Stay organised with Google Drive

At the risk of sounding like your mother: organisation is important at uni. To stay on top of all the content you’ve learned this trimester, to organise your assignments, your exam notes, and just life in general.

With all this comes an array of files. So many files. You’ve probably got some in Learning@Griffith, some saved to your USB, some emailed to yourself, some saved to your harddrive, some saved to your student drive, and some quickly saved to your desktop with a title of ‘sdjfsdjkf’.

Can you guess what we’re going to say? Probably…

You’ve got to organise your files!

If you’re not already using your Google Drive, we suggest you start.

Google Drive is basically an online file storage system. As a student you automatically have a Google Drive account attached to your student email, and it comes with unlimited storage. It’s accessible from any computer browser and most mobile devices. All you need is a connection to the internet and you’re sweet to access it anywhere.

You can store any file in Drive: pictures, drawings, videos, and more. You only need to store a file in Drive on one device, and it will automatically be available on all your other devices.

There are three ways to get your files into Drive:

  • Upload files to Drive on the web
  • Store files using a desktop sync client
  • Upload files from your phone or tablet

Go to the Google Apps Learning Centre to find out how!

Another wonderful benefit of Google Drive is that you can share folders with other people, so they can see and edit the contents too – a lifesaver for group assignments!

Now, we aren’t suggesting you save your work exclusively on Google Drive. Save files to multiple places in case something goes horribly wrong. But when doing so, stay organised!

Watch this YouTube video for helpful tips to keep your Google Drive folders perfectly organised.


Where should you store your files?

You’ve worked hard on your study notes and assignments, so you want to make sure you are saving those files in a secure space. Which, by the way, is not to the desktop of our computers.

So, where should you store these files? Let us tell you!

When you’re using the common-use computers on campus, you’ve got two main options: H Drive, and Google Drive.

H Drive

H Drive is available from common use computers via My Computer on the desktop.  If you save your files here, you will be able to access them from any common use computer at any campus.

Though if you’re using one of our library laptops, you’ll need to use FileWay to access H Drive.

If you want to access files saved to H Drive off campus it does get a tad tricky. You’ll need to login to Griffith’s VPN first. You get a quota of 50MB storage space for H Drive.

Google Drive

Google Drive is connected to your student email account. It’s accessible from any computer browser and most mobile devices. All you need is a connection to the internet and you’re sweet to access it anywhere.

You also get unlimited storage space on your Google Drive – that’s right, unlimited. Take a squiz at our post on using Google Drive for further info.

It’s also important to remember:

  • Saving your work to any other location on common use computers (e.g. the desktop or My Documents) will result in deletion when you log out or turn off the computer.
  • Backup, backup, backup your files! Along with Google Drive and H Drive, you could save to a USB or email the file to yourself.

Storing your files, made easy

Photo of folders

Did you know that your student email is Gmail based?

And with that comes a whole suite of associated apps, you’ve just gotta click the Google Apps icon at the top right to get to them (hint, it looks like nine small cubes). To get to Google Drive, you just click on the Google Drive option!

So, what is Google Drive? It’s basically a free online file storage system.

Google Drive allows you to easily store your photos, documents, slides, drawings, sheets, videos – anything. Your files in Drive can be reached from any mobile device or computer. So wherever you go, your files go. You can quickly invite others to view, download and collaborate.

Benefits include:

  • Unlimited free storage – no more running out of space.
  • Access everywhere – you can access your files anywhere either via the web or offline by installing Google Drive onto your computer, smartphone or tablet.  
  • Automatic syncing – if you change a file on the web, on your computer or on your mobile device it will automatically update on every device you have installed Google Drive.
  • Secure backup –with Google Drive you will always have your files safely stored in the cloud should anything happen to your computing device. #lifesaver
  • Easy and secure collaboration – you can share files with colleagues and edit them together on any device. So super handy for group assignments! You can also manage exactly who you share your files with and what level of access they will have (view only, or edit).

How convenient, right? I bet you’re kicking yourself as to why you haven’t been using Google Drive already!

No more tears over lost USBs full of all your important assessment! Though, do remember to backup your work and not store it all in the one location.


Where to store your files

Photo of a floppy disk

Not on a floppy disk, that’s where!

So, you’re using our computers and wondering ‘where should I save my document?’ Well, that’s a great question.

Griffith University students get network storage space (H Drive), and online storage space (Google Drive) for storing files.

H Drive is available from common use computers via My Computer on the desktop.  If you save your files here, you will be able to access them from any common use computer at any campus.

Though if you’re using one of our library laptops, you’ll need to use FileWay to access H Drive.

If you want to access files saved to H Drive off campus it does get a tad tricky. You’ll need to login to Griffith’s VPN first. You get a quota of 50MB storage space for H Drive.

Google Drive is connected to your student email account. It’s accessible from any computer browser and most mobile devices. All you need is a connection to the internet and you’re sweet to access it anywhere.

You also get unlimited storage space on your Google Drive – that’s right, unlimited. Take a squiz at our post on using Google Drive for further info.

It’s also important to remember:

  • Saving your work to any other location on common use computers (e.g. the desktop or My Documents) will result in deletion when you log out or turn off the computer. 
  • Backup, backup, backup your files! Along with Google Drive and H Drive, you could save to a USB or email the file to yourself.

Oh no! All my files are gone!

usb

Your USB flash drive will fail. University assignments, job applications, and photos of your monumental summer vacay will eventually be corrupted or lost by that tiny, portable drive.

It will happen. You are crazy if you think it won’t. USB flash drives (also known as USB keys or thumb drives) are infuriatingly fickle and unreliable.

To avoid digital disaster, you should have at least three backup and recovery processes for your files. We strongly recommend saving work to your network storage drive (H: drive) and Google Drive. Maybe even email a copy to your Griffith email account for good measure!

H: drive is available from the common-use computer desktop or via FileWay through your browser. If accessing off campus you will need login to Griffith’s VPN software first. All students are given a quota of 50MB for their H: drive usage.

Google Drive is available from any computer browser and most mobile devices. Griffith staff and students have unlimited storage. You can store files up to 5TB each.

Your Griffith email account has unlimited quota.  This means you can store as many emails in your mailbox as you like!

For information about storing your files at Griffith University, see the Student Computing page. For information about your Google Apps account, see the Griffith University Google Apps Support Page.