Access and manage your files in Google at IU

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Overview

You have many options for accessing files stored in Google at IU Shared Drives and in Google at IU My Drive. The particular method that will work best for you may depend on your workflow and on the device you are using to access files.

Determine whether you're storing institutional files

Important:
If you are storing institutional files, complete the Institutional storage request form unless your IT Pro has already set this up for you. You may request an institutional storage account that only you can access, if desired.

Most faculty and staff store institutional files. If you're unsure whether you are storing institutional files, ask yourself:

  • If you were to change positions or leave Indiana University tomorrow, would the institution (including your department or colleagues) need these files to continue their work? If so, they are institutional files.
  • Are any of these files classified as Public data, University-Internal data, Restricted data (such as grades), or Critical data (such as PHI)? If so, they are institutional files.

Examples of institutional files may include research data, course files (such as lesson plans, assignment outlines, syllabi, etc. that are not stored within Canvas), training manuals, or files associated with IU committees, labs, and student groups, etc.

Choose how to access your files

Access and manage your files from a web browser

Add and edit files from Google at IU My Drive in a web browser

  1. Log into google.iu.edu.
  2. Click Drive, and then Go to Drive.
  3. If you are directed to an account other than your Google at IU account, click the circle at the top right, then select your Google at IU account. For more, see Manage multiple Google accounts at IU.

You should now be able to see your files under "My Drive."

Add and edit files from Google at IU Shared Drives in a web browser

  1. Log into google.iu.edu.
  2. Click Drive, and then Go to Drive.
  3. If you are directed to an account other than your Google at IU account, click the circle at the top right, then select your Google at IU account. For more, see Manage multiple Google accounts at IU.
  4. Click Shared Drives on the left to view your shared drives.

Access and manage your files from the file explorer

Before you begin, install (if needed) and log into Google Drive File Stream (for detailed instructions, see About Google Drive File Stream). It is also possible to use Backup and Sync for Google Drive, but this client will only work for Google My Drive, not Google Shared Drives.

Add and edit files from the file explorer using Google Drive File Stream

To open, edit, and add files, open the file explorer on your device and navigate to the Google Drive File Stream drive (it will show up as a lettered drive). From within that drive, to access Google My Drive files, select or double-click My Drive. To access shared drives, select or double-click Shared drives.

This is document bghw in the Knowledge Base.
Last modified on 2020-07-14 10:38:42.

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