Google Shared Drives

Overview

UA Google Shared Drive is the University of Alaska's branding of Google Shared Drive, an online service that provides resources for file storage, and collaboration with other individuals. Google Shared Drive is a group document and file storage hub. It's easy to upload, download, and share files. You can also create, view, and edit Google Docs, Sheets, and Slides documents online.

Because UA Google Shared Drive are associated with the university, everything stored in it will continue to be accessible as individuals come and go at the university, this enables groups to continue to share information and get work done.

Before selecting a group collaboration solution you should be aware that there are several options available such as network file shares, Google Drive, Microsoft Teams, and Microsoft SharePoint Online. All of them offer various features and benefits. If you're not sure which one is best for your group's needs consider reviewing our Where Should I Save Files article for some suggestions.

In this article:

• Cost
• Features
• Client Guides for Drive File Stream
• Start using Google Shared Drive
• Help Resources

Cost

UA Google Shared Drives is available to all current UA students, staff, and faculty at no cost.

Features

• All files remain after an individual leaves the group.
• All members of a Shared Drive see the same content.
• When an individual is added to a Google group, they are automatically added to all of the Shared Drives that include that group.
• Files are searchable.
• Store unlimited data in the cloud.
• 5 TB maximum file size.
• Unlimited storage.
• Easily recover deleted documents, or roll back to previous versions.
• Share files with anyone across the University of Alaska system, or externally.

Access and synchronize files easily

• Access files using a Web browser or mobile device.
• Access files directly from your Desktop computer (with appropriate client software installed).

Best Practices

• Keep folder and file names short.
• Keep nested folder depth to a minimum.
• Review sharing/permissions at the beginning of each semester.
• Organize Team Drives around specific departments, or projects, rather than general purpose file storage.

Client Guides for Drive File Stream

• macOS
• Windows

Start using Google Shared Drive

1. In a web browser login to UA G Suite.
2. Open Google Drive.
3. On the left, click Shared Drives.
4. At the top, click New.
5. Enter a name, and click Create.
6. Now add desired team members, and set their access levels.

Help Resources

• G Suite Learning Center - Shared Drives
• G Suite - Best practices for Shared Drives
• G Suite Shared Drives Help Center