Keep your Drive easy to navigate:

• Create folders for major categories (School Year, Subject, Team, Project).
  
  

• Avoid storing everything at the top level of My Drive.
  
  

• Limit folder nesting to 3–4 levels deep.
  
  

• Use color coding to quickly identify important folders.
  
  

• Archive old materials into an “Archive” folder instead of deleting immediately.
  
  

Tip: If you can’t find something quickly, it may need better organization.

To move a file:

1. Right-click the file.

2. Select Move to.

3. Choose the correct folder or Shared Drive.

Important:

• Moving files between My Drive and a Shared Drive may change ownership.

• Always double-check sharing permissions after moving a file.

If a file “disappears,” use the search bar — it was likely moved.

Use the search bar at the top of Drive.

Helpful tips:

• Search by file type (PDF, Slides, etc.).

• Click the filter icon in the search bar to narrow results.

• Search by owner.

• Open a folder first, then search to search within that folder.

Advanced tip (optional):

• type:pdf

• owner:yourname

• before:2024-01-01

Search is often faster than clicking through folders.

Clear file names save time later.

Helpful structure:

SchoolYear_Subject_ProjectName

Example:

2025-2026_Biology_Unit1_Lab

Tips:

• Avoid names like “Final” or “Copy of Copy.”

• Include the school year when possible.

• Add version numbers if collaborating (v1, v2, FINAL).

Good naming prevents confusion next semester.

Need to undo changes?

1. Open the file.

2. Click File → Version History → See version history.

3. Restore an earlier version if needed.

You can also name versions to keep track of important drafts.

Version history prevents lost work during collaboration.

Deleted files go to Trash first.

• Open Trash in the left menu.

• Right-click a file and select Restore.

• Trash automatically empties after a set period of time.

Check Trash before submitting a work order.

To upload a file:

Click + New → File Upload.

To automatically convert uploaded files to Google format:

1. Click the gear icon (⚙️).

2. Select Settings.

3. Check “Convert uploaded files to Google Docs editor format.”

Google format allows easier collaboration and version history.

Google Drive allows you to share files with individuals or groups and control what they can do.

To share a file:

1. Right-click the file.

2. Select Share.

3. Enter the person’s MRH email address.

4. Choose a permission level.

5. Click Send.

Tip: Always confirm you are sharing from your MRH account.

When sharing a file, choose the correct level of access:

• Viewer – Can see the file but cannot make changes.

• Commenter – Can leave comments but cannot edit the content.

• Editor – Can make changes and may be able to share with others.

Best Practice:

Use Viewer or Commenter unless editing is required.

Fewer editors = fewer accidental changes.

Under “General access,” you may see:

• Restricted – Only people you add can open the file.

• Anyone with the link – Anyone with the link can access.

Before selecting “Anyone with the link,” consider:

• Does this file contain student information?

• Is this document meant to be public?

• Would I be comfortable if this link were forwarded?

When in doubt, keep sharing restricted.

To see who can access a file:

1. Right-click the file.

2. Select Share.

3. Review the list of users and their permission levels.

You can:

• Change permission levels.

• Remove access.

• Add new users.

Tip: It’s a good habit to review access periodically for shared documents.

If a file was shared with someone who is no longer at MRH:

1. Open the file.

2. Click Share.

3. Locate their name.

4. Click the dropdown next to their name.

5. Select Remove.

If the file is owned by someone who has left and access cannot be changed:

Before sharing outside MRH:

Ask yourself:

☐ Does this file contain student data?

☐ Does it include confidential or internal information?

☐ Is external access necessary?

☐ Is “Viewer” sufficient instead of “Editor”?

If unsure, keep sharing restricted or contact the Technology Department.

Shared Drives are designed for team and department collaboration. Files in Shared Drives are owned by the organization rather than an individual user.

A Shared Drive:

• Is used by a team, department, or group.

• Keeps files accessible even if staff change roles.

• Allows multiple members to manage content.

Unlike My Drive, files in a Shared Drive are not tied to one individual account.

Use a Shared Drive for:

• Department resources

• Curriculum materials

• Committee documents

• Files that multiple people maintain
  
  

Use My Drive for:

• Personal drafts

• Temporary files

• Individual planning

Shared Drives have different access roles:

• Viewer

• Commenter

• Contributor

• Content Manager

• Manager

Your level determines what you can do inside the Shared Drive.

If you cannot edit or move files, you may need a different access level.

Regular cleanup keeps Drive organized and helps prevent storage issues.

To see what is using space:

1. Open Google Drive.

2. Click Storage in the lower left corner.

3. Review files sorted by size.

Large files will appear at the top.

You can:

• Delete outdated files.

• Remove duplicate uploads.

• Delete old video files.

• Clear large attachments stored in Drive.
  
  

After deleting, review Trash before permanently removing items.

Deleted files go to Trash first.

To permanently remove:

1. Open Trash.

2. Review files.

3. Click Empty Trash.

Once Trash is emptied, files cannot be restored.

Microsoft files may take more storage space.

If collaboration is needed, consider converting files to Google format.

To enable automatic conversion:

1. Click the gear icon (⚙️).

2. Select Settings.

3. Check “Convert uploaded files to Google Docs editor format.”

• Archive old school year folders instead of deleting immediately.

• Avoid saving multiple versions like “Copy of Copy.”

• Use shortcuts instead of duplicating shared files.

• Review Shared Drive content periodically.