Google Drive for desktop Guide

Introduction

Google Drive for Desktop is a great tool for securely storing your files in the cloud while maintaining local access to them on your computer. In the event of a computer crash, theft, or loss, your files will be safely stored in Google Drive, allowing for easy recovery. Additionally, if your device is lost or stolen, the data can be wiped remotely, ensuring that sensitive information remains secure. This guide will walk you through the steps to download, install, and use Google Drive for Desktop on both Windows and Mac systems.

Benefits of Using Google Drive for Desktop

• File Syncing: Files stored in your Drive folder on your computer are automatically synced to Google Drive, ensuring they are backed up.

• File Security: Data stored in the cloud is encrypted and protected by Google’s security protocols.

• Device Management: In case of theft or loss, files can be remotely wiped from the device, keeping sensitive data safe.

Mandatory Use for ACLED Files

To ensure the security and accessibility of our data, it is mandatory that all coding files and any other ACLED-related files are stored in Google Drive for Desktop. Files should not be stored on your device's desktop or local folders, as these are not backed up and may be lost in the event of a device failure, loss, or theft. Storing files in Google Drive for Desktop ensures that they are secure, recoverable, and accessible from any device, providing an additional layer of protection for our critical work.

This requirement applies to all staff, with particular importance for researchers, Research Managers (RMs), Assistant Research Managers (ARMs) and anyone working on desk-level review.

For RMs and ARMs:
All desk-level review files, including any documents used during the review process must be saved within the Google Drive for Desktop application. Review files must not be stored locally on desktops or in local folders.

Important Note on Excel Files

When working with Excel files, it's essential to open, move and save Excel files from your file explorer using Google Drive for Desktop (and not open, move or save them in a browser using Google Drive (Web)). This avoids issues with formatting or macros because Google Drive for Desktop keeps your Excel files in their original format (.xlsx or .xlsm) and does not alter any formulas, formatting, or macros when syncing files between your computer and Google Drive.

‼️⚠️ However, if you upload Excel files directly to Google Drive (Web), they may be automatically converted to Google Sheets format. This conversion can lead to loss of formatting, changes in formulas, and disruption of macros, which may affect the integrity of your ACLED work. ⚠️‼️

To ensure your Excel files remain unchanged, always manage them through the Google Drive for Desktop folder on your computer. This way, they will sync securely without any risk of format alteration.
After downloading Google Drive for Desktop on your computer (see below), please make sure that macros are enabled when using files in all relevant folders (e.g. where you save ETs or Hours Breakdown files). Instructions for allowing macros can be found, with respect to ETs, in ACLED net. 

Installation Instructions

💻Windows

1. Download the App:

   • Visit the Google Drive for Desktop download page.

   • Scroll down to the Install & set up Drive for desktop for Windows section.

   • Download the file.

2. Install the App:

   • Once downloaded, open the GoogleDriveSetup.exe file.

   • Follow the prompts to complete the installation.

3. Sign In:

   • Once installed, launch the app.

   • Sign in with your ACLED Google account credentials.

4. Set Up Preferences:

   • Choose whether you want to sync all your Google Drive files or only specific folders to your computer.

   • Set the location of your synced Google Drive folder (the default is usually in your user directory).

   • For Researchers, RMs and ARMs ONLY:
     Within your synced Google Drive, create a folder named "Coding and Review". All coding and review-related files should be saved here in order to separate them from other work and make them easy to find in the event of data loss.

5. Set up “Trusted Locations” folder to enable macros in the ET

   • Refer to this message to see how to set up a “Trusted Locations” folder.

Tip: To make it easier to find Drive for Desktop when it's closed, you can pin it.

• To add Drive to the Start menu: In your Start menu, right click Drive Pin to Start.

• To add Drive to the taskbar: In your Start menu, right click Drive Pin to Taskbar.

Please refer to the video guide below for a visual walkthrough for windows operating systems:

🍎Mac

1. Download the App:

   • Visit the Google Drive for Desktop download page.

   • Scroll down to the Install & set up Drive for desktop for MacOS section.

   • Download the file. 

2. Install the App:

   • Open the GoogleDrive.dmg file once downloaded.

   • Drag the Google Drive icon into the Applications folder to install.

3. Sign In:

   • Open Google Drive from your Applications folder.

   • Sign in with your ACLED Google account credentials.

4. Set Up Preferences:

   • Choose whether you want to sync your entire Google Drive or select specific folders.

   • The synced folder will appear in Finder under “Google Drive.”

   • For Researchers, RMs and ARMs ONLY:
     Within your synced Google Drive, create a folder named "Coding and Review". All coding and review-related files should be saved here in order to separate them from other work and make them easy to find in the event of data loss.

Tip: On Drive for desktop, at the top right, in the menu bar, you can find the Drive for desktop menu .

To make it easier to find Drive for desktop when it's closed, you can pin it.

• To add Drive to your Dock: In the “Applications” folder, drag the Drive app to the left side of the recently used apps separator line.

Please refer to the video guide below for a visual walkthrough for Mac operating systems:

Using Google Drive for Desktop

Saving your ACLED coding files

Using Google Drive for Desktop for all your sourcing and coding will ensure that no data is lost in the case of theft or loss that might happen after you have started coding.

After downloading any of the ACLED files and before starting your coding and sourcing work, you must make sure to move the ET and the SF from your Downloads folder to your Google Drive for Desktop folder. Or you can enable a setting that will allow you to choose the folder every time you download something, see further on screenshot below.

If the file is open, for both Excel and Word, you can save your files by clicking on “File”, in the upper left corner of the document, and then clicking on “Save as”. You can then select the Google Drive folder where you want to save the file. You can also select “Browse” to find the correct folder. 

Enable a setting that will allow you to choose the folder every time you download.

Chrome:

Syncing Files

• Once installed and set up, you will find a folder labeled "Google Drive" on your computer.

• Any files or folders you move to this folder will be automatically synced to Google Drive.

• Note that the syncing of files depends on an internet connection

  • If you have no internet connection, or weak connection and lots of or large files were added or edited, then syncing may take some time or not happen at all until you get a better connection

  • If you edit a file and want to make sure those edits have been synced to the browser version of Google Drive, then you can go to the relevant folder in the browser version and check the “Last Modified” column 

Backing Up Files

• Automatic Syncing: Any changes you make to these files (e.g., edits, renaming) will be synced automatically with your Drive storage, ensuring continuous backups.

By using Google Drive for Desktop, you’ll ensure that your ACLED files are always secure, backed up, and accessible from anywhere. If you run into any issues or have questions about setting up or using Google Drive for Desktop, please reach out to the Operations team for further assistance.