Introduction

This article explains:

• What Google shared drives are,
• How to obtain a shared drive,
• How a user can view Google shared drives, and
• How a user can control who has access to shared drives.

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Instructions

Google Shared Drives

VT Google Workspace shared drives are a way to store and access files necessary for a group's collaboration efforts. They are owned by a department, but they are managed by anyone assigned to the Manager role within the drive.

The storage allocated by a shared drive comes from the department's storage allotment. It can be increased or decreased by an organizational unit (OU) admin. If the storage necessary exceeds the department's storage allotment, then additional storage can be purchased.

Obtaining a Shared Drive

Shared drives can only be requested by a member of faculty or staff on behalf of a department or unit.  The Departmental Google Workspace Shared Drive Service Catalog entry is available to make the request. Individuals will no longer be able to create shared drives from the New menu within VT Google Drive.

Viewing Shared Drives

1. Log into Google Drive at drive.google.com with your @vt.edu email address and passphrase.
2. In the left menu column, click the Shared drives icon.
   

   

3. If someone has added to you to a shared drive, you will see it here.

Setting or Changing Access Restrictions / Permissions

1. While viewing a specific shared drive, under the name of the shared drive, click the # people link or the Manage members button located below the profile picture.
   

   

2. In the window that appears, the Add people and groups field, type the name or email of the person or group to added.
   

   

3. For each person whose access you want to set, to the right of the person's name, from the drop-down list, select the desired role.

   
   
   

4. When you are finished making changes, click Done to save your changes.

^*The university discourages the purchase of third-party storage options such as Dropbox because already has options in place with OneDrive and Google Drive and many of these options, including Dropbox, are not approved for use.