Tuesday, October 14, 2014

Those Pesky "Request to Access" Emails from Google Docs...

Many of the participants at Google Summer Camp this summer, and Google After Hours last spring, took time to create or improve their Google website. One of the things that makes Google Sites appealing is how easy it is to embed or link Google documents, calendars spreadsheets, etc on your webpage. Teachers use this feature to link their course syllabus or lesson plans that can be quickly updated in Google Drive and live synced with your Google webpage.

Since starting or improving your Google Site this summer, you may have received emails like this requesting access to a document:

These emails are most likely coming from students or parents, but may also be coming from other teachers wishing to view your lesson plans or posted assignments. What this means is that you skipped a step. Even when your website is public on the web, all of the documents retain their sharing settings, so if you have the document set to "private" then no one can access the link or open the embedded document. Simply changing the sharing settings in Google Drive will stop these emails from clogging up your inbox. 

Follow these steps to ensure that your documents are viewable, but cannot be edited by people visiting your website.

1. Click the Share button in the top right corner of your screen. Click Advanced in the Share with Others box that pops up.

2. In the Advanced Sharing Settings Window, click "Change"

3. Click the radio button next to "Anyone with the link" and then make sure it says "can view" at the bottom. Hit save and you are on your way to less email clogging up your Inbox.

As always, if you have questions or concerns about this process, give Sarah (x2216) or Cara (x2587) a call in the Tech Coach office.

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