Store and share your individual files at IU

On this page:


Overview

Important:

Not all storage services are listed here.

This information provides a comparison of storage solutions for individual data. For similar details about institutional data, see Store, share, and collaborate on institutional files at IU.

At Indiana University, you can store non-institutional data or individual, personally-created files (resumes, personal meeting notes, presentations, etc.) in Microsoft OneDrive at IU and Google at IU My Drive. This would include information classified as Public or University-Internal data. Each has features that make it best suited to certain use cases, and the information here provides a detailed comparison.

Important:

IU will be limiting its storage footprint in the Google platform.

Although existing Google Shared Drives will continue to work normally for the time being, creation of new Google Shared Drives is now restricted to these scenarios:

  • As a transitional step to simplify the process of migrating institutional data from Google My Drive to Microsoft Teams
  • An option for departments that wish to pay for continued storage in Google

For further details, see About changes to storage in Google at IU.

Basic features

Google at IU My Drive Microsoft OneDrive at IU
Best for... Storing and sharing Public or University-Internal data, or personally-created data (resume, personal meeeting notes and presentations, etc.) including Google Docs, images, and more with people at IU and elsewhere Storing and sharing Public or University-Internal data, or personally-created data (resume, personal meeeting notes and presentations, etc.) including Microsoft Office documents, images, and more with people at IU and elsewhere
Cost No charge No charge
Storage allotment

Unlimited 3
(750 GB maximum daily upload)
Soon to be 5 GB; see About changes to storage in Google at IU

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, 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.

3 Individual Google at IU My Drive accounts will soon have storage space limits. For more, see About changes to storage in Google at IU.

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 2022-06-01 12:42:25.