Overview
In this guide, we review basic functions for managing a Google shared Drive, which can be used for file collaboration by a department, team, or research group.
Managing vs. using a shared Drive
This guide focuses on functions for managing a shared Drive. If you are looking for instructions on how to transfer files or recover deleted files, refer to the following guide:
Setting up a new Google shared Drive
Due to vendor-imposed storage limitations, in most cases USC recommends using Microsoft Sharepoint over Google shared Drives:
Additionally, Microsoft is approved by ITS for the storage of confidential data, including FERPA- and HIPAA-protected data, while Google is only approved for the storage of public and internal use only data.
If you have a business purpose that requires the use of Google shared Drives, email ts@dornsife.usc.edu with further details, and we will reach out to ITS to submit a request for a new Google shared Drive on your behalf.
Accessing a shared Drive
- 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.
- Google Drive opens. In the left menu, click Shared drives.
- Double-click the shared Drive's name to open it.
Managing shared Drive members
Member roles
The following roles are available, and you can assign them to members as appropriate:
- Viewer: Can view all files
- Commenter: Can view and comment on all files
- Contributor: Can add, edit, and share files; cannot move or delete files, and cannot share folders
- Content manager: Can add, edit, move, delete, and share files; may be able to share folders, depending on Drive settings
- Manager: Can manage files and folders, members, and Drive settings
We recommend assigning at least one manager besides yourself: this way, if one member with the manager role departs USC, there will still be at least one member left who can manage the shared Drive's folders, members, and settings.
Members can view all content
Members will always be able to view all files and folders within the entire shared Drive. It isn't possible to create hidden or protected files or folders, or to downgrade a member's role for a specific file or folder within the shared Drive.
Add a member
As a manager, you can add or remove members, or change their role:
Quick guide
- Navigate to the shared Drive.
- At the top, click the shared Drive name and select Manage members.
- Type the person's email address.
- By default, the role is Content manager. To optionally change this, click Content manager and select another role.
- (Optional) Type a message.
- Click Send. Gmail adds the person as a member and emails them.
Detailed guide (with screenshots)
- Navigate to the shared Drive.
- At the top, click the shared Drive name and select Manage members.
- Type the person's email address.
- By default, the role is Content manager. To optionally change this, click Content manager and select another role.
- (Optional) Type a message.
- Click Send. Gmail adds the person as a member and emails them.
Managing shared Drive settings
Quick guide
- Click the shared Drive name at the top and select Shared drive settings.
- You can:
- Allow or prevent access by people outside USC or to any non-members
- Allow or prevent content managers from sharing folders
- Allow or prevent viewers and commenters from downloading, printing, or copying files
Detailed guide (with screenshots)
- Click the shared Drive name at the top and select Shared drive settings.
- You can:
- Allow or prevent access by people outside USC or to any non-members
- Allow or prevent content managers from sharing folders
- Allow or prevent viewers and commenters from downloading, printing, or copying files
