Instructions for using Shared Drives on Google Drive

Besides My Drive, Google Workspace There is also a shared storage space on the Cloud for groups and departments in the company called Google Shared Drives, learn about this special feature of Google Workspace. The model can be roughly understood as follows: You will need to create multiple folders, each for a different employee/function, and assign access rights to each of those folders in accordance with your company's functions. . To use this function, you must register at least the package Google Workspace Business Standard. You do not need to sign up for the Standard plan for all employees in the company. You can only register 01 Standard user with a capacity of 2TB and share it with everyone using gmail (including individual users @gmail.com). 

This article also addresses How to synchronize company data online, put all company data on the cloud, create an online Fileserver for the company, backup company data online, share company data online in the cloud

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google drive general content

Overview of Shared Drives – Google Workspace shared storage

Shared memory (Shared Drives) with the old name of Team Drives – Is one shared storage space For project teams, departments in the company can easily store, search and access group document files with flexibility and ease from anywhere and on any device.

Shared storage is a shared space where teams can easily store, search, and access their files anywhere, from any device.

Unlike files in My Drive, files in shared storage belong to a group instead of an individual. Even when members leave, files stay exactly where they are so your team can continue to share information and get work done.

Unlike data stored in My Drive that belongs to a certain individual, data in Shared Drives belong to a common group. Thus, even if the Team members quit, these data remain intact, thereby helping the Team to continue to access data, share common information, and at the same time support new employees in receiving and handing over jobs of retired personnel thereby better adapting to other tasks. of the company.

  • Capacity: There is no limit for Shared Drivers, but the space will be charged to the user who uploads the file.
  • Share: inside and outside the company
  • Authorization: view, add, delete, edit files, add external users. External users can also assign permissions to add, delete and edit files like in the system.

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Shared Drives supported in Business Standard, Business Plus to Enterprise editions (Enterprise Essentials, Enterprise Standard, Enterprise Plus) and education edition – G Suite for Education.

For personal Gmail accounts and Google Workspace users, the Business Starter edition will not be able to use this shared storage.

How to set up Google Workspace shared storage

To be able to use it fluently and collaborate effectively, team members need to understand the features and usage of shared storage in an enterprise environment.

Create a new Shared Drives

To create a new shared storage, follow the steps below:

  • Open Google Drive
  • On the left, click Shared Drives 
  • At the top, click the . icon new
  • Enter a name and click Create

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Add members to shared storage

Add members to Shared Drives with just a few simple steps:

  • On your computer, go to drive.google.com
  • On the left, click Shared Drives and double-click one of the shared storage your
  • At the top, click Add members 
    • Add a name, email address or group address in the company. You can also add employees' personal gmails, they still have the right to manipulate the folder specified by the admin
  • By default, the new member is a Content Manager. They can upload, edit, move or delete all files
  • Can change permissions for new members
  • Click Send

shared driver google

Add File or Folder to Shared Storage

  • Go to drive.google.com
  • Left click on Shared Drives, then select one of your shared storage
  • Click new
  • Drag an existing File (that you own) from your computer or from My Drive Shared Drives . Or, at the top of Drive, click new and choose an option:
    • To create a File, select the type of File you want to create, such as a Google Doc file
    • To upload a File, click File upload. Navigate to File and open it
  • Double click File to open and edit

Let's not forget to share

Change access rights for members

Change each member's access rights to suit their mission in the group:

  • On the left, click Shared Drives
  • At the top, next to the shared storage name, click the Down arrow Manager
  • Next to the member's name select a new access level or Remove members
  • Click Done

Screenshot 3

Different access rights in Shared Storage

license in shared driver

Hide or show shared storage in Google Drive

  • Go to Google Drive.
  • Click on Shared Drives 
    • To hide right click Folder and click Hide Shared Drives
    • To show right click Folder and click Unhide Shared Drives

peace of mind

Deleting a user from a shared drive will the document be lost?

As soon as you delete the employee, delete the google workspace user, the file they uploaded to google shared still exists, and the admin needs to assign the owner to someone else. For example, immediately assign admin as the owner. If you don't designate someone else as the owner, you won't be able to access the file anymore. Therefore, it is best to transfer ownership of the shared document before deleting the user.

Compare shared storage with My Drive

Google driveShared drive memory
Who can add files?My Drive Owner.Any member has access Contributor above.
Who owns the files and folders?The individual created the file or folder.Group.
Can I move files and folders?Yes, you can move files and folders in My Drive.
  • If you have access Contributor or later, you can move files from My Drive to shared storage.
  • If you have access Content Manager or higher, you can move files and folders in shared storage.
  • If you have access Manager , you can move files out of shared storage or between shared storage.
  • If you want to move folders from My Drive to shared storage, contact administrators your .
Can I sync files with my computer?Yes, use Google Drive for desktop.

For details, see What you can do with Drive for desktop .

Yes, use Google Drive for desktop.
How does sharing work?People may see different files in a folder, depending on their access to the individual files.All members of shared storage can view all files.
How long will the files I delete stay in the Trash?Files and folders in the Recycle Bin are permanently deleted after 30 days. You can also delete files in the Recycle Bin by selecting Permanently deleted .Each shared storage has its own Recycle Bin.

  • Members have access Content Manager or later can move files to the Trash.
  • Files and folders in the Recycle Bin are permanently deleted after 30 days.
  • Members have access Manager files can be permanently deleted 30 days in advance.
Can I recover files?Yes, if you are the owner of the file.Yes, if you have at least access Contributors .

Limit shared storage in Google Drive

The number of items, members and daily uploads you can have in shared storage is limited.

Files and folders in shared storage

Item limit

A shared storage can hold up to 400,000 items, including files, folders, and shortcuts. Note: This limit is based on item count, not memory usage. We recommend keeping shared memories under strict limits. Shared storage with too many files can be difficult to sort and search, or members miss a lot of content.

If you're a Google Workspace admin, you can see how close the shared storage is to the item limit in your Admin Console. Search for “Manage shared storage” and review the column Limit items.

Folder nesting and migration

A folder in shared storage can have up to 20 levels of nested folders. We recommend that you avoid creating multiple folders in a shared storage. Members may have difficulty organizing and finding content. Instead, organize your content into multiple shared storage.

When using Drive for desktop, you can't move folders from My Drive to shared storage.

Shared storage upload

Individual users can only upload 750 GB per day between My Drive and all shared storage. Users who reach the 750 GB limit or upload files larger than 750 GB cannot upload additional files that day. The upload will complete. The maximum individual file size that you can upload or sync is 5 TB.

Some types of virtual files, such as files that link to files in other external storage systems, cannot be added to shared storage.

Membership limit

MembershipLimit per shared memory
Groups100
Total number of members (groups and individual accounts added as members)600
Total number of individuals (individual accounts and group members)50.000

Within the limit of 600 members, up to 100 members can be groups. For example, if you add 100 groups and 100 individuals as members to shared storage, you cannot add another group as a member because that would exceed the 100 group limit for shared storage membership. However, you can still add an individual. The new individual brings the total number of members to 201, lower than the limit of 600 members.

If someone is a member of more than one group that is a member of shared memory, they are counted as only one individual out of a total of 50,000 individuals.

File sharing limit

A file in shared storage can be shared directly with up to 100 groups.

Shared storage listed in Drive

Drive lists up to 1,000 shared storage in the left navigation. You can still access other shared storage by direct URL or search for specific files and folders in the shared storage.

Note: Shared storage is automatically hidden from group members when they reach a certain number of members. This is to avoid spamming large groups of content on shared storage. This happens in two ways:

  • If shared storage is directly shared with a group with more than 1000 people in it . For example, if shared storage is shared with a group of 1200 users, for 200 of them, the shared storage will be hidden by default.
  • If a shared memory is shared Indirect with more than 2500 people . For example, if shared storage is shared with 6 buckets containing 500 people each, the behavior is that the first 2500 people are added (from the first 5 groups of 500 people), the shared memory is seen, but then shared storage will be hidden for the last group of 500 people because they have been added over the 2500 limit.

Through the above sharing, businesses and project teams can partly know the features and settings as well as how to install Shared Drives from the Google Workspace ecosystem. This is a feature that supports collaborative work for groups and departments in the company.

Share Google Drive space with others

Many readers wonder if they can share their Google drive space with others? For example, they have 15Gb of space in one personal account, and the other account is full and you want to share your space with other users. In case of sharing capacity to pool is not possible. However, you can share the shared drive folder as shown in this article, if you are using the standard workspace version or later.

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