Monday, April 20, 2015

When NOT to delete a shared folder/file

Turns out that removing a shared item may not be as simple as we thought. After a long discussion with Google Support, I realized many trainers (myself included) didn’t realize that although a shared document can only be deleted by the owner, it is possible for that document to be removed from it's folder and placed in limbo. The conditions under which this could happen and the solution provided by Google Support are in this document:

So, if someone has shared a folder, deleting a document from the folder will remove it for everyone (owner included). Although the owner still have access to it, it will not show up in the original shared folder or within his My Drive — the owner will have to search to find it.

Lesson: don’t delete files from folders - remove yourself from the Share list.

Wednesday, April 15, 2015

Using a Web Site's Search Function Directly From Chrome's Omnibox

Ever have a brain fart and can't remember the title or an actor in a movie? In the past, I would open in a new tab and use the site's search function to find my answer. Now, I can do it directly from my current window. All I do is type in IMDB and hit tab — now I can use IMDB's search function without going to the site (the search results will be from the site):

You can add any web site's search to Google Chrome's Omnibox. With Google Chrome's settings, select Manage search engines

In addition to some standard ones Google already has, you can easily add your own. First you need to find the search result URL used on the web site. On Grooveshark, when I search for Queen, it displays:!/search?q=queen

I then substitute my query (i.e. queen) with %s. Chrome will use whatever you type in the Omnibox for %s.!/search?q=%s

Once you have your search URL, you just need to add the shortcut (what you type to enable the search) and the display name.

Remember, the shortcut is enabled after you type it and then hit tab:

Here's some ideas to get your started:

Google Drive:

Google Image Search:


For more information, see Google's documentation:

What search engines will you add?

Collaborating with Google Apps

A lot of people belief collaboration means having your Microsoft Word files in a shared folder, but that's not collaboration — that's sharing a folder.

Collaboration means work on a file together. Whether at the same time, or at different times of the day, Google's collaboration tools (Comments and Suggested Edits) removes the needs of multiple copies of a document as it gets sent back and forth between collaborators.

In this new video from Google, you'll see the best of the collaboration tips in action. Specfically, Comments and Suggested Edits, Notifications and Revisions (ie. versioning).

Another tool that is often under-used is the Email Collaborators command from under the File Menu. The best part is that it automatically include a link to the document you are currently working on.

What's your favorite collaboration tool?