Spring Clean Google Drive #4: Don't Take it Personally

When Spring Cleaning your Google Drive you have to remember: Don’t take it personally! Literally.
We often have so many accounts and the videos, images, etc get shared between them all. If you have any personal items on your school Google Account, now is the time to safely transfer them to your personal accounts.

Since Google is reducing the amount of storage, those pictures of your new puppy, your baby's first birthday cake, and your daughter’s wedding could be at risk when they start to lessen storage. Educational Technology has you covered!


Let’s start on your Google Drive dashboard. We prefer the list view to quickly access and see who owns the file and who you are sharing it with. To view Google Drive in List View click on the List Layton icon on the top right of your drive folders/files.

List view allows you to see a column with the owner of the file, the date modified, and more options.

Once in List View, find the file you want to move and click the three dots on the right side. It is good to check for some things before you move the file.







Select View Details from the menu that pops up after clicking the three vertical dots. In the details it highlights who has access.




You can note who has access to the file and also manage the access in case you want to transfer ownership or remove access before you move the file out of your professional Google Drive.


You have many options where to copy your personal documents, pictures, videos, and files to. You can download them to a personal Google Account, a flash drive, external hard drive, another cloud storage and more. In order for this to be a smooth transition, an easy way to move all files from your work device and work Google Drive to your personal storage is to create a folder on your computer desktop.


On many devices you can right click on the desktop and select “New Folder”. I would name it something along the lines of “Google Drive Personal Files” or something you will be able to easily locate and know the contents when moved to the other storage space.


Chrome allows you to designate where the files are saved when you click “Download” in Google Drive. On the top right of Google Chrome, click on the 3 vertical dots.





Choose Settings from the menu that appears.





On the left choose Downloads.




Choose a location to save to and toggle on “Ask where to save each file before downloading.”





Back in Google Drive, RIGHT click the name of the file, photo, etc. and select “Download”.

 


Choose the folder on your desktop you created for this purpose. When you are finished saving all personal files to the folder on your desktop, upload the folder to your personal Google Drive or other storage account.


Now you have done the one thing we all strive to do, keep work and personal life separate! Happy Spring Cleaning!


For the full presentation on Cleaning Your Google Drive click here: bit.ly/springcleangoogledrive

Also, find out YouTube Live Spring Cleaning Google Drive: https://www.youtube.com/live/V_wu4Vajy7E?feature=share

Spring Clean Google Drive #3 - Untitled Files & Duplicates

 

Just a reminder if you are jumping into this series on blog post #3, we presented this content live on our KIC Start Your Learning playlist! If you missed it and would prefer the video version, use the link here. 

We are continuing the series today on those Untamed Untitled Files & Daunting Duplicates.

Our Technology Department is cleaning up and cleaning out Google Accounts. Why? Google Workspace for Education has begun imposing storage limits on school districts in combination with their pricing structure. The Tech Department is working hard to maintain enough Google Workspace storage for the teaching and learning in Keller ISD! 

Spring Clean Google Drive Task #3 - Untitled Files and Duplicates

Let's get rid of those unseen dust bunnies!

🫧 First we will search for 'UNTITLED' files and filter to MY DRIVE.

    Delete any files that were accidentally created or that you no longer need.

🧼 Next, let's start tackling those daunting DUPLICATE files. 

            

                Search 'COPY OF' and filter to My Drive. Verify you are the owner. 
                Now delete unneeded files or rename and file the ones you want to keep.

🧼 Another way to locate DUPLICATE files is using a software extension.  

                We tried clouddupicatefinder.com and liked the results. 
                Sign in (using Google), choose Google Drive, add a New Drive, Scan and Select Action.

🧽 Now you have begun the deep cleaning! Don't worry, we have your back!! This Drive will be cleaned and organized in a few more steps. Stay tuned... next we will bring you steps for cleaning out even more files that you no longer need and getting them in the trash, thus opening up more space for teaching and learning in KISD. 

Spring Clean Google Drive #2 - File Ownership

 

Thanks to all of you who joined us for this subject at our KIC Start Your Learning last week! If you missed it and would prefer the video version, use the link here. 

We hear you loud and clear and we are the first to admit - cleaning out a digital space is hard and takes time. We will continue our series today on File Ownership.

Our Technology Department is cleaning up and cleaning out Google Accounts. Why? Google Workspace for Education has begun imposing storage limits on school districts in combination with their pricing structure. The Tech Department is working hard to maintain enough Google Workspace storage for the teaching and learning in Keller ISD! 

Spring Clean Google Drive Task #2 - Let's Talk File Ownership!

Maybe you own it, maybe you don't!

🫧 First let's look through your files for ownership.
     Use the searching method below to find documents you MAY USE, but don't OWN.

🫧 Sorting this way will help you see items that you DON'T OWN.

🧼 Next, let's look at WHO DOES OWN the file and where it is LOCATED. 

                  🧼 IF the file is in a SHARED DRIVE, it is accessible to anyone who is a member of the                         Shared Drive and will not be deleted if an individual leaves the district.

                🧼 However, IF the file is owned by an INDIVIDUAL and YOU use it for teaching and                                 learning, it is only SHARED with you. IF the individual left the district, the file would be                         deleted. In this instance, it would be best to MAKE A COPY, rename, and file it                                     appropriately.

🧽 Now that you have a better idea of how to locate what files you USE but don't OWN and choose appropriate storage, stay tuned until next week. We will be back with our cleaners and begin our third task of deleting files and folders!