Step-by-step guide to setting up Shared Drives in Google Drive-2024
Roshan R Poojary
Google Workspace
July 22nd, 2020
Set up Shared Drives in Google Drive to make file collaboration easier for your organization. Google Workspace administrators can enable content editors to transfer files to Shared Drives, allowing seamless collaboration. Users can also move existing files to Shared Drives, but it’s important to note that doing so may give members access to sensitive information. In this blog, we’ll walk you through how to set up a Shared Drive in Google Drive
Before diving into the steps, it’s important to understand what a Shared Drive is. Unlike My Drive, where files are owned by individual users, a Shared Drive is owned by the organization. This means the files within a Shared Drive remain with the company, even if a user leaves. Shared Drives are particularly useful for teams that collaborate frequently, as they provide centralized access to important documents, spreadsheets, and presentations.
Steps to set up Shared Drives in Google Drive setting
Navigate to Apps > Google Workspace > Drive and Docs.
Select Drive and Docs
Step 2: Manage Shared Drives
In the Drive settings, go to Managed shared drives.
Click on the three-dot menu (upper-right corner).
Select Drive
Step 3: Create Share Drive
Click on CREATE SHARED DRIVE, which can be found in the middle of the page
Enter the name that you want your drive to be and click CREATE
After the drive is created to Add members, Select the drop-down, as shown in the image, and click on Add members.
Step 4: Add new members
Fill in the details of the new member to be added.
From the drop-down below the name, Select the positions of the members and click on SEND. Your members would have been added by now
Step 5: Add New file to Drive
To add a new file to the drive, click on “NEW” that can be found on the top left of the page
Select the format of the file that you want to add
Step 6: Restore permanently deleted file
To restore files that have been permanently deleted by any user, Go to Shared documents and click on restore symbol, as shown in the image.
Select the date range and click on RESTORE DATA
Step 7: Access shared Drive setting
To access shared drive settings, Select the Settings symbol.
Modify the settings as per your requirements by clicking the edit button. Click DONE
Step 8: Change cover image of Drive folder
To change the cover image of the drive folder, Go to shared drives.
Select the Drive that you want to edit
Go to the drop down and select change theme, and you can choose from available pictures or upload your custom image
To view the details of the modifications done on a file, right-click on the required file, and select View details
Conclusion:
Setting up a Shared Drive in Google Drive simplifies collaboration and helps teams stay organized. Following this guide will ensure your drive is set up correctly, giving your team seamless access to shared resources. If you need assistance, feel free to contact Medha Cloud for support. Read Here: How To Set Up Migration Setting In Google Drive?
Roshan R Poojary
Roshan is an expert in Google Workspace, helping businesses use Google's tools effectively. As a certified Google Cloud engineer, he has experience moving companies to Google Workspace. Roshan guides businesses in using Google Workspace to improve teamwork and productivity.
