Google Drive File Stream

Getting Started

Downloading and installing File Stream

• Download instructions
  Click here to download a copy of the installation procedure for your own use.  Or, continue below to review the steps online.
• Step 1

  Go to the Deploy Drive File Stream support page. Feel free to read all the
  information provided, but ultimately scroll to step 5, click on your platform
  (Windows or Mac), then click the Download now button that appears.

   

• Step 2

  Once the download is finished, run the installation file from your downloads folder.

  Windows

  

   

  Mac

  

• Step 3a (Windows)

  The Windows specific installation is 1 screen where you choose what shortcuts you would like on your desktop. Click Install after making your selection.

  

• Step 3b (Mac)

  The Mac installation process has several more screens, but most of them just require clicking Continue through.

  

   

  

   

  

• Step 4

  Once the installation is finished, you will prompted with a Google login screen. The login process is identical to logging in to many other USD services through Google. Enter your USD email address in the first box and you will be directed to the USD login page. At the USD login page, enter your USD username and password.

  

   

  

• Step 5

  After you sign in, you’ll see the welcome wizard. It has a brief overview of Google Drive File Stream’s functionality, so please do have a look at the slides. At the end, you will be given the option to open your Google Drive File Stream folder.

   

  

• Step 6

  Your Drive File Stream folder will appear as below. My Drive is what you see upon immediately logging in to drive.google.com. It contains your private files that no one else can see unless you explicitly share them. Shared Drives contains any group shares that you are a part of. These could be for classes, group projects, etc. You can treat these folders as you would a USB drive, dragging and dropping data to and from them at will.

  Windows

  

   

  Mac

  

Configuring and using File Stream

• Finding your files

  By using File Stream, your computer will see Google Drive as an external volume, like a USB drive or an external hard drive.  That means you'll navigate to to your drive using File Explorer (on Windows) or Finder (on Mac). 

  Simply click on "Google Drive," and you'll see everything that's available to you - both your personal Google Drive, and any shared Google Drives.  

   

  Windows

   

   

  Mac

   

• Favorite folders in Google Drive

  Many users have common folders and locations they use within their Google Drive.  To make access to these locations easy, you can save that location on your Quick Access Toolbar (Windows) or on your Finder Favorites (Mac). 

   

  Windows

  1. Navigate to a common folder you use in Google Drive
     
     
     
     
  2. Click and drag that folder to the Quick Access Toolbar
     
     
     
     
     

  Mac

  1. Navigate to a common folder you use in Google Drive
     
     
     
     
  2. Click and drag that folder to the Finder Favorites bar
     
     

   

• Download a folder or file for offline use

  If you want to use a file offline, you will need to tell Google Drive to save it on your computer.  This works with both files and folders.  Keep in mind that these files will take up space on your hard drive when stored this way. 

  The steps are very simple, and the same on both Windows and Mac:

   

  Windows

  1. Navigate to the folder or file you want available offline
     
     
     
     
  2. Right click on the file and select Drive File Stream > Available Offline
     
     
     
     

  Mac

  1. Navigate to the folder or file you want available offline
     
     
     
     
  2. Right click on the file and select Drive File Stream > Available Offline
     
     
     
     

   

• Force a file to open in the Microsoft Office Suite

  Google Drive allows you to edit Microsoft Office files (like .docx, .xlsx, and .pptx) from the web browser using the GSuite, but you may not want to do that. 

  If you want to force your computer to open those files using a Microsoft application, make sure you double-click the file from File Explorer (Windows) or from Finder (Mac). 

  If you want to open these files using the Google Suite, you can double-click the files from the web browser by going to drive.google.com and navigating to the file. 

• Setting default save locations

  Some programs - like Zoom or Adobe - create a default save location on your hard drive.  This is great for quick, local access, but if your computer is lost, damaged, or stolen, these files are lost.  These files also may take up lots of local space, filling your computer storage. 

  Instead, consider changing your default save location for these programs to be a folder in Google Drive.  With a one-time setup in each application, you can use Google Drive without even thinking about it!

• Finding lost files and folders

  Another great benefit of Google Drive is that you can use Google's searching abilities to find missing files. 

  To find your missing files, go to drive.google.com, and use the search bar at the top to search for keywords, file names, or file content.  

  If you find the file or the folder, you can right click the file to open it with the appropriate application, or you can view the File/Folder location.

Saving Files in Labs - Quickstart Guide

Frequently asked questions

• Is Google Drive FERPA/HIPAA compliant?

  At USD, we use Google's GSuite for Education, which is fully FERPA compliant.  Any GSuite apps offered by USD are compliant with all FERPA guidelines. 

  GSuite for Education is not inherently HIPAA compliant.  For information on storing data in compliance with HIPAA guidelines, contact the ITS Help Desk.  

• Is Google going to look at my files?

  No - so long as you are using your USDOne account to access Google Drive, your files and privacy are protected in accordance with Google's Privacy and Security Agreement. 

  You can read about the GSuite for Education protections and limitations here.  

• Are my files safe in Google Drive?

  Yes - your files are much safer in Google Drive than in almost any other place. 

  Because Google Drive stores files in Google's servers, there's very little chance of your files being lost, damaged, or corrupted due to hardware failure.  If that same file was on your computer, and your hard drive crashes, the file is lost forever!

  Additionally, since Google Drive is accessible from any computer, you won't lose files if your computer gets stolen or lost.  

  Keep in mind, however, that access to your Google Drive files is governed by your USDOne username and password.  That's why it is EXTREMELY important to make sure your password is secure and your account is not phished!

• Is Google Drive going to open my Word documents in Google Docs?

  No - when you use Google Drive File Stream, all files will open in your computer's preferred application.  That means Excel documents will open in Excel, not Google Sheets.  This includes unique, specialty application files, like SolidWorks, SketchUp, REAPER, and more.

  Please note, however, that files opened outside of Google Apps won't have the live update feature (where you and other users can view the changes to the document in realtime).  That feature is limited to the GSuite applications.

• What if I need to work on my files offline?

  You can download and sync your Google Drive files using File Stream.  That means you can work offline - from a plane or a secluded cabin - and have full access to your selected files.  Then, when you connect again to the internet, all files will automatically sync and update.  

  To work offline, you must select the files or folders you want to access ahead of time.  This gives your computer time to download the files.  

• Should I open my files from the computer (File Explorer or Finder) or from the web browser?

  You can open all files in Google drive from either your computer's filing system (File Explorer on Windows, and Finder on Mac) OR from the web browser.  

  If your files are primarily Microsoft Suite files or specialty files (PDF, Photoshop, etc), it is recommended you use your computer's file browser. 

  If your files are primarily GSuite files, like Google Docs or Google Sheets, it is recommended you use the web interface at drive.google.com.