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Introduction

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This page covers frequently asked questions by the Biola Community about Google Workspace services (e.g., Gmail, Google Calendar, Google Drive, etc.).

We are continuing to update this list as more questions come to us.

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Need Help?

Please contact Biola Tech Support. For contact information, methods, and hours please visit our Biola Tech IT Technical Support page.

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Gmail

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1. What is account delegation?

Gmail delegation gives users limited access to a department email account to read and send emails from it. The account stays secure as delegation does not share the password, and account owners can revoke a user's access at any time. Account owners should regularly remove Gmail delegation from users that should no longer have access to the account.

For more information on how to set up or use account delegation, please see the following pages:

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2. What do I do if the Gmail delegation invite says it expired?

If a user does not accept your Gmail account delegation invite in 2 business days, the invite will expire. To resend the invitation, please see How to Resend an Expired Gmail Delegation Invitation.

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Google Calendar

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1. How do I share a Google Calendar?

For a step-by-step guide on how to add Zoom as a Conference option to your Google Calendar, please see How to Share a Google Calendar.

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2. How do I add Zoom as a Conference option to Google Calendar?

For a step-by-step guide on how to add Zoom as a Conference option to your Google Calendar, please see How to Connect Your Zoom Account to Your Google Calendar.

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Google Drive

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1. How do I share a file in my Google Drive?

To share a Google Drive file,

  1. Click on the file you want to share.
  2. Click the Share option .
  3. Type in the Biola email address of the person you wish to share it with.
  4. Click Done.

For more information on how to share a file in your Google Drive, please see Google's Share files from Google Drive page.

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3. How do change ownership of a Google Drive file?

To change ownership of a Google Drive file in your account,

  1. Click on the file you want to share.
  2. Click the Share option .
  3. Click the drop-down menu to the right of the person you are transferring ownership of the file to and select Make owner.
  4. Click Done.

For more information, please see Google's Make someone else the owner of your file page.

Notes:

  • File owners can only transfer ownership of files to another Biola Google Workspace account.
  • File owners must transfer ownership to another Biola email account one at a time.
  • If you transfer ownership of a folder, all files in that folder will still belong to you.
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Shared Drives

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1. How do I get a Google Shared Drive?

Google Shared Drives are not currently available for widespread public use. They are used at Biola to,

  1. Back up a departing employee's computer data and share it with their supervisor.
  2. Store files in a department email account that multiple department employees will access.
  3. Facilitate specific educational needs that reviewed and approved by Biola IT.

If you believe you need a Google Shared Drive for Biola work or Educational purposes, please contact the IT Helpdesk at it.helpdesk@biola.edu or by calling 562.903.4740.

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2. How do I get access to my department's Google Shared Drive?

Biola IT creates Google Shared Drives and gives manager access to a specific Staff and/or Faculty in a department. Shared Drive managers do the following:

  • Manage User Access
  • Add/remove other Shared Drive managers.

If your department has a Google Shared Drive that you should have access to, please speak with your supervisor or department administrator.

If the Google Shared Drive manager is unknown, please contact the IT Helpdesk at it.helpdesk@biola.edu or by calling 562.903.4740.

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3. How do I add or remove a Google Shared Drive manager?

To add or remove another manager to/from your department's Google Shared Drive,

  1. Go to drive.google.com.
  2. Click the option to expand the Shared drives option on the left-hand side.
  3. Right-click (PC) or hold the control key and then click (Mac) and select Manage members.
  4. Click the drop-down menu to the right of the person you are making a manager and select Manager.
    • If you don't see them, type their Biola email address in the Add people and groups.
  5. Click Done.

Note:

  • Only managers can add/remove other managers to/from the Google Shared Drive.
  • If the Google Shared Drive manager is unknown, please contact the IT Helpdesk at it.helpdesk@biola.edu or by calling 562.903.4740.