Things that can be Accomplished with Google Drive
- Upload Microsoft Word, OpenOffice, RTF, HTML or plain text documents, create documents from scratch, and download your online ones.
- Edit documents online simultaneously with anyone you choose and invite others to view them.
- Keep track of who made changes to a document and when, and roll back to any version.
- Publish documents online to the world as webpages or post documents to your blog.
- Email your documents out as attachments.
- Access your files on the web, on your hard drive, or on the go with Google Drive.
What are Shared Drives?
Shared drives are shared spaces where teams can easily store, search, and access their files anywhere, from any device.
Unlike files in My Drive, files in a shared drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done.
Shared Drive vs. Regular Google Drive
- Members of a shared drive share ownership of any files and folders.
- If someone leaves the shared drive, any files they added will stay.
- You can still share files with a link or invite.
- Get Started with Shared Drives - How to setup, add to, manage, and share files with Shared Drives
- Store & share files with shared drives - detailed information on storing and shared files in Shared Drives
- Managing Shared Drives - detailed information on the capapabilites, limitations, and tips on how to leverage Shared Drives
- Shared drive cheat sheet - a brief reference on how to utilize Shared Drives
- Restore deleted files or Shared Drives
Current shared drive limitations
- You cannot move any files you do not own into a Shared Drive. This can make moving a large folder of many files problematic, especially if you have a lot of different people that have contributed to it.
- TSPs can assist with migrating folders to Shared Drive. You need to share your Shared Drive and the folder you want migrated with the TSP admin account of the TSP you are working with.
- Folders cannot be shared with anyone outside of the team from within a Shared Drive. Files can be shared individually with people that are not part of your team.
- Not really a limitation, but something to be aware of; unless you give someone full rights to a Shared Drive, they cannot move files and folders around. Edit rights will not let them move files.
- 400,000 file count limit (per Shared Drive)
- Files stored in Shared Drives cannot be directly shared in Canvas.
For questions, contact the CIT HelpDesk by calling (585) 245-5588, or visiting our online service desk.