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Google Drive

 
  Google Drive 

What is Google Drive?

Google Drive is a cloud storage service, and like any cloud storage service its main purpose is to expand your ability to store files beyond the limits of your hard drive.

What can be stored in Google Drive?

Google Drive can store all types of files. You can also save email attachments sent to you through Gmail directly to Google Drive, which saves you from having to make the move manually.

There are some general file attribute limits that Google Drive enforces, however, they’re pretty generous and shouldn’t impact most use. See below.

File sizes

These are the documents, spreadsheets, and presentation sizes you can store in Google Drive.

    • Documents: Up to 1.02 million characters. If you convert a text document to Google Docs format, it can be up to 50 MB.
    • Spreadsheets: Up to 2 million cells for spreadsheets that are created in or converted to Google Sheets.
    • Presentations: Up to 100 MB for presentations converted to Google Slides.
    • All other files: Up to 5 TB.
    • Limitations: After you've uploaded 750 GB in 1 day, you'll be blocked from uploading additional files that day.

Previews

In Google Drive you preview files from within the browser without having to download them, first. Previews are available for Microsoft Office, Adobe and general file types, like .txt files, image files, audio files and even video files. Its versatility makes Google Drive great for not only getting work done, but enjoying your media library, too.

Access

Google Drive can be launched from within DCU mail a/c via the DCU apps launcher located at the top right of the application, see image below. Google Drive can also be accessed through all major browsers by going to drive.google.com and logging in using your DCU account credentials. That includes Chrome, of course, in addition to Firefox, Microsoft Edge (Windows only) and Safari (Mac only).

Google has recently discontinued their standard Google Drive desktop app and replaced it with two new applications Backup and Sync, and Drive File Stream.

  Google File Stream 

What is Google File Stream?

Google Drive File Stream is a desktop application that allows you to quickly access all of your Google Drive files on demand, directly from your computer without losing precious drive space.

Your files are stored in the cloud instead of your computer, and any changes you make are automatically synced with the cloud for quick, easy access anywhere you have an Internet connection.

In addition, you can select which files you would like to make available for offline use. File Stream is compatible with both Shared Drives and classic Drive.

When you install Drive File Stream on your computer, it creates a drive in Microsoft Windows Explorer or a device in Apple Mac Finder named Google Drive File Stream.

All your My Drive and Shared Drives files will appear there.

Google File Stream Features:
  1. Upload Files for Storage: Receive unlimited free storage with DCU Apps.
  2. Share Files: Share files with friends and co-workers easily with DCU Apps Drive.
  3. Google Docs: When using Drive via your web browser you will have access to the Google Docs suite.

Google File Stream Enables: 
  1. Access, search and manage files on-demand from your computer in seconds. 
  2. Get just the files you need and make certain files available for offline use later.
  3. Access your work even quicker, as your most-used files become available in the background intelligently.
  4. Enables the user to stream My Drive and Shared Drives files directly from the cloud.

Google File Stream Benefits:
  1. Frees up disk space and network bandwidth.
  2. Decreases sync time.
  3. Minimises the amount of DCU data stored on users’ hard drives.

  File Stream - DCU Software Center 

File Stream

Follow the instructions below and learn how to install Google Drive File Stream to your PC.

  1. Open the run dialogue box on your PC by clicking the keyboard shortcut [Windows]+[R], see image below.
  2. Type softwarecenter: into the dialogue box and then click ok.
  3. To install Google Drive Stream click on the icon highlighted below.
  4. Click the install button above to start the install process.
  5. Once file stream is installed enter in your DCU email address when prompted to enter your email address to verify which institution you are from.
  6. If you have more than one gmail a/c you will be prompted to select the a/c you wish to back up & sync. In this instance select the Organisational G Suite Account to proceed.
  7. Enter your DCU user name and password and press next.
  8. After installation is complete, all the files in your Google Drive will be mapped to an new drive on your PC, see image below. These files can be accessed by selecting the drive, locating the file you wish to access and double clicking on it.
  File Stream For Mac 

If you are a Mac user it is possible to download File Stream and Back Up & Sync from this dedicated download page.

 
  Google Back Up & Sync 

What is Google Back Up & Sync?

Safely back up your files - Upload and store files from any folder on your computer, camera, and SD cards in the cloud. You can find your content on any phone, tablet, or computer using Google Drive, and your photos and videos in Google Photos.

Google Back Up & Sync Features:
    Once the application is installed you can commence the process of backing up your data with one click of the mouse.

Google Back Up & Sync Enables:
    • Choose which files and folders to back up.
    • To access your files and folders from anywhere at any time.

Google Back Up & Sync Benefits:
    • Your data is continually being backed up to the cloud.
    • Simple automated operation.
    • Unlimited storage for all DCU staff and students.
    • Automatic backup of attached storage and cameras.

  Backup and Sync - DCU Software Center 

Backup and Sync

Follow the instructions below and learn how to install Google Drive Backup and Sync to your PC.

  1. Open the run dialogue box on your PC by clicking the keyboard shortcut [Windows]+[R], see image below.
  2. Type softwarecenter: into the dialogue box and then click ok.
  3. To install Google Drive Back Up & Sync click on the icon highlighted below.
  4. Click the install button above to start the install process.
  5. Once file stream is installed, click on the Get Started button, see below.
  6. Next enter in your DCU email address then click next. If you have multiple Gmail accounts then select your DCU email a/c to proceed.
  7. If you have more than one gmail a/c you will be promoted to select the a/c you wish to back up & sync. In this instance select the Organisational G Suite Account to proceed.
  8. Enter your DCU email and password.
  9. Select what Folder you wish to back up and then click on Next to proceed, located on the bottom right.
  10. ISS recommend that you back up all folders as there is no data cap on your DCU Apps account.
  11. ISS recommend that you leave the next option unticked and click on the Next button to complete this stage of the process.
  Back Up & Sync For Mac 

If you are a Mac user it is possible to download File Stream and Back Up & Sync from this dedicated download page.

 
  Compare Google File Stream to Back Up & Sync 
Compare sync solutions
Feature Drive File Stream Backup and Sync
Access files in My Drive
Access files in Shared Drives
Stream files on demand
Sync only selected folders in My Drive
Use native applications like MS Word and Photoshop
Sync other folders, such as Documents or Desktop
  Shared Drives - New Drive Feature 

Shared Drives

Google Shared Drives are shared spaces where your teams can easily store, search, and access their files anywhere, from any device.

Shared Drives files belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and work.

Note when creating a Shared Drives assign the highest access level (such as full access) to all team members.

What can you do with Shared Drives?

You can create a Shared Drives for your projects or team to share information and work.

Feature Description
Find files even after an employee leaves
    • Files are owned by a team and organisation, not by an individual.
    • When an employee leaves the organisation and their accounts are deleted, their files remain in Shared Drives.
Improved sharing rules
    • All members of a Shared Drive see the same content.
Content discoverability
    • When you add a user to a Google Group, that user is automatically added to all the Shared Drives that include that group.
Shared Drives with external users
    • You can add external users to a Shared Drive.
    • The Shared Drive appears in the external Google Drive.
    • Any work an external user contributes (for example, edits within a file, creating a new file, uploading a file) is transferred to and owned by the domain that created the Shared Drive.
    • The external user must have a Google account and be signed in to Drive.
Synchronise content on your desktop
    • You can access your Shared Drive on any computer using File Stream.

For more information on Google Shared Drive please visit the G Suite Learning Centre