Getting Started with Google Drive and Google Apps

Google Apps for WSB students.

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Please note that this service requires an active campus NetID: Click here to learn about activating your NetID.

Google Apps are a set of applications that you can access directly within Google Drive. UW-Madison has partnered with Google, making Google Drive and their Apps available to the UW community. As result, this partnership protects both your intellectual property and individual privacy rights, meaning that any content and personal information that you place on the UW Google Drive service is yours exclusively.

To access the your UW Google Apps account you will need your NetID login information:

  1. Point your browser to https://drive.google.com,

  2. Enter your campus wisc.edu email address, without a password.

  3. You will be re-directed to the “University of Wisconsin-Madison login” page: This will let you know that you are not in the regular commercial Google Drive portal but in the UW-Madison portal.

  4. Enter your NetID, password, and press login.

  5. You will now be in your Google drive space.

Once logged into Google Drive, you will be able to create both folders as well as several types of Google Application documents.


The UW Madison-Google Drive and its benefits.

The University realizes that a large number of students, faculty, and staff already put UW-Madison and personal content on Google Cloud services. UW-Madison is concerned about the use of intellectual property that is covered by "click through" licenses associated with a standard Google account. To address this, the University has signed up for a Google Apps for Education license to begin offering Google Apps to UW-Madison students, faculty, staff and researchers. The license protects your intellectual property and individual privacy rights. It facilitates collaboration with classmates. instructors and other UW-Madison colleagues.


What happens to my UW-Madison Google Apps account when I leave the University?

When you are no longer eligible for a NetID (NetID - Eligibility Policy), your access to UW-Madison Google Apps will also end. A few days prior to your account being deactivated, you will receive an email notification. It is up to the individual user to make sure that they have downloaded all of the data they need from Google's servers to their own computer or external UW account. For information on exporting files, please see: UW-Madison Google Apps - Backing Up Data:

What are Google Apps?

Google Apps is a suite of applications within Google drive  for Higher Education users. Currently, only Google Drive, Sites, Hangouts, Calendar, Contacts, Plus, and Groups fall under the Terms of Service negotiated with Google. You must follow UW-Madison's Usage Guidelines when using this service.



Google drive and the Google Apps service options


Google Drive: Share documents, spreadsheets, presentations, forms and drawings. Collaborate in real-time with your team or with your whole school. You can publish final documents to the entire world, too.


Google Sites: Work together to keep related documents, Web content, and other information in one place, on one site.


Google Hangouts: Connect via instant messaging and video chat with individuals or group by connecting with up to 15 devices. Works on computers, Android and Apple devices


Google Groups: Participate in mailing lists and discussion groups.


Google Contacts: Import, store and view all of the contact information for UW-Madison Google Apps collaboration.

Google+: A social network and identity service. Helps you connect to students, faculty, and staff with similar professional interests or courses.


How can other UW-Madison Google Apps users find me?
If you have a UW-Madison Google Apps account, other UW-Madison Google Apps users will be able to easily share content with you by searching for your name.

Why hide your account?
If you have multiple accounts -- for example, WiscMail (bbadger@wisc.edu) and WiscMail Plus (bucky.badger@dept.wisc.edu) -- other UW-Madison Google Apps users who search for you by name may find more than one result.

Screenshot of autocomplete results with multiple accounts

Non-WiscMail Plus departmental email accounts are not eligible for UW-Madison Google Apps.

If you would prefer that other UW-Madison Google Apps users only saw one account displayed in the search results, you can request that your other account(s) be hidden from search results.


Activating and Using your Google Drive Account


Each member of the UW-Madison community has by default a Google Drive account. To access the account you will need your NetID login information.

Getting Started:

  1. Point your browser to https://drive.google.com,

  2. Enter your campus wisc.edu email address, without a password.


You will be re-directed to the “University of Wisconsin-Madison login” page: This will let you know that you are not in the regular commercial Google Drive portal but in the UW-Madison portal.


  1. Enter your NetID, password, and press login.

  2. You will now be in your own UW-Madison Google Drive space.

Issues You may Encounter while login in:

If you attempt to sign in on a general Google Apps page (such as https://www.google.com/docs) with your NetID username/password, you will be shown the following message:

The username or password you entered is incorrect

If you attempt to sign in on a general Google Apps page (such as https://www.google.com/docs) with your NetID-based email address/password (netid@wisc.edu), you will be shown the following:


To sign in with this account, click Continue

Do not enter your password in this field. At this point, if you choose Continue you should be redirected to the UW NetID login and, after logging in, will be redirected back to the UW-Madison Google Apps. However, the only supported login method is the one at UW-Madison Google Apps.

Once logged into Google Drive, you will be able to  use this space as any regular cloud drive space. You can upload files, create folders to organize your data and share the folders and files with anyone.


Creating and Sharing a Folder

Creating folders is the best way to collaborate within a group. By sharing a folder instead of single files, you will be creating a common space where everyone with permission can create, edit and upload files.

To create a folder


  1. Click in the NEW icon on the on the top left.
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  1. Select Folder+ from the dropdown menu.


  1. Enter a name for the new folder.

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  1. This will create a folder in your main area in your drive, think of this like your desktop.
    Notice that the icon for your new folder is just a simple folder icon.(4)


To share a folder on Google Drive do the following, making sure you are in your own drive space, identify with the title, “My Drive” :

  1. Right click on it and select “Share” from the dropdown menu.

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  1. A screen will ask you who do you want to share the folder with.

  2. Enter the name or email address of the person you want to share the folder with. As soon as you start typing, google will suggest names to you. This suggestions are from people already in your contacts or the UW-Madison system. If the suggestion have an email address after the name, the system was able to find that person, if not you need to type the email address of the person you want to share the folder with.

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  1. Choose the level of permission you want to assign to this person(s). Can edit or Can view.(7)

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  1. Add a note if you wish.

  2. Click send. The person will get an email with your invitation and a link for the folder you want to share.



Other Important Information


Make sure to read the UW-Madison guidelines concerning the use of Google products

Online General Resources:

  • Google provides suggestions for a variety of different apps: Migrate data away from Google Apps

  • Google Takeout allows you to export data from several different apps, including Google Drive, Google Contacts, and Google Reader. Google Sites is not included. See the following for instructions: UW-Madison Google Apps - Exporting Data Using Google Takeout

  • Third party tools like Backupify offer backup services specifically designed to back up data from Google Apps. Third party tools are not endorsed or supported by DoIT, so make sure to do your own research if you opt for a third party service.

Suggestions for specific apps

Google Drive:

There are several different ways to export files from Google Drive:

Google Sites:

  • In order to backup data in UW-Madison Google Sites, it must be transferred off of the UW domain. Click here for instructions.

Note that any changes made to the UW-Madison Google Apps Site after this procedure will not be reflected in the personal Google Account Site or in the downloaded data so these directions would have to be repeated each time a new change is made.

  • Google Takeout
    Allows you to export data from your various apps within your UW-Madison Google Apps account. This makes it a great options for anyone who is leaving the University. Supported apps include Google Drive, Google Contacts, and Google Reader. Google Sites is not included. This data can be imported into a different Google account.


How to Export/Move Google Data

You can download the data associated with your Google Account so that you can use it in another software or service or just to keep a copy for your records.

You can request this info using the “Download your Data” tool. Here’s how:

(https://support.google.com/accounts/answer/58582)










Keywords:Google Apps, WSB   Doc ID:54546
Owner:Billy K.Group:Wisconsin School of Business
Created:2015-07-31 11:30 CDTUpdated:2016-03-01 14:51 CDT
Sites:Wisconsin School of Business
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