Google Drive

Shared Drives are the recommended solution for team/project file storage and sharing by UCD IT services.

Even if you create a folder in My Drive, you may easily move that folder to a Shared Drive, once you meet certain conditions:

• You are the owner of the folder;
• You are a manager of the Shared Drive you want to move the folder to.

If you meet these conditions, you can move the folder using the Google Drive interface on a computer or using the Google Drive app.

Please note, however, that there are some limitations to moving folders:

• You cannot move folders or files that are owned by external users, even if they are members of the Shared Drive.
• You cannot move internally owned subfolders that are part of an externally owned folder.
  
  

For step-by-step instructions on how to move a folder, you can refer to (opens in a new window)Google's official guide.

Using Google Drive, multiple people can work on the same document, spreadsheet, or presentation simultaneously, making it easier to brainstorm, share ideas, and finalise projects.   These don't have to be Google files, you can also store and share Office files and more on Drive. 

You may grant access to files at various levels:

Once a person has Comment or Edit access to a file or folder, they may add comments to the document directly. You can respond to comments and assign them to a specific person for follow-up. They will receive an email to notify them about the comment, and pending comments or actions will also appear in the Activity section in their Google Drive. See: (opens in a new window)Use comments, action items, & emoji reactions

Collaborators may also (opens in a new window)suggest edits in a document. 

The best practice for files saved on Google Drive is to maintain one version of the file and share links to that file for collaboration. You can easily see any changes made and revert them, if necessary, using the version history.

(opens in a new window)Shortcuts are a very easy way of adding a link to a particular file or folder, for easy access. 

If you do need to move files on Drive to another folder, this depends on the permissions granted to you by whoever shared the file.

Important Note:

If the file is stored in a Shared Drive where you both have access, there is no need to move or copy any files, and this is our recommended solution at UCD for files used for team and project collaboration. 

Scenario 1: You have Editor access:

If the person who shared the file has given you "Editor" access, you can:

• Move: You can move the file into any folder within your own Drive.
  Note: the original file will be removed from its original location and placed in your chosen folder.
• Copy: You can also choose to make a copy of the file and place it in your folder, while leaving the original file in its shared location.
• Create a shortcut: right-click the file in Shared with me and select 'Add shortcut to Drive'. 

Scenario 2: You have Viewer or Commenter access:

If you only have "Viewer" or "Commenter" access, you cannot move the original file. However, you can:

• Copy: Make a copy of the file and save it to one of your folders. This creates a new version of the file that you own and can edit, while the original shared file remains unchanged.
• Add to Starred: You can add the shared file to your "Starred" items for easier access, but it won't be moved to your folders.
  Request Edit Access: If you need to move or edit the original file, you can request the owner to grant you "Editor" access.
• Create a shortcut: right-click the file in Shared with me and select 'Add shortcut to Drive'. 

With Google Drive, you can easily share files and folders with external collaborators.

However, sharing settings depend on the specific permissions set for the Shared Drive and the file/folder in question.

1. Shared Drive Permissions: The specific Shared Drive where the file or folder is located should have the option "Allow people outside of UCD to access files" enabled. This can be found in the Shared Drive settings.

2. File/Folder Permissions: The individual file or folder you want to share requires the appropriate sharing settings. You can usually share with specific people by entering their email addresses or create a shareable link that can be sent to anyone.

Important Considerations

• Sharing Options: When sharing externally, you can choose whether to give the recipient view, comment, or edit access.
• Security: Always be cautious when sharing sensitive information outside UCD. Share the file or folder directly with the email addresses of the people you want to give access to. This way, only those with the link and the correct account can access it.

Troubleshooting:

If you're having trouble sharing externally, check:

• Shared Drive Settings: Double-check that the Shared Drive itself allows external access.
• File/Folder Permissions: Make sure the specific file or folder has the correct sharing settings.

If you're still encountering issues, please contact UCD IT Services on the (opens in a new window)IT Support Hub.

Good file governance helps ensure data privacy, lessens your digital carbon footprint and makes work easier.

By following our 5 top tips, you’ll contribute to a more organised and productive work environment for your unit or School. A simple, organised Google Drive structure helps everyone to find what they need quickly and efficiently.

Read IT Services' top tips for storing and sharing files in Google Drive.