Tips on Sharing Files and Folders with Google DriveThe ability to share documents and work collaboratively is one of the most useful things about Google Drive! Here are some tips on how to get started. Show
This content is borrowed from Google's full help site on sharingandGet started with shared drives Share a single item with specific peopleUse this method when you know the email address (Hampshire or otherwise) of everyone with whom you are sharing.
Share a single item using a linkUse this method when you dont know everyones email address, arent sure if they all have a Google account, or simply want a document to be more widely available. You can have the link only available to the Hampshire community, or to the whole world.
Sharing a FolderIf you plan to collaborate with a group of people on a recurring basis, such as within a department or for a class, we strongly suggest creating a shared folder or a shared drive (see below). Then every item placed in this folder will automatically be shared with the group. Create a folder
Then, share the folder:
Shared DrivesShared 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 a 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. Not sure whether to use My Drive or a shared drive?Ask yourself these questions:
If you answered "yes" to both questions, creating a new shared drive is a good idea. If the files are for a variety of projects, create multiple shared drives. For a comparison of My Drive and shared drives, see Differences between My Drive and shared drives. View What can you do with shared drives? to get started Changing ownership of a file or folderYou may want to assign someone else to be the owner of a file or folder. The owner has complete control over access, visibility, and can choose to delete the file. How to change ownersYou can change who owns a file or folder in Drive.
Transferring ownership to or from a non-Hampshire Google accountSome of us may have Hampshire-related documents owned by a personal Google account. A best practice would be to transfer these items to be owned by your Hampshire account. While you can transfer ownership between Hampshire College accounts, you cant transfer ownership to or from a non-Hampshire account! Unfortunately, the only workaround at this time is to download all the files from your personal account onto your computer, and then re-upload them when logged into your Hampshire account. If you're thinking about transferring files, have a look at Google's Takeout service; it provides options for downloading an archive of all your data, including Drive files. |