Transferring Ownership of Google Files

If someone is retiring or leaving MMSD, their Google Account will be deleted. That means that any files associated with this person’s account will also be deleted. Sharing those files with others is not enough. This document provides information about transferring important files to another MMSD account.

If multiple files are being transferred to the same person, it is easier to complete this process by having files in a folder.
Right click on the folder and select share. Share the folder with the appropriate person by typing in their name and making sure they have edit rights.
Note: When you share a folder that has files inside, you are also sharing all of those enclosed files with the same person. So, you will not have to share each individual file with the person.
Now that you have shared the folder and files with someone, it is time to change ownership of the folder. To transfer ownership, the original owner listed must follow these steps:
- Right click on the folder and select share
- Locate the appropriate person listed and Select the drop down menu to the right, where it currently says “editor”.
- From that menu, select the option that says “Transfer ownership”.
  Note: If you do not see this option, you are not the original owner and cannot change ownership.
- Google will ask to Make this person the owner? Choose Yes!
Unfortunately, changing the ownership of the folder, does not change ownership of the files inside the folder. One of the two methods below will have to be completed so the new person continues to have access to the files inside the folder.

Method 1
Method 2

Method 1

The Person You Share with Completes These Steps

The new person will need to make a copy of the files.
Note: These files will no longer be collaborative with other people. So, if any files were shared with other people or posted with a share link, they will need to be reshared or reposted.
To make a copy:
- Right click on a file and select make a copy. You can select multiple files at a time by holding down the Ctrl key and clicking each file to highlight. Then, right click and select make a copy to make a copy of all the selected files at once. If all of the files are in one location like a folder, you can use Ctrl A to select all the files in the folder at once, right click, select make a copy. The app Copy Folder for Google Drive will help staff make a copy of an entire folder.
- This will make a copy of the file and place it in the same folder by renaming it with the words “copy of” before the file name. After the original owner of the files leaves the system, the original files may still be listed but will no longer be accessible after a period of time.

Method 2

You Complete These Steps

You can change ownership of your files to another MMSD employee. This will keep all of the current share rights and share links intact. This is the best option if you have documents linked in other locations and/or shared with others.
If you have all of the files in one folder, you can select all the files at once by either:
- Selecting the first listed, holding down the Shift key, and selecting the last, or
- Holding down the Ctrl key and pressing A to select all
Once the files are selected, you can change the ownership. To do this, follow these steps:
- Right click and select share
- Locate the appropriate person listed.. Select the drop down menu to the right, where it currently says “editor”.
- From that menu, select the option that says “Transfer ownership”.
  Note: If you do not see this option, you are not the original owner and cannot change ownership.
- Google will ask to Make this person the owner? Choose Yes!

If there is a folder that contains many folders and files with more than one owner, changing ownership can become a tedious task. You can only change ownership of files you own; therefore, you have to individually click on files and folders you own by digging in and out of folders. However, there is an easier way to locate all files and folders you own in a particular folder. This is especially helpful if you are a curriculum writer where there are many folders. You can search a folder to locate all files you own and change the ownership of those files at once.

Locate the folder that encompasses many files and folders you own that need ownership to be changed
The top of Google Drive shows a path to the folder. Right click on the folder there and choose Search within (google folder name)
Click the filter option to access other Search Options
Under the Owner option, choose the option Owned by me. Click Search.
This will locate all files and folders that are owned by you in that specific folder. Now, you can select multiple are all files at a time to change ownership of many at once. If there are many files, it is suggested to do approximately twenty files at a time.

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