Google Workspace (formerly G Suite) provides excellent collaborative tools, but as an organisation grows, managing files using individual “My Drive” folders quickly becomes problematic. When an employee leaves, their files can be lost or permissions can become tangled. The solution to this is Google Workspace Shared Drives.
Shared Drives are special folders in Google Drive where files belong to the team instead of an individual. If a team member leaves, the files remain safely in the Shared Drive. In this guide, you will learn how to create, manage, and optimise Shared Drives for your organisation.
Understanding Shared Drives vs My Drive
The fundamental difference lies in ownership. In My Drive, the person who creates a file owns it. In a Shared Drive, the organisation owns the files. This structural difference means:
- Files are not deleted when a user account is removed.
- Permissions are inherited from the drive level, ensuring consistent access.
- Collaboration is significantly more secure and predictable.
How to Create a Shared Drive
Note: You must have a Google Workspace edition that supports Shared Drives (Business Standard, Business Plus, Enterprise, or Education), and your administrator must have granted you permission to create them.
- Open Google Drive in your web browser.
- In the left-hand navigation pane, click on Shared drives.
- Click the New button (or right-click in the empty space and select New shared drive).
- Enter a clear, descriptive name for the drive (e.g., “Marketing Assets 2024” or “HR Department”).
- Click Create.
Managing Members and Access Levels
Proper permission management is the most critical aspect of maintaining a secure Shared Drive. Google provides several access levels to prevent accidental deletions or unauthorised sharing.
- Right-click your newly created Shared Drive and select Manage members.
- Type the names, email addresses, or Google Groups you wish to add.
- Select the appropriate access level from the dropdown menu:
- Manager: Can manage members, upload, edit, move, and delete all files and folders. (Limit this to 1-2 people).
- Content Manager: Can add, edit, move, and delete files. This is the standard permission for team members.
- Contributor: Can add and edit files, but cannot delete or move them. (Best for preventing accidental file loss).
- Commenter: Can only view and comment on files.
- Viewer: Can only view files.
Best Practices for Shared Drive Structure
To prevent your Shared Drives from becoming a chaotic dumping ground for files, implement these structural best practices:
1. Base Drives on Function, Not Just Departments
Instead of having one massive “Marketing” drive, create specific drives for functions with different access requirements, such as “Marketing Public Assets” and “Marketing Confidential Strategy”.
2. Restrict Sharing Outside the Drive
To protect sensitive data, you can restrict files in a Shared Drive from being shared with external users or non-members.
- Right-click the Shared Drive and select Shared drive settings.
- You can disable sharing with people outside your organisation.
- You can also prevent non-members from being added to specific files within the drive.
3. Use Naming Conventions
Establish a strict naming convention for both folders and files. Using dates (e.g., YYYY-MM-DD_ProjectName) ensures files sort chronologically and remain easy to search.
Troubleshooting Common Shared Drive Issues
Cannot move a folder into a Shared Drive: Google Workspace restricts moving folders from My Drive into a Shared Drive to prevent permission conflicts. You must either move files individually, or have a Workspace Administrator use the migration tools in the Admin Console to move entire folders.
Missing the “New” button: If you cannot create a Shared Drive, your Workspace Administrator has disabled the ability for standard users to create them. You will need to request creation through your IT department.
By structuring your Google Workspace environment around Shared Drives rather than individual accounts, you ensure that your organisation’s data remains secure, accessible, and protected against employee turnover.