The Google Drive app is going away, Google Drive File Stream is the replacement

On May 12th, the Google Drive app on the laptops and desktops will stop working. Before that happens, we will have moved you to Google Drive File Stream.

Definitions

Google Drive: Google’s cloud storage service. Files stored in the cloud and made accessible at https://drive.google.com.

Google Drive App: This is an application that syncs the Google Drive cloud storage with a folder on your local machine. Anything saved in the folder is automatically uploaded to Google for safe keeping. This allows you to have back up copies made of your files for you automatically. You also have access to your files from any machine that has an internet connection. The Google Drive App is going away.

Google Drive File Stream: Google’s replacement for the Google Drive App. The main difference is that Google Drive File Stream does not keep copies of everything on the local machine. It syncs the files that you are working with, and not everything. Also, Google Drive File Stream is a separate drive on your local machine, not a folder.

The other difference is that Google Drive File Stream gives you access to Team Drives.

What’s the difference?

Google Drive App is currently being used to sync your Google Drive to your local machine. It stores your files in the cloud and also stores copies on your local hard drive. This arrangement has a few issues:

  • By default, all of your files are synced to your local drive. This can be an issue if you are taking advantage of the unlimited space Google gives us in Google Drive.
  • There is no access to files stored in Team Drives.
  • With the Google Drive App, you interact with a folder. Google Drive File Stream uses a drive and on the Macs show an icon on the desktop.

For Chromebook users, nothing changes.

The upcoming switch

The technology department is currently working on procedures to help you switch to Google Drive File Stream. There will be an announcement when we’re ready for you to upgrade and switch to Google Drive File Stream.

Template migration to the new Google Drive Template Gallery

On February 15, 2017, Google will be transitioning to the new template gallery. If you are using any templates with Google Docs, Sheets, or Slides, you will need to submit them to the new gallery for students to use.

The process is, to say the least, convoluted.

Find your templates to transfer

Visit https://drive.google.com/a/kentoncityschools.org/templates to see the templates in the old template gallery. Your templates will say by and your name beside the title:

Screenshot 2017-01-30 10.59.41

If you are not using any of your templates, then you don’t need to do anything. But, if you are still using the template, you will need to transfer it to the new template gallery.

Submitting your template to the new gallery

  1. Visit the home screen for Google Docs, Sheets, Slides, or Forms.
  2. Click on Template Gallery on the right.
    Screenshot 2017-01-30 10.54.15
  3. Click on KENTON CITY SCHOOLS.
    Screenshot 2017-01-30 10.54.24
  4. There will be a SUBMIT TEMPLATE button, click on it.
    Screenshot 2017-01-30 11.03.34
  5. Find your template, select a category, and then click SUBMIT.
    Screenshot 2017-01-30 10.54.51

Your template is now submitted to the new Template Gallery and will show up for students when they visit the home screen for Google Docs, Sheets, Slides, or Forms.

District master sharing account – team documents

As we become more and more reliant on Google and Google Drive, we start to run the risk of losing documents when staff leave the district or change grade levels/departments. The person who owns the document doesn’t realize that if they trash the document, then they trash it for everyone with whom the document is shared.

Enter shareadmin@kentoncityschools.org

I’ve created an account, shareadmin@kentoncityschools.org. If you are creating documents to share with a group of individuals, you can make shareadmin@kentoncityschools.org the owner, which will make sure the document will always be available. To change ownership, right click on the document and select Share…

Screen Shot 2015-10-01 at 12.34.52 PM

Then click on Advanced in the bottom right corner.

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You can now share the document with shareadmin@kentoncityschools.org.

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After the document is shared, you can then set shareadmin@kentoncityschools.org to be the owner.

Screen Shot 2015-10-01 at 12.35.47 PM

Drive will then tell you what will change, you can click Ok.

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Now, even if you trash the document, it will still be available to the other members of the group. When you trash it, Drive will tell you that the document will still be available to the collaborators.

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Google Drive updates

Google is going to transition everyone to the new Google Drive in the next couple of months. Afterwhich, you will lose the ability to go back to the old Google Drive.

Google Apps update alerts: An update on the new Google Drive UI:

For Scheduled release customers, the rollout of the new Google Drive UI as the default user experience will occur in early April (currently planned for April 7, as per the release calendar).

In the first half of May at the earliest, we’ll remove the option to return to the old Drive UI via the Settings drop down. At least two weeks before the removal of the option to return to the old Drive UI, we will show a notification in the Drive UI about the upcoming change.

Please note that the new Drive UI does not work with older unsupported browsers prior to and including Chrome 23, Firefox 23, IE9 and Safari 6, so it’s important to upgrade to a supported browser to ensure continued access to Drive.

New Google Drive looks like this:

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Old Google Drive:

Screen Shot 2015-04-01 at 8.56.15 AM