GoogleApps - General Information on GoogleApps Shared Drives and Drive File Stream

This article contains information on the following topics:

• Overview
• Shared Drives
  • How does it work?
  • Creating a Shared Drive
  • Adding Members and Setting Permissions
  • Adding Files and Folders
  • Managing Shared Drives
  • Changing Member Permissions
  • Removing Members
• Drive File Stream
  • How does it work?
  • How do I get started?

Overview

For information such as:

• Logging into Google Apps with your MSU email
• Support for Google Apps
• Other general information about MSU Google Apps,

Shared Drives

Google Shared Drives are shared spaces where teams can easily store, search, and access their files anywhere, from any device.

Unlike files in My Drive, files in Shared Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done.

How does it work?

With Shared Drives, you can:

• Store, search, share, and access any files anywhere, from any device
• Control individual member permissions to the shared drive (Manager, Content manager, Contributor, Commenter, or Viewer)
• Edit shared files in real time with other members of the shared drive
• Star, move, and categorize important files

Creating a Shared Drive

• These must now be requested using this form (link). Fill out the required information and the support team will assist getting it set up for you.
• The cap on shared drive size will be 25 GB starting November 1, 2024.
  • Full details on the new policy (link)

Adding Members and Setting Permissions

1. In the left navigation bar, click a Shared Drive
2. At the top-right, click Manage members. You can add names, email addresses, or Google Groups
3. To change permissions from Manager access, click the down arrow and choose a new permission.

Adding Files and Folders

1. For folders, while in your Shared Drive, right-click and then select New folder. You can also upload folders from your computer by clicking Upload folder instead of New folder.
2. There are several methods for adding files to a shared drive
   1. Drag an existing file to upload it from your computer.
   2. To create a file, click the New button in the top-left corner and select the type of file you want to create.

For more information on setting up a Shared Drive, click here (link).

Managing Shared Drives

In Google Shared Drives, there are five different levels of access for members: Manager, Content manager, Contributor, Commenter and Viewer access.

Changing Member Permissions

1. In your Shared Drive, next to your Shared Drive name at the top of the page, click the down arrow and select Manage members.
2. Next to a member’s name, click the down arrow and select a new permission for that member.

Removing Members

1. In your Shared Drive, next to your Shared Drive name at the top of the page, click the down arrow and select Manage members.
2. Next to a member’s name, click the down arrow and select Remove..

For more information on managing a Shared Drive, click here (link).

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Drive File Stream

Google Drive just got easier for you and your team. We’re pleased to announce Drive File Stream, a new application for your Mac or PC. Use Drive File Stream to access all your Google Drive files from your computer while using less disk space and decreasing sync time.

How does it work?

With Drive File Stream, you can:

• Quickly see all your Google Drive files in Finder/Explorer (including Shared Drives).
• Browse and organize Google Drive files without downloading all of them to your computer.
• Choose which files or folders you'd like to make available offline.
• Open files in common apps like Microsoft Office and Adobe Photoshop.

How do I get started?

Visit the Drive Help Center (link) to install Drive File Stream and get started.

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Note: The older Google Drive desktop software will no longer be supported beginning on December 11th, 2017, and it will shut down completely on March 12th, 2018, according to Google. See details of the update (link).

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