.
Edit Access – Ability to edit and upload files. Unable to add/remove members from drive.
Comment Access – Ability to view and leave comments on files.
View Access – Ability to view only. Unable to edit or leave comments.
This will affect sublevel folders as well.

20. Team Drive Creation
Adding permission levels

21. Team Drive Creation
After adding everyone and setting permissions, click “Send”.

22. Team Drive Creation
They will receive a notification they have been added to the drive as well as a link to the drive. The “Demo” Team Drive will appear in their respective Team Drive sections.
DO NOT FORWARD LINK – Anyone with link can access the drive.

23. Create Your Own Team Drive
Open a browser
Create your own Team Drive
DEMO Team Drive – Your initials
Ex: DEMO Team Drive - KA
Only include people in the room
Create different permissions levels

24. File Management Ability to create new folders and files
From Team Drive, click “New” to open menu with options to create either a new file or folder.

25. File Management Can upload documents to Google Drive.
Unable to edit unless you convert to Google’s equivalent or use Google File Drive Stream.
Any edited files manually uploaded will be counted as a copy, not overwrite original. Requires manual deletion of old file.
Recommend using naming convention with date edited. (ex: Demo Presentation )

26. Google File Drive Stream
Client downloaded to your machine to synchronize files you have access to with your computer.
Ability to edit files which client detects and syncs updated file to Google Drive automatically.
No longer need to go to Google Drive itself or use Google’s equivalents to edit files.

27. Google File Drive Stream
Client is only for “Team Drives” and “My Drive”.
To install client, click Settings gear at top right. Click “Download Drive File Stream for Windows”.

28. Google File Drive Stream
If you do not get the following screen you are most likely logged in under your personal gmail account, not TAMU. You will need to log out of your personal account and log in with your TAMU NetID account.

29. Google File Drive Stream

30. Google File Drive Stream
Choose the correct version that you need based on your computer.
Install the client following the on-screen instructions.

31. Google File Drive Stream
After install, the client will ask you to log in. Use your TAMU

32. Google File Drive Stream
You will be required to Duo authenticate.
After authentication, Google File Drive Stream will ask for permission to access your Google Drive documents. Click “Allow”.

33. Google File Drive Stream
Client will generate a “G” drive. If you already have a “G” drive, then the letter will be different, but the drive will function the same.

34. Google File Drive Stream
Click the new drive to access the file stream. You will see “My Drive” and “Team Drives”.
“Shared with Me” will NOT be visible.

35. Google File Drive Stream
You can access your files and folders as normal on your computer, editing and saving them accordingly in Microsoft Office.
Client will upload the edited file to Google Drive and syncs the file.
This does not generate extra files like the manual process.

36. Google File Drive Stream
CAUTION – Every file in all of your “Team Drive” and “My Drive” that you have access to will be synced to your local machine.
This means that your local machine’s hard drive will fill up quickly if you have access to a large number of files, or large files, in the “Team Drive” area and “My Drive”.

37. Accessing Google Drive via google.tamu.edu
Go to google.tamu.edu
Click on “Log in to Google Drive/Team Drive”.

38. Accessing Google Drive via google.tamu.edu
You will be taken through the CAS log in screens.
Enter your NetID and click “Next”.

39. Accessing Google Drive via google.tamu.edu
Enter your NetID password and click “Next”.

40. Accessing Google Drive via google.tamu.edu
Once logged in, you will see your Drive Dashboard.

41. Logging into Google Drive via google.com
Use your NetID to log into google.com
Go to google.com.
Click “Sign in”.

42. Logging into Google Drive via google.com
Enter your in the or phone field.
Click “Next”. This will take you to CAS login screens.

43. Accessing Google Drive via google.com
Enter your NetID and click “Next”.

44. Accessing Google Drive via google.com
Enter your NetID password and click “Next”.

45. Accessing Google Drive via google.com
After entering your password, you may be asked to Duo authenticate.
After authenticating, you are now logged into your TAMU Google Drive.

46. Switching Between Google Accounts
If you have previously signed into another Google account, it will be listed in the menu. If not, you will need to click the ‘add account’ button. You will then be taken to the Google login screen to log into the other account. After that, it will appear.

47. Switching Between Google Accounts
From then on, whenever you open Google with that particular browser, it will remember both accounts and simply clicking on one or the other will open that account’s Google Drive in another window.
Please remember that Team Drives are not available for personal Google accounts, only TAMU.edu Google accounts.
TAMU.edu Google accounts also have unlimited space for files, whereas personal Google accounts have only a limited amount of space.
Always be aware of what account you are accessing to prevent sensitive data from being sent to/from your personal account.

48. Switching Between Google Accounts – File Stream
Click on the Drive File Stream icon in the taskbar.
From the menu that appears, click the three vertical dots to open another menu. Click on ‘Switch Account’.

49. Switching Between Google Accounts – File Stream
From there, the Google login screen will appear. Log into your other account.
Google Drive File Stream allows for only one account to be logged into it at a time, unlike Google Drive itself. To switch between accounts in it, you will be prompted to log in each time.
You can be logged into one account via Google Drive File Stream and another in Google Drive itself in your browser without any issues.
Always be aware of what account you are logged into to prevent sensitive data from being sent from/to your personal account.
You will only have access to your personal account’s ‘My Drive’ folder from the Google Drive File Stream.

50. Lynda.com Online course tutorials Free with your TAMU NetID
Log in is
Password is your NetID Password
Search for Google Drive

51. Lynda.com
Click “Sign In”.

52. Lynda.com
Click “Sign in with your organizational portal”.

53. Lynda.com
Enter

54. Lynda.com You will be taken through the CAS log in screens.
Enter your NetID and click “Next”.

55. Lynda.com Enter your NetID password and click “Next”.
After clicking “Next”, Lynda.com is accessible.

56. Lynda.com
Begin typing what you want to search for in the Search box and it will populate with matching results.

57. Recommendations Access via Howdy
Keep TAMU account separate from personal accounts
On Campus – File Stream
Working at Home – Team Drive for TAMU work
Personal at Home – Use personal account and use My Drive
ALWAYS VERIFY WHICH ACCOUNT YOU ARE USING TO LOG INTO GOOGLE

58. helpdesk@tamug.edu http://www.tamug.edu/computing/index.html#How_Do_I
Questions?