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How to use Google Shared Drive
About Google Shared Drive
Unlike My Drive, the ownership of files placed in a shared drive is not associated with an individual.Files in Drive are managed within an organization and serve as a shared area where administrators can set permissions based on users' affiliations, etc.
A shared drive (lab-account name) will be provided for each full-time faculty member.
*If you have not applied for Google Workspace, please apply for "Google Workspace for Education" at AMI (https://ami.sic.shibaura-it.ac.jp big) and contact the Information Innovation Division (goiken@sic.shibaura-it.ac.jp).
For information about shared drive restrictions, please see the Google Workspace help page below.
Shared Drive Permissions
Open the shared drive (lab-account name), click "Manage members" in the upper right corner, and register the email accounts of all the people you want to share with (@shibaura-it.ac.jp for university users). Then, set the permissions for the members.
*Individual free accounts can be members, but they cannot be administrators.
Permissions can be set from the following:
| administrator | With the highest privileges in a shared drive, you can perform operations on files, members, and settings in the shared drive. (The shared drive of a laboratory is set to the teacher by default.) |
| content manager | You can add, edit, move, and delete files, but you cannot manage members or perform any operations on shared drive settings. |
| Posted by | You can add and edit files, but you cannot move files within a shared drive. |
| Viewer (comments allowed) | You can view and comment on files, but depending on the file sharing settings you may not be able to download them. |
| Viewer | You can view the file, but depending on the file sharing settings, you may not be able to download it. |
Shared drive settings
When "Managing Members," you can click the settings icon (⚙) displayed in the upper right corner to change the "Shared Drive Settings."
*All settings are enabled by default, so please change the settings as necessary. (No access to users outside the university, no downloads, printing, or copying for viewers, etc.)
Creating a folder in a shared drive
Open the shared drive and click "New" in the upper left corner to create a folder. You can also set sharing permissions for the created folder, but unlike the permission settings for My Drive, you cannot grant administrator privileges.
Data migration to shared drives
Data can be transferred by moving files and folders owned by the teacher or students (current students or alumni) in the shared items to the shared drive using the mouse (drag and drop).A confirmation screen for transferring ownership will be displayed, so please select "Move".
Files and folders owned by off-campus users (users other than @shibaura-it.ac.jp) cannot be moved, so if an error occurs when transferring folders, please transfer files on a file-by-file basis.
*Please do not transfer files and folders shared with faculty members on campus as the owner permissions will change.
Files owned by other people directly under My Drive are files shared as Gmail attachments. Please move them if necessary.
*File attachments over 25MB in Gmail will be shared via Google Drive.
Click here for information on managing members of Google Shared Drive