Google Team Drives

Google Team Drives is a feature of Google Drive that allows separate shared spaces (a "Team Drive") where items are owned by a department or other working group, rather than an individual, solving problems around transfers of ownership when people join or leave a department/office. Google Team Drives was enabled for Norse Apps accounts on April 26, 2018

Team Drives are accessible either through the standard Google Drive web interface or as synced desktop items for those who use Google File Stream. This is one of the main reasons why we encourage faculty and staff to use File Stream rather than Google Backup and Sync.

Team Drives behave very much like the rest of Google Drive, with a few differences. The best guide to start using Team Drives is Google’s walkthrough “Get started with Team Drives” in the G Suite Learning Center.

FAQ

Why should I use Team Drive? This seems complicated

After the Team Drive is set up, it's no more complicated than using traditional Google Drive. It will actually save a lot of confusion and hassle later on when your working group or department structure changes, people come and go, etc. This product solves a specific, significant problem that organizations like ours face, namely how do we transition, share, and preserve knowledge.

How can I start using Team Drives?

Jumping right in and making a Team Drive for experimental or limited use is a great first step. Consult the “Get started with Team Drives” guide for how-tos. When you’re ready to expand your use or transition more complex systems, then take a little time to plan in more detail. At that point, you’ll want to identify who should be part of the Team Drive and it’s intended use, as well as allow time to review individual files. Feel free to contact the Technology Help Desk for assistance.

Why can't I move whole folders? What should I do?

Moving a folder affects the ownership of everything inside, and that gets complicated really fast. To move a folder, create that same folder in your Team Drive and then move all the files into it.

Who owns files in the Team Drive

No one. Or more accurately, they belong to the Team Drive itself. This is a different way of thinking about document ownership than with your other Google Drive content.

So what should I keep in a Team Drive and what should I keep in my “My Drive”?

Content that pertains to you as an individual should go in “My Drive”, as well as things that you aren't ready to share with the team yet. In the Team Drive, put things that relate to your job, i.e. things to which your successor, supervisor, or colleagues should have access. This might mean that you need to have more than one Team Drive for your department/office: things unique to your role that only you and your supervisor should see, and then things for the department or working group as a whole.

I made a mistake. Can I delete a Team Drive?

No, but our administrator can. Let us know and we'll start a ticket.

I can delete files. Does this delete them for everyone?

Yes. Unlike files in “My Drive” and other shared documents, this document only exists in one place. When it is gone, you've removed the only copy.

If a document is moved to a Team Drive, does it retain edit history, old versions, etc?

Yes!

Some of my documents and formulas don't work right after I moved them to Team Drives. Why?

Permissions for interlinked documents are tight, and this is a good thing. If you copy a document that uses a formula like "ImportRange" from another document, it will require reauthorization. This might break a number of things downstream, but if you can trace the issue, it should be a quick fix.

I used the desktop sync client and I don't see my Team Drive. Why?

You're probably using Google Backup and Sync or the legacy Google Drive Desktop Client. Instead, use Google File Stream, which supports Team Drives.

When I search, does it search my Team Drives?

Searching is unified. When you use the Google Drive search bar, it will search everything you can access, including Team Drives.

Useful Links

Google's walk-through: “Get started with Team Drives