Google Drive at UD

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

My Drive

Shared Drive

Storage Limits

Accessing Drive

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.

Students cannot create new Shared Drives.  Existing Shared Drives with students designated as Managers will remain accessible for ongoing projects. New Shared Drives must be requested and managed by a Faculty or Staff member on behalf of students.

  • Shared ownership - recommended choice for collaboration and storing UD data files
  • 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.

Faculty & Staff: 100GB storage limit
 
Students: 25GB storage limit

NOTE: To avoid exceeding your storage limits consider Moving Files and Folders from Individual Storage to Shared Storage. Content moved into a Google Shared Drive does not count against the 100 GB Google storage limit for faculty and staff and the 25 GB Google storage limit for students.

Accessing Drive

Here are three methods for accessing your UD Google Drive:
 

Access Google Drive from your logged in UD Account

If you're  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 and then click Drive.
 

Access Google Drive on the Web

Log in with your University of Dayton username and password at http://drive.google.com/a/udayton.edu.
 

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.
 

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:

  • 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.

  • 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.

  • 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).

  • 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:

  • 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.

  • 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.

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