While My Drive in Google Drive works extremely well for individuals who would like to store content online, and share that content with others, it offers only limited functionality for groups and teams.
Google Shared Drives (formerly known as Team Drives) are shared spaces where groups of people can easily store, search, and access their files anywhere, from any device. As with Drive, you can access files in Shared Drives from your computer using any web browser or you can install the mobile application to access your files from your Android or iOS mobile device. While the files in Google My Drive are owned by the drive owner, files stored in a Shared Drive belong to the team instead of an individual.
Shared Drive is ideal for groups of colleagues who often collaborate on documents together, such as work groups, committees, or project teams. All team members can share in the responsibility of organizing and maintaining the files. Team members can be added or removed from the Shared Drive at any time. When a team member is removed from the group, all of the files remain in the Shared Drive so that the team can continue to share information and complete necessary work. (Thanks to Stanford University for some of this content.)
Some of the distinct advantages of Shared Drives include:
- Files remain after an employee leaves
- Files are easier to find by looking in Team Drives rather than My Drive or Shared with me
How to request creation of a Sahred Drive
You can request the creation of a Google Team Drive through the form located in MyBucknell>Forms and Policies>Library & IT>Technology Forms.
Questions about using Google Shared Drives? See Google’s pages below:
Working with members
Questions about Shared Drives limits?
See Google’s page for details on maximum number of items, maximum uploads per day, folder hierarchy limits, and Shared Drive membership limits
Migrating files and folders from My Drive to a Shared Drive
- You cannot move a folder directly, so you’ll want to create a folder in the new Shared Drive and move single or multiple files into that folder. Be sure to grant permissions again if necessary.
- Ownership of your files that you move to a Shared Drive now changes to the team.
- If you had previously granted permission to a file to an individual who does not have permission to the new Shared Drive, that person will retain permission to access that particular file (unless you specifically change or revoke that permission).
For additional information or assistance, please contact the Tech Desk at 570.577.7777 or firstname.lastname@example.org.
Keywords: Google, Docs, Drive, Team, shared