How do I install and use Google Drive?

Google Drive is a Cloud Storage application that allows for secure online fire storage, file sharing, automated back ups and collaboration. This article will explain who has access to Google Drive, how much storage space you have and the basics of utilizing the service.

Who has access to Google Drive?

All faculty, staff and students have access to Google Drive.

How much storage space do I have?

All Faculty and Staff individual Google Drive accounts have 350 GB of storage. Students have 200 GB of storage.

What devices can I use to access Google Drive?

The Google Drive application is available on Windows, Mac, iOS and Android devices. It can also be accessed from a browser without the installation of an Application.

How can I install Google Drive?

EWU Managed Devices: Google Drive should be installed by default on Windows and Mac computers that are managed by EWU IT. If you do not see it installed already, check Company Portal for Windows based computers and Self Service for Mac based computers. Either of these applications will let you install the app with a click of the Install button.
Personally Owned Devices: For installation on personally owned computers, you can find the Google Drive installer in the Windows Store for Windows based computers or the App Store for Mac based computers. Alternatively you can find the manual installation links here: DOWNLOAD FOR WINDOWS DOWNLOAD FOR MAC

How can I Access Google Drive?

App: Launch the Google Drive app and sign in with your EWU SSO information if prompted. Click the Open Drive Folder button. This will launch either a File Explorer window if operating a Windows computer or a Finder window if operating a Mac computer. From here you can start to navigate the file structure of your Google Drive. By default you should see "My Drive" and "Shared drives". My Drive will be files that are only visible to you, unless shared with others. Shared drives are drives that have been shared with you by others.
Desktop: Launch either File Explorer if operating a Windows computer or Finder if operating a Mac computer. Google Drive should be an available option under your Drives on the left hand side of the window. If you do not see Google Drive as an option like the screenshots below, launch the Google Drive application on your computer first (as described in the step above) and then close your Fire Explorer or Finder window and reopen it. You should then see it as described.

Windows (File Explorer)

Mac (Finder)
Browser: Visit https://drive.google.com/a/ewu.edu and sign in with your EWU SSO credentials when prompted.

How can I upload files to Google Drive?

There are three main methods of saving a file to Google Drive. Saving directly to it, Uploading from your browser or Dragging a file into the drive.

Saving Directly to the Drive

Uploading files from your browser

Dragging files into the drive from Finder or File Explorer

In a scenario where you're creating or editing a file that you want to save to your drive, proceed like you normally would when saving it. In our example, we'll be working out of Microsoft Word. In a scenario where you already have a file that's been created on your computer and you want to save it to your Google Drive, you can accomplish this from your browser. In our example, we'll be working on a Windows Computer. Just like the previous scenario, you can upload files directly into your Google Drive from your desktop, but this method will show you how to do it without opening your browser. Navigate to File -> Save As Open a browser and navigate to https://drive.google.com/a/ewu.edu Open File Explorer (Windows) or Finder (Mac) and navigate to your Google Drive from the list of drives on the left side of the window. When selecting the Destination, choose Browse Navigate to the folder you wish to save the file into. In our example, we're using My Drive -> Test Folder. Navigate to the folder that you wish to place the file that you're about to upload. In our example, we'll choose My Drive -> Test Folder, as is highlighted in the screenshot below. A File Explorer (Windows) or Finder (Mac) will open. Select Google Drive from the list of drives on the left hand side.

Click and hold your cursor on the file you're wanting to move (this can be done from your desktop or from file explorer or finder, and drag it into the Google Drive.

Navigate inside your drive if you wish to place the file in a specific folder and then select Save. In our example, if we simply click on My Drive, it will place the file in the root directory of our Google Drive. You'll see a status window pop up that will indicate the progress of the file being uploaded to the drive.

The file upload to your Google Drive will begin instantly. Please note that it may take a few moments for this file to show up in the Browser version of your Google Drives. Syncs are very fast, but not instant.

How do I set up automated Back ups with Google Drive?

Google Drive offers a "Targeted Backup" feature, where a user can designate specific folders on their computer that will be automatically backed up to Google Drive any time a document that resides in a target folder is created or edited. The steps below will guide you through how to set up the target backup and how to find the files.

Launch the desktop version of Google Drive and sign in if you're not already.
Click on the Gear Icon at the top right of the Google Drive app window and select Preferences.
A new window will open. Select the Add Folder button.
A File Explorer (Windows) or Finder (Mac) window will open and prompt you to select a folder that you'd like to set for automatic back ups. This process can be repeated to select multiple folders. IT recommends you Desktop, Documents and Downloads folders to get started.
Once you've made your selection, click Select Folder, a window will appear with several options. Make sure the Sync with Google Drive box is checked and select Done.
If you're finished selecting folders, click Save at the next screen. If you'd like to add more folders, select Add Folder.
If you wish to remove folders from your automated back ups, follow steps 1 - 2 and select which folder you'd like to stop syncing. In this example, we'll select the Desktop Folder and then un-check the box next to Sync with Google Drive followed by Done to complete the change.
The files that you've select to be part of the backup will be available from any device that has an internet connection. Navigate to https://drive.google.com/a/ewu.edu, sign in. Select Computers from the left hand Menu and select your device.
You will now see a list of all folders that you set in set 5 along with their contents.

How do I share files with Google Drive?

Google Drive is an excellent tool to use for collaboration and file sharing. The steps below will show you how to grant and revoke access to documents and folders within drives that you control.

Setting sharing permissions is best handled in the browser version of Google Drive. Start by navigating to https://drive.google.com/a/ewu.edu and signing in.
Navigate to the file or folder that you wish to share. Either will have three small vertical dots on their right side. Click on those dots.
Hover over Share to open the Share menu, and then select Share from that menu.
Enter the e-mail address of the user you wish to share with. In our example, we're using swoop@ewu.edu. Click on their name once you've typed it in. Please be aware that by default, this will be limited to only users within our EWU workspace with a Google Account (which is all Faculty / Staff and Students). You can change this under the General Access drop down field, but be very careful about who you share documents with.
Set the permissions that you want the user to have. Viewer means that the user can view the document, but cannot add notes or change it. Commenter means that the visitor can both view the document and add temporary notes. Editor means that the user can change the document.
If desired, check the box to automatically send an e-mail to the user that you're sharing the document with. This will include a link to view the document.
Enter a message that you wish to be included in the e-mail mentioned in step 6.
Click Send to finalize the share and send the e-mail, if you've opted to send the user an e-mailed notification.

Still need help?

Call us: 509.359.2247 (Mon–Fri, 8 AM – 5 PM) | Email us: helpdesk@ewu.edu or Submit a Service Request | Explore: Browse our Solution Articles