How to Use Google Drive Priority and Workspaces to Organize Files

Why Use Google Drive Workspaces?

If you use Google Drive extensively for work or personal projects, you likely have hundreds of folders and sub-folders. Constantly clicking through deep folder hierarchies to find current project files can significantly reduce your productivity.

Google Drive’s Priority view and Workspaces feature solve this problem. A Workspace acts as a private, virtual dashboard where you can gather files from entirely different folders into one single view. Crucially, adding a file to a Workspace does not move it from its original folder location; it simply creates a rapid-access shortcut for your current workflow.

Step 1: Access the Priority View

The Priority page is designed to highlight the files Google’s machine learning algorithms believe you need right now, but it is also home to Workspaces.

1. Open Google Drive in your web browser.
2. In the left-hand navigation menu, click on Priority. (If you do not see Priority, ensure your Google Workspace administrator has not disabled it, though it is enabled by default for most accounts).

Step 2: Create a New Workspace

Workspaces are highly flexible. You can create them for specific client projects, weekly reports, or temporary tasks.

1. On the Priority page, look for the Workspaces section near the bottom.
2. Click the Create Workspace button.
3. Type a clear, descriptive name for your workspace (e.g., “Q4 Marketing Report”).
4. Click Create.

Step 3: Add Files to Your Workspace

Once the Workspace is created, you need to populate it with relevant files. A single Workspace can hold up to 25 files.

1. Inside your newly created Workspace, click Add files.
2. A sidebar will appear on the right side of the screen. Google Drive will automatically suggest files you have recently edited or opened.
3. If the files you need are not suggested, use the search bar at the top of the sidebar or navigate through your Drive to manually locate them.
4. Click on the files you want to add. A checkmark will appear on selected items.
5. Click the Insert button at the bottom of the sidebar.

You can also add files to a Workspace directly from the main Google Drive interface. Simply right-click any file, select Add to workspace, and choose the relevant Workspace from the list.

Step 4: Manage and Hide Workspaces

Workspaces are designed for active projects. Once a project is completed, you should hide the Workspace to keep your Priority view uncluttered.

1. Navigate to the Priority tab.
2. Find the Workspace you no longer need.
3. Click the three vertical dots (More actions) in the top-right corner of the Workspace box.
4. Select Hide workspace.

Hiding a Workspace does not delete the files inside it, nor does it delete the Workspace entirely. If you ever need it again, you can scroll to the bottom of the Priority page, click Hidden workspaces, and restore it.