A step-by-step guide to creating a shared Google Drive

Learning how to create a shared Google Drive will help you master the core function of Google Workspace. Unlike the files in My Drive that are restricted to a specific person, a shared Google Drive has secure cloud storage and grants access rights to multiple people. With many teams working from home, having a shared drive makes remote work easy.

This article will show you the steps to create a shared Google Drive so you and your team can collaborate more efficiently. Continue reading this article to learn what a shared Google Drive is, how to use it, and other essential information about Google.

What is a shared Google Drive?

A shared Google Drive is a shared cloud-based application where teams can easily store, search and share files with each other. Anyone in the shared Google Drive can access the files from anywhere and from any device. Unlike those in My Drive, files in a shared drive are owned by the team, not an individual.

By creating a Google Workspace account with your email address, Drive users can complete various projects and save files to Google Drives in the cloud. Of the five most popular cloud storage services, Google Drive offers the most free storage at 15 GB.

Using a shared Google Drive

  • Templates. A shared disk creates templates that can be copied and reused by all team members of the group, such as managers, content managers, and editors.
  • Cooperation. A shared Google Drive is a perfect collaboration tool that enables seamless collaboration and content creation with relevant people through a shareable link. You can respond to comments on online documents and communicate with team members using Google Meet, which has built-in functionality with Google Drive.
  • Storage of sensitive files: With a shared Google Drive, you can store and protect sensitive Drive files and team content. You can add additional security to restrict access, such as access permissions. A shared drive provides cloud storage and cloud backup functionality.

How to Create a Shared Google Drive: Step by Step

  1. Create a shared drive
  2. Add members and set access levels
  3. Change member access levels
  4. Remove members

Steps to Create a Shared Google Drive: In-depth

Using a shared Google Drive is a good cloud storage option to enhance security while ensuring rich collaboration between team members.

1. Create a shared drive

The first step in creating a shared drive is to open Google Drive and click Shared Drive on the left. If you already have an existing Drive for your team, you can find it here. Click New in the top left corner, then click CreateTo create a shared drive, you must first create a Google Workspace account with your email address.

2. Add members and set access limits

Click Shared Drives on the left and double-click one of your Google Shared Drives to manage the access setting. Click Manage Members on the top to add names, email addresses, or a Google group.

A new member must have a Google account and, once added, will automatically become a content manager by default. To change permissions, sharing settings, and access level for new members, click the down arrow and choose from one of the permission options. After choosing an option, click SubmitClick Notify People to notify new members.

3. Change Member Access Levels

Changing access levels for members requires admin access to complete. Next to the name of the shared drive, there is a tab in the drop-down menu called Manage MembersThis shows a list of the Google Shared Drive members and their current access level. You can change it by clicking the down arrow next to a member’s name. Then click Done.

4. Remove Members

To remove members, click the arrow next to the shared drive name and select Manage members. Click the down arrow next to a member’s name or email address and select Remove Member and click Done.

More information about Google?

  • Online courses: Online courses are perfect for learning Google Workspace, formerly G-Suite. They are convenient, easy and can be done remotely. There is a range of online courses such as the Google Digital Garage, Google Sites training and Google Workspace training.
  • Books: If you’re not interested in online courses, books are also a great way to learn Google G-Suite. Books are a great option if you want to learn at your own pace and prefer a visual aid that you can refer to often and easily.
  • Exercise: After studying Google through online classes and books, you need to put what you’ve learned into practice. By constantly practicing your new knowledge, you will master it over time.

Create a shared Google Drive FAQ

Is a shared Google Drive secure?

Yes, a shared Google Drive is safe. If you use Google Drive for school or work and there is suspicious activity, Google will notify you. You can secure your account with malware protection and file sharing settings. It is recommended to have cloud backup software to protect your business data.

Can I delete a shared drive?

Yes, you can delete a shared drive. After verifying that the shared drive is empty, click the drive you want to remove and click Remove Shared Drive confirm. If you accidentally deleted the wrong file while emptying the folder, it is possible to recover recently deleted files.

Who can create shared drives?

Anyone with a Google Workspace account can create a shared Google Drive, add members, and set permissions. Knowing how to create and use a shared drive is important if you want to get a job in project management or work remotely.

What are the member roles within a shared drive?

The member roles within a shared drive are manager, content manager, contributor or editor, commentator, and viewer. Each access level has different permission methods when working with the files in the Drive.

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