Google Shared Drives FAQ

What is Google Shared Drive?

Google Shared Drives are shared spaces where groups of people can easily store, search, and access their files anywhere, from any device. Shared Drive is ideal for groups of colleagues who often collaborate on documents together, such as workgroups, committees,  or project teams.  All team members can share in the responsibility of organizing and maintaining the files. Team members can be added or removed from the Shared Drive at any time.  When a team member is removed from the group, all of the files remain in the Shared Drive so that the team can continue to share information and complete the necessary work. (Thanks to Stanford University for some of this content.)

Google Shared Drives have unlimited storage capacity and can be accessed by installing Google File Stream or by going to Google Drive in a browser. Google Drive is accessible on most devices including iOS and Android. The only requirement needed to access Google Drive from on or off campus is an Internet connection.  
 

  Shared Drive
Easily accessible on Windows/PC X
Easily accessible on Mac X
Department or Project owner(s) can add or remove contributers  X
Use native apps like Microsoft Office (Word, Excel, etc.) X
Unlimited Storage X
See who's editing with real-time presence in Microsoft Office X
Multiple people can edit a document at once X
Easily accessible on a tablet and mobile device X

How do you access Google Shared Drive?

The easiest way to access the Google Shared Drive is by downloading Google File Stream. With Drive File Stream, you can quickly sync local files on your hard drive to Google Drive/Google Shared Drive and easily access all the files that are located on Google Shared Drive. Users can also access Google Shared Drives by going to bmail/Google Drive. 

For Windows users (if you install Google File Stream), it's as easy as going from the R: drive to the G: drive to access and upload files. 

For Mac users (if you install Google File Stream), its as easy as clicking on a desktop icon to access and upload files. 

Can I still use Microsoft Office or do I have to use Google Docs, Sheets, etc.?

Yes, you can still use Microsoft Office products to edit your files on Google Shared Drive. If you open a file previously saved as Microsoft Office using the web browser it may ask you if you want to convert it to Google Docs, Sheets, etc. and you may do so if you feel comfortable. Opening your documents using Google Files Stream will not prompt to convert to Google Docs but rather open in Microsoft Office. 

How do I install Google File Stream

To install Google File Stream on Windows and Mac, go to "What is Google Drive File Stream and how do I use it?" Ask L&IT article. 

How do I request a Google Shared Drive?

To request a Google Shared Drive for your Department or Project Team, go to Shared Drive Request Form.
 

Additional Resources

Shared Drives vs. Netspace Comparison

What is Google Drive File Stream and how do I use it?

 

 

Details

Article ID: 482
Created
Thu 10/8/20 10:52 AM
Modified
Thu 10/8/20 11:08 AM