Google shared drives (formerly Team Drives) are a feature in Google Workspace for Education. They offer shared space in Google Drive where teams can create, store, search, collaborate on, and access all their team-owned files. The difference between a shared drive and My Drive is that all data (files, folders, spreadsheets, forms, and presentations) are owned by the team/group and not an individual.
More Secure Data for Your Team
Team membership changes for a variety of reasons, providing the potential for loss of team data. Because files are owned collectively by the team, no content within any shared drive folder is individually owned. This shared access makes team data more secure and consistently available to all.
Shared Drives Membership
Any U-M Google account can create a shared drive. Select Shared drives from the left sidebar in Google Drive and then click New to get started. We recommend that each Google shared drive be named with your department's Active Directory prefix or generally recognized prefix. (Example: ITS | Service Center)
When a shared drive is created, the individual who created the shared drive will be given the Manager role. (See more about permission levels in shared drives in the chart below.) That individual will then be able to add other individuals or MCommunity groups as members to the shared drive.
When individuals join or leave an MCommunity group, access to the appropriate shared drives will also be given or taken away, making MCommunity an effective way to manage shared drive membership.
Important: Although MCommunity groups sync with shared drives, external email addresses (firstname.lastname@example.org) will not sync with the group. You will need to add external users to the shared drive individually.
By default, the Content Manager role is given to new members added to a shared drive. We recommend only giving a few people the Manager role as that is the highest possible and most access allowed in shared drives.
|View files and folders|
|Comment on files|
|Make/approve/reject edits in files|
Create files and folders
|Share files with specific people (i.e., non-members)|
|Share folders with specific people (i.e., non-members)|
|Restore files/folders from trash (up to 30 days)|
Move files/folders within a shared drive
|Move files/folders from one shared drive to another|
Move files from My Drive to a shared drive
Note: Folders cannot be moved from My Drive to a shared drive.
|Rename shared drives|
Delete shared drives
Note: All files/folders must first be deleted from the shared drive.
|Modify shared drives settings|
|Permanently delete files in the trash|
Requests for access to files in shared drives: Requests for access to shared drive files go only to the file creator. If the file creator is no longer a member of a shared drive, the requests will be sent to the shared drive Managers.
Google account needed to become a member of a shared drive: You can share files and folders with visitors without Google accounts with visitor sharing. However, to be a member of a shared drive, the invited user must have an email address associated with a Google account.