As an administrator, you can let file editors in your organization move content from My Drive or shared drives to other shared drives.
Note: If you move content between shared drives and other folders, be aware that moving them could give people access to information that they shouldn't have, such as privileged information. Be especially careful if you’re sharing items outside of your organization.
Move files and folders to a shared driveBefore you begin
Access to files and folders
- Moving files and folders to a shared drive changes ownership from the user to the shared drive. After the file is moved, the user's access levels to the file might change. For details, see Shared drives access levels.
- When you move a file to a shared drive, only members of the shared drive and people the file is directly shared with can access the file.
- If the original owner of a file is in your organization but not a member of the shared drive, they lose ownership but can still access the file as its creator.
- Files and folders moved to a shared drive don’t remain in other Drive locations, such as My Drive, but are still accessible from the user's Shared with me and Recent views.
- If an admin moves a folder to a shared drive, all of its files are visible to all members of the shared drive, including hidden files. You create a hidden file when you share a folder with someone but remove access to a specific file in that folder. For details, see Stop sharing a file.
Users outside of your organization
- You and other admins can’t migrate folders or files owned by external users even if the external user is a member of the destination shared drive.
- External users (including any users with personal Google Accounts) can’t move folders to shared drives in your organization even if they have Manager access. Note: External users can move individual files to shared drives.
Google Sites files moved to shared drives
- If the original owner of the site is in the same organization as the shared drive, the published site is still visible. And, the Sites file associated with the site is still accessible to users who it was previously shared with.
- If the original owner of the site is in a different organization than the shared drive, the published site is still visible. The associated file is not accessible to people who are not members of the shared drive even if it was previously shared with them.
Links to folders
- When you move a folder from My Drive to a shared drive, the folder gets recreated in the shared drive and all previous links pointing to the folder need to be updated.
- A file’s direct link doesn’t change if you move the file to a shared drive.
File and folder permissions
- Users who aren’t members of a shared drive keep permissions for files explicitly shared with them unless you select Prevent non-members of the shared drive from accessing files in the shared drive in the Google Admin console. For details, see Set the default access for all new shared drives.
- File permissions inherited from folders aren’t copied.
- Users who have access to a shared folder don’t keep access if you move the folder to a shared drive. To give them access, add the users as members to the shared drive.
In the Admin console, you can let users move their own files and other users’ files from My drive or shared drives to other shared drives.
Before you begin
- The user moving files must have Edit access to the files that they want to move.
- The file owner must be a member of the destination shared drive.
- Users need Contributor, Content manager, or Manager access in the destination shared drive. For details, see Shared drives access levels.
- The permissions that your users need might conflict with other sharing settings you set up. For details, review Set Drive user's sharing permissions.
Let users move files from My drive or shared drives to other shared drives
From the Admin console Home page, go to AppsG SuiteDrive and Docs.
- Click Migration settings.
- To apply the setting to everyone, leave the top organizational unit selected. Otherwise, select a child organizational unit or a configuration group.
- Next to User options, select Allow users to migrate files to shared drives.
- Click Save. If you configured an organizational unit or group, you might be able to Inherit or Override a parent organizational unit, or Unset a group.
- For the existing folders, ask users to grant Viewer access or higher to your administrator account.
- Ask your users to add you as a member to the shared drive where you're moving the folders.
- In a web browser, open drive.google.com and sign in with your G Suite admin account.
- Expand the My Drive and Shared drives folders to show the My Drive folders that you want to move and the shared drive folders where you’re moving them.
- Drag the My Drive folders to the shared drive folders.
- Accept the confirmation request to begin the moving process.
Note: Be aware that once an admin moves a folder to a shared drive, all of the users with access to that folder in the shared drive will be able to access all of the files in that folder (even if they previously didn't have access to certain files).
To give a user in your organization admin privileges to move entire folders from a My Drive location to shared drives, choose an option:
- Assign the Services Admin role—If you assign this role, the user can manage all G Suite services in the Admin console, including Drive and Google Docs. For details, see Services Admin and Assign administrator roles to a user.
- Create a custom role—Create a role for the user that gives them the ability to manage only Drive and Docs. For details, see Create custom administrator roles.
Important: Make sure that users you give admin rights to understand the consequences of their actions as described in the Before you begin section above.