Supports for Google Apps

Your @DOEexternal.nyc account gives you access to Gmail, Google Docs, and Google Drive. You just need to sign into Google first.

Using Google Apps

All the apps are behind an icon called the Waffle. It’s a small square made up of dots: You’ll find it in the top right-hand corner of your screen.

Select it to go to all available Google applications (Gmail, Meet, Drive, Docs, Slides and Sheets). 

Gmail

Parent Leaders have an '@doeexternal.nyc’' account and password. These credentials give you access to email and other applications through Google. Google email, or Gmail, is important for email-related communications like emailing your parent team or your school’s principal.

Google Docs

Google Docs is a useful tool for drafting documents that need collaboration, like fliers for events, meeting agendas, or notetaking notes. It has many of the same features as Microsoft Word, and you can easily share the document with others. 

Google Drive

Google Drive is a cloud storage space to organize and store Google Documents, Spreadsheets, Presentations–even a file that’s not a Google file. You can share individual files and entire folders with others.

Google Shared Drives

Shared drives are where you should store documents that need to be owned by the parent leader organization–not just by one individual. The difference between a Google Drive and a Google Shared Drive is:

  • In an individual Google Drive, if the account for that individual is deleted or closed, their files may no longer be available.  
  • In a Google Shared Drive, ownership of files is shared and if the owner of a file is removed, the file does not go away. It stays in that shared drive and everyone else who has access to that shared drive can still access those files. 

Shared drives are ideal for storing required documentation like banking documents, meeting agendas, attendance records, recordings of meetings, or anything else that needs to be archived according to Chancellor’s regulations. Individual Google Drives are better for things that do not need to be saved by the organization permanently, or things you don’t need to share for a long time.

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