How to Transfer File Ownership in Google Drive

When to Transfer Ownership

You may need to transfer file ownership when:

• An employee is leaving the company
• Responsibilities are changing between team members
• A project is being handed over
• You want someone else to manage a file

Understanding Ownership

The owner of a file:

• Has full control over sharing settings
• Can delete the file permanently
• Can transfer ownership to others
• Is responsible for the file's storage quota

Transferring Ownership of a File

Step 1: Open Sharing Settings

• Right-click the file in Google Drive
• Select Share
• Or click the Share button when viewing the file

Step 2: Ensure the New Owner Has Access

If they are not already shared on the file:

• Enter their email address
• Set their access to Editor
• Click Share

Step 3: Transfer Ownership

• Click the dropdown next to their name
• Select Transfer ownership
• Click Send invitation

Step 4: New Owner Accepts

The new owner receives an email and must:

• Open the email
• Click Accept
• Ownership transfers immediately

Transferring Folder Ownership

Folder ownership works similarly:

• Right-click the folder
• Select Share
• Make the person an Editor
• Change their access to Transfer ownership

Important: Transferring folder ownership does NOT automatically transfer ownership of files inside. Each file must be transferred separately.

Bulk Transfers (Admin Only)

For departing employees, IT administrators can:

• Transfer all files at once using Admin Console
• This requires Google Workspace admin access
• Contact helpdesk@netlumait.com.au for assistance

Using Shared Drives Instead

To avoid ownership complications, consider Shared Drives:

• Files belong to the team, not individuals
• No ownership transfer needed when staff leave
• Consistent access for all team members

Limitations

You Cannot Transfer:

• Files in Shared Drives (they belong to the drive)
• Files you do not own
• Files to people outside your organisation (in most cases)

The New Owner Must:

• Have a Google account
• Accept the transfer invitation
• Be within the same organisation (for Workspace accounts)

When Someone Leaves

If an employee is leaving:

• Before they leave: Have them transfer important files
• Ask IT: We can transfer files using admin tools
• Consider Shared Drives: Prevents this issue for future files
• Document locations: Know where important files are stored

Best Practices

• Use Shared Drives for team files
• Document file locations and purposes
• Include file handover in offboarding checklists
• Regularly review file ownership

Need Help?

For bulk transfers or offboarding assistance, contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.