Google Team Drives comparison with Shared Accounts in Google My Drive and Box

U-M Google Team Drives, My Drive, and U-M Box are great for maintaining a shared document repository. However, there are important differences in how they work. See below for tables that outline how the three compare.

Tip: If you’re unsure of what account type(s) are best for you or your team, you can contact the Service Center for guidance.  

Comparison Table

  Google Team Drives Google My Drive with Shared Account Box with Shared Account
Who owns files and folders? The Team (Collaborators in the Team Drive).

New content: The Shared Account.

Other My Drive content: The Author (Individual who created file or folder).

New content: The Shared Account.

Other Box content: The folder owner, usually the Shared Account.

Can I use a group as a collaborator / team member?

Yes.

MCommunity groups sync, external email addresses do not.

Yes.

MCommunity groups sync, external email addresses do not.

Yes.

MCommunity groups sync at the root level, subgroups must be added separately. External email addresses do not sync.

Who can transfer ownership?

Members with Full Access can move files and folders to their “My Drive”, making them the new owner. They can also move files to another Team Drive, making that team the new owner. Only the Shared Account (if it is an owner) can transfer ownership by giving up ownership. Only the Shared Account (if it is an owner) can transfer ownership by giving up ownership.
Can I store Protected Health Data (PHI / HIPAA)?

No.

Guidelines for Google My Drive also apply to data stored in Team Drives. 

No. Yes.
Can I add collaborators to folders?

Top-level (root) Folder: Yes (if you have full access), by making them team members.

Sub-folders: No, roles and permissions are inherited by team drive membership and cannot be set at the folder level.

Yes, if you have Edit access.

Collaborators might see different files in a folder, depending on their access to individual files.

Yes, if you have Editor or Co-Owner access.
Can I add collaborators to files? Yes, if you have Full or Edit access. Yes, if you have Edit access. Yes, if you have Editor or Co-Owner access.
Where do shared files and folders appear?

Team members: The root folder appears in Team Drives, sub-folders and files are found inside the Team Drive.

Additional collaborators: Shared with me (cannot be moved into My Drive).

Shared Account Members: Shared with me, and My Drive within folders.

Additional Collaborators: Shared with me - they can move it anywhere in My Drive without impacting the file or folder location for others.

Shared Account Members: All files.

Additional Collaborators: All files.

Can I restore files?

How long are files saved in the trash?

Yes, if you have Edit access or Full access.

Each Team Drive has its own trash. All files/folders in trash are deleted permanently after 30 days.

Yes, if you created the file.

Files in the My Drive trash folder are not automatically deleted.

Yes, if you are the Owner or the user who deleted the file/folder.

All files/folders in trash are deleted permanently after 30 days.

Can I move files?

Between Team Drives: Yes, if you have Full access in the original Team Drive and at least Edit access the destination Team Drive. 

From My Drive to Team Drive: Yes, if you are Owner of the file and have at least Edit access in the Team Drive. 

File permissions individually assigned to the file are preserved, not those inherited from a folder.

Yes, if you have Edit access. Yes, if you have Editor or Co-Owner access.
Can I move folders?

Between Team Drives: Yes, if you have Full access in the original Team Drive and at least Edit access in the destination Team Drive. 

From My Drive to Team Drive: Individuals are able to move multiple files at a time from My Drive to Google Team Drives on their own - but cannot migrate entire folders. 

Yes, if you have Edit access. Yes, if you have Editor or Co-Owner access.
Are mobile devices supported? Team Drives are supported on mobile devices, but accessibility and performance varies depending on application and OS. My Drive is supported on mobile devices. Box is supported on mobile devices.
How do I attach a file to a Google calendar invite?

To add Team Drive files to a Calendar invite, use search, or the Recent or Shared with me views. 

It is not currently possible to navigate to Team Drives within a Google Calendar invite.

Navigate to any My Drive file from within a Calendar invite. Insert a link to the file in the event description, or download the file to your computer and upload it as an attachment.
How do I set it up? Submit a Google Team Drive request, or contact the Service Center. Submit a Shared Account request, or contact the Service Center. Submit a Shared Account request, or contact the Service Center.

 

Last Updated: 
Tuesday, October 10, 2017