Files Shared with me in Google

Like many cloud storage systems, Google users are able to share files and folders with one another and can have those items appear in their own storage as if it were their own.

What can ITS migrate for me, and what items are they unable to migrate?

ITS is migrating the data within the Google Drive of active university members. What does this include?

ITS is migrating:

• Documents, spreadsheets, slides, PDFs, pictures, zips, CAD, audio and video files (mp3, mp4, etc.), etc.

ITS cannot migrate:

• Any files that have been shared with you

• Any Shortcuts* to files

• Any Shortcuts* to Shared Drives**

• Please see File Migration: What will and what won't migrate for an exhaustive list, containing items not related to this guide.

**Shared Drives are being migrated. Learn how Shared Drives are being handled: Google Shared Drives - Migration

*What is a Shortcut?

When an item has been shared with you, you have the option of creating a “Shortcut” to it. Creating this shortcut causes that shared file or folder to appear as if it is in your Google Drive.

How Shortcuts are created

Navigate to a file or folder that has been shared with you in Google Drive and right-click on it. Hover over “Organize” and then click on Add shortcut.

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What do these Shortcuts look like in my Drive?

Shortcuts appear in your Drive as any other file does. Their signifier is an arrow icon on top of their usual icon. In the example screenshot below, you will see a shortcut to a folder and a shortcut to a Google Doc. Both items have their usual icons along with an arrow icon.

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Another signifier of a Shortcut is shown when you delete the item. When you right-click and “Move to trash”, Google will let you know that you are deleting a Shortcut. You can test this without deleting the item.

Could I have created a Shortcut to my own files and folders?

Yes! While using Google, you may have created Shortcuts to your own files. Remember: those files are in your Drive, so they will migrate. The Shortcuts themselves will not migrate. No action is required.

What does it look like when I have a Shortcut to an item that I have lost access to?

If I lose access to an item, whether due to the owner revoking my access, or to the owner’s account being deleted, I am presented with an option to request access to the item.

How can I create a record of what was shared with me in Google?

Please review: Create Record of Files Shared with me in Google

What do I do about my Shortcuts?

• Locate them in your Google Drive.

• Make a plan for each shortcut.

  1. Do you need to retain access to these files?

  2. Should this data actually be in my account and not the one currently hosting them?

  3. Should this shared data move to a shared location after the migration (so it is not tied to one user)?
     
     

• If you do not need to retain access to these files after the migration

  • Let the migration commence and forget about the files. You will not have access to these files after the migration.
    
    

• If you do need to maintain access to these files and they should remain in the host’s account

  • After the migrations finish, ask the host the re-share the files or folders with you.
    
    

• If the files should actually reside in your account

  • Copy the files into your own Google Drive and then delete the original files.
    
    

• If the files should be in a shared (not tied to one user) location after the migration

  • Allow the migration to commence.

  • After the migration, move the data into a SharePoint.

  • Learn how to move data after the migration: Move/Copy Files In OneDrive

  • Learn more about SharePoint: What is SharePoint?

  • Note: even if the creator of a file leaves the university, the data will persist if it is placed in a SharePoint.

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