Important to know:
- Before June 2024 Student email addresses and Google accounts were @student.cia.edu.
- After June 2024 their email addresses are now @cia.edu.
- Student Google account usernames continue @student.cia.edu
When sharing directly with students their Google account is [email protected]
Students are not on the same Google domain with faculty and staff. The student domain is @student.cia.edu, and the faculty and staff domain is @cia.edu.
This makes them outside each others Google domain.
This article explains methods for sharing files and folders.
How to share Google Drive items with Students, Faculty, or Staff?
The options for sharing between students/faculty to students/faculty through Google are;
- My Drive files and folders share directly to individual emails.
- Shared Drive files and folders share directly to individual emails
- Not recommended: Create a fully public folder/doc/item available to anyone with the link
- In Google My Drive,
- Right click the Folder or File (or select the stacked dots to the right) to view the pop up menu
- Select Share and then Select Share.
- Enter the emails you want to share the file or folder with.
- Select the permission level
- Viewer- can see the file contents
- Commenter- can view and leave comments on the file
- Editor - can do whatever they want to the file or in the folder (make sure that is what you want)
- Check 'Notify people' and write a message if desired
- Click Send.
- In Google Shared Drives,
- Right click the Drive (or select the stacked dots to the right) to view the pop up menu
- Select Manage Members.
- Enter the emails you want to share the file or folder with.
- Select the permission level
- Viewer- can see the file contents
- Commenter- can view and leave comments on the file
- Content Manager - can do whatever they want to the file or folder content (make sure that is what you want)
- Manager- is an owner of the drive (more than one manager can be designated by any manager)
- Check 'Notify people' and write a message if desired
- Click Send.
This method is NOT recommended
- For sensitive or private file sharing. The most secure method is always to share with specific individuals and groups.
- Easy sharing with users outside of your domain. @cia.edu is not the same domain as @student.cia.edu
- In Google My Drive,
- Right click the Folder or File (or select the stacked dots to the right) to view the pop up menu
- Select Share and then Select Share.
- Under General access
- Select the down arrow to to display. your options
- Restricted- only specific people will have access. See part 1.
- The Cleveland Institute of Art- anyone logged in with their CIA account matching yours will have access. @cia.edu > @cia.edu or @student.cia.edu>@student.cia.edu
- Anyone with the link literally means anyone with the link inside our outside your organization- once selected additional permission levels are displayed
- Viewer- can see the file contents
- Commenter- can view and leave comments on the file
- Editor - can do whatever they want to the file or in the folder (make sure that is what you want)
Once Link sharing is on, you'll notice the notification says, "Anyone at the CIA with the link can view". This is inaccurate. It should really say "Anyone with the same domain can view" Remember, students and staff/faculty are on different domains.