How to Manage a Shared Google Drive

Google Shared Drives are drives created for the purpose of collaboration. Files that are being accessed by multiple users should always be kept in a Shared Drive, rather than in someone's personal Google Drive. This will ensure the files stay in tact and accessible, should the 'owner' of the personal Google Drive leave the institution. This article will articulate how to manage the drive (add, remove or audit members) and assign the correct permissions to files and folders within the drive.

How much space is available in a Shared Google Drive?

Shared drives offer 1 TB of space.

How can I create a Shared Drive?

Contact the IT Help Desk at helpdesk@ewu.edu or via phone at 509.359.2247 for assistance. You will be asked to provide the name of the Drive along with whomever you wish to manage it.

How Do I Access a Shared Google Drive that has been shared with me?

Shared drives can be accessed through the Web or through your File Explorer (Windows) / Finder (Mac)

For the Web Access, open your browser and navigate to inside.ewu.edu -> Cloud Storage -> Google Drive or utilize this link: https://drive.google.com/a/ewu.edu
Sign in when prompted with your SSO information.
From the menu at the left Select Shared Drives to expand the options below and pick the appropriate drive.

For Access through File Explorer (Windows) or Finder (Mac), launch either application.

File Explorer (Windows)

Finder (Mac)
From the directory at the left, find your drives and double click on Google Drive (G:) From the menu at the left, look under Locations to find Google Drive. Select it. The directory will expand below and will also appear in the folders window to the right. Select Shared Drive and then select the name of the desired Shared Drive.. The contents of your Google Drive will open in the pane to the right. Select Shared Drive and then select the name of the desired Shared Drive.

I am a Shared Drive manager. How do I add or remove members?

Add Members

Shared Drive managers can add members to the drive.

Click the Google Drive link on https://inside.ewu.edu
At the left, click Shared drives and double-click one of your shared drives.
At the top, click + Add members.
Add names, email addresses, or a Google Group.
- By default, new members will be Content managers. They can upload, edit, move, or delete all files.
To change:
- Access for new members, click the Down arrow and choose an option.
- Whether new members get notified, click Skip sending notification.
Click Send.

Manage or Remove Members

Shared Drive managers can remove members or change their rights.

Click the Google Drive link on https://inside.ewu.edu
At the left, click Shared drives and double-click one of your shared drives.
At the top, next to the name of your shared drive, click the Down arrow .
Click Manage Members.
To the right of the person you want to change, click the Down arrow .
Click one of the options.
Click Done.

Types of Members

Members of Google Shared Drives can have any one of these roles.
Manager: Can manage members, and upload, edit, move, or delete all files.
Content Manager: By default, can upload, edit, move, or delete all files.
Contributor: Edit all files and upload new files, but can’t move or delete files.
Commenter: Can only comment on all files.
Viewer: Can only view all files.

Role Manage Members Move & Delete Edit & Upload Comment View Files Manager ✅ ✅ ✅ ✅ ✅ Content Manager ❌ ✅ ✅ ✅ ✅ Contributor ❌ ❌ ✅ ✅ ✅ Commenter ❌ ❌ ❌ ✅ ✅ Viewer ❌ ❌ ❌ ❌ ✅

Still need help?

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