Shared Drives
Shared Drives
Embedded Files
Shared Drives are shared spaces where teams can easily store, search, and access their files from any device. Unlike in My Drive, files in Shared Drives belong to the team instead of an individual. Even if members leave, the files stay exactly where they are, so your team can continue to share information and get work done.
Availability
Availability
Google Workspace Business Starter
Google Workspace Business Standard
Google Workspace Business Plus
Google Workspace Enterprise Essentials
Google Workspace Enterprise Essentials Plus
Google Workspace Enterprise Starter
Google Workspace Enterprise Standard
Google Workspace Enterprise Plus
Google Workspace for Education
Get Started with Shared Drive
Get Started with Shared Drive
(Note: Your Google Workspace administrator may restrict who can create Shared Drives.)
- Creating a Shared Drive
Open Google Drive. Click the Google apps icon > Drive.
Open App Launcher > Drive
In the left pane, click Shared Drives.
Click CREATE SHARED DRIVE in the right pane.
In the New Shared Drive dialog, name your shared drive and click Create.
2. Add members and set access levels
2. Add members and set access levels
As an administrator, you can restrict access to files in a shared drive. You can also set the default access for new shared drives. You can apply these restrictions in a specific organizational unit or to your entire organization. When you add a new member, you assign their access. The default access for any new member is content manager
The Add New Members dialog opens:
On the left, click your Shared drive.
At the top, under the Shared drive name, click Add members.
Add names, email addresses, or groups from Google Groups.
(Optional) To change the access level, click the Down arrow next to the Content Manager and choose an access level.
(Optional) Enter a message.
(Optional) If you don’t want to send a notification to the new members, check the Skip sending notifications box.
Click Send or Add.
Adding members to groups
Change member access levels
Change member access levels
Requires Manager access
Still in your Shared drive, next to the Shared drive name, click the Down arrow > Manage members.
Next to a member’s name, click the Down arrow and select a new access level.
Click Done.
Go to Manage Members
Change the access levels
Remove members
Remove members
Requires Manager access
Requires Manager access
Still in your Shared drive, next to the Shared drive name, click the Down arrow > Manage members.
Next to a member’s name, click the Down arrow and select Remove member.
Removing members from a shared drive
Role Definitions:
Role Definitions:
Content Manager: Often the default role for new members added by a Manager.
Contributor: Can edit all files and add new files.
Content Managers can share folders if the Shared Drive settings (controlled by a Manager or admin) allow it. By default, this might be restricted to Managers.
Contributors can move files and folders they added within the Shared Drive. Content Managers can move any file/folder within.
Contributors can move files and folders they added to the trash. Content Managers can move any file/folder to the trash.
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