Store and share your individual files at IU
On this page:
Overview
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.
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.
- 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, personal Gmail account).
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Both Google at IU Secure Storage and Microsoft at IU Secure Storage may be used for Critical or Restricted 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.
- For quick, temporary file sharing, you can also use Secure Share.
- For storage services that meet other types of needs, see Options for storing files 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 |
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:
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:
|
| 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 |
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.
Related documents
This is document aghw in the Knowledge Base.
Last modified on 2022-06-01 12:42:25.