If you are new to Bethel’s Google Suite, here are the steps for moving files from a personal Google account to your Bethel Google account. If you have been using Bethel Google Suite in the past, then skip to part B below. The files you move should be documents that are related to your work in Bethel. Please do not use Bethel’s Suite as a personal storage space.
A. MOVING FILES OUT OF YOUR PERSONAL ACCOUNT
- Log in to your personal Google Account and select Drive.
- If you have lots of files to move (more than 8-10), create a new folder to collect them. From the Drive menu, click on New and select Folder. Name the folder something like “Move to Bethel”. If you have only a few files you can right click on each file in turn and download it to your computer’s desktop and then skip to #6.
- Click on the triangle to the left of Drive to see all your folders. On the right locate the files you want to move and drag them to the “Move to Bethel” folder on the left.
- Right click on the “Move to Bethel” folder and select Download. This will create a zipped (compressed) file. Select “Save” and “OK”.
- Go to your computer desktop and right click on the zipped folder and select “Extract All”. This will unzip all your files.
- Finally, log in to your Bethel Google Drive account and click on New and Upload File. Select all the files your unzipped and click Open. Files will be uploaded to your Bethel Google Drive account. Alternately, you can put all the files into a folder on your computer’s desktop then, in your Bethel Google Drive account, click on New and Upload Folder. Either way you’ll have all the documents moved from your personal Google account to your Bethel Google account.
B. RESHARING YOUR BETHEL DOCUMENTS
- Now that you have all the necessary files in your Bethel account, you’ll need to reshare them with the same staff you shared them with from your personal account.
- If a document is shared with the administrative team, you can right click on the document, select Share and then enter the word “Administrators” in the field where you’d normally enter user IDs. Sharing with “Administrator” shares it with all administrators in Bethel.
- If the document is shared with an individual or subgroup of administrators, enter all their user IDs (Bethel email addresses) in the share field. As we build capacity with building staffs, we’ll also create groups where you can share with just typing in the group name.
C. RESHARING DOCUMENTS WITH STAFF NEW TO BETHEL GOOGLE DRIVE
- If you are not new to Bethel Google Drive, you’ll still need to reshare documents with those administrators who are new to Bethel Google Drive. If the document is shared with all administrators, you can delete out all those who now share the document and then enter “Administrators” in the share field. This will share the document with the entire team.
- If you have shared a document with an individual or subgroup of administrators, you’ll need to reshare it with those new to Bethel Google Drive.
If you have questions or need one-on-one assistance, please don’t hesitate to ask.
Tim
