Student on laptop in media lab

Tips on Sharing Files and Folders with Google Drive

The ability to share documents and work collaboratively is one of the most useful things about Google Drive! Here are some tips on how to get started.

This content is borrowed from Google’s full help site on sharing.

Share a single item with specific people

Use this method when you know the email address (Hampshire or otherwise) of everyone you are sharing with.

  1. Open a file in Google Docs, Sheets, or Slides.

  2. In the top right corner, click Share.

  3. Under "People" in the "Share with others" box, type the email address (Hampshire, or otherwise) of the person or Google Group you want to share with. Tip: Search for Hampshire contacts by typing a name in the box.

  4. To choose if a person can view, comment, or edit the file, click the Down arrow next to the text box .

  5. Click Done. The people you shared with will get an email letting them know you've shared a file.


Share a single item using a link

Use this method when you don’t know everyone’s email address, aren’t sure if they all have a Google account, or simply want a document to be more widely available. You can have the link only available to the Hampshire community, or to the whole world.

  1. Open a file in Google Docs, Sheets, or Slides.

  2. In the top right corner, click Share.

  3. Click Get shareable link in the top right of the "Share with others" box.

  4. To choose whether a person can view, comment, or edit the file, click the Down arrow next to "Anyone with the link" .

  5. Note that the link will default to be viewable by Hampshire College accounts only! To expand access to outside of Hampshire, click the Down arrow next to "Anyone at Hampshire College…”  and select “More” for additional options.

  6. A file link will be copied to your clipboard. Paste the link in an email or anywhere you want to share it.


Sharing a Folder

If you plan to collaborate with a group of people on a recurring basis- such as within a department or for a class, we strongly suggest creating a shared folder. Then, every item placed in this folder will automatically be shared with the group.  

Create a folder

  1. Go to drive.hampshire.edu

  2. On the left, click New > Folder.

  3. Enter a name for the folder.

  4. Click Create.

Then, share the folder:

  1. Select the name of the folder in Google Drive. At the top, click Share Share. Tip: You can also right-click the folder and choose Share.

  2. Under "People" in the "Share with others" box, type the email address of the person or Google Group you want to share with. Tip: Search for contacts by typing a name in the box.

  3. Make sure their access level is set to “Can Edit”.


Changing ownership of a file or folder

You may want to assign someone else to be the “owner” of a file or folder. The owner has full control over access, visibility, and can choose to totally delete the file.  

How to change owners

You can change who owns a file or folder in Drive.

  1. Go to Drive or a Docs, Sheets, or Slides home screen.

  2. Open the sharing box:

    • In Drive: Select the file or folder and click the share icon at the top .

    • In a Docs, Sheets, or Slides home screen: Open the file and click Share in the top-right corner of the file

  3. If the new owner already has edit access, skip to Step 4. Otherwise, follow these steps:

    • Type the email address of the new owner in the "Invite people" field

    • Click Share & save.

  4. Click Advanced in the bottom-right corner of the sharing box.

  5. Click the drop-down menu next to the name of the person you want to own the file or folder.

  6. Select Is owner.

  7. Click Done.

 

Transferring ownership to or from a non-Hampshire Google account

Some of us may have Hampshire-related documents “owned” by a personal Google account. A best practice would be to transfer these items to be owned by your Hampshire account. While you can transfer ownership between Hampshire College accounts, however, you can’t transfer ownership to or from a non-Hampshire account! Unfortunately, the only workaround at this time is to download all the files from your personal account onto your computer, and then re-upload them when logged into your Hampshire account.

 
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