Sharing in Google Docs

There are many different ways to share something through google doc, feel free to use whichever way YOU feel most comfortable, they all work...


1) Set up a shared folder for a group of people:

• In my drive, click create and then folder
• Name your folder
• Right click and choose share then share...
• In the invite people box, enter people you would like to invite

Simply enter the email address of the person you would like to share with in the box below "invite people:".  If this person is a teacher, it will most likely be his or her school board first name, . , last name, @gapps.yrdsb.ca.  So if Rob Ford was a teacher, you would enter rob.ford@gapps.yrdsb.ca into that box.  If you would like to share the document with a student, you will need his or her account number.  This is NOT his OEN number, this is the number that they use to enter a school computer.  (You can find the student account number by accessing the student account folder inside Teacher's Community on your network drive)

Once you have created this folder, whatever document you put inside this folder will be shared with everyone on the shared list.

2) You can also share a single document by clicking on the share button located at the top right corner.

It would be a good idea to create a class list with all your students' gapps account and just copy and paste them into the invite people box.

* If you would like to share something with all Wilclay Staff members, please email me and I'll send you a staff list.

** Compiling the Class List might be the most complicated part of sharing documents, but remember, you only have to do this ONCE!  Save your class list in a regular google doc.  Whenever you want to share something, just copy and paste that list in the share box.  If you have any trouble with creating a class list, let me know.

How to create a Staff or Class List

On your desktop (The Green Screen with an Earth in the middle) when you first log on with any PC, click on Teacher's Community > Student Accounts >232 -redstone.csv (This is the file with all the account and password information of all the students at Redstone)

Open the 232-redstone.csv file, it will start up an excel spreadsheet.  The first thing we want to do is sort this list by class.  Go to column F, and click on it.  The entire column should be highlighted.  Now click on the Data tab up top then click sort.  Scroll down to find your class.

Select all the student account numbers from your class under column A.  Copy them by pressing Ctrl - C.

(If you are still with me at this point, we are almost done!)

Now create a regular document in Google Docs.

Paste that list by pressing Ctrl - V.  Now you will see all the account numbers on the document.  All you need to do now is add @gapps.yrdsb.ca to the end of every account number.  You can do this by copy and pasting as well.  So all of them will look something like 3350333@gapps.yrdsb.ca 

This will be your class list from now on, you can copy and paste the entire list into the share box whenever you want to share something.  You can also create a group in contacts for easier access to this list.

How to create a Group in Contacts

Log on to your Google Drive, click on the 9 dot icon between your name and a bell in the top right corner. Choose Contacts (NOT GROUP).

This will bring you to the Contacts Page, choose New Group... from the left side bar. Click and create a name for it.  Now the name of the new group should pop up in your left side bar under My Contacts, click on the name and you will see that you have no contacts in this group yet.

Find the add icon on the top (a human figure with a + sign beside it), click on it, and you will see a box.  You may enter each person one by one, or if you have created a list, simply copy and paste the list of @gapps.yrdsb.ca inside that box.

Now that you have a group in your Contacts, anytime you want to share something with this group, you simply type in the name of the group in the share box, and it should appear!