Link to Google Drive files If your goal is to attach or upload files to, or embed files in, events, object (directory) records, and emails, you accomplish that goal by linking to the files. For example, in the Description field for a workshop event, you might link to an article or spreadsheet for attendees to read in advance. Or, in a venues directory record, you might link to a building map PDF. Topic links. Requirements for linking to Google Drive files Before you can link to files, you must have:. Access to a Google Drive account where you can store the files you want to link to.
Enabled the in the multi-line text fields where you want to add file links. A publisher account or an editor account with 'Add, delete, and change content' permission. File link example This file link added in the event Description field using the HTML editor Hyperlink button (outlined in red) appears in published calendar views. Overview: How linking to files works Adding a file link to an event, object, or email means linking to a file stored in a Google Drive account. When visitors click the file link, they can download or open the file. The specific download or open experience they have depends upon the browsers and browser settings they use.
Tip File links you add to events also appear in the RSS and Atom feeds to which visitors can subscribe. File size and file type Because the files you link to are stored in Google Drive, there are no limitations on file size or type. You can link to anything you can store in Google Drive. (You get 15 GB of storage space with each free Google Drive account, and you can purchase more.) For example, you can link to PDFs, plain text (.txt) or rich text (.rtf) files, Microsoft® Office Word, Excel®, PowerPoint®, Visio® and other Office files, files created using the Google Apps service, and more.
Tip If you link to files created using Google Apps, visitors who click the link open a webpage where they can view the file in View Only mode, and then print or download the file using commands on the file's File menu. Public versus Private files This is a Google Drive Sharing setting that affects what happens when visitors to your published Trumba® calendars and recipients of your Trumba emails click file links.
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Public files Anyone who clicks the file link can download or open the file. Private files If you keep a file private, only people to whom you explicitly grant permission can access the file and sign-in is required. You might make files private when your calendar is published securely on an intranet. Each person with whom you want to share the file will need Google Drive sign-in credentials. In the process of adding or editing file links from within Trumba, you can change a file's Google Drive Sharing setting. Who can add file links Any Trumba account holder with to add, delete, and change content can add file links in multi-line text fields where the HTML editor is available (as long as they have access to a Google Drive account where they can stored the linked files).
Tip Event submitters cannot add file links to the events they submit. Editor accounts and file links If your Trumba implementation involves multiple publisher and editor accounts, you may want to set up shared Google Drive accounts where all account holders store linked files. That way, you won't end up with links to files that only one account holder can access and edit. Tip If you do end up with a link to file you can't access, you can always the link. How to link to files You can link to files from any multi-line text field where you can see the HTML editor. While each link must be associated with a single file, you can add as many links as you want to each field.
To link to a file. In a multi-line text field, type the link text you want to use to let visitors know they can download or open a file. Select the text. As part of the link text, you might want to specify the file type. For example, you might type Health effects of tea (PDF) or Please read before the workshop (.docx).
Tip You can also attach a file link to an image. About adding images to multi-line text fields. Click the Hyperlink button. Add and select link text, and then click the Hyperlink button. In the Insert Link window, click Get File Link. To find the file you want to link to, click Get File Link.
If you're signed in to your Google account, you'll see the Google Drive Select a file window and a list of the files you've stored in Google Drive. Otherwise, you'll be prompted to sign in. Tip The first time you sign in to your Google Drive account from within Trumba, you're asked to give Trumba permission to manage the files in your Google Drive account.
Click Accept. In the Google Drive window, upload the file you want to link to.
Or, if the file is already uploaded, select it, and then click Select. Back in the Insert Link window, you see the file link URL in the Link URL field. You also see the file name, owner's name, and file size. To make the file public (that is, available to anyone who visits your calendar), select Make File Public. To make the file available to everyone, make sure Make File Public is selected.
Tips. The Make File Public setting reflects the file's Sharing setting in Google Drive. (.) When you first upload a file to Google Drive, it's Sharing setting is Private by default. If you link to a file you previously uploaded, you may have changed the Sharing setting to Public so Make File Public may already be selected.
If you change the Make File Public setting in the Insert Link window, you also change the file's Sharing setting in the Google Drive account. When Make File Public is not selected, only people who can sign in to a Google Drive account where the file is stored or shared will be able to download and open it. Tip If you see a long, intimidating URL in the multi-line text field, you forgot to select text or an image before you added the file link. To replace the ugly URL with friendly text, select the URL, and then type the text you want. At the bottom of the Add/Edit Event form, click OK to save your changes. Test the link by downloading and opening the file in different browsers. Tip Before you test, be sure to change browsers or sign out of the Google account you used to link to the file.
How to edit and remove file links The modifications a Trumba account holder can make to existing file links in events, object (directory) records, and emails depend upon the account holder's:. Account type and permission status in Trumba. Access to a Google Drive account. See instructions for:. Remove file links Permission required. To edit emails, a publisher account.
To edit events and object records, a publisher account or an editor account with 'Add, delete, and change content' permission. To remove a file link and keep the linked text or image. Open the event, object (directory) record, or email with a multi-line text field that contains the file link. Select the text or image, and then click the Unlink button in the HTML editor toolbar. You can remove the link from text while keeping the text itself. At the bottom of the Add/Edit Event form, click OK.
Tip You can also remove a link and keep the linked text or image by double-clicking the link. In the Insert Link window, click the red x to the right of the Link URL field, and then click OK. To remove a file link along with the linked text or image. Open the event, object (directory) record, or email with a multi-line text field that contains the file link.
Select the text or image, and then press the Delete key. At the bottom of the Add/Edit Event form, click OK. Replace file links Permission required.
To edit emails, a publisher account. To edit events and object records, a publisher account or an editor account with 'Add, delete, and change content' permission. Access to a Google Drive account where the new file you want to link to is stored. To replace a file link. In the browser where you're working in Trumba Connect, open a separate tab or window. Sign in to the Google Drive account that contains the new file. In Trumba, open the event, object (directory) record, or calendar email that contains the file link.
In the multi-line text field, double-click the linked text or image. Tip Other ways to open the file link details for editing: Right-click the linked text or image, and then select the edit option from a context menu. Or, select the linked text or image, and then click the Hyperlink button in the HTML editor toolbar.
In the Insert Link window, click Get File Link. Follow the starting with step 4.
Change a file's public/private setting Permission required. To edit emails, a publisher account. To edit events and object records, a publisher account or an editor account with 'Add, delete, and change content' permission. Access to the Google Drive account that owns the file or to an account with Sharing permission to edit the file. To change a file's public/private setting.
In the browser where you're working in Trumba Connect, open a separate tab or window. Sign in to the Google Drive account that owns the file or to an account with which the file is shared. In Trumba, open the event, object (directory) record, or calendar email that contains the file link. In the multi-line text field, double-click the linked text or image. Tip Other ways to open the file link details for editing: Right-click the linked text or image, and then select the edit option from a context menu.
Or, select the linked text or image, and then click the Hyperlink button in the HTML editor toolbar. In the Insert Link window, clear or select Make File Public. Note When you change the public/private setting here, you also change the file's Sharing settings in the Google Drive account. Tip If you see one of the following messages instead of the Make File Public option, read on to figure out what to do:. Message: Please sign in to Google Drive to see file settings. You see this message if you originally added the file link and you are not signed in to Google Drive account where the file is stored. To sign in, click Sign in to Google.
Message: This file is public. You may not have permission to edit file settings. Or, please sign in to Google Drive. The linked file is publicly available, which means that anyone who clicks the file link can view the file.
You see this message when you're not signed in to a Google Drive account, when the file isn't shared with the account you're signed in to, or when the file is shared with view-access only. Message: This file is private or is no longer available. If the file is still available, it's private and only people explicitly granted permission by the owning Google Drive account can access the file. You see this message when you're not signed in to a Google Drive account or when the linked file has been deleted from or has not been shared with the Google Drive account you are signed in to. What happens to file links when you export You can export calendars as either iCalendar (.ics) files, which you can open in Microsoft Office Outlook and other mail programs, or as comma-separated values (.csv) files, which you can open in Excel and other spreadsheet programs. In both export formats, the file links (and any other content added using the HTML editor) show up as HTML source code.
The following images show a file link as it appears in an.ics and.csv file. File link in.ics file as HTML source code File link in.csv file as HTML source code You can still click or copy and paste the file link URL to download or open the file.