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Use Google Drive for desktop to sync and access files saved to your device online

If you already use Google Drive on the web to store your files, your files are safely stored in the cloud by Google. If you ever lose your computer, purchase a new computer or damage your hard drive, you will still be able to access any file stored on Google Drive from any other device, preserving your files and data.

Individuals who do not regularly use Google Drive on the web, including those who regularly work in desktop applications like Microsoft Work, Excel, PowerPoint and Adobe Acrobat or use Microsoft Outlook, should consider installing the Google Drive for desktop app as it allows them to sync and save desktop files to Google Drive and collaborate on these files with others. 

Important note: Google Drive storage is capped at 1 TB and is shared across Google Workspace apps, including Gmail, Calendar, Docs, Sheets, etc. Please be mindful of the 1 TB storage limit when choosing files to synchronize with Google Drive and remember that only files related to your work or studies at the university should be stored or on your TMU Google Drive.

 

When should I use Google Drive for desktop?

If you are comfortable working directly in Google Drive on the web using tools such as Google Docs, Sheets and Slides and you do not store many TMU-related files on your computer’s hard drive, you likely do need to use Google Drive for desktop.

Google Drive for desktop is useful if you prefer working with files through desktop applications, such as Microsoft Office or Adobe Acrobat, while also keeping those files stored and synced with your TMU Google Drive. It allows you to access, open, save and manage Drive files from your computer. Other beneficial features of Google Drive for desktop include:

  • Access files from desktop applications: Open and save TMU-related files from applications such as Microsoft Word, Excel, PowerPoint and Adobe Acrobat while keeping the files stored in Google Drive.
  • Sync selected files and folders: Google Drive for desktop appears as a drive on your computer (like the G: drive). Files saved in Google Drive, or in selected folders configured to sync with Google Drive, can be accessed from other devices you’re signed-in to if your computer is lost, replaced or damaged. Google Drive for desktop should not be used to sync your entire hard drive.
  • Offline access: You can make selected files or folders “available offline” in My Drive or Shared Drives. These files are synced back to the cloud when you are online.
  • Outlook integration: Google Drive for desktop integrates with Microsoft Outlook, allowing you to insert and save Google Drive files directly from Outlook.
  • Real time collaboration: You can view who’s editing a Microsoft Office file in real-time  if it's stored on Google Drive.

Access instructions for downloading and installing Google Drive for desktop (external link) .


Important note: You should never sync your computer’s entire hard drive with your TMU Google Drive as student, faculty and staff Google Workspace storage (which Google Drive is part of) is limited to 1TB. Instead, we recommended creating a dedicated folder on your computer with all TMU-related files that should be backed up to the cloud and sync this folder to Google Drive.

Access guidance on managing your Google Workspace storage.

All Microsoft Office applications, including Word, Excel and Powerpoint, can be saved and opened through the Microsoft Office application’s regular File menu, rather than using the plug-in button and interface. From within the Microsoft Office product you are using:

  • To save a file into your Google Drive, select the File menu, select Save and choose the destination Google Drive File Stream (G:).
  • To open a file from Google Drive, select the File Open menu and choose the (G:) drive, which is the Google Drive File Stream.

Google Drive for desktop is a file synchronization tool that allows you to keep TMU-related files saved on your computer synced and accessible on Google Drive. It also allows for your Google Drive files to be accessible using desktop applications like Microsoft Office, Adobe Acrobat, etc. Using Google Drive for desktop, you can also choose to stream or mirror Drive files. Your files can be located in different places on your computer based on whether you choose to stream or mirror them.

Streaming vs. mirroring your files

Streaming your Drive files will store all your Drive files in the cloud, allowing you to select which files and folders you want to make available for offline use. Any changes that you make to your files stored in Google Drive using your desktop applications will automatically sync to what you can view in your web browser via Google Drive.

Mirroring your Drive files will store all your files in the cloud and on your computer. This will make all your files in your Google Drive available for offline use with your desktop applications, and any changes made to your files will sync automatically (just like streaming).

When choosing between streaming or mirroring, please be mindful of your computer's storage capacity and your network's bandwidth and speed. As Google Drives at TMU have a storage limit of 1 TB, streaming your files is generally recommended over mirroring them in Google Drive as this will use up less of your allocated storage.

 

  • Make sure you have Google Drive for desktop installed on your computer. You will not be able to access files using your desktop applications like Microsoft Office, etc. without installing and signing in to the Google Drive for desktop sync client.
  • Make sure to install the Google Drive for desktop sync client on all computers that you need to access Google Drive with your desktop apps.
  • The Google Drive for desktop sync client is named "Google Drive" in your computer's application list. Make sure it’s running and synced if you find yourself unable to access your G: Drive. You can check the sync status from the task bar.
  • Make sure you are running Google Drive for desktop. Please note that Google Drive File Stream and Backup & Sync have been discontinued. (external link) 

For more troubleshooting tips and steps, please visit Google’s use Google Drive for desktop (external link)  page.