Google Shared Drives
Google Shared Drives provide safe storage for team collaboration. Files are owned by the shared drive, not individual users, so they remain accessible as team membership changes.
Shared Drives behave differently than your My Drive files and folders. For more information, see:
Get started with shared drives (Google Workspace Learning Center)
How do I create a Google Shared Drive?
To begin using Google Shared Drives:
- Visit Google Drive and log in with your Google@SEAS account.
- On the left, click Shared drives.
- At the top, click New +.
- Provide a name and click the Create button.
- Your new shared drive will be created and opened.
- Click on the Manage members link at the top right to add other Google accounts and assign them appropriate roles.
For more information, see:
Set up a shared drive (Google Workspace Learning Center)
All use of Google@SEAS, including shared drives, must conform to the Penn Policy on Acceptable Use of Electronic Resources.
How do I move files to a Google shared drive?
You must be the owner of any files that you move from your Google@SEAS My Drive to a shared drive. Once the files are moved, ownership is transferred to the shared drive.
If you need to move files you don't own to a shared drive, consider one of these options:
- Ask the owner to transfer ownership of the file to you.
- Add the owner as a member so they can move the file themselves (please explain that ownership will be transferred).
- Create a copy of the file that has been shared with you and move that to the shared drive (this will result in duplicate files that will no longer remain in sync).
How do I move folders to a Google shared drive?
At this time, users are not able to move Google Drive folders from My Drive into a shared drive. The current file owner must select one or more files and move them into a shared drive or one of its subfolders for further organization. Select multiple files at once by holding the Shift key while selecting the desired files. Once a folder is created in a shared drive, it can be moved between other shared drives by users with the appropriate access privileges.
Note: CETS does not have a tool that will safely move folders to a shared drive.
How do I share folders or files with users who are not members of the shared drive?
You can share folders or individual files in a shared drive without granting membership to the user by using one of the following options:
- Share the folder or file with another Google account or group, granting Edit, Comment or View privileges.
- Share a link to the folder or file so anyone with a Google@SEAS account can view it (not appropriate for sensitive information).
- Share a link to the folder or file so anyone can view it (not appropriate for sensitive information).
For more information, see:
Share and collaborate in shared drives (Google Workspace Learning Center)
How do I access Google shared drives from my computer?
The easiest way to access your Google shared drives is by visiting Google Drive in a web browser.
- How to set or change your Google@SEAS password
- Google@SEAS Frequently Asked Questions
- Get started with shared drives (Google Workspace Learning Center)
- Best practices for shared drives (Google Workspace Learning Center)
- Manage shared drives (Google Workspace Admin Help)
- Folder sharing in shared drives now generally available (Google Workspace Updates)
- Team Drives is being renamed to shared drives (Google Workspace Updates)