{"id":1296,"date":"2026-01-23T15:28:15","date_gmt":"2026-01-23T15:28:15","guid":{"rendered":"https:\/\/blog.utc.edu\/web-kb\/?p=1296"},"modified":"2026-01-28T18:39:31","modified_gmt":"2026-01-28T18:39:31","slug":"wait-what-are-we-getting-rid-of-google-drive","status":"publish","type":"post","link":"https:\/\/blog.utc.edu\/web-kb\/2026\/01\/23\/wait-what-are-we-getting-rid-of-google-drive\/","title":{"rendered":"Wait, what? Are we getting rid of Google Drive?"},"content":{"rendered":"\n<p>We\u2019ve been receiving a lot of questions about document storage as the UT System discusses retiring Google apps, including Google Drive. This has raised a common question:<\/p>\n\n\n\n<p><strong>Where should departments store and share documents moving forward?<\/strong><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Why the main website isn\u2019t the answer<\/h3>\n\n\n\n<p>While our main website does allow PDF uploads (up to 6MB), it is not designed to be a document storage solution.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>It only supports PDF files<\/li>\n\n\n\n<li>It does not support Word, Excel, PowerPoint, or other file types<\/li>\n\n\n\n<li>It is not built for organizing, updating, or managing large sets of documents<\/li>\n<\/ul>\n\n\n\n<p>(For more details on uploading PDFs to the website, <a href=\"https:\/\/blog.utc.edu\/web-kb\/2025\/11\/07\/uploading-pdfs-to-the-website\/\">see our separate PDF upload article<\/a>.)<\/p>\n\n\n\n<p>So if your office needs to store and share multiple documents\u2014or file types beyond PDFs\u2014you\u2019ll need a different approach.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Three practical options<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Option 1: Share documents by request<\/h3>\n\n\n\n<p>If your documents are requested infrequently, you can ask users to contact your office directly to receive them.<\/p>\n\n\n\n<p>This works, but it often leads to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>repeated email requests<\/li>\n\n\n\n<li>manual file sending<\/li>\n\n\n\n<li>workflow congestion for your staff<\/li>\n<\/ul>\n\n\n\n<p>For anything with regular traffic, this approach doesn\u2019t scale well.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Option 2: Upload documents to Canvas (student-focused files)<\/h3>\n\n\n\n<p>If your documents are primarily for students, Canvas is often the best option.<\/p>\n\n\n\n<p>Canvas is designed for instructional and student-facing materials and works well for:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Course-related documents<\/li>\n\n\n\n<li>Forms or resources tied to classes or programs<\/li>\n\n\n\n<li>Files students need to access regularly<\/li>\n<\/ul>\n\n\n\n<p>Benefits of using Canvas:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Supports multiple file types (PDF, Word, PowerPoint, Excel, etc.)<\/li>\n\n\n\n<li>Content is organized by course or program<\/li>\n\n\n\n<li>Access is limited to enrolled students<\/li>\n\n\n\n<li>No public-facing accessibility concerns tied to the main website<\/li>\n<\/ul>\n\n\n\n<p>Canvas should be used only for materials intended for students\u2014not for public-facing documents.<\/p>\n\n\n\n<p>NOTE: All documents uploaded to Canvas are still subject to the&nbsp;<a href=\"https:\/\/blog.utc.edu\/web-kb\">DOJ\u2019s accesibility mandate<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Option 3: Use a SharePoint site<\/h3>\n\n\n\n<p>A dedicated SharePoint site gives your office a controlled, flexible place to store and share documents.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">With a SharePoint site, you can:<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Upload Word, Excel, PowerPoint, PDFs, and more<\/li>\n\n\n\n<li>Organize files into folders<\/li>\n\n\n\n<li>Link directly to documents from your main website<\/li>\n\n\n\n<li>Control who can and cannot access files<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Important things to know<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>SharePoint sites are limited to people with university credentials (UTC ID)<\/li>\n\n\n\n<li>Users may be prompted to log in before viewing documents<\/li>\n\n\n\n<li>External users can be given access, but only:\n<ul class=\"wp-block-list\">\n<li>to specific files<\/li>\n\n\n\n<li>on a case-by-case basis<\/li>\n\n\n\n<li>provided via email links<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" id=\"sharpoint\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Step-by-Step: Creating and Using a SharePoint Document Site<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1: Create the SharePoint site<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to <a href=\"https:\/\/office.com\">https:\/\/office.com<\/a><\/li>\n\n\n\n<li>Sign in with your university account<\/li>\n\n\n\n<li>Open Microsoft SharePoint<\/li>\n\n\n\n<li>Click Create site<\/li>\n\n\n\n<li>Choose a site type\n<ul class=\"wp-block-list\">\n<li>Team site \u2013 best for collaboration<\/li>\n\n\n\n<li>Communication site \u2013 best for read-only content, policies, and resources. Most campus-wide document sites should use a Communication site.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Select Communication site<\/li>\n\n\n\n<li>Choose a layout (Blank is fine)<\/li>\n\n\n\n<li>Click Next<\/li>\n\n\n\n<li>Enter:\n<ul class=\"wp-block-list\">\n<li>Site name (clear and official)<\/li>\n\n\n\n<li>Description (optional)<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Click Finish<\/li>\n<\/ol>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2: Add Documents to the site home page<\/h3>\n\n\n\n<p>Adding Documents to the landing page makes files easy to find.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click Edit (top right)<\/li>\n\n\n\n<li>Add the Documents widget\n<ul class=\"wp-block-list\">\n<li>Hover where you want the documents to appear<\/li>\n\n\n\n<li>Click the <strong>+<\/strong> icon<\/li>\n\n\n\n<li>Select Document Library (sometimes labeled \u201cDocuments\u201d)<\/li>\n\n\n\n<li>Choose the Documents library<\/li>\n\n\n\n<li>Click Add<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Configure the display (recommended)\n<ul class=\"wp-block-list\">\n<li>View: All Documents or a custom view<\/li>\n\n\n\n<li>Show toolbar: On<\/li>\n\n\n\n<li>Folder navigation: On<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Rename the section header to something clear, such as:\n<ul class=\"wp-block-list\">\n<li>Shared Documents<\/li>\n\n\n\n<li>Forms and Files<\/li>\n\n\n\n<li>[Dept. Name] Resources<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Click Publish or Republish when finished.<\/li>\n<\/ol>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3: Upload documents<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to Documents<\/li>\n\n\n\n<li>Click Upload<\/li>\n\n\n\n<li>Choose Files or Folder<\/li>\n\n\n\n<li>Select files from your computer<\/li>\n\n\n\n<li>Click Open<\/li>\n\n\n\n<li>Files upload immediately and appear on the home page if the library is embedded there.<\/li>\n<\/ol>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\">Step 4: Make documents visible to everyone with university credentials<\/h3>\n\n\n\n<p>If documents should be available campus-wide:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>In Documents, click the gear icon<\/li>\n\n\n\n<li>Select Library settings<\/li>\n\n\n\n<li>Click Permissions for this document library<\/li>\n\n\n\n<li>Click Grant Permissions<\/li>\n\n\n\n<li>Add:<br>Everyone except external users<\/li>\n\n\n\n<li>Set permission to Read<\/li>\n\n\n\n<li>Click Share\n<ul class=\"wp-block-list\">\n<li>All files in the library now inherit campus-wide access.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Confirm access\n<ul class=\"wp-block-list\">\n<li>Open a private\/incognito browser<\/li>\n\n\n\n<li>Sign in with a different university account<\/li>\n\n\n\n<li>Open a document<\/li>\n\n\n\n<li>Confirm no access request appears<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\">Step 5 (optional): Share with external users<\/h3>\n\n\n\n<p>When needed, you can share individual files with external people.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open Documents<\/li>\n\n\n\n<li>Hover over the file<\/li>\n\n\n\n<li>Click Share<\/li>\n\n\n\n<li>Open Link settings<\/li>\n\n\n\n<li>Choose Specific people<\/li>\n\n\n\n<li>Set permission to View<\/li>\n\n\n\n<li>Enter the external email address<\/li>\n\n\n\n<li>Click Send<\/li>\n<\/ol>\n\n\n\n<p>The recipient will receive a secure email link. Access can be removed at any time.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Final takeaway<\/h2>\n\n\n\n<p>If your office needs a reliable replacement for Google Drive\u2014especially for multiple file types and campus-wide access\u2014SharePoint is the right tool.<\/p>\n\n\n\n<p>Use the website for content, and SharePoint for documents. Add the needed links to your website with accompanying copy about University restrictions and workarounds.<br><\/p>\n","protected":false},"excerpt":{"rendered":"<p>We\u2019ve been receiving a lot of questions about document storage as the UT System discusses retiring Google apps, including Google Drive. This has raised a common question: Where should departments store and share documents moving forward? Why the main website isn\u2019t the answer While our main website does allow PDF uploads (up to 6MB), it&hellip; <\/p>\n<p class=\"more-link-wrap\"><span><a class=\"more-link button text\" href=\"https:\/\/blog.utc.edu\/web-kb\/2026\/01\/23\/wait-what-are-we-getting-rid-of-google-drive\/\"><span>Continue Reading <\/span><\/a><\/span><\/p>\n","protected":false},"author":1771,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","_ef_editorial_meta_date_first-draft-date":"","_ef_editorial_meta_paragraph_assignment":"","_ef_editorial_meta_checkbox_needs-photo":"","_ef_editorial_meta_number_word-count":"","footnotes":""},"categories":[5,10,9,7],"tags":[],"class_list":{"0":"post-1296","1":"post","2":"type-post","3":"status-publish","4":"format-standard","6":"category-adminstrative","7":"category-other","8":"category-utc-employees","9":"category-web-student-workers","10":"entry"},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.9 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Wait, what? Are we getting rid of Google Drive? - UTC Website Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.utc.edu\/web-kb\/2026\/01\/23\/wait-what-are-we-getting-rid-of-google-drive\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Wait, what? Are we getting rid of Google Drive? - UTC Website Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"We\u2019ve been receiving a lot of questions about document storage as the UT System discusses retiring Google apps, including Google Drive. This has raised a common question: Where should departments store and share documents moving forward? 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