Google Drive

In this guide you will find instructions about the Google Drive service.

Google Workspace for Education is not yet fully implemented in University of Tartu. This means that the services are available only partially and access is restricted. Furthermore, current manuals are continously being updated and subjects to change.

My Drive – personal drive, that works the same way as on your personal account - no one can access it. It is important to understand that when your UT account is closed, the data there will be permanently deleted and it is not possible to restore it.
Shared Drives – shareable drives, where data is in collective use

It is possible to use Google Drive for desktop software as well. Google Backup and Sync is not suitable, as it does not support shared drives.

For every shared drive, there has been created a Google group with the same name and granted Content Manager permissions
Access to a shared drive is given by adding users to these groups
- Manual how to add members to a group: Google Groups

Manager
Content manager
Contributor / Editor
Commenter
Viewer

Permissions for different levels: https://support.google.com/a/answer/7337554

Data can be shared at three levels (Shared drive / Folder / File), doing which needs different access levels (Manager / Contributor) :

Shared drive
1. Need to be at least Manager to share
2. Can only be shared directly not via link
3. Right click on a shared drive → Manage members (View members is visible if user does not have permission to share)
4. To change permissions you need to click on the level of permission of a user or a group, choose the new permission and then click Save
5. To give access to a new user or group, click on "Add people and groups", enter the email address of the person or group and then, to change access level, click on the dropdown menu and make a selection
Folder / file
1. To share a folder, at least Manager level is needed; to share a file, you must be at least a Contributor
2. Can be shared directly and via link
3. Right click on a folder / file → Share
4. To change or remove permissions, you need to click on the access level of a user or a group, make a selection and then click Save
  1. You cannot reduce permission levels granted via the shared drive
5. To give access to a new user or group, click on "Add people and groups", enter the email address of the person or group and then, to change access level, click on the dropdown menu and make a selection
6. The highest level at which a folder can be shared is Content Manager, for files it is Editor
7. To share with a link you must click Copy link
  1. By default, the link created is Restricted - access is granted only to those that have direct access
  2. By clicking Get link you can share the folder / file furthermore:
    1. Restricted - only the users / groups in the list
    2. University of Tartu - all the users of the University of Tartu Workspace
    3. Anyone with the link - anyone with the link
  3. You can change the access level from the dropdown menu

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