Start Cleaning up Your Google Drive and Downloading Items You Want to Keep with You in Your Google Drive

As mentioned in a previous message, New York Tech need to reduce our Google Drive quota. New York Tech needs to reduce its organizational Google Drive quota to 100 TB.

This website will provide the information needed to clean up your Google Drive, save the items you want to keep, and prepare you to move them to a new location just as you would for an actual move. The good news is your new digital storage facility, OneDrive, will be available on October 1, 2022.

There are three things you need to pay attention to as your think about your Google Drive content:

  1. Your New York Tech Google Drive quota limit - https://drive.google.com/drive/quota
  2. Shared content in your Google Drive that you are consuming - content that belongs to someone else, but was shared with you (i.e. "shared with me" files). While this doesn’t count against your quota, it may be deleted at any time by the creator.
  3. Shared content in your Google Drive that you created and shared with other people (i.e., files under "shared drives").

How to Check your New York Tech Google Quota Limit

To check your personal Google quota limit: click here - https://drive.google.com/drive/quota

If you are under the 4 GB quota limit, you are good to go.

If you are near or over the 4 GB quota limit, you will need to move or delete files. Please see below for tips, tricks, and instructions.

How to Review your New York Tech Google Drive

  1. Open your Google Drive folder.
  2. If there is any personal content in your New York Tech Google Drive folder, move that content to an another location. Only content related to your role at New York Tech should be stored on an New York Tech resources.
  3. Then assess if the remaining content was created by you but not shared; shared by you to others; or shared with you. Remember, only content related to your role at New York Tech should be stored on New York Tech resources.
    • If content was created by you and not shared, AND you want you want to keep it, move the files to OneDrive or another location.
    • If content was created by you and shared, please notify the recipients if you plan to delete or move these files or folders.
    • If content was shared with you and you would like to retain a local copy, we suggest you download this file to another location.
  4. Recheck your Google Drive quota - https://drive.google.com/drive/quota

How to Move Content to Another Location / How do I select a location to save my files in Chrome?
To download materials from Google Drive to a file location of your choosing, follow these steps: These instructions work for both PCs and Macs.

  1. Open your "Chrome Browser."
  2. Click on the "three dots" at the top right of your screen.
  3. Select "Settings."
  4. Select "Downloads" on the left menu.
  5. Toggle "ask where to save each file before downloading" to ON.

For your data that is related to New York Tech, please follow the instructions below:

How to clean up and download New York Tech files that were shared with you

  • Navigate to the Google Drive Homepage.
  • Locate the "Shared with me" link on the left side of the page.
  • Scroll down to view all of the files and folders shared with you.
    • Remove unwanted files and folders
      • First, select the files you wish to remove from your "Shared with me" folder.
        • Hold the Control Key (CTRL) A for PC or Command A for Mac to select the files you want to delete.
      • Right-click on them and select "Remove" (indicated by a trash can icon on the top right) to remove the file from your "Shared with me" folder. Note: This will not delete the file for the original owner.
    • Download wanted files
      • Select the files that you wish to copy.
        • Hold the Control Key (CTRL) A for PC or Command A for Mac to select the files you want to delete.
      • Look at the top-right and click on the three grey dots to select "Download."
  • Save the downloaded files to a location you can retrieve later.

What do I do with files that are "shared with me."

  • If you want to preserve the content—download it to another location or external hard drive.

What if I am the creator or the owner of shared files and/or folders, and I want to delete or move these files?

  • You need to notify the folks you shared with of your intention to move/delete. Advise them they will no longer have access to the files and provide them a timeframe to download the file if they wish to retain the information. If you do not want others to retain the information, notify them they will no longer have access to the data.

What if I want to keep my Google Drive files?
You can download the files and/or folder and move them to your personal Google Drive or other storage location, such as an external hard drive.

How do I Look at Content Ownership in Google Drive

  • Click on the file or folder.
  • Look in right-hand corner and click on the "I" in a circle for the file details to see the 'creator'.

SMORE: G-Drive: Prep Your Clean Up

Downloading Items Shared with You in Your Google Drive

Things to Consider:

  • Please note that retrieving shared files in Google is a manual process.
  • Downloading files can take days to complete depending on the amount of data you wish to download. You may be better served by selecting groups of files to download rather than your entire drive.
    • Please do not wait until the last minute.
  • If you are the owner of shared material and move it, everyone who previously had access to the files loses access when you delete or move them.
  • If you are trying to download information from former Students or Alumni, you must complete the transfer of shared data by October 25, 2022.

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