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LionMail (Google) Drive

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properties Accessibility Limitations on sharing Three ways to share Instructions FAQ

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properties

  • Storage: Store and organize any number of files online in the cloud
  • Collaboration: Share and work with others by giving them view or edit access to your Google Docs, spreadsheets and presentations
  • Share: All uploaded files can be shared with other LionMail or Gmail users, including photos, videos, PDFs, Word, Excel and PowerPoint files
  • Search: Google's famous search feature can search the text content of your Google files in addition to all the file titles
  • Mobile Drive-App: Get Drive on your smartphone or tablet (Android or iOS) so you can access your files online or offline (if stored on your device).

Please remember that the Gmail web interface is the only CUIT fully supported method of using LionMail Drive. The supported browsers by LionMail Drive are the current and previous version of your preferred browser.

All Columbia University Morningside students, faculty, and staff have LionMail, although some administrative departments have chosen to use Outlook Exchange. CUIMC students, faculty and staff use the CUIMC E-Mail-System . CUIMC partners do not use LionMail.

search

Finding documents in Google Drive can be tricky if your inventory contains many of the same keywords. LionMail Drive has an advanced search function that you can use to search for the following criteria:

  • File type
  • File owner by name or email address
  • Words contained in the file
  • the date on which the file was last modified
  • Names of other users with whom the file was shared

To use the advanced search options, click the arrow on the right side of the LionMail Drive search box (shown below). Moves Smart scan This feature is not yet available in Columbia’s LionMail implementation.

Accessibility

Attention faculty: LionMail Drive cannot be made a prerequisite for the course at any time.

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Columbia University strives to provide equal access to information, programs, and activities to all of its constituencies, including people with disabilities, through its technology, websites, services, and resources. Although LionMail Drive will be available for use in the classroom, due to the lack of access it will be used for certain types of disabilities the university prohibits faculties from requiring them for any academic interaction . Requiring its use could exclude some students from attending classes and accessing the full academic environment.

Please follow our general LionMail Accessibility Guidelines to make your Google Docs accessible to people with disabilities. The Google Accessibility Administrator's Guide provides more information on accessibility and Google Apps, including Google Drive.

If you have any difficulties or questions about using assistive technology or making documents accessible with Google Drive, please call CUIT 212-854-1919 or send an email to askcuit@columbia.edu.

Limitations on sharing

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Columbia's agreement with Google provides protection that enhances those included in the Google Apps Consumer License. Therefore, we strongly recommend that you stop using consumer-based Google Drive for university affairs, and recommend that you use LionMail Drive instead.

No public release

To maintain a secure collaboration and sharing environment, some risky sharing options are not available on LionMail Drive. Most importantly, Drive elements cannot be set to any level of public sharing. This is because the 'Public on the web' setting makes the document fully public and available for indexing; H. it will show up in search engine results and would be available to anyone with a Google account.

You can still create shareable links and share them with users outside of Columbia. However, you need to share the document with the email addresses of the specific users who want access to your file.

Restricted domain-wide sharing for all LionMail users

The ability to share files with the entire LionMail domain, be it by sending with or without a link, was always discouraged by Columbia for several reasons:

  • As soon as a Drive element has been released across the domain, it appears in the search results of all people who use LionMail Drive. Over 15,000 Columbia students, faculty, employees, alumni, and retirees actively use LionMail Drive Drive each week , and many others have access just by logging in. When you search for a specific keyword to find a file in Drive, the search results include not only your files, but also any items with the keyword that have been shared with all LionMail users. LionMail users have reported that this makes it difficult to find their own Drive items.
  • All information shared domain-wide is no longer under the control of the owner. Other LionMail Drive users could copy it and share it with anyone, including an unintended audience.
  • It is also possible to change the original data before dividing. This technique can be used for many purposes by other LionMail Drive users; some of the more worrying options are:
    • To make it look like the original writer wrote something he didn't write.
    • Remove credits to the original author.

Until the spring of 2018, this advice was the only gentle control preventing LionMail Drive users from setting up a domain-wide share. However, the use of the domain-wide sharing option has grown extensively due to system prompts that made sharing the easiest or most visible option for all LionMail users. In response to this, the visibility of the domain-wide sharing option in the system will be minimized from 2018. Additionally, for Columbia administrators, the domain-wide share is actively removed from LionMail Drive items by using the System that filters and corrects unencrypted 'sensitive' data saved in Drive.

Filters for sensitive information

In addition to restricting sharing options, the University (and some others) data classification and protection policies do not allow social security numbers (SSNs) or payment card information to be stored or shared in LionMail Drive.

To ensure that all users in LionMail Drive are working together in the most secure way, Columbia uses a system that filters and corrects potentially risky sharing levels (domain-wide for all LionMail users) or unencrypted data stored in Drive. For documents with unencrypted SSNs and credit card numbers, the share will be removed and instructions for removing / encrypting the document from LionMail Drive will be sent to the owner. Under no circumstances should anyone store, email, or share unencrypted Personal Information (PII) or Personal Health Information (PHI) as defined in the Data Classification Policy.

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To guide you through using LionMail Drive according to university guidelines, please read the LionMail Drive Requirements documentation. This information can also be found on the Provost's website.

Four ways to share more securely

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Share directly from LionMail Drive

1 Right click (Ctrl-click) the file and select 'Share'

two Add employees and select access levels

Enter the names or email addresses of the people who want to have access to the file Share with others pop up. You can also enter the email address of a LionMail / Google group if you want to share the file faster or more quickly. If you often share files with the same people but they're not in a group, saving yourself some time is by using Submit a ticket to CUIT to request a LionMail group. Please provide the following information in your request:

  • Group friendly name (e.g. Columbia Checkers Club)
  • Group email address (i.e. cucheckers@columbia.edu)
  • Approximate number of list recipients
  • Purpose of the mailing list
  • UNI (s) of the mailing list administrators

Choose Access level You want to give this group of collaborators the following: edit, comment, or view only.

    click Done .

    Warning: If you click Get Link to Share while you're in the Share with others Pop-up windows automatically enable Google to share the links so that everyone on LionMail can see the link. This type of domain-wide sharing is very discouraged by CUIT ; We recommend that you change this to OFF - only certain people can access it and list the users you want to share with

    3 Optional: personalize with a note, remove email notifications

    Add a note

    You can enter a message to the people or groups you are sharing the files with, such as: B. 'Here are the tables I mentioned in yesterday's meeting,' and it will be added to the notification email that is sent when you share a file.

    Notify people

    If you'd prefer not to send notification emails to everyone you've shared the file with, you can uncheck the 'Notify People' box. This means you need to let people know that they have access to the document or send them the link directly. This is useful in cases where you want to make the file available to a larger group in case they need it, but you only want to make certain people within that group aware of it.

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    Share from a Google Doc, Spreadsheet, or Slide

    1 Click the 'Share' button in the top right

    two Add employees and select access levels

    Enter the names or email addresses of the people who want to access the file. You can also enter the email address of a LionMail / Google group if you want to share the file faster or more quickly. If you often share files with the same people but they're not in a group, saving yourself some time is by using Submit a ticket to CUIT to request a LionMail group. Please provide the following information in your request:

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    • Group friendly name (e.g. Columbia Checkers Club)
    • Group email address (i.e. cucheckers@columbia.edu)
    • Approximate number of list recipients
    • Purpose of the mailing list
    • UNI (s) of the mailing list administrators

    Select the level of access you want to give this group of collaborators: Edit, Comment, or View only.

      click Done .

      Warning: If you click Get Link to Share while you're in the Share with others Pop-up windows automatically enable Google to share the links so that everyone on LionMail can see the link. CUIT strongly advises against this type of domain-wide sharing; We recommend that you change this to OFF - only certain people can access it and list the users you want to share with

      3 Optional: personalize with a note, remove email notifications

      Add a note

      You can enter a message to the people or groups you are sharing the files with, such as: B. 'Here are the tables I mentioned in yesterday's meeting,' and it will be added to the notification email that is sent when you share a file.

      Notify people

      If you'd prefer not to send notification emails to everyone you've shared the file with, you can uncheck the 'Notify People' box. This means you need to let people know that they have access to the document or send them the link directly. This is useful in cases where you want to make the file available to a larger group in case they need it, but you only want to make certain people within that group aware of it.

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      Share via a LionMail email or LionCalendar invitation

      1 Create a new email or calendar invitation

      Add the users you want to share with in the To or Guest fields.

      If you often share files with the same people but they're not in a group, saving yourself some time is by using Submit a ticket to CUIT to request a LionMail group. Please provide the following information in your request:

      • Group friendly name (e.g. Columbia Checkers Club)
      • Group email address (i.e. cucheckers@columbia.edu)
      • Approximate number of list recipients
      • Purpose of the mailing list
      • UNI (s) of the mailing list administrators

      two Attach the file you want to share

      Click the Drive icon in LionMail to find and attach the files you want to share.

      You can also paste the URL of the file location in Drive directly into the body of the email.

      In the LionMail calendar, click the paperclip icon to find and attach the files that you want to share.

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      You can also paste the URL of the file location in Drive directly into the description area.

      3 Click Send (for an email) or Save (for a calendar invitation) and choose your sharing options

      If the file is not yet shared on the LionMail drive with the e-mail or invitation recipients, a pop-up window will ask you to choose how you want to share the file. Choose Access level You want to give this group of collaborators the following: edit, comment, or view only.

        click Share Send or Share & save .

        Share via a shared folder in LionMail Drive

        If you share documents with many individuals and groups, especially the same people and groups, you can create a folder and share it with those people and / or groups. Any files dragged or moved into this folder will then inherit the current folder sharing settings. This is a convenient way to share without entering usernames one by one.

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        1 Create a folder

        Navigate to Drive and click New in the upper left corner. Choose Maps and give it a name.

        two Share the folder

        Right-click (or Ctrl-click) your new folder and select share . Enter and enter the names or email addresses of the people and groups you want to share everything in the folder with Share access level .

        If you often share files with the same people but they're not in a group, saving yourself some time is by using Submit a ticket to CUIT to request a LionMail group. Please provide the following information in your request:

        • Group friendly name (e.g. Columbia Checkers Club)
        • Group email address (i.e. cucheckers@columbia.edu)
        • Approximate number of list recipients
        • Purpose of the mailing list
        • UNI (s) of the mailing list administrators

        3 Add items to the folder

        You can now share by dragging files into your shared folder or right-clicking (Ctrl-click) and creating Google Docs, Sheets or Slides right in the folder. Everything in this folder is accessible to any email address you've shared it with.

        Please note that users Not You will receive a notification when a file is added to the folder. So you need to let her know if you want her to be informed of anything new.

        Instructions

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        Share access levels: edit, comment, and view

        After you've entered the people you want to share with, you can also specify what level of access you want them to have (this is important when you're sharing a Google file, such as from Docs, Sheets, or Slides).

        You can change access at any time by right-clicking the file in your file list in LionMail Drive or by opening the Google file and clicking. click share Button in the upper right corner.

        You can also do one procedure when the employee accesses if you want to prevent changes after a certain date.

        Edit access

        These Standard Option and allows the specified users to make changes to the Google files you have shared. You can see who made which changes and when by opening the document, clicking File, and then selecting Version History. Edit access doesn't work with non-Google files, but anyone you share the file with can view it.

        Comment access

        This option allows the specified users to post comments and suggestions on Google files you've shared, but not directly make changes to the content. You can see who left the comment and at what time. Comment access doesn't work with non-Google files, but anyone you share the file with can view it.

        Show access

        This option allows only the specified users to open and download the file. If the file is a Google file, the user cannot comment, edit, or share the file.

        Folder management

        LionMail Drive can be used to store various types of files, including documents, presentations, music, photos, and videos, in the cloud. You can open many types of files right in your browser, including PDFs, high resolution videos, and many types of image files, even if you don't have the appropriate program installed on your computer. Your documents, spreadsheets and files are only available when you are connected to the Internet.

        LionMail Drive includes powerful search options - even the ability to search for text in images - so you can quickly find what you're looking for.

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        My filing vs. shared with me
        • The My Drive folder is your default folder. Everything you create is placed in this folder by default.
        • The Shared with Me folder is a category of documents and folders that other users have created and shared with you.
        folder
        • Folders are indicated by the folder icon on the left. Folders that contain other folders also have a drop-down arrow next to the folder icon in the navigator on the left. When you click this arrow, the contents of the folder will either be shown or hidden.
        • Folders with the little white person icon in the folder are shared folders.
        • Files are indicated with an icon corresponding to the file type to the left of the file.
        • Files can be dragged and dropped into folders, and folders can be dragged and dropped onto files.
          • One or more files can be selected at any time by clicking on one of the file names and dragging. The files can then be moved using a folder icon or a title and stored in the folder. When this method is used, files are moved into the folder, not copied.
          • One or more folders can be dragged and dropped onto a file name. When this happens, the file will not be moved out of the folder it is currently in, just add the folder to the file as a label. Unlike most file systems, a file can have multiple folder names.
        Folder properties
        • You can access the folder properties by clicking the down arrow to the right of the folder.
        • The share permissions for the folder can be accessed via the Share option.
        • You can use the Organize option to move a folder to other folders.
        • Folders can also be marked, downloaded, removed, and marked as unread or not displayed. The color of the folder icon can also be changed from this screen.
        Folder sharing

        Once you are in the sharing settings for a folder, you can add users individually or change the general sharing listed above in the “Who has access” section by clicking on “Change”.

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