Visual Reference Guide
AODocs and Departmental Folders
Department owned files and folders are managed by an extension in Google Drive called AODocs. Follow this link to learn more about AODocs and how to use it manage departmental files and folders.
Editing Non-Google Documents
You can easily edit Google file types like Docs, Sheets, and Slides natively in any web browser and all of you changes will automatically be saved back to your Drive as long as you are connected to the Internet. However, you can also edit non-Google file types with use of the AODocs Universal File Opener (UFO) extension. Follow this link to learn more about Universal File Opener (UFO) and how to use it to launch and edit non-Google files.
Sharing a File From Google Drive
There are various ways to share folders and files with other individuals from Google Drive. Follow this link to find out all of ways you can share a file or folder from Drive.
Restricting Access to Swarthmore Only
If you wish to restrict access so that only someone from Swarthmore can interact with it, you can do so for forms, folders, or files that you create shareable links for. Follow this link to find out how to restrict shareable links and Forms to Swarthmore Only.
Voila! Google really should add the folder notification back to Drive, but until they do this accomplishes the same thing!
Migrating Google Docs from one Google Account to Another
If you have documents that need to be shared with your department, copy or move them to your departmental folder in Google Drive. These files will be available to your colleagues even after your Swarthmore account is deleted.
If you're migrating from a personal Google Drive account to Swarthmore, transferring your Google Docs is easy. Just select all the documents you want to migrate, go to the Share menu, and grant your Swarthmore account Edit access to the files.
Next, log into your Swarthmore Google Drive. The files you just shared should appear under "Shared with Me". Select all the documents, right-click (or control-click) on them and choose Add To My Drive. This will copy the files permanently to your Swarthmore Google account.
(Alternate Method) Select all the documents you want to transfer, go to the More Actions drop down, and click on Download. This will compress all the documents into a zip file and download it to your hard drive. Afterward, you can go to your Swarthmore Google account and hit the New > Folder Upload button in the top left corner, and re-upload all the documents you just downloaded.
Note that any documents for which you are a collaborator but not the owner will not transfer correctly with either of these methods; you'll need to contact the owner of those documents and tell them to re-share them with your new account.
You may see files named "~$" in your Google Drive. These files get created when you have Google Sync active (part of Google Drive App). It's a setting in Google Drive that keeps local copies of any files you create in, edit or save to Google Drive, so that you may use them when you're offline and not connected to the Internet. You can safely ignore these files.