Google Drive provides a single place to store, access, create, edit, and share documents, files, and folders. In addition to My Drive, your UD Google Workspace account includes Shared Drives that are used for team collaboration and file sharing.
Google Workspace Learning Center (Drive)
Differences between My Drive and Shared Drives
What can you do with Drive
What can you do with Shared Drives
When to use Shared Drives
Storage limits
Accessing Drive
File creation and storage
Google Marketplace Apps and Google Additional Services enabled at UD
Google Drive desktop app
Google offline access
Differences between My Drive and Shared Drives
My Drive
Files stored in My Drive belong to an individual. When a person leaves UD, all files within their Google Workspace account (including My Drive) are deleted.
- Single person ownership
- Individual file / folder permissions
- Leave UD, documents are deleted
What can you do with Drive
Shared Drive
Files stored in a Shared Drive belong to the team instead of an individual. When members leave UD, the files stay exactly where they are so remaining team members can continue to share information.
- Shared ownership
- Shared file / folder permissions
- Leave UD, documents remain
What can you do with Shared Drives
When to use Shared Drives
Storage limits
Each member of the UD community has ample storage across their entire UD Google Workspace account. This includes Gmail, Google Drive and other applications.
Accessing Drive
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If you are already logged in to your UD Google account, click Apps (3 x 3 grid) in the upper right corner of any of the Google Apps services, then click Drive.
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To access Google Drive on the web: Log in with your University of Dayton username and password at http://drive.google.com/a/udayton.edu.
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To access Google Drive from your Mac/PC desktop: Download the Google Drive Desktop App, which is an application for Windows and Mac computers that lets you sync files between your computer and Google Drive on the web. See the "Google Drive Desktop App" section below for more information.
File creation and storage
In Google Drive, you can:
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Create Google Docs, Sheets, Slides and Forms
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Store and share other file types, including documents, presentations, music, photos and videos
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Open many file types from your browser, including PDFs, Microsoft Office files, high-definition video and many image file types -- even if you don't have the corresponding program installed on your computer
Sharing Files and Folders
Google Drive lets you share your files and folders with exactly whom you want at whatever level of access you choose. You can control who sees and edits your files by adjusting visibility options and access levels. In addition, you can also collaborate in real time with colleagues or classmates.
Sharing files in Google Drive
Sharing folders in Google Drive
NOTE: Be aware that if you're using confidential data, it's important to understand with whom and at what level of access you are sharing files. Remember to limit file visibility to only those who need access and periodically review file access settings to make sure you're in compliance with campus data requirements.
Google Drive desktop app
Google Drive for your Mac/PC is an application that provides direct access to your Google Drive as if it were a hard drive attached to your computer. Anything you share, move, modify or delete will be reflected in "My Drive" (on the web) the next time your computer syncs. The app works by synchronizing files placed in a folder labeled "Google Drive" on your computer hard drive with your UD Google Apps cloud account.
The Google Drive Desktop App can be installed on multiple devices so changes you make to files stored in one location are synchronized to the other.
Download and install Google Drive for desktop
Important things to note:
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The Google Drive Desktop App will allow you to view and edit non-Google formats (e.g., Word, Visio) only. If you want the same capability for Google formats (e.g., Docs, Sheets), you will also need to configure Offline Access.
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Because you can install the Google Drive Desktop App on multiple devices, your files may be synchronized in multiple places. You need to be mindful of the types of data you are working with and how permissions are set.
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DO NOT sync or store confidential information on devices or computers shared with other users that should not have access to the data (e.g., public computer, lab computer, shared tablet).
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By default, the Google Drive Desktop App automatically syncs all files and folders located in your "My Drive" web folder. If you do not want everything to sync, you will need to configure your Google Drive Desktop App settings appropriately.
Google offline access
You can work on Google files using the Chrome browser even when your computer is not connected to the Internet.
For mobile devices, you can view all Google files using the Google Drive Mobile App and edit Google Docs, Sheets, and Slides using the corresponding Google Mobile Apps (e.g., Docs, Sheets or Slides).
Use Google Drive files offline
Important things to note:
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When configuring Google Offline Access using the Google support web page, be sure to use the instructions listed under "Turn on and turn off offline access from settings." The Chrome sign-in for offline access is not supported for Google Apps for Education users.
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Only enable offline access on personal computers that you use regularly. Turning on offline access on public or shared computers can put your data at risk since others may be able to view your synced files.