This is the transcript of the "Sharing my data" video.
Speaker 1:
Being able to share directly from Google Drive is where cloud file storage really comes into its own. This facilitates not only quick and easy sharing of documents, but real-time collaboration. Multiple people can edit the same file, increasing productivity, and eliminating the risks around many versions of the same document. They can also be accessed from anywhere at school or home. There are a few ways I can share my data in Google.
Option number one, in Google Drive, you can click on the three ellipses on a folder or file to get more options. From here, select Share and Share again. You can add individuals via their DoE email addresses here, and you can also use your school code to send this on to groups at your school. Be mindful, however, that these need to be up-to-date in ERN and AMU for it to go to the intended recipients. You then need to decide what kind of collaboration you want, as the options in this dropdown box have quite a few different functions.
Firstly, Editor. This is the default and means that they will have full editable access and rights and can change anything on the document shared. Viewer means they can view the document but will not be able to comment or edit. Next, we have Commenter, which means they cannot edit the document itself but will be able to add comments as suggestions. So this might be applicable when sending a permission note for feedback to a colleague before sending on to your principal for final approval.
And lastly, there is an Add Expiration option, which can be useful when collaborating with students and you wish to stop that access to that document once they are out of the classroom. By default, the Notify People box is ticked, and this means that the intended person, whose email is above, will receive an email notification with the link and it will sit in their Recent and Shared with me tabs in their Google Drive. You can add a note and also copy the link if you need to share it on another collaborative platform such as Google Chat or Microsoft Teams. If you click the Settings cog at the top right corner, you also have other options around download and print restrictions. Hit Send and get collaborating.
Option number two is to scroll down to the General Access subject line and click on that down arrow next to Restricted. Here, you can choose New South Wales Department of Education or anyone with the link to then share the link directly. As with option one, ensure you choose which type of sharing privileges you want the recipient to have before hitting Copy Link and sending it on. And lastly, option number three is to open the file itself and hit the blue Share button on the top right-hand corner, and follow the same steps as in the previous options. Stay tuned for more Google tutorials.
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