Overview
In this guide, we provide some instructions on using Google Drive. Whether you are using Google Drive for computer backup or file storage, you can access your documents from any device by logging into your USC account.
At a glance
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Who is eligible: USC faculty, staff, and students; USC affiliates do not have access to Google Drive
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Storage limit: 100 GB
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Approved storage types: Public and internal data only
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How to access: Log into Google Drive on the web at https://usc.edu/googledrive or use the Google Drive for desktop application on your computer
Google Drive vs. OneDrive
If you need more storage space or need to store confidential data, consider using Microsoft OneDrive instead:
Google Drive vs. Google shared Drives
For information about Google shared Drives, refer to the following guides:
Accessing Google Drive on the web
You can log into Google Drive on the web from any device:
- Go to https://usc.edu/googledrive.
- If you are prompted to sign in:
- The Shibboleth page appears. Sign in using your USC NetID and passphrase.
- The Duo page appears. Complete the verification.
USC vs. personal Google accounts
When you perform University work, always log into your USC account, and not your personal Google account. If the USC logo displays in the upper right corner of Google Drive, you are logged into your USC account.
Google Drive for desktop (Windows and Mac)
Google Drive for desktop is an application you can install on your computer. It allows you to navigate the Google Drive interface from File Explorer or Finder, but you will still need to open a browser window if you are editing native Google files such as Google Docs, Sheets, or Slides.
For more information, see the next section, "Syncing Google Drive to your computer."
Syncing Google Drive to your computer
You can also access files saved on Google Drive without needing to open a web browser. As long as Google Drive for desktop is installed on your computer and you have an Internet connection, your Google Drive files will be synced to your computer.
Google Drive for desktop (Windows and Mac)
To install Google Drive, follow our guide:
If you don't want to back up your computer files, you can skip the step that asks you to select folders to sync to Google Drive.
Adding files
Add files in Google Drive on the web
Quick guide
- Go to https://usc.edu/googledrive.
- In the left menu, click + New. You can:
- Create a new folder
- Create a new Google file
- Upload existing files or folders from your computer
Detailed guide (with screenshots)
- Go to https://usc.edu/googledrive.
- In the left menu, click + New. You can:
- Create a new folder
- Create a new Google file
- Upload existing files or folders from your computer
Add files in Google Drive for desktop
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Windows: Use File Explorer to drag and drop files or folders into the Google Drive folder. To create a new folder, right-click and select New Folder.
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Mac: Use Finder to drag and drop files or folders into the Google Drive folder. To create a new folder, right-click and select New Folder.
Sharing files
You cannot collaborate on Google Drive files with USC affiliates (iVIPs), as their @usc.edu account does not have access to Google. To share a file with a USC affiliate, use an alternative email that isn't their @usc.edu email address.
To share Google Drive files and folders with collaborators, including people without an @usc.edu account:
Quick guide
- Go to https://usc.edu/googledrive.
- Navigate to the file or folder you want to share.
- Right-click the file. Select Share, and select Share again.
To share the file with specific people:
- Type the recipient's email address.
- By default, the role is Editor. To optionally change this, click Editor and select another role.
- (Optional) Type a message to your recipient.
- Click Send. Gmail emails the recipient.
To create a shareable link:
- Click Restricted and select an access type:
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University of Southern California: As long as the person has this link and is signed into an @usc.edu account, they can access the file.
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Anyone with this link: As long as the person has this link, they can access the file. No sign-in is necessary.
- By default, the role is Viewer. To optionally change this, click Viewer and select another role.
- Click Copy link. You can now share this link (for instance, by pasting it into an email or a Slack message).
Detailed guide (with screenshots)
- Go to https://usc.edu/googledrive.
- Navigate to the file or folder you want to share.
- Right-click the file. Select Share, and select Share again.
To share the file with specific people:
- Type the recipient's email address.
- By default, the role is Editor. To optionally change this, click Editor and select another role.
- (Optional) Type a message to your recipient.
- Click Send. Gmail emails the recipient.
To create a shareable link:
- Click Restricted and select an access type:
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University of Southern California: As long as the person has this link and is signed into an @usc.edu account, they can access the file.
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Anyone with this link: As long as the person has this link, they can access the file. No sign-in is necessary.
- By default, the role is Viewer. To optionally change this, click Viewer and select another role.
- Click Copy link. You can now share this link (for instance, by pasting it into an email or a Slack message).
Remove sharing
You can remove sharing permissions from a Google file or folder at any point.
Managing file versions
At times you may need to revert to an earlier version of a file. For example, you may be editing a Google Doc file and want to compare the wording on the latest version with a version from a week ago. Google Drive can track your past versions.
Version control for Google Docs, Slides, and Sheets
Version control for all other files (Microsoft files, PDF, etc)
If you have Google Drive for desktop installed on your computer, Google Drive automatically tracks past versions, but if you use Google Drive on the web (https://usc.edu/googledrive), you must manually set up version control.
Google Drive keeps past versions of non-Google files for up to 30 days or 100 versions before auto-deleting those past versions.
Set up version control
Automatic version control in Google Drive for Windows and Macs
If you have Google Drive for desktop installed on your computer, Google Drive automatically tracks past versions even for non-Google file formats—for instance, Microsoft Word, PowerPoint, and Excel.
Set up version control manually in Google Drive on the web
If you save files to Google Drive by uploading them online using https://usc.edu/googledrive in your browser, you must manually set up version control:
Quick guide
- Go to https://usc.edu/googledrive.
- Locate and right-click the file. Select File information and then select Manage versions.
- Click Upload new version. Select and upload the updated file.
- The uploaded file becomes the new current version.
- (Optional) To avoid having the previous version auto-deleted after 30 days or after 100 versions, click the More actions
icon and make sure the checkbox Keep forever is selected.
Detailed guide (with screenshots)
- Go to https://usc.edu/googledrive.
- Locate and right-click the file. Select File information and then select Manage versions.
- Click Upload new version. Select and upload the updated file.
- The uploaded file becomes the new current version.
- (Optional) To avoid having the previous version auto-deleted after 30 days or after 100 versions, click the More actions icon and make sure the checkbox Keep forever is selected.
View past versions
Quick guide
- Go to https://usc.edu/googledrive.
- Locate and right-click the file. Select File information and then select Manage versions.
- Next to the version you want to access, click the More actions icon and select Download.
Detailed guide (with screenshots)
- Go to https://usc.edu/googledrive.
- Locate and right-click the file. Select File information and then select Manage versions.
- Next to the version you want to access, click the More actions icon and select Download.
Recovering deleted files
Files you delete from Google Drive are available in Trash for 30 days before being permanently deleted. To recover files before permanent deletion:
Detailed guide (with screenshots)
- Go to https://usc.edu/googledrive.
- In the left menu, click Trash.
- Right-click the file, and then select Restore.
Transferring files
Transferring files within Google Drive
You may want to transfer files to a colleague if you are departing USC, or you may want to transfer files to a Google shared Drive to facilitate easy collaboration with your department or team:
Transfer files to a Google shared Drive
To facilitate easy collaboration on projects, you can transfer files from your own Google Drive to a shared Drive that your department or team has access to:
Transfer files to a colleague
Quick guide
- If you have not shared the file with the colleague yet, you must do this first. You can give them any role:
- Right-click the file. Select Share, and select Share again.
- Type the colleague's email address.
- Optionally type a message, and click Send. Alternatively, you can unselect the Notify people checkbox and then click Share.
- Now, open the file's sharing settings (right-click the file, and select Share > Share). Click the colleague's role, and select Transfer ownership.
- Click Yes.
- Your colleague's role is upgraded to Owner, and your role is downgraded to Editor.
Detailed guide (with screenshots)
- If you have not shared the file with the colleague yet, you must do this first. You can give them any role:
- Right-click the file. Select Share, and select Share again.
- Type the colleague's email address.
- Optionally type a message, and click Send. Alternatively, you can unselect the Notify people checkbox and then click Share.
- Now, open the file's sharing settings (right-click the file, and select Share > Share). Click the colleague's role, and select Transfer ownership.
- Click Yes.
- Your colleague's role is upgraded to Owner, and your role is downgraded to Editor.
Transferring files from Google Drive to Microsoft
If you need more storage space than Google Drive offers, or you need to store confidential data, you can consider transferring files from Google Drive to Microsoft OneDrive (equivalent of Google Drive) or Microsoft SharePoint (equivalent of Google shared Drives):
Offline access
Google Drive on the web
You must have a working Internet connection to use Google Drive on the web (https://usc.edu/googledrive).
Google Drive for desktop for Windows and Mac
If you have Google Drive for desktop installed on your computer, you can still access and edit files without an Internet connection. However, while you are offline, changes you make to your files won't sync to Google Drive, and you also won't see changes that others make to your shared files.
If you want to work on Google Docs, Sheets, or Slides offline, refer to our guide:
Access after you depart USC
Your access to Google Drive is linked with your USC NetID account. When you leave USC employment, your account is automatically disabled by ITS as part of standard operating procedure. You immediately lose access, and any files you shared with others will be inaccessible to them.
We recommend that, if you are departing USC, you prepare in advance: for example, if you have important University work saved on Google Drive, you can either share them with a colleague and transfer ownership or else transfer the files to your department's Google shared Drive.
Google Drive is not available for USC affiliates (iVIPs)
If you are not departing USC but are switching to affiliate status (which includes emeriti faculty), be aware that affiliates do not have Google accounts and must use Microsoft OneDrive instead. For more information, refer to our guide:
Additional resources