Of course, if you want to restrict access even further, you can add members as Commenters (which lets people only view and comment on files) or Viewers (which provides view-only access).
The Contributor role allows people to add and edit files, but does not allow them to move or delete files. I recommend that most members of a Shared Drive be configured as Contributors ( Figure B). Shared drive Managers: Make most members Contributors Files on a Shared drive are available to all people with access to the shared drive. In contrast, a file that you create on a Shared drive is owned by the Shared drive and is automatically available to every other person who is a member of that Shared drive.įigure A Google Workspace works well when people use a Shared drive for files. For example, a file you create on My Drive, then share with others, continues to be owned by you. Files on a shared drive are “owned” by the shared drive, rather than by whoever created the file. Team files should be on a Shared driveįor group work, a file on a shared drive is better than a file shared with other people from My Drive ( Figure A). SEE: Google Sheets: Tips and tricks (free PDF) (TechRepublic) 1. In hopes of encouraging more people to use Shared drives, here are the five Shared drive tips that people at organizations that use Google Workspace should know. In my work with organizations that use Google Workspace, though, I find that few use Shared drives as much as I would like. Shared drives are a great way for a group of people to work with files and folders, without the need to share access to each individual item. ( Note: Business Starter lacks Shared Drives). Nearly all editions of Google Workspace Business, Education, and Enterprise editions give you and your team access to Shared drives. TechRepublic Premium editorial calendar: IT policies, checklists, toolkits, and research for download Top TechRepublic Academy training courses and software offerings of 2022 Image: Andy Wolber/TechRepublic What's hot at TechRepublic Shared drives give teams of people who use Google Workspace access to a common set of files and eliminates the need to check the Share settings for individual files. 5 tips to help your team make the most of Google Drive Shared drives
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