Manage all Shared Drives

Anyone in your Tenant can create a Shared Drive. Its owners manage it. Holders of the Right to read and manage all Shared Drives manage every one of them, whoever owns it. Admins hold this Right.

The Right gives you read access to every Shared Drive. You write files only in drives that are shared with you for writing, and the agent works only in drives that are yours or shared with you. To have the agent work in another drive, share it with yourself. The Audit Log records that.

See the Shared Drives

In the Admin App, open Shared Drives. Each drive shows its name, its owners, how many users and Groups it is shared with, and when it was created. A drive that has no owner left is marked No owner. This happens when its last owner leaves the Tenant.

See how much the drives hold

Above the list, the page shows what all drives of your Tenant hold together, Personal Drives included, and when that was counted. Each Shared Drive shows its own size and number of files.

Usage follows a change at once when someone saves or deletes a file in the Web App or the agent does: uploads count from the moment they start and deleting frees room immediately. Only files that code the agent runs in the Sandbox writes are counted a little later, within a few minutes. A drive that was not counted yet says so. Earlier File Versions and deleted files are not in the numbers.

Name an owner for a drive without one

Select the people icon next to the drive.
Search for the user by name or email.
Select Make owner.

The new owner manages the drive from then on.

Change owners and shares

The same dialog shows the drive’s owners and shares. You can make more users owners, remove an owner while another remains, share the drive with users and Groups for reading or writing, change a share’s level, and remove a share. The drive always keeps at least one owner.

Rename a drive

Select the pencil next to the drive and enter a new name. Names are unique in your Tenant, in any case.

Delete a drive

Select the bin icon next to the drive and type its name to confirm. The drive disappears at once for its owners and everyone it is shared with, and for the agent.

Restore a deleted drive

Below the drives, Deleted Shared Drives lists each deleted drive with who deleted it, when, and how many days are left to restore it. Select Restore and the drive comes back with its shares and owners. After 20 days the drive is deleted for good, with every version of every file, and it can no longer be restored. Its name stays taken until then.

Browse a drive

Select the arrow next to the drive to open it in the Web App, where you read its files.

Every change you make here appears in the Audit Log like the same change by an owner.

Limits

The page shows each Shared Drive’s usage against its limit, and the usage of all the drives of your Tenant, Personal Drives included, against the Tenant’s limit. The limits are 4 GB per uploaded file, 100 GB per Personal Drive, 500 GB per Shared Drive and 10 TB for the Tenant, unless your Tenant has other ones. Sizes are shown in decimal units: 1 GB is 1,000,000,000 bytes.

From 90 % of a limit the page shows a warning. A Shared Drive that holds its limit is marked Full: nobody can upload to it (a file that doesn’t fit is refused, never half uploaded), and the agent can only read it, until its owners delete files. When the drives of your Tenant together hold the Tenant’s limit, every drive of the Tenant is full, Personal Drives included, until files are deleted somewhere; ask people to delete files, starting with the largest drives. A drive is writable again as soon as there is room. See Drives for what users see.