„Drive” service – sharing large files
If it is necessary to send data with a size larger than 16-18 MB from a specific sender to the recipient, e-mail ceases to be the optimal solution.
In this situation, you can use the „Drive” service. The service allows a Gdańsk Tech employee to put files on the server and then make them available to other employees of the University or external recipients (without a login and password to the Moja PG system).
TIP
The total available space for temporary storage of attachments for a single user is 1 GB. The size limit of a single resource stored on the server is approx. 512MB.
NOTE
The service is not intended for permanent storage and sharing of files, e.g. for archiving purposes or for permanent sharing of the same file resources. The purpose of the service is to allow only temporary saving of files in order to further make them available to specific recipients for the purpose of data exchange, bypassing technical limitations of e-mail. After reaching the assumed goal, the files should be deleted from the space of the „Drive” service.
To provide a larger attachment for specific people, do the following:
On the webmail.pg.edu.pl website, log in with the username and password similar to the Gdańsk Tech system. Using the top navigation bar, go to the Drive tab, marked with a cloud icon.
On the gray background menu on the left, find the My Files section and click on it. In the My Files section, the default folders are: Documents, Music, Pictures, Videos. These folders are provided by the software and can not be deleted or renamed. You can use them by placing files or subfolders with files there. You can also create your own folder with subfolders as needed. Add a folder, a subfolder and save the file using the New drop-down in the navigation bar.
You can put multiple files at once on the server – from a single folder. However, the service does not support the placement of files with subfolders, inclusive. If you need to create your own structure of folders and subfolders on the server, you must create this structure yourself – you can not copy it from the local computer's disk. The service also supports placing files using the drag-and-drop method: mark the files you are interested in (e.g. in the Windows File Explorer window) and, while holding the left mouse button, drag them to the folder area in the „Drive” service.
3. If the intended files and folders are placed on the server in the „Drive” service, you can proceed to making them available. You can share both a single file and a file folder. When performing the share activity, you can select one file or one folder. In the next step, you can reshare for the next file or folder. Then, mouse over the resource that interests you by clicking on it once with the left mouse button.
If a folder is indicated, then in the gray menu (in the left part of the view), an option icon (in the form of three horizontal lines) will be displayed near the folder – click on this icon and select Permissions / Invite people .
If a file is indicated, the Share option will be available in the white navigation bar – click on it and select the option Invite people. This icon is also displayed for folders.
4. Regardless of whether you selected a file or a folder, after calling the above options, a window with permissions to the indicated resource will be displayed. Click on the Add People and Entry field of the email address of the person you want to share. If the given address will be in the domain pg.edu.pl, it will probably be displayed in the list of hints – you can then choose the right item from the list. In the case of an address in a PG department domain or in an external domain, the list of hints will be hidden – in this case, enter the e-mail address manually (including the domain), e.g. adres@gmail.com, adres@eti.pg.edu.pl.
5 n the window with the permissions, it is possible to indicate:
users who will have access to the resource,
the level of users permissions.
Users indicated by the e-mail address in the pg.edu.pl domain have default authorizations at the Author level enabling: reading, writing and deleting resources.
Users indicated with the help of other domains, including external users, by default get permissions at the Viewer level enabling them to read the shared resources only.
Each recipient can be assigned additional rights:
The role Reviewer allows you to read and write a resource,
The Administrator role allows you to read, write, delete a resource and manage permissions for a given file (these are the Author role authorizations extended by user management).
When granting permissions, you can also specify whether they will receive an email notification when a folder or file is shared with them. You can also indicate whether the access only applies to files contained directly in the shared folder, or whether it should include all subfolders.
6. After clicking in the window with the rights of the Save button, the indicated resource will be made available to users. Eligible recipients will receive an e-mail message containing a link to the previously shared resource.
7. You can find a list of all important shared resources available in the gray menu (in the left part of the view) in the My Shares section. Therefore, there is no need to remember or record which resources and which recipients have been made available.
Sharing data with public links
haring resources on the server in the „Drive” service is also possible through the so-called public links. A public link is the URL of a specific resource that you can provide, for example, in an e-mail or temporarily publish on any website. Anyone who has a public link will be able to access the resource on the server. You can specify the duration of such access and password protection. The indication of the duration of the access is possible only in the form made available by the software – it is not possible to specify day from the calendar. If necessary, you can revoke the validity of the public link at any time and thus cancel the sharing of the resource. To assign a public link to a resource, do the following:
On the webmail.pg.edu.pl website, log in with the username and password similar to the Gdańsk Tech system. Using the top navigation bar, go to the Drive tab, marked with a cloud icon.
2. Using the gray background menu (shown on the left side of the view), find the folder where the resource to share is located. You can share the entire folder or a single file.
3. If you want to share a particular resource, click on it once with the left mouse button.
4. In the white navigation bar, click on Share options. Select the option Create sharing link.
6. In the window that appears, you can copy the public link to the resource to the clipboard (in memory). According to your needs, you can also send the address of the link in an e-mail message, completing the message with your own content. if you choose the option of securing access to the resource with a password and at the same time you use the option of automatically sending an e-mail, this password will be explicitly given in the sent message.
7. Click Close. If the recipients have been identified to send automatic e-mails with a public reference address, currently these e-mails will be sent (along with the individual content and the explicitly provided password – if these options were used).
Placing resources from the „Drive” service as attachments in manually created e-mails
The resource placed in the „Drive” service can also be included in a manually created e-mail (in the Mail tab in the top navigation bar). In this case, the maximum total size of the attached resources is 100 MB (in one e-mail). Regardless, you must ensure that the recipient has the technical capability to receive such a large e-mail.
Note: the possibility of including in this way the resource from the „Drive” service allows to omit the limit of central Gdańsk Tech mail, which limits the acceptable size of the e-mail (content + attachments) to 20 MB. We explain that manually created e-mail with an attachment attached from a local computer disk (i.e. an attachment manually added by the user, without using the resource in the „Drive” service) is still subject to a maximum e-mail size (content + attachments) equal to 20 MB.
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