By setting the default to shared instead of private, you cause people to think about privacy with every document: “Does this need to be private?” Your change makes new documents accessible to others in the organization by default. Change Document Visibility to This organization ( Figure A)įigure A Make documents shared by default and private by choice.Īfter the change, when anyone in the organization creates a new document, the document will display in Google Drive search results for everyone in the organization.ĭocument privacy remains an option, because any document can made made private.Select Google Apps | Drive | Sharing Settings.
You’ll need to be an Administrator for your organization’s Google Apps account to make this change. The secret is to change the document visibility from Private to This organization. No one else in the organization can find, view, comment, or edit the document. The default document visibility setting is Private, which means only the document creator has access. However, for organizations that use Google Apps, there’s a simple solution: change the default document visibility setting for your organization. The price of the system makes this a solution suitable for large enterprises, not small organizations. You might use the Google Search Appliance to index and search your organization’s documents and data stores. Not surprisingly, some organizational information resides in an organization’s documents. Unfortunately, all of these require people to upload documents or monitor and respond. Search a private Google Site that serves as your intranet. Post a question to a private Google+ Community. Ask colleagues - an individual or a Google Group - a question with Gmail. If your organization has “Gone Google,” use Google tools to find answers.
You’re no better off than a scholar during the Middle Ages, meaning that you must seek knowledge elsewhere. Your Google Drive search results are limited to your own documents. Select Share, then enter email addresses to share a document. Scholars traveled to obtain knowledge or relied on carefully hand-copied documents. A “search” before the age of the printing press took time. We enter several keywords, then review results. When IT folks encounter a tech problem, we search. Unlock information hidden inside Google Docs for your organization with this one change to Google Apps settings. Tear down your Google Docs walls: Share by default, private by preference
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