Embedded Files
About Google Shared Drives
Google Shared Drives allow teams to store, search, and access their files from any device. A shared drive is a space where:
Members share ownership of all files and folders.
Members can share files with non-members by link or invite.
Even if members leave, files remain in place so the team can continue to share information and get work done.
To learn more, visit Get started with shared drives in the Google Workspace Learning Center.
Table of contents
Introduction to Google Shared Drives
What are Shared Drives?
Google Shared Drives (formerly Team Drives) are spaces where teams can store, access, and collaborate on files. Unlike files in My Drive, files in a Shared Drive belong to the team rather than an individual.
Benefits:
Team-based ownership of files
Enhanced sharing controls
Ideal for long-term project storage
Accessing Google Shared Drives
(click here to access a printable reference document)
Step 1: Navigate to Google Drive
Open drive.google.com
On the left-hand side, you'll see the option for "Shared Drives". This is below where you would see "My Drive".
Step 2: Viewing Shared Drives
Click on “Shared Drives” to view all the drives shared with you.
Creating a new file or folder in a Shared Drive
Step 1: Navigate to the Shared Drive you want to use
Step 2: Select New > Document or New > Folder
Step 3: Name the document or folder following the naming conventions of the Shared Drive
Step 4: The document or folder will automatically appear in the Shared Drive to all members
Saving Files to Shared Drives
Please click this link to view a short video to learn about all the ways to save files to Shared Drives and important considerations.
There are several ways to save files to Shared Drives. Examples include:
From within a Google Doc using the folder icon in the top area of the Google Drive
From Google Drive on the web using the three dots to the right of the file you select. Use Organize > Move
NOTE: Avoid moving a file or folder from the Finder on Macs or the Windows Folder View on Windows machine to the Shared Drive link in the hard drive. This will not preserve the permissions.
Organizing Files
Step 1: Ensure you are in a Shared Drive
Step 2: Create Folders
Use the "New Folder" option to create folders and organize files into categories, making it easier for team members to find what they need.
Step 3: File Ownership
Files in Shared Drives are owned by the team, not an individual user. This prevents issues with files becoming inaccessible if an individual leaves the team.
Searching and Filtering Files
Step 1: Using Search
Use the search bar at the top of Google Drive to search for files within a Shared Drive. Use keywords, file names, or types to filter results.
Step 2: Advanced Search Filters
Click on the search options icon (looks like three lines with dots) to refine your search using filters such as file type, date modified, or who the file was shared with.
File Versioning and Activity Tracking
Step 1: File Versioning
Google Shared Drives automatically save versions of your documents. Right-click on a file and select "Version History" to view or restore previous versions.
Step 2: Activity Tracking
Use the "Activity" panel (found on the right-hand side of Google Drive) to monitor recent changes made by team members. This is useful for tracking edits, uploads, and other interactions.
Managing Storage
Freeing Up Space
Delete unnecessary files or move them to individual drives if needed. Deleted files go into the Trash and are automatically purged after 30 days.
Archive Shared Drives
Every Office and Academic Department has an Archive Shared Drive. These are managed only by the office manager or department chair. You can ask your manager or department chair to move unwanted files or folders to the archive drive.
Sharing files from within a Shared Drive
You can share files from within a Shared Drive to people who are not members of the Shared Drive
The people with whom you've shared the file will see it in their "Shared with Me" section of Google Drive
They can create a shortcut in their "My Drive" section of Google Drive in order to see the file there
Attach a Google Shared Drive file to an email
In the compose window of Gmail, look at the row of icons at the bottom
Click the Google Drive icon (it looks like a triangle). This opens the Insert files using Google Drive window
Select the Upload tab and press the Browse button
A pop-up window will appear allowing you to choose on the Finder (Mac) or in the File Explorer (Windows)
Scroll to the Google Drive G: drive. This may be located under This PC.
Select Shared drives
Drill down to the folder and file to choose the file you'd like to attach
Select the file to attach it
NOTE: It the file is not shared with the recepient of your email. you will see a pop up prompting you to allow the person access to the file
Select Send
Best Practices for Using Google Shared Drives
Consistent File Naming Conventions: Helps with organization and finding files.
Regular Permission Audits: An annual review will be conducted by the technology office for member access.
Folder Structure: Create a clear, logical folder hierarchy for easy navigation.
File Descriptions: Add relevant information to file descriptions for quick context when needed.
Retention: Keep information that is realated to Blair history or, for example, those items that would be good to keep for Alumni or major School events in the future.
Archive Shared Drives: Use the Archive Shared Drive for items your workgroup doesn't need access to for current operations, but that your office or department should keep.
Deletion of information: If your workgroup doesn't need it, delete it - expecially if it contains PII (Pivate Identifiication Information). This includes birthdates, social security numbers, addresses, phone numbers, etc.
Report abuse