Google Shared Drives

Introduction to Google Shared Drives

What is a Google Shared Drive?

Google Shared Drives (formerly known as Team Drives) are spaces where teams can create, store, and access files in a collaborative environment. Unlike files in My Drive, content in Shared Drives belongs to the team rather than an individual, ensuring access even when members change.

Benefits of Shared Drives

  • Centralized Access: Shared Drives allow all team members to access the latest files and resources.
  • Persistent Storage: Files remain in Shared Drives even if members leave.
  • Flexible Permissions: Permissions can be assigned at both the drive and file levels, allowing tailored access across teams.

 

Getting Started

Accessing Shared Drives

  1. Open Google Drive on your device.
  1. In the left sidebar, locate and click on Shared Drives.
  2. From here, you can view all drives shared with you or your team.

Permissions & Roles in Shared Drives

Each member in a Shared Drive can be assigned a specific role with different permissions:

click on the drive and select Manage members and search for the email address that you want to share the drive with.

  • Viewer: Can view files only.
  • Commenter: Can view and comment on files.
  • Contributor: Can add and edit files but not delete them.
  • Content Manager: Can manage and organize files within the drive.
  • Manager: Has full control, including the ability to add or remove members and change drive settings.

 

How to Use Shared Drives

Creating a New Shared Drive

  1. In Shared Drives, click on + New.
  2. Enter a name for the drive and click Create.
  3. Once created, you can begin organizing and adding files.

Organizing Files and Folders

Establish a clear folder structure from the beginning:

  1. Create folders for major categories (e.g., "Projects," "Resources," "Archived Files").
  1. Use descriptive names and be consistent to keep files easy to find.
  2. Regularly review the folder structure to maintain organization and remove outdated files.

Adding and Uploading Files

  1. To upload, simply drag files from your device to the drive or click + New > File upload.
  2. To create new documents, use + New and select the type of document (e.g., Google Docs, Sheets, Slides).

Sharing Files within Shared Drives

  • To Share with External Users: If permitted, select the file, click Share, and enter the external user’s email address.
  • Internal Sharing: Share files by sending a link within the team or through Google Drive’s sharing options.

 

Managing Access and Permissions

Adding and Removing Members

  1. Open the Shared Drive and click on Manage members.
  2. Enter the email addresses of the team members you want to add.
  3. Assign each member a role based on their required level of access.
  4. To remove a member, go to Manage members and select Remove next to their name.

Setting Temporary Access (If Available)

Some organizations allow temporary access settings. If this applies:

  1. Go to the specific file or folder.
  2. Click on , enter the user’s email, and adjust access settings with an expiration date.

Managing External Sharing Policies

Follow your organization’s guidelines for external sharing. If allowed:

  1. Use Share to enter the external collaborator's email.
  2. Assign them a role (Viewer, Commenter, etc.), but limit access based on the sensitivity of the information.

 

Troubleshooting and Common Issues

Unable to Access a Shared Drive

If you can’t access a Shared Drive:

  1. Ensure you have been granted permissions.
  2. Check with your team lead or the IT department to confirm your membership.

File Not Visible

  • Moved Files: Files might have been moved by another team member. Check with your team or search for the file.
  • Permissions Issue: If you don’t have the necessary permission level, you may be restricted from seeing certain files.

Resolving Conflicting Edits

To avoid issues with multiple edits:

  1. Communicate: Let team members know when you’re editing shared files.
  2. File Versions: Use Google’s Version History to track and restore previous versions if needed.

 

Best Practices for Shared Drives

Naming Conventions

To keep things organized, consider using consistent naming conventions. For example:

  • Projects: “Project_Name - Phase - Date”
  • Resources: “Department - Type - Year” This helps keep files uniform and easy to search.

Regular Drive Maintenance

  • Review Permissions: Regularly check who has access and remove anyone who no longer needs it.
  • Clean Up Files: Archive or delete old files that are no longer relevant to free up space and improve organization.

Security & Privacy Tips

  • Sensitive Files: Keep confidential information in a restricted access folder or drive.
  • Two-Step Verification: Enable two-step verification for additional security.

 

Frequently Asked Questions

  1. Can I recover a deleted Shared Drive file?
    • Yes, managers can restore files from the trash within 30 days.
  2. Why can’t I remove a file?
    • Ensure you have Content Manager or Manager permissions.
  3. How do I leave a Shared Drive?
    • Ask your manager to remove you from the drive through the Manage Members option.
  4. Can I move files from My Drive to a Shared Drive?
    • Yes, but only if you have Contributor access or higher in the target Shared Drive.
Print Article