Google Shared Drive offers the best collaboration space in Google Drive. With Google Shared Drive, files are “owned” by the Shared Drive and the members of the Shared Drive, instead of an individual. Storing files in a Shared Drive ensures that the team is responsible for the data rather than each individual being responsible for their own documents, and helps to ensure files critical to team work and collaboration are not gone when an individual separates from UGA.
Creating a Google Shared Drive
Google Shared Drive creation is self-service
You can create a Shared Drive yourself using Google’s guide on creating and managing a Shared Drive. Google Drive Help also includes a detailed guide. For a comprehensive guide written for a more technical audience, check out G Suite Administrator Help’s article on how to manage a Shared Drive.
Transferring ownership (Manager) of a Shared Drive
We strongly encourage you to designate several members of a Shared Drive as “Manager”, as UGA currently does not have an approved process to transfer ownership of a Shared Drive to a new member in the event of the departure of the sole Manager of a Shared Drive. We also strongly encourage you to add a Departmental MyID as a Manager of a Shared Drive.
Restoring Deleted Files
If any files are accidentally deleted from a Google Shared Drive, you have 30 days to restore it from the Shared Drive trash before they are automatically deleted.
Google Drive for Desktop
Google Drive for Desktop is a file syncing tool designed for G Suite's Google Drive and Shared Drive that allows you to view Google Drive and Google Shared Drive files on your local device, analogous to a disk drive. Click here to download.
Moving Files to a Google Shared Drive
Uploading files and folders from a device
When using Google Shared Drive, you can upload files and folders from your local device to a Shared Drive in the same way that you upload files to your Google My Drive. See instructions at Upload Files and Folders to Google Drive.
Migrating files from My Drive to Shared Drive
You can also move files from your personal Google Drive, also known as My Drive, to a Google Shared Drive. Please note the following when moving files:
- You cannot move a folder from My Drive to a Shared Drive. You must move the files, though you can move multiple files at one time.
- Because you cannot move a folder, but must recreate a folder in Shared Drive, folder permissions are not moved. If you have given other users access to a folder on your My Drive, be sure to grant those permissions again in Shared Drive.
- You cannot move a file in your My Drive that is owned by another user to a Shared Drive, since you are not the owner of the file. To move file(s) to a Shared Drive, first select the file(s) you want to move then right-click and select Make a copy. You can then move the “Copy of” file(s) that are created to a Shared Drive, since you are the owner of the file(s).
- Moving a file to a Shared Drive changes ownership of the file from an individual to the Shared Drive.
Best practices when migrating files to a Google Shared Drive
When migrating files to a Shared Drive from your personal UGA Google Drive, do not drag and drop the files from one My Drive to another. Permissions may transfer incorrectly. Instead, follow the steps below to move the files.
Please note: You cannot move a file in your My Drive that is owned by another user to a Shared Drive, since you are not the owner of the file. To move file(s) to a Shared Drive, first select the file(s) you want to move then right-click and select Make a copy. You can then move the “Copy of” file(s) that are created to a Shared Drive, since you are the owner of the file(s).
- Login to Google Drive with your MyID credentials, then locate the file(s) you want to move.
- Select file(s) by clicking on a single file, holding the Shift key to select a list of consecutive files, or holding the Ctrl key while selecting multiple nonconsecutive files.
- Right-click on a file you have selected and select Move to…
- In the dropdown list, you will see a list of folders on your My Drive. To the left of My Drive, click on the left arrow icon.
- In the dropdown list of available drives, click on Shared Drives.
- Select the desired Shared Drive and folder where you want to move the files.
- Click the Move Here button.
Using Google Drive for Desktop to move or copy files from a Google Drive to a Google Shared Drive
Google Drive for Desktop will move files from Google Drive to a Shared Drive. However, when copying files, only non-Google file types will be copied (e.g. Microsoft Word files, JPG files, Adobe Acrobat PDF files, etc.). You cannot copy Google files (e.g. Google Docs files, Google Sheets files, etc.) from a Google Drive to a Shared Drive using Google Drive for Desktop so you will need to move it instead.