Sharing Files in Google Drive

Overview

There are many ways to collaborate and share files amongst users with your g.syr.edu Google Workspace Drive account. The recommended method for collaboration is through the use of Shared Drives. 

Shared Drives

Shared Drives provide a centralized workspace to share and collaborate on documents, separate from your My Drive. A Faculty member, or IT Support person on behalf of the Faculty person, can request Shared Drives with the following form: https://su-jsm.atlassian.net/servicedesk/customer/portal/22/group/365/create/763

Shared Drive Permissions

Permissions designate what variety of access a user has within a Shared Drive.

Permission Types

One of the following 4 permissions can be applied per named user, each compounding from the permission prior:

• Viewer

• Commenter

• Contributor Add & edit files

• Content Manager Move & delete files

• Manager Can manage permissions

Adding/Editing Permissions

1. Navigate to the Shared Drive

2. Select Manage members from the top-right

3. Search and select the desired user (users need to be added one at a time)

4. Set the permission type for the user (see Permission Types above)

5. Toggle to send communication to user (optional), notifying through email that they were added to Shared Drive

6. Select Share

Removing Permissions

1. Navigate to the Shared Drive

2. Select Manage members from the top-right

3. Locate the desired user in the list

4. Select their current role dropdown on the right-side of the desired user record, then select Remove access from the list

Shared Drive FAQ

What happens to files added by a deleted user to a Shared Drive? 

Are there storage limits on Shared Drives? 

My Drive Shared Files

Files and folders that exist within My Drive can be shared ad-hoc for express collaboration. Through this method, ownership is still retained to a specific user. As the file owner, the file is tied to the specific user's account. If the user is removed from Google Workspace, all files owned by that user will be removed as well. Ownership can be transferred, as outlined below.

Transferring File or Folder Ownership

Sharing a file is not the same as transferring ownership to a different user. When transferring ownership to a different user, they become the owner and the file(s) and/or folder(s) then exist within the different user's account. This method is preferred for users that leaving the University and own documents. Must be performed as the current file/folder owner!

1. Select desired file/folder 

2. In the sidebar on the left showing file details, select Manage access
   
   

   Open

   

3. Select the current role dropdown of the desired user to take ownership, then select Transfer ownership

4. On the following dialogue, select Yes to verify the ownership transfer

Copying Shared Files

Shared With Me items are files and folders owned by another user that have been shared with you, existing in a user's My Drive. If you are not the owner of a file that has been shared with you, you do not have permission to modify the owner, and the only option would be to make a copy. That copy would then be owned by you. 

My Drive Shared Files FAQ

What happens to files owned and shared through My Drive by a deleted user? 

Why was my Google account deleted? 

If I User a own a file in another user's User B My Drive and their User B account is deleted, what happens to files owned by me User a that existed in their User B My Drive? 

If I User a own a folder in My Drive, containing a subfolder owned by another user User B, containing files owned by me User a, what happens to files owned by me User a if the other user User B is deleted?