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Because Gmail is a part of the Google Apps for Education suite, we can also use Gmail in conjunction with the other applications. One way that I found this very beneficial as an educator is the ability to attach a really large file to an email. While often in the past, I've emailed lots of documents, and even some photos, between educators, I'm finding more and more that educators want to share video footage. The issue with sharing video footage in email, however, is that video files are really large. And often most email servers won't allow us to attach them to an email. Using Google Apps for Education, however, we can actually attach really large files directly from our email.
To do this, I'm going to go ahead and create a new email. I'm going to send an email to Jeff, and in this email I'm go ahead and share a video. I've got my signature already coming up, so I'll just add some basic information. Now the video I'd like to share is actually on my computer. It's in chapter two of the exercise files, and even though I've not uploaded this video to Google Drive. I can go ahead and attach it directly in this email, upload it to Google Drive, and create a link to that video without ever having to leave Gmail. To do that, I'm going to come down to the paperclip icon, which is where we attach files, and I'm going to choose to insert a file using Google Drive.
If you have a file that's already in your Google Drive, at this point you can just select that file and send it. If you've not added the file yet, Google's going to give you the opportunity to upload it to Google Drive before attaching to an email. So, I'm going to go and click Select File from My Computer. In Chapter 2, the Exercise Files, there's a video called Farmers_Market. This videos's 37.7 megabytes, which is fairly large. Most email clients would have a hard time handling an attachment of this size. I'm going to go and click Open. Back in my Google window, I'm now going to go ahead and click, Upload. ! At this time, Google is taking that file and it's uploading it to my particular section of the Google Drive.
So not only am I able to send this now via email, but I can also access this file any time inside my Google Drive after this process has been done. So now that Google has uploaded that video, it shows that it's a file attachment in this email. And even though it's showing as an attachment, what this attachment really is, is a link to the video that's stored on my Google Drive. That way, I can quickly send this link to one or 100 different users and I'm not going to bog down the server by uploading massive files. If I'm ready to send this video, all I have to do is click the Send button. At this point, I have some options of how I can share this particular link.
I can either choose to have anyone with the link be able to view it. I can have them comment on it. I could even choose to have them edit it. What I'm essentially choosing at this point, is what level access do I want to give the recipient to my Google Drive. Now, even though I'm choosing that Jeff can edit this video, that does not mean he has access to anything else inside of my Google Drive. He will be able to view this video in his Google Drive. He will be able to access this video, and edit this video. But he won't be able to access anything else. So this is a secure way of sending information to other staff members.
I think I'm ready to go ahead and click, Share & Send. At this point, Jeff has received an email with instructions of how he can click on that particular link, view the video, as well as edit the video. And even though we chose to share a video file today, you can use this same process to share folders, Google Docs, video, sound, any file type that you choose.
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