Google Changes Common Use Cases

Last updated: March 15, 2023
Audience: All UW

Overview

A collection of common use cases affected by the Google service changes at the University of Washington: UW Google Shared Drives, Shared UW NetIDs, and over quota UW Google Drives. 

Common Use Cases

I am a UW undergrad student, and my UW Google Drive is over quota.

OneDrive for Business is a free service available to all of UW and has a much higher storage limit. 

Please note that this service is designed for document creation and sharing and not as a general-purpose file server. Review the Google Changes Checklist – Over Quota and the UW-IT Storage & Hosting pages to find other resources for high volume and/or large data storage needs.


I am a UW undergrad student and I facilitate activities in a UW Google Shared Drive using a Shared UW NetID. 

Keep the Google Environment

If the UW Google Shared Drive is the only resource used (e.g.: no files/collaboration occurs in the UW Google Drive associated with the Shared UW NetID), then using the UW Google Shared Drive with individual UW Google accounts is easiest. Ensure a current UW employee is in the Manager role of the UW Google Shared Drive (the employee must use the @uw.edu email address associated with their individual UW NetID). 

Technically, a Shared UW NetID can continue to access a UW Google Shared Drive, but it does require going through the Visitor Sharing process to apply the new non-Google account permissions (not recommended). See the Department Head use case below for more details. 

Switch to the Microsoft Environment

Shared UW NetIDs will continue to have access to UW Office 365 services for free which makes OneDrive for Business a great option with a much higher storage limit. For more collaborative and creative flexibility, other Microsoft services such as SharePoint Online and Microsoft Teams are available for free, too.


I am a UW grad student and I have over 100GB of research data in my UW Google Drive which is also shared to internal and external entities.

SharePoint Online with external sharing enabled, and Microsoft Teams with external sharing enabled are both excellent collaboration platforms that support sharing to those inside and outside the UW. 

For high volume and/or large data storage needs, please see the Google Changes Checklist – Over Quota and the UW-IT Storage & Hosting pages.


I am a UW faculty member using a Shared UW NetID with files setup as source data in the associated UW Google Drive for student use.

Google services will be removed from all Shared UW NetIDs starting August 29, 2023. Ensure UW Office 365 services are enabled for the Shared UW NetID by using the Provisioning Request Tool (PRT), and use OneDrive for Business for internal UW collaboration. 

If there is a need to collaborate with those outside of UW, SharePoint Online with external sharing enabled, and Microsoft Teams with external sharing enabled are both excellent collaborative platforms.


I am a UW department head, and we use UW Google services with a Shared UW NetID that has folders shared in the UW Google drive; the Shared UW NetID is also in the Manager Role on a UW Google Shared Drive.

UW Google Services

Google services will be removed from all Shared UW NetIDs starting August 29, 2023. Ensure UW Office 365 services are enabled for the Shared UW NetID by using the Provisioning Request Tool (PRT), and if email is used with the Shared UW NetID, change the UW Email Forwarding to UW Office 365. 

UW Google Shared Drive

Ensure a current UW employee is in the Manager role of the UW Google Shared Drive (the employee must use the @uw.edu email address associated with their individual UW NetID) and remove the existing Shared UW NetID email address. 

Once the Shared UW NetID has had UW Office 365 services–with Exchange email–enabled, the UW Google Shared Drive Manager can send an invite to the email address of the Shared UW NetID using Visitor Sharing which will then allow access to the UW Google Shared Drive as a non-Google account. 

While the Shared UW NetID will technically have the exact same email address, it does require going through the Visitor Sharing process to apply the new non-Google account permissions.


I am a UW program manager and I have a Shared UW NetID that is used to collaborate on files with student employees in the associated UW Google Drive.

Google services will be removed from all Shared UW NetIDs starting August 29, 2023. Ensure UW Office 365 services are enabled for the Shared UW NetID by using the Provisioning Request Tool (PRT). If there is a need to collaborate with those outside of UW, SharePoint Online with external sharing enabled, and Microsoft Teams with external sharing enabled are both excellent collaborative platforms.


I am a UW Marketing person with a Shared UW NetID that receives email, collaborates using UW Google Drive, and has a YouTube account.

Google services will be removed from all Shared UW NetIDs starting August 29, 2023. Ensure UW Office 365 services are enabled for the Shared UW NetID by using the Provisioning Request Tool (PRT), and change the UW Email Forwarding to UW Office 365. 

YouTube & Brand Accounts

YouTube channels setup under a Shared UW NetID must be migrated to a Google Brand account. For guidance on how to complete the migration to a Google Brand Account, please review the UW-IT Brand Accounts page.


I am a UW-IT admin and I’m using UW Google Drive for desktop images and/or other large backup purposes.

UW Google Drive is designed as a collaborative service for document creation and sharing. The service is not intended as a general-purpose file server. See the Google Changes Checklist – Over Quota and the UW-IT Storage & Hosting pages to find a suitable resource for large backup storage.


I am a UW affiliate using a UW Google Shared Drive with data that cannot be deleted and requires collaboration capabilities.

Ensure a current UW employee is in the Manager role; must use the UW employee’s @uw.edu email address associated with their individual UW NetID. Please review the UW Google Shared Drive page for more information.


Support

If you need further assistance, please contact UW-IT at help@uw.edu or 206-221-5000.