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Shared Drives: Getting Started

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Shared Drives: Getting Started

1 hour 1 Credit

GSP470

Google Cloud self-paced labs logo

Overview

Shared drives is a shared space where teams can easily store, search, and access their files anywhere, from any device. In Shared drives, files belong to the team instead of an individual. If members leave, the files stay in place so your team can keep sharing information and work anywhere, from any device. In this lab you sign into Google Workspace for Enterprise and then set up and use Shared drives.

This training provides a temporary Google Workspace Enterprise account, which supports Shared drives. Not all Workspace editions support Shared drives. For information on what versions support Shared drives, see What are shared drives.

What you'll do

This lab describes how to do the following:

  • Set up a shared drive

  • Add and manage files and folders

  • Set up and manage sharing of shared drive

Setup and requirements

Before you click the Start Lab button

Read these instructions. Labs are timed and you cannot pause them. The timer, which starts when you click Start Lab, shows how long Google Cloud resources will be made available to you.

This hands-on lab lets you do the lab activities yourself in a real cloud environment, not in a simulation or demo environment. It does so by giving you new, temporary credentials that you use to sign in and access Google Cloud for the duration of the lab.

To complete this lab, you need:

  • Access to a standard internet browser (Chrome browser recommended).
Note: Use an Incognito or private browser window to run this lab. This prevents any conflicts between your personal account and the Student account, which may cause extra charges incurred to your personal account.
  • Time to complete the lab---remember, once you start, you cannot pause a lab.
Note: If you already have your own personal Google Cloud account or project, do not use it for this lab to avoid extra charges to your account.

Start your lab

When you are ready, click Start Lab in the upper left.

Sign in to the Google Workspace Admin Console

To access the Google Workspace Admin Console, you must find your credentials and then sign in.

Find your lab's User Email and Password

To access the resources and console for this lab, locate the User Email and Password in the Lab Details panel. This panel is on the left or at the top, depending on the width of the browser window. Use these credentials to log in to the Google Workspace Admin Console.

If your lab requires other resource identifiers or connection-related information, they will appear on this panel as well.

Sign in to the Admin Console

  1. Click Open Google Workspace Admin Console.

Tip: Open the tabs in separate windows, side-by-side.

Note: If you see the Verify your account dialog:
  • Click Next.
  • Click the prefilled user.
  • Click Use another account.
  1. Enter the User Email and Password.

  2. Accept all terms and conditions as prompted.

The Admin Console opens.

  1. Click VERIFY DOMAIN in either the yellow box at the top or the red box in the Domains card.

  2. Click Next.

  3. In the Welcome, let's set up Google Workspace dialog, in section 1, click VERIFY. Google verifies your training domain.

Ignore step 2, Create new users and step 3, Activate Gmail sections.

  1. Click Google Admin in the top left to open the Google Workspace Admin Console home page.

Add users to your domain

The administrator determines who you can assign as a member of your shared drives. In this lab, you can add only domain users as members, so add users to this domain.

In the Google Workspace Admin Console, notice in the Users card that Workspace User (WU) is the only user in the User list. To add more users:

  1. In the Users card, click Add a user.
  2. Type a First name and Last name, and then click Add new user.
  3. Click Add another user, and type a fist and last name for your second user.
  4. Click Add new user, and then click Done.

Your new users are listed in the User list. If needed, refresh the browser page to see them.

Click Check my progress to verify the objective. Add users to your domain

Task 1. Set up a shared drive

In this section, you learn how to:

  • Create a shared drive

  • Add members and set access levels

  • Change member access levels

  • Remove members

Create a shared drive

  1. Open Google Drive. Click the Google apps icon > Drive.

Image of the Google apps icon, and the Google Drive icon

  1. In the left pane, click Shared drives and then New at the top left.

  2. In the New Shared drives dialog, name your shared drive and click Create.

In the left panel, view your new shared drive listed under Shared drives.

Add members and set access levels

In this section, you add a new member and set their access level. Available access levels are as follows (click on the table to enlarge it):

permissions.png

When you add a new member, you assign their access. The default access for any new member is Content manager.

Give members who must edit files in Drive File Stream Content manager access.

Requires Manager access

  1. On the left, click the shared drive you just created.
  2. Click Manage members at the top right.

The Manage members dialog opens.

  1. Add the names, or email addresses of one or more of the members you just added.
  2. (Optional) To change the access level, next to Content manager, click the down arrow and choose an access level.
  3. (Optional) Enter a message.
  4. (Optional) If you don’t want to send a notification to the new members, check the Skip sending notifications box.
  5. Click Send or Add.

View the members you added in the right panel, under Who has access. If needed, refresh the browser page to see them.

Click Check my progress to verify the objective. Create a shared drive and add members

Change an existing member's access level

Requires Manager access

  1. Still in your shared drive, click Manage members.
  2. Next to a member’s name, click the down arrow and select a new access level.
  3. Click Save.

Refresh the browser tab. In the Who has access section in the right pane, hover over the member to see the new access.

Remove members

Requires Manager access

  1. Still in your shared drive, click Manage members.
  2. Next to a member’s name, click the down arrow and select Remove member.
  3. Click Save.

Refresh the browser tab. The member no longer appears in the Who has access section in the right pane.

If you remove someone from a shared drive, they might still have access to files shared in other ways, such as files shared with everyone in your organization by link or through a group.

Task 2. Add files and folders

This section describes how you do the following in a Shared Drive:

  • Create folders

  • Add and edit files

Create folders

Create a new folder:

  1. Still in your shared drive, in the left corner, click New > Folder.

  2. Type a name for your folder and click Create.

Subfolders must have the same permission as the top-level folder. To move folders into a shared drive that are already stored in My Drive or another shared drive, you must contact the administrator.

Upload an existing folder from your computer:

To upload a folder from your computer to the shared drive you created, do one of the following:

  • Still in the folder you created, click New > Folder upload. Navigate to a folder (on your computer) and open it.
  • Drag a folder from your computer into your shared drive.

View the folder you uploaded in the shared drive.

Add and edit files

Requires at least Contributor access

Add files

Any files you add are owned by the team. If you leave the shared drive, your files remain. In this section, you add a file, in this case a .txt file, to the shared drive you created. If needed, create a .txt file on your computer or My Drive.

To add an existing .txt file to your shared drive, do one of the following:

  • Drag an existing file (.txt type) from your computer or from My Drive into a shared drive.
  • Click New and choose and upload the file (.txt type) by navigating to the file (on your local computer) and open it.

To create a file in your shared drive, click New and choose an application to create the file, such as Google Docs.

If you don't own the file but have edit access in Drive, you can move it to a shared drive if your Workspace Admin has allowed this option. To store and access files on your desktop, use Drive File Stream. See Get started with Drive.

Edit files

Double-click a file to open and edit it.

Click Check my progress to verify the objective. Add files and folders

Task 3. Manage shared drive files and folders

Get tips for structuring a shared drive and creating and finding files.

This section describes how to do the following:

  • Star important files

  • Move files

  • Delete or restore files

  • Search for files

Star important files

  1. Flag important files or folders to quickly find them later. Right-click one, two, or more of your files or folders and select Add to Starred.

  2. To view your starred files and folders, in the left pane, click Starred.

Move files

To move files from My Drive into a shared drive or between shared drives, drag the files into the destination shared drive folder.

Move files from My Drive to a shared drive:

You can move any file you own into a shared drive, whether it’s from another Drive location or from your computer or mobile device.

If you’re not the owner of a file in My Drive, but have Edit access to the file, you can move that file into a shared drive, if:

  • Your Workspace Admin has enabled this option.

  • The file’s owner is a member of the shared drive where you want to move the file.

Otherwise, you need to ask the owner to move the file into the shared drive.

To move a file from My Drive to a shared drive:

First, create a file in My Drive. For simplicity, create a Google Document file.

  1. In the left panel, click My Drive.
  2. In the top right, click New > Google Docs > Blank document.
  3. Name the new Google Document "Moving Document" and then close the browser tab.

Your Moving Document appears in My Drive.

  1. Drag Moving Document from My Drive and drop it into the folder you created in your shared drive.
  2. Click Move to confirm that ownership and access will change; it will be inherited from the shared drive you created in Shared Drives.

Moving Document now appears in the folder in the shared drive you created.

Move files between shared drives:

To move files between shared drives, you need Manager access to the original shared drive and at least Contributor access to the destination shared drive.

Delete or restore files

Move a file to trash:

Requires at least Content manager access

In the shared drive you created, to move a file to trash, do one of the following:

  • Click the file you want to delete, click the Trash icon at the upper right, and click Move to trash.
  • Right click the file you want to delete, click Move to trash.

To view the files in Trash, click the Trash icon in the left pane. Files in a shared drive’s Trash folder are automatically deleted after 30 days.

Restore a file (up to 30 days):

Requires at least Contributor access

To restore a file in trash, right-click a file in the Trash folder > Restore.

Permanently delete a file in trash:

Requires Manager access

  1. In the Trash folder, right-click the file you want to delete and select Delete forever.

  2. Click Delete Forever to confirm.

Search for files

Search in a shared drive or folder:

  1. In your shared drive, click the down arrow next to the breadcrumb at the top > Search within [Your Shared drives].

  2. See if you can find one of the files or folders you added to the drive. In the Search box, enter your search term, for example the name of a file you added, and press Enter.

Task 4. Share and collaborate

Any files you put in a shared drive are automatically shared with members of the shared drive. Any member can also share shared drive files with people who aren’t members unless you restrict sharing.

In this section, you learn how to:

  • Share files

  • Unshare files

  • Protect files

  • See or email members

Share files

Requires at least Contributor access

Folders in shared drives can’t be shared.

Share files with individuals or groups:

  1. In your shared drive, right click on a file, and then click Share.

  2. In the Share with people and groups dialog, add the names or email addresses of the domain users.

  3. (Optional) To change the permission from Edit, click the down arrow and choose another permission.

  4. (Optional) Add a message.

  5. (Optional) If you don't want to send notifications, check the Skip sending notification box.

  6. Click Share or Add.

To limit sharing options, see Restrict sharing options on sensitive Drive files.

Click Check my progress to verify the objective. Share files with individuals or groups

Share a link:

To make a file widely accessible and avoid managing access in your organization, share the file with a link. Anyone in your organization with the link can access the file.

  1. In your shared drive, right-click a file to share.

  2. Click Share.

  3. Click anywhere in the Get link box

  4. Under the link, click the down arrow > Anyone with the link.

  5. To the right of Anyone with the link, click the down arrow and select a permission level.

  6. Click Copy to copy the link.

  7. Click Done.

You now have a link to paste in an email, on a website, or however you communicate with team members.

Open a browser window that is not signed into this lab. Paste the link in the URL address field to see the file.

Unshare files

Unshare files with your organization:

  1. In your shared drive, right-click the file you shared in the previous section, then click Share.
  2. Click anywhere in the Get link box
  3. Click the down arrow next to Anyone with the link and select Restricted.
  4. Click Done.

In the browser window not signed into this lab, you are no longer able to see the file.

Protect files

The Shared drive settings determine which users you can add to a file or folder, as well as what those users can do with a file.

Protect all files in a shared drive

Requires Manager access

  1. Right click on your shared drive, and then click Shared drive settings.

  2. Check or uncheck the following options to set the desired permissions.

  • People outside Google Workspace Labs can be added to files
  • People who aren't shared drive members can be added to files
  • Viewers and commenters can download, print, and copy files
  1. Click Done.
You can limit how people share, print, download, and copy within Google Drive, Docs, Sheets, and Slides, but you can't stop how others share the file content in other ways.

See or email members

See members of a shared drive:

To see member of a shared drive, do one of the following:

  • If needed, click the view details icon view details at the top right to display the drive panel. See the members listed under Who has access.
  • In your shared drive, click the down arrow next to the breadcrumb at the top > click the down arrow > Manage members. View the members displayed in the Manage members dialog.

Email members of a shared drive:

  1. In your shared drive, click the down arrow next to the breadcrumb at the top > click the down arrow > Email members.
  2. In the Email members dialog opens, and you see the members in the group.
  • If you don't want to include a member, click the X next to their name to remove them.
  • Change the subject and enter a message.
  • (Optional) Check the box to send yourself a copy of the email.
  • Click Send.

An email is sent to the members. The email includes a link to the shared drive.

Congratulations!

You have learned about shared drives! You created a shared drive, added and managed team members, and then added, managed, and shared files and folders.

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Finish your Quest

This self-paced lab is part of the Workspace Essentials Quest. A Quest is a series of related labs that form a learning path. Completing this Quest earns you the badge above, to recognize your achievement. You can make your badge (or badges) public and link to them in your online resume or social media account. Enroll in this Quest and get immediate completion credit if you've taken this lab. See other available Quests.

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Manual Last Updated: May 05, 2022
Lab Last Tested: May 05, 2022

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