About Google Drive for desktop

On this page:

Overview
Features
Before you begin
Install Google Drive for desktop
Learn more

Overview

Google Drive for desktop is a desktop application that provides live access to your Google at IU My Drive content in the cloud through Windows Explorer and Mac Finder. With Google Drive for desktop, you can store, edit, and collaborate on files and folders associated with your Google at IU account without using up disk space on your computer.

Important:

Due to limits to IU's storage footprint in the Google platform, all individual Google My Drives now have a 5 GB quota. Google Shared Drives are available only as an option for departments that wish to pay for continued storage in Google. Storage costs for paid Google Shared Drives are $48 per year, in 100 GB increments.

To view your total Google at IU usage, go to https://drive.google.com/settings/storage. Be sure you are logged into your Google at IU account, and not a personal Google account. To be sure, you could use a private browser.

Features

Google Drive for desktop offers the following features. For instructions for using these features, see Use Google Drive for desktop with work or school.

Access Google My Drive and Google at IU Shared Drives files and folders directly through Windows Explorer and Mac Finder.
Share and copy links to Google My Drive files directly from your desktop.
Mark individual files and folders for offline access.
See who's editing shared Microsoft 365 files in real time.
Easily attach and save files in Outlook (Windows only).

Important:

You may use Google Drive for desktop to access protected health information (PHI) in Google at IU Secure Storage (coming soon), including in offline mode. Only mark files or folders for offline availability when you are directly working on them. Those files or folders must not be marked for offline availability when they are not being actively worked on.

This UITS system or service meets certain requirements established in the HIPAA Security Rule thereby enabling its use for work involving data that contain protected health information (PHI). However, using this system or service does not fulfill your legal responsibilities for protecting the privacy and security of data that contain PHI. You may use this system or service for work involving data that contain PHI only if you institute additional administrative, physical, and technical safeguards that complement those UITS already has in place.

Before you begin

Before you install Google Drive for desktop:

Confirm your device is capable of supporting Google Drive for desktop:
- Windows: You'll need Windows 7 or later, or Windows Server 2012 or later.
- Mac: You'll need El Capitan (10.11) or later. For High Sierra (10.13) or later, follow the steps at Use Google Drive for desktop on macOS High Sierra (10.13) or newer.
If you have Backup and Sync for Google Drive installed on your computer, UITS recommends uninstalling it. For instructions, see Stop syncing Google Drive files with Backup and Sync.

Install Google Drive for desktop

To install the Google Drive for desktop app:

Download the appropriate Google Drive for desktop app for your computer:
- Windows version
- Mac version
Open the .exe or .dmg file and follow the on-screen instructions.

Note:

During the installation process, you will be asked to make a change to your computer's settings to give Google Drive for desktop the appropriate permissions.
Once setup is complete, the Google Drive for desktop icon () will appear in the notification area of the Windows taskbar or in the Mac menu bar. Select the icon to launch the application, and then select Sign in.

Note:

If you don't see the Sign in button, select the gear icon () to open the Settings menu, then choose Preferences, and select Sign-in on the "Preferences" screen.
On the Google sign-in page, enter your Google at IU username (your_username@iu.edu). When you are redirected to IU Login, enter your IU username and passphrase, and then confirm your identity with Two-Step Login (Duo).
Once you have successfully logged in, a drive named "Google Drive for desktop" (in Windows Explorer) or "Google Drive" (in macOS Finder) will appear on your computer. In it, you'll see a folder named My Drive, which provides access to your individual files and folders.
Note:
- To access shared files and folders (in Shared with me) via Google Drive for desktop, create shortcuts to them in Google My Drive; see Access and create shortcuts to shared files and folders in Google at IU My Drive.
- You may also see a Shared Drives folder, if your team, department, school, or organization uses Google at IU Shared Drives.

Learn more

To learn how to change accounts, disconnect, change the location of the Google Drive for desktop mount point, and so on, see the "Change Google Drive for desktop Settings" section in Use Google Drive for desktop with work or school.