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The ability to share documents and work collaboratively is one of the most useful things about Google Drive! Here are some tips on how to get started.

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This content is borrowed from Google's full help site on sharing and Get started with shared drives

Share a single item with specific people

Use this method when you know the email address (Hampshire or otherwise) of everyone with whom you are sharing.

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1. Open a file in Google Docs, Sheets, or Slides.

2. In the top right corner, click Share.

3. Under 'People' in the 'Share with others' box, type the email address (Hampshire, or otherwise) of the person or Google Group you want to share with. Tip: Search for Hampshire contacts by typing a name in the box.

4. To choose if a person can view, comment, or edit the file, click the Down arrow next to the text box .

5. Click Done. The people you shared with will get an email letting them know you've shared a file.

Share a single item using a link

Use this method when you don’t know everyone’s email address, aren’t sure if they all have a Google account, or simply want a document to be more widely available. You can have the link only available to the Hampshire community, or to the whole world.

1. Open a file in Google Docs, Sheets, or Slides.

2. In the top right corner, click Share.

3. Click 'Get shareable link' in the top right of the 'Share with others' box.

4. To choose whether a person can view, comment, or edit the file, click the Down arrow next to 'Anyone with the link.' .

5. Note that the link will default to be viewable by Hampshire College accounts only! To expand access to outside of Hampshire, click the Down arrow next to 'Anyone at Hampshire College…” and select “More” for additional options.

6. A file link will be copied to your clipboard. Paste the link in an email or anywhere you want to share it.

Sharing a Folder

If you plan to collaborate with a group of people on a recurring basis, such as within a department or for a class, we strongly suggest creating a shared folder or a shared drive (see below). Then every item placed in this folder will automatically be shared with the group.

Create a folder

1. Go to drive.hampshire.edu

2. On the left, click New > Folder.

3. Enter a name for the folder.

4. Click Create.

Then, share the folder:

1. Select the name of the folder in Google Drive. At the top, click Share . Tip: You can also right-click the folder and choose Share.

2. Under 'People' in the 'Share with others' box, type the email address of the person or Google Group with whom you want to share. Tip: Search for contacts by typing a name in the box.

3. Make sure their access level is set to “Can Edit.”

Shared Drives

Shared drives are shared spaces where teams can easily store, search, and access their files anywhere, from any device. Unlike files in My Drive, files in a shared drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done.

Not sure whether to use My Drive or a shared drive?

Ask yourself these questions:

• Are the files of interest to most or all members of a particular project team?
• Do the files share a consistent theme?

If you answered 'yes' to both questions, creating a new shared drive is a good idea. If the files are for a variety of projects, create multiple shared drives. For a comparison of My Drive and shared drives, see Differences between My Drive and shared drives.

View What can you do with shared drives? to get started

Changing ownership of a file or folder

You may want to assign someone else to be the “owner” of a file or folder. The owner has full control over access, visibility, and can choose to delete the file.

How to change owners

You can change who owns a file or folder in Drive.

1. Go to Drive or a Docs, Sheets, or Slides home screen.

2. Open the sharing box:

   • In Drive: Select the file or folder and click the share icon at the top .

   • In a Docs, Sheets, or Slides home screen: Open the file and click Share in the top-right corner of the file

3. If the new owner already has edit access, skip to Step 4. Otherwise, follow these steps:

   • Type the email address of the new owner in the 'Invite people' field

   • Click Share and save.

4. Click Advanced in the bottom-right corner of the sharing box.

5. Click the drop-down menu next to the name of the person you want to own the file or folder.

6. Select Is owner.

7. Click Done.

Transferring ownership to or from a non-Hampshire Google account

Some of us may have Hampshire-related documents “owned” by a personal Google account. A best practice would be to transfer these items to be owned by your Hampshire account. While you can transfer ownership between Hampshire College accounts, you can’t transfer ownership to or from a non-Hampshire account! Unfortunately, the only workaround at this time is to download all the files from your personal account onto your computer, and then re-upload them when logged into your Hampshire account.

If you're thinking about transferring files, have a look at Google's Takeout service; it provides options for downloading an archive of all your data, including Drive files.

Every request your application sends to the Drive API must include an authorization token. The token also identifies your application to Google.

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About authorization protocols

Your application must use OAuth 2.0 to authorize requests. No other authorization protocols are supported. If your application uses Google Sign-In, some aspects of authorization are handled for you.

Authorizing requests with OAuth 2.0

All requests to the Drive API must be authorized by an authenticated user.

The details of the authorization process, or 'flow,' for OAuth 2.0 vary somewhat depending on what kind of application you're writing. The following general process applies to all application types:

1. When you create your application, you register it using the Google API Console. Google then provides information you'll need later, such as a client ID and a client secret.
2. Activate the Drive API in the Google API Console. (If the API isn't listed in the API Console, then skip this step.)
3. When your application needs access to user data, it asks Google for a particular scope of access.
4. Google displays a consent screen to the user, asking them to authorize your application to request some of their data.
5. If the user approves, then Google gives your application a short-lived access token.
6. Your application requests user data, attaching the access token to the request.
7. If Google determines that your request and the token are valid, it returns the requested data.

Some flows include additional steps, such as using refresh tokens to acquire new access tokens. For detailed information about flows for various types of applications, see Google's OAuth 2.0 documentation.

Here's the OAuth 2.0 scope information for the Drive API:

Where:

• Recommended - These scopes provides the smallest scope of authorizationaccess and does not require any app verification or security assessment.

• Sensitive - These scopes allow access to Google User Data and require asensitive scope verification process. For information on this requirement, seeGoogle API Services: User Data Policy.These scopes do not require a security assessment.

• Restricted - These scopes provide wide access to Google User Data andrequire you to go through a restricted scope verification process. For informationon this requirement, see Google API Services: User Data Policyand Additional Requirements for Specific API Scopes. If you store restricted scope data on servers (or transmit),then you need to go through a security assessment.

Save refresh tokens in long-term storage

You must save refresh tokens in secure long-term storage and continue to use them aslong as they remain valid. All Drive apps should treat all 'Create New' and 'Open with'events like potential logins.

For more details, see Handle Create New and Open With events.

The next section helps you to determine what scopes to use and where to go ifyou need verification or a security assessment.

Select scopes for a new app

When your app is installed, a user is asked to validate the scopes used by the app.Generally, you do not want users to have to decide to validate use of restricted scopes.So, when possible, use 'recommended' scopes as they narrow access to specificfunctionality needed by an app. In most cases, providing narrow access meansusing the https://www.googleapis.com/auth/drive.file per-file access scope.

There are only two types of apps where use of restricted scopes might be permitted:

• Use of restricted scopes might be permitted for native and web apps thatprovide local sync or automatic backup of users’ Drive files.

• Use of restricted scopes might be permitted for productivity and educationalapplications whose user interface might involve interaction with Google Drive.For example, if your app is a chat app that allows a user to paste Drive URL ina discussion, restricted scopes might be permitted. Productivity applicationsinclude task management, note taking, workgroup communications, and classroomcollaboration applications.

If you believe your app requires a restricted scope, refer toRequest restricted scope verification and security assessment.

If you believe your app requires a sensitive scope, refer toHow do I submit for verification?.

Request restricted scope verification and security assessment

For apps using restricted scopes, a restricted scope verificationmust be performed to comply with theGoogle API Services: User Data PolicyandAdditional Requirements for Specific API Scopes.

If you store restricted scope data on servers (or transmit), then you need to gothrough a security assessment. To ensure confidentiality of your application,Google uses third-party vendors to conduct the security assessment.

1. To request a restricted scope verification, see How do I submit for verification?.

2. Upon passing the restricted scope verification, you are sent an email withthird-party security assessors who you can use to perform your securityassessment.

For frequently asked questions about restricted scope verification and thesecurity assessment, refer to OAuth API Application Verification FAQ.

Migrate an existing app to a recommended scope

If your app currently uses full Drive scopes, and you want to limit therange of authorization for your app users, you can update your app to use thehttps://www.googleapis.com/auth/drive.file recommended scope.

If you've developed a Drive app that uses any of the restricted scopes, werecommend migrating your app to use drive.file scope. This scope enablesusers to select the specific files from Google Drive, and through the GooglePicker, that they want to allow your app to access. Apps that use thedrive.file scope are not required to go through the restricted scopeverification and third-party security assessment.

Many apps work with per-file access without any changes. If you are currentlyusing your own file picker, we recommend switching to theGoogle file picker which fully supports thedrive.file scope.

Add scopes to access other Google APIs

If your app requires access to any other Google APIs, you can addthose scopes as well. For more information about Google API scopes,seeUsing OAuth 2.0 to Access Google APIs.

To request access using OAuth 2.0, your application needs the scope information, as well asinformation that Google supplies when you register your application (such as the client ID and theclient secret).

Tip: The Google APIs client libraries can handle some of the authorization process for you. They are available for a variety of programming languages; check the page with libraries and samples for more details.

Authenticate users

Use OAuth 2.0 and Google's identity APIsto authenticate new and existing users. Whenever you can avoid it, don'trequire users to create new passwords for your application.

Handle Create New and Open With events

All Drive apps should treat all 'Create New' and 'Open with' events likepotential logins. Some users may have multiple accounts. If the user ID inthe state parameter does not match the current session, you may need to endthe current session for your app and log in as the requested user.

Handle declined access requests

Users can click No Thanks in the OAuth dialog to decline your app access totheir files. If a user declines access, catch the access_denied string in thequery parameter error and display a user-friendly response. For example,you could present a friendly parting message with a link to your privacy policyand a meaningful explanation of why your app needs certain information. You canalso provide a link back to the OAuth flow.

Perform Google Workspace Domain-Wide Delegation of Authority

In enterprise applications you may want to programmatically access users datawithout any manual authorization on their part. InGoogle Workspace domains, thedomain administrator can grant to third party applications domain-wide accessto its users' data — this is referred as domain-wide delegation ofauthority. To delegate authority this way, domain administrators can useservice accounts with OAuth 2.0.

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For additional detailed information, see Using OAuth 2.0 for Server to Server Applications