Google Drive - Setting up and Managing a Google Team Drive

Add members & set permissions

To add members and set permissions you need full access permission

1. Click Send to send notifications

2. Click Add if you do not want to send notifications

3. In the left navigation, click a Team Drive

4. At the top, under the Team Drive name, click +Add Members

5. Add names, email addresses, or Google Groups

   1. (Optional) To change the permissions from Full Access, next to Full, click on the down arrow and choose a new permission

   2. (Optional) Enter a message

   3. (Optional) If you don't want to send notifications, select Skip sending notifications

6. Choose an option

Change member permissions

To change member permissions, you need full access permission

1. In the left navigation, click a Team Drive

2. At the top, next to the Team Drive name, click the Down arrow, Manage members

3. Next to a members name, click the Down arrow, and select a new permission

4. Click Done 

Remove members

To remove members, you need full access permission

1. In the left navigation, click a Team Drive

2. At the top, next to the Team Drive name, click the Down arrow, Manage members

3. Next to a member's name, click on the Down arrow, and select Remove member

4. Click Done

   

Create a new folder 

1. In the left navigation, click a Team Drive or existing folder

2. Click New > Folder

3. Enter a folder name

4. Click CREATE

Upload an existing folder from your computer

1. In the left navigation, click a Team Drive folder

2. On your computer, drag an existing folder into a Team Drive. Or, click New > Folder upload. Navigate to the folder and open it

   

Add and open files

To add files to a Team Drive, you need at least edit access permission. Any files you add are owned by the team. If you leave the Team Drive, your files remain.

1. To create a file, select the file type you want to create, such as Google Docs

2. To upload a file, select File upload. Navigate to the file and open it.

3. In the left navigation, click a Team Drive folder

4. Drag an existing file to upload it from your computer. Or, click New and choose an option: 

5. Double-click a file to open it

   

Star Important Files

1. To flag important files or folders to find them quickly. Just right-click a file or folder and select Add Star

2. To see all your starred files and folders, in the left sidebar, click Starred

Move Files

1. To move files between Team Drives, you must have full access to the original team drive and at least edit access to the to the destination team drive

2. If someone else owns the file, you need to ask them to move it

3. You can move any file you own into a Team Drive, whether it is from another Drive location, or from your computer, or mobile device

4. To move files between Team Drives or from My Drive into a Team Drive drag the files into the destination Team Drive folder

   

Delete files

You must have full access permission to delete a file

1. Click the file you want to delete and at the top right, click the trash icon

2. This deletes the file for everyone

3. If a file is accidentally deleted, you can restore it

Restore files

You must have edit access permission or higher to restore a file

1. In the left navigation, click a Team Drive

2. At top, next to the Team Drive name, click the Down arrow > View Trash

3. Click a file and click Restore

   

Share files with individuals or groups

If you set permissions to View or comment, you can prevent people from downloading, printing, and copying shared files

1. Click a file to share

2. Click the share icon

3. Add names, email addresses, or Google Groups

   1. (Optional) To change the permissions from edit, click the down arrow and choose another permission

   2. (Optional) Add a message

4. Click Send

   

Email a link

1. Click a file to share

2. Click the share icon

3. Click Who has Access

4. Next to Link sharing off, click the down arrow

5. Next to the URL, click Copy. The link is now on your clipboard

6. Click Done

7. Paste the link into an email

   

Share a link

1. Click a file to share

2. Click the share icon

3. Click Who has access

4. Next to Link Sharing off, click the down arrow

5. Turn Link Sharing on

6. Click the down arrow, and choose a permission

7. (Optional) To allow sharing outside your organization, click Allow external access

8. (Optional) to make the document searchable in Drive, click Findable in search results

9. Click Done 

   

Unshare files within your organization

1. Click a file to unshare

2. Click the share icon

3. Click Who has access

4. Turn Link Sharing off

5. Click Done

   

Unshare files with individuals

If the file you unshare is still shared with an organization or group that includes the person , they can still access the file 

1. Click on a file to unshare

2. Click the share icon

3. Click Who has access

4. Nest to the person, click the down arrow, than select Remove