Recently in working with a Local Education Co-Op, we ran across an issue that may be important to several of you out there. While I am a big proponent of using Google Apps (Docs, Sheets, Slides) for classroom solutions, there are often times when due to Macros and other features, you simply must use a Microsoft file such as Excel.
In this case, an Excel Spreadsheet was being shared between several users across Google Drive. Users were using Google Drive Sync on Macs and PCs to share and back up their files. One issue they ran across is that several temporary files would popup as a result of opening, editing, and using the Excel sheet in the cloud. As well, they found that sometimes, people would lose access to the file, as some users would click File > Save As on Excel, rather than just clicking Save.
As a result, they often found that even though the filename may be the same, users lost access because Save As would overwrite and replace the file. This is because Google Drive can have several files of the same name, but what makes them different from one another is the URL and the Unique Identifier in the URL Address.
So if you are a Google Drive user, but you have a need to share and use a Microsoft file, here are a few tips:
- Download and install Google Drive Sync – This will backup your files on your machine as you use them.
- Open your cloud files from Windows Explorer (File Manager) or Mac Finder – By opening your files from here, you run less risk of creating Temporary files in the cloud, that may create a bundled mess in your cloud folders.
- Use the Microsoft Office Plugin for Google Drive – This plugin creates a line in your File>Open menu in Office allowing you to access your Office files in Google Drive.
- Google Help Forum for Office Users – if you still have questions about using Office Files in Google Drive, check out this help forum.