Best Practices for Sharing Google Docs

Link-Based Sharing vs. Invite-Based Sharing

Link-Based Sharing

Selecting the default “get shareable link” option gives access to  the file with everyone in our SDMA domain including students. You can also share files outside our domain by choosing “anyone with the link” or “public on the web.”  While you may only publicize the link with your intended audience, your file is still searchable.

Link-based sharing is a quick and easy way to circulate documents in your Drive. Consequently, it also poses the greatest security risk to our data if misused or misunderstood because it often results in unintentional sharing of confidential or sensitive information internally.

Invite-Based Sharing

Alternatively, the most secure way to disseminate file access is by invite. This selection requires you to type in the name or email address of those with whom you wish to share the file. This requires the recipients to be signed-in to their appropriate Google account to view or edit the shared document. To make this process more convenient, you may type in existing Google Groups. Typing in “High School Staff,” for example, will quickly share your document with everyone in that email group. For sensitive data, invite-based sharing either individually or by Group is highly encouraged in lieu of link-based sharing options. Additionally, by clicking “Advanced,” you receive the options to “Prevent editors from changing access and adding new people” and “Disable options to download, print, and copy for commenters and viewers.” These features further ensure that you retain control of your most sensitive data.

Staff Cases

We ordered some new 14" Device Sleeves/Cases this fall. If you would like a new case for your district device, please fill out the following form and we will deliver one to your building.

Happy Thanksgiving!
The Technology Department

Cold Weather Device Care

The weather is getting colder and it's important to note that laptops and mobile devices are sensitive to cold temperatures. Safe operating temperatures range from 50-95 degrees F. Leaving devices in the cold can shorten battery life, prevent screens from displaying properly, shatter screens, or cause condensation leading to further internal damage.

To prevent damage:

1. Avoid leaving devices in cold places like vehicles, especially in trunks, for extended periods of time.
2. Keep devices in padded case to provide additional protection from the cold.
3. Allow devices to return to room temperature before powering them on again. This needs to be done naturally as applying heat too quickly can also cause damage.

Google Cast for Education

Looking for a way for students to share their screens with the class? Check out the Google Cast for Education extension. You can allow students to cast to your teacher device connected to the projector. If you use Google Classroom, giving students permission to cast to your device is quick and easy. Not currently a Classroom user, add student permissions as you need them to present.

Here's how to set it up:

1. Install the Google Cast for Education extension in the Chrome web store.
2. To open the extension, click on the Google Cast for Education Icon. 
3. For Receiver name, enter a name such as Room 301 or Ms. Krueger. Click Save. This is what students will see when they request to connect to your device when they want to cast.
4. Click Share. To invite your students to cast, enter the name of your Google Classroom class or individual student email addresses and click Add.
   
5. Choose permissions for each student or class:
• Can present—Students can cast to your screen anytime you have the extension open.
• Can request—Students can request to cast. You need to approve or deny each request.
• Note: Students who aren’t on the list won't see the extension in their Chrome toolbar.
• I recommend the request option in general; however, permissions can be adjusted as needed.
6. For students to cast to your device, make sure the extension is open. Have students click on the Chrome menu, identify your device, and choose “cast.” They can then decide to cast their whole screen or just the active tab.
7. If students have "can request" permissions, you’ll get a pop-up on your screen to grant access. Once you do, the student's screen will appear on your device.

Check out Google's Cast for Education Support Guide for more information and see how cast can be used for class collaboration in the video below.