How to Create a Shared Drive for Your Team

What is a Shared Drive?

A Shared Drive is a shared space where teams can store, search, and access files. Unlike regular Google Drive:

• Files belong to the team, not individuals
• Files remain even when team members leave
• Consistent access for all team members

Who Can Create Shared Drives?

Your Google Workspace administrator controls who can create Shared Drives. If you cannot create one, contact your IT administrator.

Creating a Shared Drive

Step 1: Open Google Drive

• Go to drive.google.com
• In the left sidebar, find Shared drives
• Click Shared drives

Step 2: Create New Shared Drive

• At the top, click New
• Or right-click in the empty space and select New shared drive
• Enter a name for your Shared Drive
• Click Create

Adding Members

Step 1: Open Member Settings

• Click on your Shared Drive
• At the top, click the Manage members icon (person with +)

Step 2: Add People

• Enter email addresses
• Choose their access level:

- Viewer: Can view files only - Commenter: Can view and comment - Contributor: Can add, edit, move files - Content manager: Can manage files and folders - Manager: Full control including membership

• Click Send

Organising Your Shared Drive

Create Folder Structure

Right-click in your Shared Drive to create folders:

• Projects
• Templates
• Archives
• Department folders

Set Folder Permissions (Content Managers and Managers)

You can restrict access to specific folders:

• Right-click the folder
• Select Share
• Adjust who can access that folder

Moving Files to Shared Drive

From My Drive

• Find the file in My Drive
• Right-click and select Move to
• Select your Shared Drive and destination folder
• Click Move

Note: Moving files from My Drive transfers ownership to the Shared Drive.

Uploading New Files

Simply drag and drop files into the Shared Drive, or use the New button to upload.

Best Practices

• Create a clear folder structure before adding files
• Use consistent naming conventions
• Regularly review membership
• Archive old files rather than deleting

Need Help?

Contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.