Tag Archives: Google Drive

Guide to Backing up Google Apps, Mail, Drive, Calendars and Contact

Guide to Backing up Google Apps, Mail, Drive, Calendars and Contact

Prevent loss of data after a hacker or purely to calm your only paranoid nerves.

While the Google Drive desktop app does do some backup, Google Drive itself is vulnerable to data loss just like the next organization.

If you are a Google Apps user like me, you also probably wondered (or not) – how do I back that up every once in a while? Surely I’m protected right? RIGHT?!?!?

Well, there are some awesome tools.

Google Drive backup tools and software

tools takeout

Google Takeout

Google’s in-house tool for creating one-off exports of your data in different Google services, Google takeout is a serviceable means of creating a manual, one-time Gmail backup. Google takeout creates a .zip file of all your Gmail messages in the MBOX data format, which you can then manually re-import to your Gmail account if any data is lost.

Backupify Logo

Backupify for Google Apps

Whereas Google Takeout, Backupify Snapshot and Backupify Migrator are all viable choices for one-time Gmail backup or Gmail migration tasks, enterprise-grade Gmail business continuity and Gmail disaster recovery plans require automatic, recurring Gmail backup and restore solutions. That’s where Backupify for Google Apps comes in.

Backupify for Google Apps backs up all your Gmail accounts (along with Google Drives, Google Calendar, Google Contacts and Google Sites) up to three times per day, and allows one-click recovery of Gmail messages. These Gmail backups occur automatically, without oversight, every day — freeing administrators from the tasks of creating regular manual Gmail backups, and ensuring that all Gmail data is backed up and available for recovery at all times.

Backupify for Google Apps is the best Gmail backup solution money can buy.

Read More »

Google Apps for Work – yes, we love!

Google Apps for Work – yes, we love!

We’ve had solid good experience with Google Apps.

We’ve been using Google Apps for BROEKMAN communications since they launched, and it’s really helped
our team work faster and more efficiently. We think you’ll also benefit from trying it out for your business.
* Fast email. Searchable. Archivable. Uses Gmail interface but is customizable.
* Fast on all devices (iphones, ipads, etc.) if you set-up email as IMAP not POP mail!
* Integrates with all their products

Google Apps is a cloud-based productivity suite that includes Gmail for professional email,
Drive for online storage, Hangouts for video meetings, Calendar for scheduling and Docs
for editing files. We get things done using any device we choose.

If you’re interested, check out this link:
https://www.google.com/work/apps/business/landing/partners/referral/trial.html?utm_source=sign-up&utm_medium=referral&utm_campaign=apps-referral-program&utm_content=XHQARJB.
I can also send you a coupon that saves you $10 per user for the first year, so just let me know and I’ll provide details.

With Google Apps, I focus less on IT and more on what I love to do. I hope you can benefit as well.
Feel free to get in touch with any questions.

What is Google Apps?

Google Apps is a cloud-based productivity suite that helps teams communicate, collaborate and get things done from anywhere and on any device. It’s simple to set up, use and manage, so your business can focus on what really matters.

Millions of organizations around the world count on Google Apps for professional email, file storage, video meetings, online calendars, document editing and more.

Watch a video or find out more here.

Here are some highlights:

Business email for your domain

Looking professional matters, and that means communicating as you@yourcompany.com. Gmail’s simple, powerful features help you build your brand while getting more done.

Access from any location or device

Check email, share files, edit documents, hold video meetings and more whether you’re at work, at home or in transit. You can pick up where you left off from a computer, tablet or phone.

Enterprise-level management tools

Robust admin settings give you total command over users, devices, security and more. Your data always belongs to you, and it goes with you if you switch solutions.

Start free trial

Read More »

how to share a google drive document

how to share a google drive document

How to share

With Google Drive, you can share files — like documents, images, and PDFs — without having to email them as attachments. Sharing is as easy as indicating which email addresses or mailing lists should have access to a given file.

Share a file with an email address or mailing list

  1. Go to drive.google.com.
  2. Check the box next to the file or folder you’d like to share.
  3. Click the google drive share icon Share icon.

  4. Choose a visibility option: “Private,” “Anyone with the link” or “Public on the web.”

  5. Type the email addresses of the people you want to share with in the text box below “Add people.” You can add a single person or a mailing list.
  6. Choose the access level from the drop-down menu next to each collaborator: “Can view,” “Can comment,” or “Can edit.”

  7. Click Share & save.
Sharing something with a mailing list? If you’re sharing with a group containing more than 200 members, either notify the group by email or provide a link to the file. Your fellow mailing list members need to directly click the link, in the email notification or otherwise, for the file to show up in their Drive lists. The file will show up in the “Recent” and “All items” section of Drive for group members.

Share a file with a non-Google Account

If you want to share a file with someone who uses a non-Google Account, there are a few things to consider:

  • When you share the file with a non-Google Account, the user you’re sharing with will receive an invitation with a link to open and view it. The user will then be prompted to sign in to, or sign up for, a Google Account to be able to edit the file. Google Docs, Slides and Drawings files can be previewed without the user having to sign-in.
  • The invitation you send to the non-Google Account is valid for 14 days. Within that time period, the recipient can forward the invitation to other people, who will also be able view the file, and if they sign into a Google Account, edit or comment on it. You’ll be asked to agree to this when you first share the file.
  • If you re-open the sharing box, you’ll see a  icon next to the non-Google Account(s) you’ve shared with, as well as the number of people who have used the invitation to work with the file. Note that users who see a preview of Google Docs, Slides, and Drawings without signing into a Google Account won’t be counted in the sharing box.

If you use Drive at work or school, you can only share files to people without Google Accounts if your administrator has allowed this. Also, those users will need to sign in to a Google Account to view the file, as well as to comment or edit on it.

Send a link to a shared file

If you’ve set a file or folder to “Anyone with the link” or “Public,” you can send the link to another person and they’ll be able to access it.

  1. Go to drive.google.com.
  2. Check the box next to the file or folder you’d like to share.
  3. Click the Share icon google drive share icon.

  4. Copy the link at the top of the sharing settings.
  5. Send the link to another person or mailing list in an email or chat.

Send a file as an email attachment

Google Drive eliminates the need to send files as email attachments, but if you absolutely must, here’s how:

  1. Open the file you’d like to share.
  2. Go to the File menu, and select Email as attachment….
  3. Select a file type from the drop-down menu.
  4. Enter the email addresses of the people to whom you’d like to send the file. If you’d like, you can also add a subject and a message.
  5. Click Send. Recipients will receive the file as a downloadable attachment in the format you’ve selected.

Tips for sharing in Google Drive

Notify people when you share something

Whenever you share something with someone, they’ll receive an email notification to let them know they have access and can retrieve what you shared the next time they sign into Google Drive. Prefer not to notify them? Uncheck the “Notify people via email” box.

Add lots of collaborators quickly by sharing with a Google Group

Rather than type your collaborators’ email addresses one-by-one, add an entire Google Group. Each member of that Google Group will have access to whatever you’ve shared, including people who are added to the group after you’ve shared something. This option isn’t available for mailing lists that aren’t Google Groups.

Share lots of files at once

If you want to share multiple items with your collaborators, move them into a folder and share the folder with them. Since you’re sharing the folder, that’s their key to access. They’ll be able to access whatever’s stored there or lose access if you remove something that they don’t already have access to.

Having issues with sharing? Learn more about troubleshooting sharing problems.
Read More »