User Guide There are times when SJSU Webmasters wish to post something (such as documents or other type files) to their public SJSU website, but want to restrict access to only SJSU users. This user guide demonstrates how to do this using Google Drive and OU Campus. Upload File(s) 1. From your SJSU email, open Google Drive. Google Drive displays. 2. Click the New button. 11/17/2015 Page 1
3. Select Folder from the drop-down menu. The New Folder window opens. 4. Type a name for your new folder, and then click the Create button. 11/17/2015 Page 2
Your new folder displays in Google Drive. In this example, the name of our folder is Stretch Break. 5. Select your new folder, and then click the Share icon. The Share with others window opens. 6. Click the Advanced link. The Sharing settings window opens. 7. Click the Change link. 11/17/2015 Page 3
The Link sharing window opens. 8. Select the On SJSU option, and then click the Save button. The Sharing settings window displays. 9. Use the Invite People drop-down menu to select Can View. 10. Select the checkbox for Prevent editors from changing access and adding new people. 11/17/2015 Page 4
11. When done, click the Save changes button. Google Drive displays. 12. Click your folder to open it. 13. To upload one or more files, drag and drop them into your folder. Alternatively, click the New button and navigate to where the files are on your computer. Note: You can upl;oad any file type, including pdf, docx, ppt, exe, jpg, and/or html. 11/17/2015 Page 5
14. Once file upload is complete, click My Drive, and then click your folder to open it again. A protected/secure (https) URL is created. 15. Copy part of URL: Select the numbers and letters after /folders/. Copy by typing Ctrl+C on your keyboard. Important: We recommend making a note of your new URL, because Google will change it after you type it. It is important to use this new URL when you create your hyperlink in OU Campus. 16. Make a note of your new URL. It will begin with: https://googledrive.com/host/ 17. After /host/, paste the numbers and letters you previously copied, so that is looks similar to this: https://googledrive.com/host/0b7r7i06rr7buzulybgd1lw5oc 18. To test your new hyperlink, open a new tab in your browser, and then copy and paste your new URL. 11/17/2015 Page 6
Google Drive displays the document(s) in your folder. Note: Google will change the URL slightly. 19. Click document name to download. The Save As window opens. 11/17/2015 Page 7
Create Link in OU Campus 1. Log in to OU Campus and navigate to the web page where you wish to create your link. 2. Select the text (or graphic button) where you wish to add the link, and then click the Insert/Edit Link icon. 11/17/2015 Page 8
The Insert/Edit Link window opens. 3. Paste your new URL into the Link URL field, and then click the Insert button. 4. Click the Save icon. 5. When done, click the Publish button. The Publish window opens. 6. Click the second Publish button. 11/17/2015 Page 9
User Experience 1. The user clicks the link (or button). User Already Signed in to SJSU Email 2. If the user is already signed into SJSU email, your Google Drive folder opens. 3. The user clicks on the file name. The Save As window opens. 4. The user can then download and save the file. Note: For exe files, the user will need to download and save it first. Then the user must have administrator access to install it. 11/17/2015 Page 10
User Not Already Signed in to SJSU Email 5. If the user is not already signed into email, Google will ask for an email address. User Provides Non-Google Email Address 6. If the user provides a non-google email address, an error message will display. 11/17/2015 Page 11
User Provides Non-SJSU Email Address 7. If the user provides a non-sjsu email address, an error message will display. User Provides SJSU Email Address 8. If the user provides an SJSU email address, the SJSUOne login page displays. 11/17/2015 Page 12
9. Once the user enters an SJSUOne ID and password, your Google Drive folder opens. 10. The user clicks on the file name. The Save As window opens. 11. The user can then download and save the file. Note: For exe files, the user will need to download and save it first. Then the user must have administrator access to install it. 11/17/2015 Page 13