How to set up Shared Drives in Google Workspace

29/10/2020

Besides My Drive, Google Workspace also has a shared storage space on the Cloud for groups and departments in the company called Shared Drives, learn information about this special feature of Google Workspace.

Agenda

Overview of Shared Drives of Google Workspace

Shared memory (Shared Drives) with the old name of Team Drives – Is one shared storage space For project teams, departments in the company can easily store, search and access team document files with ease and flexibility from anywhere and on any device.

Unlike data stored in My Drive that belongs to a certain individual, data in Shared Drives belong to a common group. Thus, even if the Team members quit, these data remain intact, thereby helping the Team continue to access data, share common information, and at the same time support new employees in receiving and handing over jobs of retired personnel thereby better adapting to other tasks. of the company.

Shared Drives supported in Business Standard, Business Plus to Enterprise editions (Enterprise Essentials, Enterprise Standard, Enterprise Plus) and education editions – Workspace for Education

For personal and user Gmail accounts Workspace The Business Starter instance will not be able to use this shared storage.

How to install Google Workspace shared storage

To be able to use it fluently and collaborate effectively, team members need to understand the features and usage of shared storage in an enterprise environment.

Create a new Shared Drives

To create a new shared storage, follow the steps below:

Open Google Drive
On the left, click Shared Drives
At the top, click the . icon new
Enter a name and click Create

Create Shared Drives

Add members to shared storage

Add members to Shared Drives with just a few simple steps:

On your computer, go to drive.google.com
On the left, click Shared Drives and double click on one of the shared storage your
At the top, click Add members
Add your name, email address or group address in the company
By default, the new member is a Content Manager. They can upload, edit, move or delete all files
Can change permissions for new members
Click Send

Add a Shared Drives member

Add File or Folder to Shared Storage

Go to drive.google.com
Left click on Shared Drives, then select one of your shared storage
Click new
Drag an existing File (that you own) from your computer or from My Drive Shared Drives . Or, at the top of Drive, click new and choose an option:

- To create a File, select the type of File you want to create, such as file Google Docs
- To upload a File, click File upload. Navigate to File and open it

Double click File to open and edit

Add files and folders to Shared Drives

Change access rights for members

Change each member's access rights to suit their mission in the group:

On the left, click Shared Drives
At the top, next to the shared storage name, click the Down arrow Manager
Next to the member's name select a new access level or Remove members
Click Done

change members access permission

Different access rights in Shared Storage

permission level in drives

Hide or show shared storage in Google Drive

Go to Google Drive.
Click on Shared Drives

- To hide right click Folder and click Hide Shared Drives
- To show right click Folder and click Unhide Shared Drives

Hide or unhide Shared Drives

Through the above sharing, businesses and project teams can partly know the features and settings of using Shared Drives from the Google Workspace ecosystem. This is a feature that supports collaborative work for groups and departments in the company.

Need support for more information on how to install Shared Drives or experience the free Google Workspace application suite, please contact Gimasys: