Frequently Asked Question

As of summer 2018 we have switched laptop users from local file storage (with backups on the server) to a setup using Google Drive for Desktop (GDFD, formerly called Google Drive File Stream) program to store and back these files up in Google Drive.

You will need to take care to build new habits around where you store and access your files.

Your Files and Backups

Instead of being in your home folder as you might be used to from personal computers, your files will be kept in your G: drive. This looks and acts like it's an actual physical hard drive or USB drive plugged into your computer, but it actually just points at your Google Drive cloud storage. This is the same storage you can access via the Google Drive app or website. It's basically just another way to store and access your files in Drive.

Be sure to save any file you work on or create in your G: drive, so they're getting backed up and synced to the cloud! Drive will automatically keep change histories for all of your files for 30 days. This means you can look back at old versions of files, if you need to. You can even tell it to permanently retain specific versions. Drive also retains a complete, permanent change history for any Google Docs, Sheets, and Slides documents you create.

You will still see Documents, Photos, Desktop, and other folders you might be used to storing things in in File Explorer and in Open and Save dialog boxes. However, please be aware that any files stored in any location other than the G: drive will not be automatically backed up. You should avoid storing files you want to keep on your Desktop or Documents folder.

If you want a few files or folders on your desktop for quicker access, you can still achieve this by creating a shortcut. Locate the item you would like to have accessible via your Desktop, then right-click on it, hover over Send to > in the contextual menu that appears, and choose Desktop (create shortcut) from the sub-menu.

A note to Microsoft Edge users: your bookmarks (favorites) are not backed up. It's strongly recommended that you use Google Chrome as your browser, as it integrates with your G Suite account, and it allows you to back up bookmarks and settings.

How To Access Google Drive for Desktop

You can get to your Google Drive in one of three ways. It's listed under your Quick access items in File Explorer (you can also see these if you right-click on File Explorer's icon in your taskbar). When you open this location, you'll see two items listed: My Drive and Team Drives. All your files are now stored in My Drive. Please be sure to save any new files there, too, so they're getting backed up to the cloud!

Team Drives are a feature we might use more later, so we're not going to address those in-depth, but you can think of them as being like the Faculty Shares and Student Shares we have at most buildings.

You can also access your Google Drive under This PC alongside other drives.

There's also an icon for Google Drive File Stream in your notification area, which lives in the lower right-hand side of your screen.

If you don't currently see this icon down there, try clicking on the caret ^ at the left end of the set of icons. This shows the overflow for the notification area, where extra icons appear. You may want to click and drag Drive File Stream into the main part of the notification area. If you still don't see it, you may need to set up Drive File Stream, or you may just need to manually start the program.

If you click on this icon, you'll get a little window showing the most recently synced files. You can open your Drive by clicking the little folder icon (orange arrow), and you can access settings by clicking on the little menu icon (blue arrow). You should not need to get your settings, as we've already configured everything for you.

Accessing Google Drive on the Web and iPad

Google Drive File Stream doesn't just provide a way for us to store and back up your files better; it also allows you to access your files on across all your devices. You can download the Google Drive app for your iPad to have access there, and you can also go to the Google Drive website on any device with a web browser to access your files. The Google Drive website also works on Chromebooks, of course.

More Resources and Information

• Google offers a ton of useful information and how-tos for Google Drive and the other G Suite tools in the G Suite Learning Center website. There are explanations and walkthroughs for basic tasks and more advanced features across all the G Suite tools and services. Anyone of any skill level can benefit from this site.
  
• Google's help documentation for Google Drive is also available online, as well as specific instructions and help for Google Drive File Stream.