Shared drives are special folders in Google Drive that you can use to store, search, and access files with a team. Shared drive files belong to the team instead of an individual. Even if members leave, the files stay in the shared drive so your team can keep sharing information and work anywhere, from any device.
Google Shared Drives are created by submitting a request to Information Technology Services using this form
The following information is required:
- Preferred Drive Name - The name should relate to the purpose of the Google Shared Drive. If the name is already in use, the preferred name may need to be changed.
- Shared Drive Manager - Usually the requester is the Manager. Only one Manager will be added when the Google Shared Drive is created. The Manager will add other members and give them the appropriate roles.
The Google Drive Manager can add and remove members and edit all Google Shared Drive settings.
Google Shared Drives have a default storage limit of 100 GB.
FAQ
How do Google Shared Drives differ from a shared folder in My Drive?
Files that are shared with others using Google My Drive are owned by the account that shared them. If you have access to a file shared with you by another user and they leave employment or stop attending Binghamton University, their account will be deleted and any files they shared with you will also be deleted.
If you create a folder in your My Drive and have other users add files to it, those users still own the files even though they are in a folder that you own. Those files owned by other users will be deleted if the owner's account is deleted.
Students who share files with you and then graduate may keep their email as an alumni, but they will lose access to Google Drive 6 months after degree conferral. After that, any Google Drive content owned by them will be deleted.
Files that are uploaded to, moved to or created in a Google Shared Drive are owned by the Google Shared Drive. If a user's account is deleted or files they own are deleted, the files in the Google Shared Drive are not affected. Google Shared Drives are the preferred location for content that your team needs to keep even if staff or students come and go.
If someone is leaving employment or changing their department or status, they can move their files and folders to a Google Shared Drive so the files are retained by your department or team.
How can I move files and folders that I own to a Google Shared Drive?
Right click the file or folder and select Organize, then select Move.
Select All locations, then select Shared drives.
Select a Google Shared Drive where you are a member and click "Move".
Google will notify you that all of the members of that Google Shared Drive will gain access to that folder or file. Google will then evaluate the content and move the file or folder to the Shared Drive and notify you if any content could not be moved.
The files and folders will be accessible to the Google Shared Drive Members and any prior sharing settings will be retained as long as the Shared Drive allows content to be shared with people who are not Shared Drive members.
Please note: Be sure to Move files to a Google Shared Drive instead of copying them. If you copy files or folders to a Google Shared Drive, they are added as shortcuts. The icon for a shortcut has an arrow in the corner. If the original file is deleted, the shortcut no longer works and the file can be lost.
How do I move files another user has shared with me to a Google Shared Drive?
If another person has shared files with you, you can move the files to a Google Shared Drive where you are a member.
Find files shared with you by another user by accessing Shared with Me in your Google Drive. https://drive.google.com/drive/shared-with-me
You can specify the owner using the "People" Search chip and entering the owner's email address or clicking the Advanced Search button in the Search in Drive box and selecting Specific person next to Owner and then entering their address and then select the Location as Shared with me. A list of files that person has shared with you will be displayed. Use the same steps as you would for moving your own files to move these files to a Google Shared Drive by right clicking and selecting Organize then Move.
Can all files and folders be moved to a Google Shared Drive?
Some files might fail to move from My Drive to a Google Shared Drive. This link explains some possible reasons.
https://support.google.com/a/users/answer/12382709?hl=en&ref_topic=12369809&sjid=18077185509839690482-NA#move_file
Will a Google Shared Drive ever be deleted?
If a Google Shared Drive has no members, no content, only external members or only alumni members, it may be deleted. If you are storing important files in Google Shared Drives, be sure to keep the members current.
How do I prevent files in a Google Shared Drive from being deleted by the Google Shared Drive members?
Only give Manager access to limited members of the Drive. Give people only the access they need. Contributors, Commenters and Viewers cannot move files and folders to the Trash. Descriptions of member types and their levels of access are available here:
https://support.google.com/a/users/answer/12380484?hl=en
Files in a Google Shared Drive have disappeared
Google Shared Drives have their own Trash. Open the Google Shared Drive through the web and select the Trash folder on the left. Any files deleted from the Google Shared Drive may still be in the Trash. They are deleted from Trash after 30 days.
I want to restrict some folders and files in a Google Shared Drive so they can only be accessed by certain people.
Google Drive members can access all folders and files in the Google Shared Drive. If you want to restrict some folders, have a limited number of Members on the Drive and then share specific files and folders with additional users. The files and folders are owned by the Drive, but people only have access to the folders and files you shared with them, not the entire content of the Google Shared Drive.
Can I transfer a single file to another user without using a Google Shared Drive?
Yes. If it is just one file, you can Transfer Ownership to someone you have shared a file with by accessing the Share menu and then selecting Transfer Ownership. The new owner must be a Binghamton University email address.
Transferring ownership is only recommended for the transfer of a single file. If you transfer ownership of a folder, the files inside the folder retain the original owners.
If you would like assistance, please feel free to contact the Binghamton University ITS Help Desk at 607-777-6420 or Submit a Request, and we'll be happy to help.