Last week, we talked about an aspect of Google Forms that trips up almost every user I talk to: the URL. Like we said, most Google files have a URL that you can just grab from the address bar and link to or paste into an email, and as long as the file is shared with them, people will be able to access it.
Google Sites and Google Forms are outliers: both of these tools differentiate between editing URLs and published/viewing URLs, and it matters which one you send to your audience.
This week, we will focus on Google Sites URLs (for the New version, not the Classic one):
Tips for end-users and small businesses:
The easiest way to distinguish a (New) Google Site's editing URL from its published URL is that the editing URL always ends in /edit. The editing URL also has in it a super cryptic alphanumeric code, while the published URL is always a legible one.
When you publish a Google Site, you will be able to set view access to:
Specific people or Groups,
Anyone on your domain (for Google Workspace users), or
Anyone on the web.
When you first publish the Site, you will also be prompted to define the last part of the published URL.
It is always the published URL that you want to share with your website's audience; those who have view access.
This URL can be copied or accessed from the link icon or from the dropdown next to the Publish button.
💎 KloudGem 1:
If it's needed, Google Workspace users can also very easily publish a Google Site on a custom URL (see: www.kloudgem.com) by associating it with a subdomain of their domain through the Google Workspace Admin Console. Then their audience can access their website at that subdomain URL.
Non-Google Workpsace users (@gmail.com accounts) can also publish to a custom URL, but with a few more steps.
💎 KloudGem 2:
If you publish a Google Site on a custom URL, that is the one you will want to send your audience -- not the long published URL.
Tips for mid-size companies and large enterprises:
💎 KloudGem 3:
When you train your users on Google Sites, emphasize that just like the Site is shared with the audience, any file embedded in it from Google Drive should also be separately shared with the same audience.
Need a Google Workspace expert for your organization's digital transformation and change management? Contact me for a free first consult: https://www.kloudgem.com/get-in-touch/contact
Do you know someone who could use these KloudGem tips? Feel free to send them this link: https://www.kloudgem.com/follow-resources/newsletter
KloudGem website: https://www.kloudgem.com
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