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How to upload and share big documents on Google Docs

Google Docs allows you to upload, store and organize any type of file in collection (folder). An uploaded file or folder can be up to 1GB, thus it's a great tool to share multiple files with colleagues or partners (as long as they don't exceed 1G all together). 

To get started, follow these instructions:

A. Log in to Google Docs: http://docs.cgxchange.org and sign-in with your CGIAR username and password. 

B. Create a Collection (Folder) on Google Docs. 

  1. Click the Create  button at the top left of your Documents List.

  2. Select Collection from the drop-down menu.
  3. In the screen that appears, place your cursor over the field labeled New Collections and enter a name.

The collection you created now appears in both the My collections section on your left, and in your Documents List.

C. Adding Items to the Collection 

To add items to a collection,drag and drop one or more items from your PC to the central pane in the Documents List to the appropriate collection and you will see the progress of the document upload:


D. Sharing the Collection

1. Sharing a collection with someone is an easy way to give someone access to the items within your collection. To do this, just click on your New collection in the navigation pane on the left of your docs, select the collection you created and click on Share from the drop-down menu, and select Share....












At the bottom of the 'Sharing settings' window, under 'Add people,' type the email addresses of anyone you'd like to share the collection with. 

1. If you are sharing the Collection with users from the CGIAR (except from IRRI) - just write their name or last name and their account will pop-up automatically: More instructions to find contacts on CGX 2.0. and define whether they can read (edit or read only rights)/

2.    If you would like to share the collection with non-CGIAR users /partners/ people from IRRI (use their irri.org addresses); write their email addresses below. Note these external users will have to ensure they associate their email to a Google Account (the irri.org accounts are already Google Accounts).


TIP: if the information you are sharing is not too confidential, you can also click on the 'Change'' link and make the folder 'temporarily' public on the web so you won't have to add permissions to the people one by one, and the people won't have to log in to view/download the documents: