How to install Team Drive 2018

1. Google Team Drive what:

 

Google Team Drives is a common space so that Teams in your company can easily store, search, and access their document files from anywhere and on any device.

 

Unlike files in My Drive, documents in Team Drive Belonging to a Team instead of an individual. Therefore, even if Team members quit, these files remain intact, thereby helping your Team continue to access data, share information, and get work done.

 

Note: Team Drive only supported in versions G Suite Business, G Suite Enterprise or G Suite for Education. If you cannot enable Team Drive, contact the admin of the company where you work.

Users of G Suite Basic or without a G Suite account (a Gmail account under a business domain name) will not be able to use Team Drive.

 

2. How to install Team Drive

 

Open Drive On the left navigation bar, select Team Drives. Click new top Enter the Team Drive name you want. For example: Cassy's Team, Finance, Human Resources,… Click Create You can create many different Team Drive folders, so when you want to add users or download files, etc., you must first select a Team Drive folder that you want to change.

 

Note: If you are unable to create a Team Drive, your Admin may have disabled this function. Contact your admin for assistance.

 

2.1. How to add members and assign access rights:

When you add a new member, they will be granted full rights to upload, edit, delete files or invite new members. However, you can change the permissions of these members.

 

Different access rights in Team Drive

 

To add members and set permissions, you need Full Access prior to:

In the left navigation bar, select a Team Drive Look up, below the name of the Team drive, select Add members Add the name, email address or address of a Google group (Optional) to change the permission from “Full access”, click the drop-down arrow next to the word Full, and select the new permission. (Optional) Enter a message (Optional) If you don't want to send notifications to the person just added, select Skip sending notifications

 

 

2.2. Change permissions of members in Team Drive

To assign permissions to each member, you need Full Access:

 

In the left navigation bar, select a Team Drive Above, right next to the name of the Team Drive, select the down arrow > select Manage members Select the name of the member you want to change access rights, click on the arrow to select new authorization Click Done to complete

 

 

2.3. Remove member

To remove a member, you need Full Access:

In the left navigation bar, select a Team Drive Above, right next to the name of the Team Drive, select the down arrow -> select Manage members Select the name of the member you want to delete, press the arrow select Remove Member Click Done to complete.

 

Note: If you remove someone from Team Drive, they may still have access to some files that were shared in other ways. For example, files shared in "All company members can see" mode will still be accessible to them.

 

3. How to add files and folders in Team Drive

 

3.1. How to create a new folder

In the left navigation bar, tap an existing Team Drive or folder. Click new > Folder. Enter a folder name. Click Create.

 

Note: To move a folder, contact your admin.

 

3.2. To upload an existing folder from your computer:

• In the left navigation bar, select a Team Drive.
• On your computer, drag the current folder and drop it into the Team Drive. Or, tap new > Folder Upload.

 

3.3. To add and open files:

To add files to a Team Drive, you need at least Edit Access. Any files you add are owned by the whole group. Even if you leave Team Drive, your files will still exist in Teams.

 

In the left navigation bar, select a Team Drive folder. Drag an existing file on your computer and drop it into the selected folder. Or, tap new and choose one of the options below: To create a new file, select the type of file you want to create, like Google Docs or Google Sheets To upload a file, select File Upload. Find the location of the file on your computer and open it. Double-click a file to open it.

 

4. How to manage files:

After you add files, you can star important files, move files, and delete files.

In this section, you will learn how to:

 

4.1. Star important files

 

Mark important files so you can find them faster when you need them. Just right click on the file or folder and select Add star. To see all your starred files and folders, look to the left navigation bar, tap Starred.

 

 

4.2. Move files

 

You can move any files you own to Team Drive, whether they're saved in a different Drive folder or from your computer or mobile device. To move files between Team Drives or from My Drive to Team Drive, drag the file to the destination folder in Team Drive.

 

Note:

• To move files between Team Drives, you must have Full Access to the root Team Drive folder and at least Edit Access of the destination Team Drive folder. For example, if you want to transfer the file “List of candidates” from folder Personnel to folder Administration, you must have Full access in the Human Resources folder, and at least Edit Access in the Administration folder.
• If someone else owns the file, you have to ask them to move it (you can't move a file you don't own).
• To move folders, contact your admin.

 

4.3. Delete or restore files:

 

Delete a file: You must have Full access to delete a file. Select the file you want to delete. At the top right, tap the trash can icon. This will delete the file for everyone. If someone accidentally deletes a file, you can still recover that file.

 

• Restore a file:
  • You must have Edit access or higher permissions to restore a certain file.
  • In the left navigation bar, select a Team Drive.
  • At the top, next to the Team Drive's name, tap the down arrow > View Trash.
  • Select the file you want to restore and select Restore (clock icon).

 

4.4. Search for a file

 

To find files in a certain Team Drive: In the search bar – Search, click the down arrow. Next to Location, tap Anywhere. Double tap Team Drives and select a specific Team Drive. Click Select (Optional) You can enter additional search-specific fields, such as the file type or the time the file was edited. Click Search

 

• To search for a folder in Team Drives: You can only search folders in My Drive or in Team Drive.
  • In the search bar, click the down arrow and you will see a window Advanced window appears, go to school Location.
  • (Optional) To search for a specific word or phrase related to a file or folder, enter the word or phrase in the search box.
  • Besides Location, click Anywhere and choose Team Drives.
  • When you find the folder you want to search, tap Select
  • Click Search to open the folder and search for your files.

 

5. Share and collaborate:

Any files you put into Team Drives are automatically shared with Team Drive members. However, you can also share files stored in Team Drive with people in your business, even if they are not members of Team Drive.

In this section, you will learn how to:

 

5.1. Share files:

To share files, you need at least Edit access for that file

Note: Your business has the right to restrict file sharing outside of the company. Please contact admin for more information.

 

Share files with individuals or groups: Click on a file to share Tap the share icon (the humanoid icon with the + sign on the left) Add a name, email address or Google Group (Optional) To change access rights from Edit, click the down arrow and grant another access permission. (Optional) Add a message Click send Send

 

If you set the access permission to only View or Comment, you can stop other people's work download, print and copy shared files.

 

Send access link via email: Click on the file you want to share Tap the share icon (the humanoid icon in the upper right) Click Who has access On the side of the Link share off, select the down arrow After the URL link is displayed, click Copy. The file link will now be in your clipboard. Click Finish – Done Paste the file access link into the email you will send.

 

 

Share access link Tap a file to share Tap the share icon (the humanoid icon in the upper right) Click Who has access Next to the Link sharing off, click the down arrow Enable Link Sharing – Link Sharing on Click the down arrow, and select the access rights you want to set for others. (Optional) To allow file sharing with people outside of your business, tap Allow external access. (Optional) To make the document searchable in Drive, click Findable in search results. When the operation is done, press Done Anyone with this link can access the file.

 

Note: You may not see certain optional functions if your admin has turned them off.

 

5.2. Unshare some files

Unshare some files with people in your business: Click on the file to cancel sharing mode. Tap the Share icon Choose Who has access Disable Link Sharing – Link sharing off Click Finish – Done.

 

Cancel sharing some files with an individual Click on the file to cancel sharing mode. Tap the Share icon Option Who has access Look to the right of the members' names being shared, click the down arrow > Remove.

 

Note: If you unshare a file, but it's still shared with an entire business or a group that includes the person who just had access revoked, they'll still be able to access the file.

 

Updated: Gimasys