Creating a Google Shared Drive

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The safest way to share and collaborate on files in our Google enterprise environment is to use a Google Shared Drive. Unlike sharing files and folder from an individual's My Drive, Shared Drives will persists, and the manager roles can be easily reassigned, in the event that a managing individual departs from Dartmouth.

Creating a Google Shared Drive

Here are the basic steps to create a Google Shared Drive.

How-To

In a web browser, start at google.dartmouth.edu and login with you Dartmouth credentials.
Click on the Google Drive icon. In the upper-right corner, you should see the Dartmouth D next to your avatar image.
On the left column, you should see and be able to right-click on Shared Drives and choose the option to make a New shared drive...
Name your new shared drive.

Set up collaboration

Add collaborating users and determine their role on the shared drive.

Understanding roles and permissions on shared drives.

Manager: Full control over the shared drive, including managing members, settings, and permanently deleting content.
Content manager: Can add, edit, move, and delete files and folders, but not manage members or settings.
Contributor: Can add new files, edit existing ones, view, and comment, but cannot move or delete files
Commenter: Can view files and add comments.
Viewer: Can only view files; no editing, commenting, or adding.

Adding collaborators and setting or changing roles

While logged into Google Drive in a web browser, click to expand the list of your Shared Drives in the left column.
Locate the shared drive you wish to manage and right-click on it. Then select Manage Members.*
In the Manage Members window, you can view and change the role for existing users:

OR search for new collaborators at Dartmouth (or use email addresses of external collaborators, if enabled) and set their role accordingly:

When adding new members, you can add a message that will be emailed to them to let them know they've been invited to the shared drive.
If you click the gear icon in the upper-right, you will find additional options that can be enabled or disabled for the drive. These include options to allow non-Dartmouth collaborators or non-drive members to access files, folder sharing options for content managers, and options to further limit downloading, copying, and printing of files.

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*You can also get to the options for managing access by clicking on the shared drive within the list of all drives, in which case it will appear in a right-hand column, where you can click on Manage Access:

OR, when you are viewing the drive, you will also find Manage Members at the top of the window: