Embedded Files
As we continue our transition to Google Workspace, it’s a great time to become more familiar with Google Drive, our home for file storage and collaboration.
Understanding Drive: My Drive vs Shared Drives
My Drive is your personal space. Files here are owned by you, and sharing is set on a file-by-file or folder-by-folder basis. If you leave the division, others may lose access unless ownership is transferred.
Shared Drives are ideal for team and long-term collaboration. Files belong to the team rather than an individual, so they stay accessible even when staff change roles. These are perfect for school-level documents, division-wide content, or team resources.
Migration Tips
Begin organizing and uploading important files now. You can drag and drop content into Drive or use “+ New” to create files directly.
Be mindful of Microsoft Office documents. These can be opened in Drive, but complex formatting may not carry over perfectly. Consider converting to Google Docs, Sheets, or Slides when possible.
Collaboration Made Easy
Use the Share button to give others access. You can allow others to view, comment, or edit.
Remember: in Shared Drives, everyone with access sees the same content—great for continuity and teamwork.
Best Practices
Use clear, consistent naming for files and folders.
Avoid duplicate versions by using shared spaces instead of emailing attachments.
Check sharing settings when moving files—especially into Shared Drives—to ensure the right people retain access.
This move is more than just a change in tools—it’s a shift toward easier, more collaborative work. Taking the time to learn the basics now will pay off later.
Page updated
Report abuse