Store and share your individual files at IU

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Overview

At Indiana University, non-institutional files (such as family photos or resumes) can be stored in Google at IU My Drive and Microsoft OneDrive at IU. Each has features that make it best suited to certain use cases, and the information here provides a detailed comparison. For storage services that meet other types of needs, see Options for storing files at IU.

Important:
  • The services described here are administered by IU, and are distinct from any external accounts you may have with Google or Microsoft (for example, an account associated with a free, non-IU Gmail account).
  • These services are appropriate for files associated with individuals, not institutional (also known as group, team, department, organizational, or IU) files. For more, see Options for storing files at IU.

Both Microsoft at IU Secure Storage and Google at IU Secure Storage are available for Restricted data and Critical data with the exception of credit card and Payment Card Industry (PCI) data. For further details, see About dedicated file storage services and IT services with storage components appropriate for sensitive institutional data, including research data containing protected health information.

Note:
For quick, temporary file sharing, you can also use Slashtmp.

Basic features

Google at IU My Drive Microsoft OneDrive at IU
Best for... Storing and sharing non-institutional Google Docs, images, and more with people at IU and elsewhere Storing and sharing non-institutional Microsoft Office documents, images, and more with people at IU and elsewhere
Cost No charge No charge
Storage allotment Unlimited
(750 GB maximum daily upload)

5 TB 1 (A5 license)

1 TB 1 (A1 license)

Maximum file size 5 TB 250 GB
Maximum number of items per folder 400,000 10,000
File types Any Most; some exceptions (for example, .asp)
Accessible off campus Yes Yes
Accessibility to individuals with disabilities Poses accessibility concerns, and takes considerable time to master. 2 For more, see Google Accessibility. Poses accessibility concerns, and takes considerable time to master. 2 For more, see Accessibility support for OneDrive.

File access

Google at IU My Drive Microsoft OneDrive at IU
Upload methods Drag and drop Sync Drag and drop
Web widget
Sync
WebDAV
Download local copy Yes Yes
Web access Yes Yes
Preview file content in browser Yes Yes
Sharable web links Yes; create links with access control:
  • Unrestricted (anyone with the link can access the file)
  • Google at IU only (only Google at IU users can use the link to access the file)
  • Specific individuals (only individuals you specify can use the link to access the file)
Files can be made web-searchable
Note:

On September 13, 2021, Google applied a security update to Google Drive to make file sharing more secure. The update changed the links for some shared files and folders. Links for affected shared files were given new URLs that include resource keys. Collaborators who have not yet accessed an affected file that you shared prior to the update will now need the file's new link URL (containing the resource key) to access the file. Access to affected shared files did not change for any collaborators who accessed those files (prior to the update) or for those with direct access.

Yes; create links with access control:
  • Unrestricted (anyone with the link can access the file)
  • IU only, authentication using University account
  • Specific individuals (only individuals you specify can use the link to access the file)
Links are not web-searchable; advanced functions allow you to create custom URLs, password-protected links, and direct-download links
Edit files in browser Yes; edit Google Docs, Google Sheets, and Google Slides, or use Office Compatibility Mode (OCM) to edit Microsoft Office documents, spreadsheets, and presentations Yes; edit Microsoft Office files with Office Online
Offline access Yes (after enabling offline access) Yes
Mobile access Yes Yes
Desktop access Yes, using Google Drive for desktop Yes (for Windows and macOS)
Email to folder No No

Collaboration

Google at IU My Drive Microsoft OneDrive at IU
Grant access to... Anyone Anyone
Invite collaborators Yes; invite collaborators to share files or folders Yes
Permission levels Can edit (others can edit the file, comment on it, and share it with others)
Can comment (others can view the file and comment on it)
Can view (others can view the file)
Full control
Design
Edit
Contribute
Read
Permissions controlled by... Owner or editor; editors have limited ability to change permission settings Owner
File ownership Files belong to the account holder who either created the files in Google Docs, Google Sheets, and Google Slides, or uploaded them to Google Drive. Files are owned by the owner of the folder in which they are stored.
Transfer ownership Yes, owners can transfer ownership to users with Google at IU accounts Yes, but refer to Get access to and back up a former user's data and OneDrive retention and deletion.
Commenting Yes; if you have permission to edit or comment on Google Docs, Google Sheets, and Google Slides, you can add comments, reply to comments, and close comments for discussions that are finished. You can also fully edit and comment on Microsoft Office files natively in Google Drive; see Work with Microsoft Office files. Yes (using Microsoft Office files)
Version control Yes (continuous history stream) Yes (for Microsoft Office files)
Real-time, simultaneous editing Yes (for Google Docs, Google Sheets, and Google Slides) Yes (using the Microsoft Office desktop client, Office Online, or Microsoft Office mobile app for Word, Excel, and PowerPoint

Other features

Google at IU My Drive Microsoft OneDrive at IU
Search Yes; search file names, metadata, and file contents, filter results by file type, ownership, or application, or use advanced search to refine your search using specific phrases and commands (see Find files in Google Drive) Yes
Video preview Yes Yes; see Video formats you can play on the OneDrive website
Virus scanning Yes Yes
Usage statistics No Yes
Bookmarks No Yes, using the "Save for Later" feature in the OneDrive web client and SharePoint
Custom file metadata No Yes
Integration With Google apps Yes
Integration with Canvas Yes No
Partner apps and add-ons Yes Yes

Notes:

1 See OneDrive service description.

2 While UITS endorses the use of Google apps and Microsoft 365 (formerly Office 365), they can pose accessibility issues, and can take considerable time for individuals with disabilities to master. Therefore, it is best to offer additional options for completing course requirements.

Note:
The information here is based on work done by Information and Technology Services at the University of Michigan.

This is document aghw in the Knowledge Base.
Last modified on 2021-09-13 15:43:21.