This content is borrowed from Google’s comprehensive help site on sharing and getting started with shared drives
share a single item with specific people
use this method when you know the email address (hampshire or otherwise) of everyone you share with.
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open a file in google docs, sheets or slides.
in the top right corner, click share.
Under “people” in the “share with others” box, type the email address (hampshire or other) of the person or google group you want to share with. tip: search for hampshire contacts by typing a name in the box.
To choose whether someone can view, comment, or edit the file, click the down arrow next to the text box.
click done. The people you shared with will receive an email letting them know you shared a file.
share a single element using a link
Use this method when you don’t know everyone’s email address, aren’t sure if everyone has a google account, or just want to make a document more available. you can have the link only available to the hampshire community, or to the whole world.
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open a file in google docs, sheets or slides.
in the top right corner, click share.
click “get share link” at the top right of the “share with others” box.
To choose whether someone can view, comment, or edit the file, click the down arrow next to “anyone with the link”.
Please note that the link will be visible by default to hampshire college accounts only. to expand access outside of hampshire, click the down arrow next to “anyone at hampshire college…” and select “more” for additional options.
A file link will be copied to your clipboard. paste the link in an email or anywhere you want to share it.
share a folder
If you plan to collaborate with a group of people on a recurring basis, such as within a department or for a class, we strongly suggest creating a shared folder or shared drive (see below). then each item placed in this folder will be automatically shared with the group.
create a folder
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go to drive.hampshire.edu
on the left, click new > folder.
Enter a name for the folder.
click create.
then share the folder:
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Select the name of the folder in Google Drive. At the top, click Share
. Tip: You can also right-click the folder and choose Share.Under “people” in the “share with others” box, type the email address of the person or google group you want to share with. tip: search for contacts by typing a name in the box.
make sure your access level is set to “can edit”.
shared drives
Shared drives are shared spaces where teams can easily store, search, and access their files from anywhere on any device. Unlike the files on my drive, the files on a shared drive belong to the team rather than an individual. even if members leave, files stay exactly where they are so your team can continue to share information and work.
not sure whether to use my drive or a shared drive?
Ask yourself these questions:
- Are the files of interest to most or all members of a particular project team?
- Do the files share a consistent theme?
If you answered “yes” to both questions, it’s a good idea to create a new shared drive. if the files are for a variety of projects, create multiple shares. For a comparison of my drive and shared drives, see the differences between my drive and shared drives.
see what can you do with shared drives? to start
change ownership of a file or folder
You may want to assign someone else to be the “owner” of a file or folder. the owner has full control over access, visibility, and can choose to delete the file.
how to change ownership
You can change who owns a file or folder in drive.
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go to drive or home screen of documents, spreadsheets or presentations.
open the share box:
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In Drive: Select the file or folder and click the share icon at the top
.on a doc, spreadsheet, or presentation home screen: open the file and click share in the top right corner of the file
If the new owner already has edit access, go to step 4. Otherwise, follow these steps:
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type the new owner’s email address in the “invite people” field
click share and save.
click advanced in the bottom right corner of the sharing box.
click the dropdown menu next to the name of the person you want to own the file or folder.
select is owner.
click done.
transfer ownership to or from a non-hampshire google account
some of us may have hampshire-related documents “owned” by a personal google account. A best practice would be to transfer these items to ownership of your hampshire account. While you can transfer property between University of Hampshire accounts, you cannot transfer property to or from a non-Hampshire account! Unfortunately, the only solution at this time is to download all your personal account files to your computer, and then re-upload them when you log into your hampshire account.
if you’re thinking of transferring files, take a look at google’s takeaway service; provides options to download an archive of all your data, including files on the drive.
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