G Suite Team Drive FAQ

Team Drives are a new feature of Google Drive and are a great tool for accessing and storing files that are shared among a group, such as a department.  

  • Members of a Team Drive share ownership of any files and folders.
  • If someone leaves the Team Drive, any files they added will stay.
  • You can still share files with a link or invite.

Note: Team Drive is available on G Suite Enterprise, G Suite Business, or G Suite for Education editions.

Use Google’s help page to get the most out of using a Team Drive:

Learn More - Google Team Drive

Watch a video on YouTube (4:20)

Team Drive vs My Drive Comparison

 Topic

Team Drives

My Drive

What types of files can be added?

All file types*...however, whole folders cannot be copied to Team Drive

* Except Google Maps and existing documents with attached Apps Scripts

All file types

Who owns files and folders?

The team 

The individual who created the file or folder

Can I move files and folders?

Users can only move files, however you can open a folder and select all the files it contains and move into Team Drive

Yes

Can I sync files to my computer?

No

Note: Users will soon be able to access their Team Drives on PC and Mac using the new Drive File Stream.

Yes

Sharing

All team members see the same file set.

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

How long do files I delete stay in Trash?

  • Each Team Drive has its own trash.
  • Files and folders in the Trash are deleted forever after 30 days.
  • Members can delete specific files sooner.

Files or folders in the Trash remain there until the user chooses "Delete Forever."

Can I restore files from Trash?

     Yes, if you have Edit access or full access.

Yes, if you created it.

What is the Policy on storing sensitive information on Google Drive?

   Personally identifiable information for students and employees such as Social Security numbers, grades, financial information, administrative office data, etc. including FERPA data should NOT be stored on a Team Drive

My Drive storage is FERPA approved, but personal data should not be stored.

FERPA Privacy Rights

FERPA Privacy Rights

Create a Team Drive

  • If you see “Team Drives” listed under My Drive, you can create a team drive
    • Under My Drive on the left, click Team Drives.
    • At the top left, click the blue New button.
    • You can also right-click on Team Drives
    • Enter a name for the Team Drive.
    • Click Create.
  • Once created you will automatically be a member with full access and can add other members. See add members below
  • What happens to a team drive if all members are removed?
    • Files will still be there but no one will have any access. If you are the last person with full access, you can remove your own access but you will get a warning.
  • Delete a Team Drive?
    • Any member with full access can delete a Team Drive but it must be empty (no files).
  • If someone leaves the Team Drive, any files they added will stay.
  • Team Drives are not the same as a Shared Drive Folder although there are similarities. A shared folder has an “owner” where a Team Drive does not.  
  • Moving Files into a Team Drive removes the owner of the file and changes it to the Team Drive. Everyone with “full access” in the Team Drive has full editing permissions (see below).  
  • There can be multiple members with full access.
  • Moving a file into a team drive does not create a copy, although you can create a copy before moving it into a team drive but they will not be linked and updating one will not update the other.

Adding Files

Wait - Before you upload any file to Drive or Team Drive, determine if it should be stored on Google Drive.  What should not be stored on Google Drive?      FERPA Privacy Rights

Storing Data on Google Drive on your George Fox University account is FERPA approved........Team Drive is not until further notice.

Personally identifiable information for students and employees such as Social Security numbers, grades, financial information, administrative office data, etc.

  • You can move any file you own into a Team Drive, whether it’s from another Drive location, or from your computer or mobile device.
  • Only the owner of a file can move it into a Team Drive.
  • NOTE: You can also move files out of the Team Drive back to regular Drive folders regardless of the original owner.
  •  When a file is moved into a team drive, the ownership is changed to the Team Drive and the file can be accessed by the team members, however, pre-existing link sharing and individual shared access outside of the Team Drive is maintained.  

What about Folders?

  • You cannot move multiple files via a folder but you can select everything in the folder and move it to a Team Drive (provided you own the files)
  • Multiple files can be moved at the same time provided you are the owner of all the files.  
  • Note: If you remove someone from a Team Drive, they might still have access to individual files shared in other ways, such as files shared with a link to your organization, or through group sharing.
  • File permissions and links are not changed. People who are not Team Drive members can still access the file with previously granted permission or by adding them after a file is moved into a Team Drive.

Moving Files (not folders)

  • Moving files from one Team Drive to another:
    • To move files between Team Drives, you must have full access to the original Team Drive and at least edit access to the destination Team Drive.
    • If someone else owns a file, you need to ask them to move it.
  • Moving a file(s) from a shared folder to a team drive removes sharing that was given through the folder.  If all the same people shared through the folder also have access to the Team Drive they will see no change.
  • Full revision history is maintained and identifies users who made changes.
  • Individual files within a Team Drive can be shared directly with non-Team Drive members. When this happens,  the file appears in ‘Shared with me’ and other views for that user, but can’t be added in My Drive or to another Team Drive.
  • If you have created a folder within a Team Drive, you should be able to drag it to another Team Drive as long as you are an editor on both Team Drives.
  • You cannot drag a folder from Google Drive to a Team Drive but you can select all the files and move them at the same time to a Team drive as long as you as the owner of all the files.

Adding Members to a Team Drive

  1. At the left, click Team Drives and double-click one of your Team Drives.
  2. At the top, click + Add members.
  3. Add names, email addresses, or a Google Group.
  • By default, new members will get "Full access." They can add, edit, and delete files, and invite other members.
  • To change:
  • Access for new members, click the Down arrow and choose an option.
  • Choose whether new members get notified or click Skip sending notification.
  • Click Send.

Graph dictating the power that each level of access grants a team member

See Who has Access/Sharing Files in Team Drive with a non-member

All members of a Team Drive automatically can view all files. To share a file that is in a Team Drive with someone who is not a member,  click the blue Share button.

Add names and choose edit, comment, or view. Select any other options and send.

How to see who has access to the team drive

Click “Who Has Access” to see Link sharing, Team sharing, and any individuals outside of the Team.

In the example below for a file located in a Team Drive:

  • Link sharing has been turned on
  • The Team Drive shows 2 members
  • The file is also shared with one individual outside of the Team Drive

a list of those who have access to the team drive

Limitations

The following limitations and known issues apply to the current release:

  • Some file types cannot be stored in Team Drives, such as Google Maps and existing documents with attached Apps Scripts.
  • External users who don't have a Google account associated with external emails cannot be added as a Team Drives member but can be shared to a specific doc that resides in a Team Drive
  • Email collaborators and Email as attachment is not available when a doc resides in a Team Drive, however, use the Comments feature to send a message to a collaborator by entering a + symbol and even assign the comment to them.

Best Practices

Consider how you want to organize your data when creating a Team Drive.

  • Use Team Drives to share material intended for view by others. Keep personal and confidential files that others shouldn’t see in My Drive. FERPA Privacy Rights
  • For moving files from a Shared folder - contact all the members and ask them to move files they own to the Team Drive.  Use the Search options to view on the files owned by you
  • For improved collaboration, create a Team Drive for each project and assign the highest access level (full access) to all team members.
  • For users who need to move all of their content to Team Drives, please contact servicedesk@georgefox.edu
  • Sharing Team Drives content:
    • When members are added to a Team Drive, they can access everything in that Team Drive. You can’t restrict access to subfolders. When different permissions are needed, create a new Team Drive instead.  
    • Members can move any files they own from My Drive to a Team Drive. If the file is owned by someone else, ask them to move it.
    • Individual files within a Team Drive can be shared directly with non-Team Drive members. When this happens,  the file appears in ‘Shared with me’ and other views for that user, but can’t be added in My Drive or to another Team Drive.

Learn More - Use Google’s help page to get the most out of using a Team Drive

Questions? Contact the Service Desk | servicedesk@georgefox.edu | 503-554-2569