Using Google Drive and sharing files with external users

This article explains how to create a Google Account using your @ubalt.edu email address, upload files to Google Drive, and share them with people outside UBalt.

Warning: Before sharing files with external users, verify the recipient’s email address and share only information they are authorized to receive. Do not share sensitive or confidential university information without appropriate authorization.

Keep access set to Restricted, grant only the permissions needed, and remove access when collaboration ends.

Before You Begin

  • You will need access to your UBalt email inbox to verify your address.
  • You do not need to create a Gmail address.
  • Creating a Google Account with your UBalt address does not change where you receive your UBalt email or automatically create a university-managed Google Workspace account.
  • Use Google Drive for university information only when consistent with UBalt requirements. Contact OTS if you are unsure whether particular files may be stored or shared through this account.

1. Create a Google Account Using Your UBalt Email Address

  1. Open the Google Account sign-up page.
  2. If prompted, select Create account, then For my personal use. This is Google's account-type label for the self-created account described here.
  3. Enter the requested basic information.
  4. When asked to choose an email address, select Use your existing email. The wording may vary slightly.
  5. Enter your complete @ubalt.edu email address and select Next.
  6. Open your UBalt email inbox and locate the verification email from Google.
  7. Enter the verification code on the Google setup page.
  8. Follow the remaining prompts to create a password and finish setting up your account. Choose a unique password different from your UBalt password.

Already have an account? If your UBalt email address is already associated with a Google Account, sign in to that account instead. If Google identifies it as an organization-managed account, follow the organization's sign-in instructions.

2. Sign In to Google Drive

  1. Go to Google Drive.
  2. Sign in using your full UBalt email address and the Google password you created.
  3. Select your profile picture or initial in the upper-right corner.
  4. Confirm that the selected account displays your @ubalt.edu email address.

Tip: If your personal Google account opens, use the account menu to switch accounts or add the account associated with your UBalt email address.

3. Create a Folder and Upload Files

  1. In Google Drive, select New, then Folder.
  2. Enter a descriptive folder name, such as External Collaboration – Project Name, and select Create.
  3. Open the folder.
  4. Select New, then File upload.
  5. Select the files from your computer and wait for the upload to finish.

You can also drag files from your computer into the open Google Drive folder. Check the uploaded files before inviting collaborators.

4. Share Files or Folders with External Users

  1. Select the file or folder and click Share.
  2. Keep General access set to Restricted.
  3. Enter the external recipient's email address.
  4. Choose the appropriate permission:
Google Drive sharing permissions
Permission What the Recipient Can Do
Viewer Read files without editing.
Commenter Provide comments or suggestions without changing content.
Editor Change content. Folder editors can also add, move, or delete files. Editors can share by default.
  1. Leave Notify people selected.
  2. Optionally add a message, then select Send.

Choose the lowest access level needed. Folder access applies to its contents, including files added later.

5. Help the Recipient Open Shared Files

Ask the recipient to open the invitation and sign in to the Google Account associated with the invited email address.

A Gmail address is not required. External recipients can create a Google Account with their existing email address by following the same registration process described above.

Visitor access: Some managed Google Workspace organizations allow visitors without Google Accounts to verify their email address. Do not assume this feature is available for a self-created account.

6. Copy a Sharing Link

Open Share and select Copy link. A restricted link does not grant access to additional people.

Anyone with the link allows access without signing in. Use it only for material suitable for anyone who obtains the link.

7. Remove Access

Open Share, use the menu beside the recipient, select Remove access, and save. If access comes from a parent folder, adjust that folder's sharing.

Troubleshooting

Common issues and recommended actions
Issue Recommended Action
Verification email is missing Check Junk or Spam, confirm the email address entered, and request another code.
Email address is already in use Try signing in or use Google Account recovery. An existing visitor session can also prevent registration. Review Google's visitor guidance before deleting a session because previously shared files may need to be shared with you again.
Recipient cannot open the item Confirm that the invited address matches the account the recipient is using. Ask them to switch to the correct account and try again.
External sharing is blocked If the account is organization-managed, contact its administrator about the restriction.
Google password is forgotten Use Google Account recovery. Changing your UBalt password does not reset the separate Google password created in this process.

Additional Resources

Need Help?

Contact the OTS Call Center with the error message and the step where the problem occurs. Do not include passwords or verification codes.

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