Two organizations we work with still store files to an on-site server, mostly out of habit. People work with files stored in common folders on-site. They save a duplicate of a record when they need to work with it off-site. And if they don’t know that folder a record sits inside, hunt is slow. Both organizations have used G Suite for some-more than dual years.
Both organizations now devise to pierce their files from an on-site server to Google Drive, interjection to dual facilities Google launched in 2017: Team Drives and Google Drive File Stream.
Team Drives, that launched in Mar 2017, simplifies request tenure and access. A Team Drive “owns” a files, instead of an individual. As organisation membership changes, entrance to a files also changes. Before Team Drives, any Google Drive record or folder was owned by an particular comment — and that’s still loyal for files and folders stored on an individual’s “My Drive.” And now any member of a Team Drive can work with any record stored on that Team Drive.
SEE “How to set adult Google Team Drives” (TechRepublic)
Google Drive File Stream, that launched in Sep 2017, gives your internal filesystem entrance to Google Drive. You can view, open, save, and work with files on Google Drive within File Explorer (on Windows) or a Finder (on macOS). For example, in Windows, we can entrance Google Drive as a mapped drive, afterwards right-click a record (or folder) to name equipment to work with offline.
SEE “Google Killing Drive for Mac and PC, replacing with Drive File Stream” (TechRepublic)
The launch of Team Drives and Google Drive File Stream lets people continue to work with common files in a informed manner. If you’re prepared to make a move, here’s how to pierce files from a internal server to Google Drive. For a following to work, make certain that both Team Drives and Google Drive File Stream are enabled in a G Suite Admin console.
1. Move common files and folders
I advise a G Suite director hoop a initial pattern and record move, given a G Suite director can emanate any folders and conduct permissions, as needed.
As most as possible, we advise that we try to replicate a existent folder and record structure of your existent on-site server on Google Drive. Upload files and folders that everybody can entrance and revise to a likewise named folder — that everybody can entrance and revise — on a Team Drive. Upload files that usually specific group members can entrance to a likewise named folder — that usually those specific group members can entrance — on a opposite Team Drive. Remember, a upload speed of your internet tie will extent how fast your information can transfer.
2. Move private files and folders
Work with any user to pierce any private files — files now stored in a “private” folder on a server or on an individual’s mechanism — to a identical folder on a user’s “My Drive” on Google Drive. By default, files on “My Drive” are private, unless common by a user.
3. Deploy apps
Make certain any chairman has both Chrome and a Google Drive File Stream app installed. In a box of a dual organizations we work with, everybody already uses Chrome, so we only need to muster a Google Drive File Stream app. Install these apps with your customary app deployment methods. (If we don’t use a apparatus to conduct apps deployments, only implement these apps on any system.)
Each chairman will also need to login to a Google Drive File Stream app with a G Suite account. This connects their filesystem to Google Drive and allows entrance to all equipment on Google Drive that they have accede to access.
4. Review app links
Next, determine that files open in a suitable app. For example, open a Google Drive File Stream mapped drive, afterwards double-click on a Google Docs file. Chrome should open to concede we to revise a file. Similarly, if we have Microsoft Word installed, when we double-click on a Word record in a Google Drive File Stream mapped drive, Word should open to concede we to revise a file.
You can change a default app compared with files. For example, if we change a default record organisation from Word to Google Drive File Stream for .doc files, Word papers will open within Google Docs in Chrome, instead of a commissioned Microsoft Word app. (Here’s how to change a default module record associations on Windows or on macOS.)
5. Optional: set offline access
You can also name specific files and folders for offline access. Select a folder, afterwards right-click (Windows) or control-click (macOS), and name “Available offline.” This works good if we revise papers with commissioned software, such as Microsoft Office documents. To work with Google Docs, Sheets, or Slides while offline, enable offline access in Chrome.
The pierce from an on-site server to Google Drive — with Team Drives and Google Drive File Stream — lets people continue to work with files most like they have in a past. But now, files are easier to find and people can work with files anywhere.
What’s your experience?
Did a launch of Team Drives and/or a Google Drive File Stream app prompt we to switch from an on-site server to Google Drive? What has your knowledge been with these dual apps? Has this separated your need for an on-site record server entirely? Let me know in a comments or on Twitter (@awolber).
- Google Drive grows some-more powerful, underline by feature (TechRepublic)
- How to ride your files to Google Drive (TechRepublic)
- Google Drive Backup and sync underline offers full backup choice to Apple Time Machine (TechRepublic)
- Google Drive adds plug-in for Microsoft Office files (ZDNet)
- How to revise Microsoft Office papers stored on Google Drive (TechRepublic)