Google Shared Drives

Introduction

This guide provides an overview of Google shared drives, including what they are, the difference between a shared drive and folders shared from personal or department Google accounts, and how to create and manage shared drives.

About Google Shared Drives

What is a shared drive?

Shared drives are special folders in Google Drive that you can 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.

Who owns a shared drive?

ISU owns the files stored in a shared drive, not individual users. When someone leaves and an admin deletes their account, any files they added or created in the shared drive will remain accessible. This ensures that ISU manages and retains the files, ensuring continuous access and compliance with institutional policies.

What is the difference between a shared drive and a folder shared from a department Google account?

	Department Drive	Shared drives
Who can add files?	The department that owns the Drive.	Any member with Contributor access or higher.
Who owns files and folders?	The individual who created the file or folder.	The team.
Can I move files and folders?	Yes, you can move files and folders around in the Drive.	Yes, please see the details listed below. Contributor: Move files from My Drive to a shared drive Content Manager: Move files from My Drive to a shared drive and rearrange files and folders within a shared drive. Content Manager: Move files from My Drive to a shared drive, rearrange files and folders within a shared drive, move files out of a shared drive or between shared drives, and relocate folders from My Drive to a shared drive.
Can I sync files to my computer?	Yes, by using Google Drive for desktop.	Yes, by using Google Drive for desktop.
How does sharing work?	Users might see different files in a folder depending on their access to individual files.	All members of the shared drive see all files.
How long do files I delete stay in Trash?	After 30 days, files and folders in Trash are deleted forever. Note: You can also delete files in Trash by selecting Delete Forever.	Each shared drive has its own Trash. Contributor: Cannot move files or folders to the trash Content Manager: Move files to the trash Manager: Move files to the trash and permanently delete files before 30 days. Note: You can also delete files in Trash by selecting Delete Forever.
Can I restore files?	Yes, if you’re an owner of the file.	Yes, if you have at least Contributor access.

Note: Additional Information on access levels for shared drives can be found on the Google shared drive site.

Are there storage quotas on shared drives?

Yes, please visit https://www.isu.edu/its/google-storage-limits/ for more information.

Create and Manage Google Shared Drives

Creating a shared drive

Go to drive.google.com.
Ensure you are logged in with your ISU username and password.
Click Shared drives (left side)
Click New (top left)
Type a Name for the Shared drive under New shared drive.
- Note: Give the Shared drive a name easily recognized as related to your department or office.
Click Create

Adding members to a shared drive

The creator of a Shared drive and anyone with Manager permissions can add users to that Shared drive by following these steps:

Go to drive.google.com.
Ensure you are logged in with your ISU username and password.
Click Shared drives (left side) and double-click the one you want to add members to.
Click Manage members (top)
Type the name or email address of the person you want to add.
Click the down arrow (right side) and choose a role for that person:
- Viewer: Can only view files
- Commenter: View and comment on files
- Contributor: Add and edit files
- Content Manager: Add, edit, move, delete, and share content.
- Manager: Manage content, people, and settings.
  - Note: The Viewer, Commenter, and Contributor users roles cannot delete files.

Notify New Members of their Shared Drive Access

It would be best to inform users that they have been given access to a shared drive.

Check the Notify People box.
Click Send.

Contact ITS if you need additional assistance

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