Modify your shared drive access levels

Shared drives allow maximum control over the information being shared, without sacrificing usability.  See how to get started with shared drives for details.

Roles in shared drive
  • Manager
  • Content Manager
  • Contributor
  • Commenter
  • Viewer

See Google's documentation for:

Shared drive default settings

As of 7/24/24 any newly created shared drive:

The access defaults make it so that shared drives are not automatically set to share with:

  • Individuals outside the organization (UIndy)
  • Individuals who aren’t Shared Drive members

Role permissions defaults will not allow:

  • Content managers to share folders
  • Viewers and commenters to download, print, and copy files
Modify default settings

The default settings listed above can be changed by the shared drive manager and will require the manager to complete the following steps:

  1. As the shared drive manager, open the desired share drive.
  2. Click on Manage members button.
Depicts step 2
  1. Click on the shared drive settings (gear icon) button.
Depicts step 3
  1. Check the box(es) for desired options
Depicts step 4
Review Shared drive membership

As employees and students leave the University, transfer to another team, or no longer need access to your shared drive, be sure to remove their access to your shared drive.  See Google's documentation Manage or remove members for details.

Review Google shared drive membership no less than annually to prevent unwanted exposure of your sensitive information.