Google Drive Instructions

Google Drive Instructions – Rev. 2/4/18 Page 1

The MEMBERS ONLY page of our website has links to password-protected information that is only

available to financial sorors. You must have a Gmail account for access. These instructions will help if

you are not familiar with Gmail and Google Drive. Using Gmail and Google Drive will help our chapter to

communicate more effectively and efficiently.

Table of Contents

MEMBERS ...................................................................................................................................................... 2

Gmail Account Creation ............................................................................................................................ 2

Gmail Setup ............................................................................................................................................... 2

Gmail Access ............................................................................................................................................. 2

Requesting Google Drive Access ............................................................................................................... 3

Accepting Google Drive Access ................................................................................................................. 3

Viewing Google Calendars ........................................................................................................................ 4

Submitting Events & Meetings for our Calendars .................................................................................... 4

Forwarding Your Email .............................................................................................................................. 5

WEBSITE ADMINS & COMMITTEE CHAIRS .................................................................................................... 6

Approving Google Drive Requests ............................................................................................................ 6

Adding Additional Google Drive Access .................................................................................................... 7

Adding Google Calendar Access ................................................................................................................ 8

Removing Google Drive Access ................................................................................................................. 9

Uploads for Approval Folder ................................................................................................................... 10

Responding to Website Forms ................................................................................................................ 10

Google Drive Instructions

Google Drive Instructions – Rev. 2/4/18 Page 2

MEMBERS

Gmail Account Creation 1. Go to https://www.google.com/gmail/about/

2. Scroll down the page for an overview of the features.

3. Click CREATE AN ACCOUNT (Do not click GET STARTED – G Suite)

4. Fill in the form with your information.

5. Read and Agree to Privacy and Terms.

6. You should see a Welcome screen.

7. Click the letter icon in the upper right if you want to change your profile icon to a photo or

image. Please avoid using any Delta symbols to help us differentiate the member accounts.

Gmail Setup

1. Click the grid icon to access the Google Apps menu.

2. There will be a short tutorial to view.

3. There will be a Welcome email in your Gmail inbox and the

inbox of the email you entered on your form.

4. You will also receive a verification email to the email you

entered on your form.

Gmail Access 1. You can access your Gmail account the following ways:

2. Go to gmail.com

3. Go to mail.google.com

4. Go to google.com and click the Gmail link in the upper right.

5. If you’re logged into Google Drive, click the grid icon to open

the Google Apps menu and then click the Gmail icon.

6. If you’re logged into another Gmail account, click your

account icon to change accounts.

Google Drive Instructions

Google Drive Instructions – Rev. 2/4/18 Page 3

Requesting Google Drive Access 1. Go the Members Only page at www.dstbuffalo.org

2. Click the Member Login button

3. You will see the following message

4. Click the Request access button.

5. Your request for access will be sent to dstbuffaloweb@gmail.com for review.

6. You will receive an email if and when your request is approved. Approval is based on your active

financial status.

7. Please do not submit any other requests. If approved, access will be given to the following:

a. Members Only folder

b. Photos

c. Calendar: DST Buffalo Alumnae Chapter – private

d. Any Committee folders that you are a member. Contact the Committee Chair.

Accepting Google Drive Access 1. Log into your Gmail account.

2. Click the email with the Subject “Invitation to view”

3. Click the blue Open button.

4. A new browser tab will open to the shared folder of dstbuffaloweb@gmail.com

5. You will only need to do this step once for each folder access.

6. After you receive access, whenever you click on a website button, you will be able to view the

folder if you are logged into your Gmail account.

7. Committee Chairs should receive an email with the Subject “Invitation to collaborate” It means

you have the ability to add items and other members to the folder.

Google Drive Instructions

Google Drive Instructions – Rev. 2/4/18 Page 4

Viewing Google Calendars 1. After you receive access to the Members Only folder, you will receive an email for access to:

Calendar: DST Buffalo Alumnae Chapter – private.

2. Click the View Your Calendar link and the calendar will appear in your

Other calendars list.

3. You can select which calendars you want to view.

4. If you are in Google Drive or Gmail and you want to view the calendar,

click the Google Apps icon in the upper right to open the menu

and then click the Calendar icon.

5. Our calendars can also be viewed from our website.

a. Our public calendar is on our Events page and can be viewed

by anyone.

b. Our private chapter calendar is accessible from our Members

Only page. There is a button link to a password-protected

page. You must be logged into your Delta Gmail account to get

the password and to view the calendar.

Submitting Events & Meetings for our Calendars 1. Public Calendar – Submit the form at the bottom of the Events page of our website for our

Chapter President to review. Approved events will be added within 72 hours.

2. Private Calendar – Committee Chairs must submit the form at the bottom of the Members Only

page or Chapter Calendar page. Meetings do not need Chapter President approval and will be

added within 72 hours.

Google Drive Instructions

Google Drive Instructions – Rev. 2/4/18 Page 5

Forwarding Your Email If you don’t want to use a Gmail account for Delta business (or you are using a different email, you can

forward any emails that may come to your new Gmail account to your existing account.

1. Click the Settings icon in the upper right of Gmail.

2. Select Settings from the drop down.

3. Click the Forwarding and POP/IMAP link at the top.

4. Click Add a forwarding address button.

5. A box will open for you to enter a new forwarding email address.

6. After you click Next, a box will open to Proceed or Cancel.

7. Another box will open informing you that a confirmation code has been sent to your existing

email to verify permission. Click OK.

8. Check your existing account for an email with the subject Gmail Forwarding Confirmation.

9. Click the link in the email and then click the Confirm button.

10. You should see Confirmation Success!

11. You can remove forwarding at any time.

NOTE: You should not be using your work email, family email, or any other shared email for

Delta business!

Google Drive Instructions

Google Drive Instructions – Rev. 2/4/18 Page 6

WEBSITE ADMINS & COMMITTEE CHAIRS

Approving Google Drive Requests 1. Only the Website Administrators can approve requests for the Delta Members Only folder.

Approval is based on the Sorors active financial status. Sorors must have this approval first

before obtaining access to any other information.

2. Log into the Gmail account for dstbuffaloweb@gmail.com

3. Click the email with the Subject “Request for access”

4. If the Soror is not approved to access the requested folder, reply to the email with the reason

for decline.

5. If the Soror is approved, click the blue button – Open sharing settings

6. Click the pencil/eye dropdown at the right to set the access level.

7. Sorors access should be changed to “Can view only.” Only the Website Administrators or

Committee Chairs should be able to edit folders.

8. Click the Send button.

Google Drive Instructions

Google Drive Instructions – Rev. 2/4/18 Page 7

Adding Additional Google Drive Access 1. Only the Website Administrators and Committee Chairs have editor access to add members.

2. Sorors given access to Delta Members Only folder should also have access to:

a. Photos folder

b. Any Committee folder that she is a member

c. Calendar: DST Buffalo Alumnae Chapter – private

3. Next to the folder title, click the share icon or click

the dropdown arrow and then click the Share link.

4. Enter the name or email address of the person to add. It should appear in the dropdown.

5. Click the pencil/eye dropdown at the right to set the access level.

6. Sorors access should be changed to “Can view only.” Only the Website Administrators or

Committee Chairs should be able to edit folders.

7. Make sure “Notify people” is checked so they receive an email when they have access.

8. Click Send button and then click Done button.

Google Drive Instructions

Google Drive Instructions – Rev. 2/4/18 Page 8

Adding Google Calendar Access 1. Only the Website Administrators have editor access to add members.

2. Sorors given access to Delta Members Only folder should also have

access to: Calendar: DST Buffalo Alumnae Chapter – private.

3. Requesting access is not necessary to view the public calendar.

4. Click the Google Apps icon in the upper right to open the menu

and click the Calendar icon.

5. Click the 3 vertical dots next to DST Buffalo Alumnae Chapter – private

6. Click Settings and sharing

7. Scroll down to Share with specific people or click

the link on the left. Click ADD PEOPLE.

8. Select the Soror icon/email to add. Click the dropdown to set Permissions to “See all event

details”

9. Click Send

Google Drive Instructions

Google Drive Instructions – Rev. 2/4/18 Page 9

Removing Google Drive Access 1. Only the Website Administrators and Committee Chairs have editor access to remove members.

2. Click the share icon next to the folder title.

3. Click the Shared with list.

4. Click the X next to the person to remove.

5. Click Save changes button and then click Done button.

Google Drive Instructions

Google Drive Instructions – Rev. 2/4/18 Page 10

Uploads for Approval Folder 1. This folder is a placeholder for any photos or documents that need the Chapter President

approval.

2. All Committee Chairs should have editor access to add photos and documents to this folder.

3. An email should be sent to the Chapter President whenever anything is placed in this folder.

4. This folder cannot be viewed by other members.

5. After the Chapter President approves the photo or document, it should be moved to the

appropriate folder – Members Only, Photos, or Committee folder. The Chapter President must

notify the Website Administrators if anything needs to be added to the website.

Responding to Website Forms 1. All forms submitted from the website will come from form-processor.

2. You must click the link at the end of the email to Reply to customer.

3. All submitted forms will also be added to the Contact Us Form Responses spreadsheet.