Shared Drives

Shared drives are spaces in Google Drive where teams can create and store files. They have their own section within the Google Drive interface. Individuals can be a member of multiple shared drives, each of which is shown in the 'Shared drives' section.

Every shared drive can have different members and permissions. Files and folders stored in a shared drive are displayed just like those in the rest of Google Drive. New files can be created or uploaded straight into a Team Drive and existing files can be moved into it.

How does a shared drive differ to shared folders and files within My Drive?


Files and folders that are stored in the My Drive section of Google Drive are owned by the account that created them. These files remain owned by that account holder, even if these files have been shared. When the account holder leaves UCD their account is disabled and then, 12 months after this date, the account is deleted from the system. At this point all files and folders within the account's My Drive (including files shared with others) are permanently deleted from Google Drive

However, with files and folders stored in shared drives this does not happen. The feature is similar to existing shared folders in Google Drive but, unlike traditional Google Drive shared folders, files and folders in a shared drive are not owned by an individual user. Instead, they are owned by the team itself. This removes the risk of data being lost if an account is deleted after the holder leaves UCD.

Open All

Access

  • Open Google Drive.
  • To view all the shared drives you've been added to, click on 'Shared drives' in the left-hand menu (see image below). 
  • To create a new shared drive, click on 'Shared drives' and then on the 'New' button above it (as in the image below). 

drive buttons

FAQS

Who owns the documents in a shared drive?

The documents are owned by UCD.

Can individual documents be shared with people who are not members of the team?

Yes.

Can somebody outside of the ucd.ie domain be a team member?

Yes, you will be warned when adding somebody outside of the ucd.ie domain.

What happens to My Drive files when I leave UCD?

Your files will be deleted sometime after your account has been disabled.

Can I move my files from My Drive to my team's shared drive?

Yes. When you are in My Drive, right-click on the file or folder you want to move, and from the list that opens click on 'Move to' and follow the steps.

Can I transfer the ownership of a file?

Yes; ownership of files in the My Drive section of Google Drive can be transferred to a person with whom you have shared the file. See the Support section below.

Support

Click here for additional help with storing and sharing files

Click here for additional help with transferring file ownership

Contact Us

You can call the UCD IT Helpdesk at ext. 2700 (or 01 716 2700 from off campus or your mobile phone), email ithelpdesk@ucd.ie or book a support session at the IT Centre on campus. See our IT Support page for further details.