Suppose you have ever collaborated through Google drive in your personal or professional work. In that case, you may already know how easy this cloud storage platform makes the task of sharing and managing access to files and folders. Let us see, how to create a Google Drive account for a group?
All you need to do is invite the users to view or edit your documents through their email IDs, without even any cap on the maximum number of users. However, when you start adding many people, it might feel daunting to provide privileges to every individual team member manually.
That’s when Google workspace comes into play. You can look over to create a Google Drive account for a group and teams that make working on collaboration projects easier. Let’s dive in straight away and look at how to create a shared Google drive for your team.
What is a Shared Drive on Google Workspace?
Shared Drive is a part of Google Workspace where you can create a Google Drive account for a team. Instead of using an individual account and sharing each document with everyone, you can simply choose to go with the Shared Drive tool.
You can choose to add more team members or even remove members. Anything shared on this space remains as it is even after anyone decides to leave the group.
There are multiple benefits for all those who are switching over to Shared Drive to My Drive for a group. Well, to start with, on Shared Drive any team member can add files on the site and all the team members own the files.
Similarly, you can also sync all the files here if you use Google Drive for Desktop. Furthermore, if you have the Contributor access to the Shared Drive, you can restore the files from the trash.
How To Create A Google Drive Account For A Group (Shared Drive)
The process to create a Google Drive Account for groups. To proceed with the tutorial, you must have access to Google Workspace that requires a premium subscription. After signing up for Google Workspace, follow the steps given below.
1. Make a New Shared Drive
Access Google workspace through workspace.google.com and click on the shared drives icon on the left-hand menu. To create a new shared drive, click on the + button on the bottom right corner of your screen.
As you are the one to create this shared drive, you will have the role with the highest level of privileges, i.e., manager. This role allows you to add other members and manage the access permissions of existing members.
Add new members by clicking on the manage members option and specifying their email addresses. You can also select multiple emails at once to add members in bulk and provide them access to your shared drive.
The newly added members are provided with the role of content managers, and to change their access privileges, you can click on the arrow located next to your preferred members’ name and choose an appropriate permission level for them.
2. Create, Upload, or Import Files in Shared Drive
When you have created a shared drive for your team, you can add the necessary files and folders required to be shared with your group. You can either create a new file, upload or import existing ones.
While on the shared drive, click on the plus icon and choose from options like creating a new folder, uploading an existing folder, and creating new files. It also offers a drag-and-drop feature to upload files easily.
3. Manage Your Shared Files
Proper management and maintenance of files are necessary to keep a positive momentum for your team. The shared drive offered by Google workspace provides a lot of features to enhance your group’s efficiency.
You can star important documents or files by right-clicking on them and choosing the add to starred option. To search for specific files within a folder, right-click and select the “search within” option.
The members of your shared drive can also move files to their personal driver accounts using the drag and drop action. However, the ability to delete files and folders is only in the hands of managers.
4. Collaborate With Your Group
Google Workspace also offers several collaborative features that allow you to maximize the productivity of your group. In addition to the ability to share files and folders, you can also share updates with the team straight away through Google Workspace.
Navigate to the preferred file or folder and choose the share option located at the top right corner. If you want to share a file or folder with a specific team member, click on the plus icon within it and enter the email address of your group member.
Keep in mind that only managers can share both folders and files. Talking about the contributors, they only have permission to share files. On the other hand, to revoke the shared access, click on the plus icon and choose the remove option.
Why Should You Use Google Workspace?
With a shared Google Drive account on Google Workspace, your group members can maintain and access files and folders even if the original creator of the file is unreachable or leave the team.
Additionally, the collaborative features offered by Google workspace are more streamlined and offer unique features such as team emails and folders search as well. It also makes keeping track of edits easier.
As proper collaboration and communication remain the foundation of success for companies, using Google workspace will prove to be highly beneficial to your group. Therefore make sure you give it a try.
How to move files from My Drive to Shared Drive?
If you have a certain number of files you wish to share with your team member in the Shared Drive, you can easily transfer it with few steps. Whether the files are on your system, drive, or simply any other location, it hardly takes seconds to do so.
Moving on, simply having edit access to the files can allow you to share the files on the Shared Drive. It can be made possible if the administrator has allowed the options and the file owner is also a part of the group of the Shared Drive.
Create A Google Drive Account For A Group–Bottom Line
If you were looking to create a Google Drive account for a group, you would surely find Google Workspace helpful for you. It allows you to create a shared drive that various users can access at once.
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Here, we saw:
- How to create a Google Drive account for a group
- Set up a Google Drive account for a group
- How to create a Google account for a group
I am Carissa Gudinoa, a technology buff, and Office online and Apple expert with over 9 years of experience. I am passionate about helping others get the most out of their Apple devices. I have written extensively about Apple products and technologies. I am committed to providing my clients with the best possible service and am always up-to-date on the latest Apple products and features. I also write extensively on other software available for use at minimal cost or free. This includes Word Online, Outlook Online, Excel Online, and other Office online programs… Check out more.