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1. Introduction

This guide provides information for staff using Google Drive, an online space in which you can store, share and collaborate on Google Docs.

2. Before you start

What is Google Drive?

The University provides Google Drive as an individual storage solution offering useful tools for co-editing and sharing files whilst in draft or development.

Google Drive does not replace departmental storage solutions, as data stored on Google Drive is individually managed. If you choose to use Google Drive, it is your responsibility to ensure you do so appropriately.

How can I access Google Drive?

The University's recommended access route for Google Drive is via a web browser.

What type of data can I store on Google Drive?

Google Drive is a secure storage solution and therefore the storage of data classified as confidential, personal, sensitive or commercially sensitive data is permissible when you access this from a University device only. 

What about Google apps for desktop and mobile?

Google retired the Google Drive desktop app in May 2018. The University advises that sync clients should not be used on personal devices, including devices for which you have exclusive access. This is to reduce data security risks as use of sync clients on personal devices results in University data being saved locally on non-University devices. Sync clients should never be used by staff on public library computers, internet cafe computers, or devices shared in a household.

3. Use Drive in a web browser

a. Log in to G Suite (you can use our Get Started guide if you are not sure how). 

b. Click the grid icon at the top right, then select Drive from the app list. Please note, you may not see all of the apps displayed in this screenshot.
Google Drive icon
c. In the menu on the left click My Drive to access your files and folders.

For a quick visual introduction view a Google Drive Cheat Sheet.
For support, visit the Google Help Centre.

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