Anyone can create a Google Shared drive and then add members and set permissions. You can designate a Google Group as the membership for a Shared drive. Using Workgroup Integration, you can create a Google Group from existing Stanford Workgroups. Below you will find instructions for creating and managing Google Groups and
Shared drives. One of the advantages of Google Shared drives is that the group owns all of the documents in the Shared drives, so even if one member leaves, all of the documents remain. You can use Workgroup Integration to create a Google Group from current Workgroups. Once the permissions are granted to your Google Group, access to the Shared drives is automatically adjusted when you add or remove members from your Stanford Workgroup, allowing you
to manage access entirely from within Workgroup Manager. To do this, follow the instructions on the Google Groups for Workgroups page to create a Google Group that you will then use as the owner of the Shared drives. Google carefully documents how to create and manage Shared drives. Below are some links that you might find useful. Last modified July 5, 2020
How to Sync All Your Calendars with Google CalendarIf you work with multiple calendars, making sure they are in sync is crucial to avoid missed meetings and double bookings. In this guide, we will show you how to sync multiple calendars with Google Calendar, even if they are spread across multiple calendar applications. Many Google Workspace users prefer to sync all their agendas, including Microsoft and Apple calendars with Google Calendar. If your company is using Google Workspace apps, it’s worth considering the switch to Google Calendar. You are not restricted to calendars provided by Google or used by someone with a Google Calendar. Calendars from other apps can be added using iCalendar (also known as iCal or.ics), a long-standing format for storing calendar information. How to add a calendar using iCal URL iCal feeds (also known as ICS or iCalendar) are a calendar-based event exchange standard. Most cloud-based calendar applications will allow you to export events in this format, and the best part is that events stay in sync even if you continue to make changes using the original app. Calendar feeds are automatically updated by Google Calendar every few hours. Please note that deleting your calendar from the original app will also remove it from Google Calendar, so make sure you keep it active even after syncing it with Google Calendar. Normally you can obtain the iCal feed URL from within the settings or export/import section of any calendar app. Once you have the iCal URL, you can import it to Google Calendar. 1. To get started, open Google Calendar on the web and go to Settings (top right corner). 2. From the Add Calendar section, choose From URL. 3. Paste in the iCal URL and click Add Calendar. Your calendar will show up under “Other Calendars,” and events should be visible right away alongside your existing Google Calendar agenda. Remember that deleting the calendar from the original app, also removes it from Google Calendar. Remote work provides a lot of benefits and flexibility for today’s company. One of the best aspects of utilizing a virtual office space and distributed workforce is how easy it is to work together on documents, spreadsheets, and presentations using a shared online storage system. Enter Google Workspace and shared drives. Once you set up a shared workspace using Google Drive, your team will be ready to take on any collaboration project, whether they are in the office or at home. Today I'll tell you step-by-step how to create a shared Google Drive for your team members to improve collaboration and increase productivity. Let's get right into it! When you are ready to create a Google Shared Drive (sometimes called a Team Drive) for your team, the process is simple following the 4 steps below. Step 1: Create a New Shared DriveTo begin with your shared Google drive, you will need to be using Google Workspace.
Google shared drives offer five access levels (and we have an article all about shared drive permissions), but to quickly summarize, these levels are:
Step 2: Add Files to the Shared DriveNow that your team is set up, it’s time to add files so that you can get to work. Whether you have an existing document to upload or are creating a file from scratch, Google Shared Drives make it easy to collaborate and communicate.
Step 3: Maintaining Your FilesNow that your team is working efficiently in a Google shared drive, it’s important to keep the positive momentum by maintaining and managing your files effectively. Google Workspace has a lot of features that help maximize your team’s time and effort.
Step 4: Collaborate with Your TeamOrganized files and folders are only as useful as the team’s ability to use them, so learning how to share and collaborate (and about the challenges teams need to overcome) is key when it comes to maximizing productivity in a Google Workspace. This can be done through sharing files and folders, as well as emailing and updating the team directly in Google Workspace’s shared drive.
Managers have special access to change what people within their organization are able to do with and to files and folders. Next to the shared drive name, click on the Shared Drive Settings button. Within this menu, Managers are able to edit who can share files within and outside the shared drive, who can download or print a file, and who can copy a file. How are your team members going to get all of these updates? You can contact them individually or use Google Workspace’s group email function to keep communication flowing. Click on the down arrow next to the shared drive name and select Email Members. A blank email message will appear, which you can customize with your subject and message. Benefits of Using Google WorkspaceWhy sign up for Google Workspace rather than use a personal Google account or My Drive? Having a shared workspace will allow all users to access and maintain documents, even if the originator leaves the company, calls in sick, or is unreachable for any period of time. Documents stored in a shared Google Drive belong to the company rather than one individual. Google Workspaces also allow for more streamlined collaboration, with features such as file and folder search and team emails. Virtual collaborative work within shared drives does not require countless emails back and forth, trying to keep track of the latest edit to a particular document. By sharing a master document, the right team members can edit in real time and share without risking duplicate versions. In today’s workplace, communication and collaboration set successful companies apart. As you welcome new employees or respond to employee turnover, your files and folders remain accessible and secure in your shared drive. Relying on Google Workspace and shared drives will enable every employee to be efficient, effective, and a rockstar at work, empowered with tools for today's work environment. How do I create a shared drive for multiple users?Google Shared Drive: Create Shared Drive. Navigate to Google Drive.. In the left navigation, right click Shared Drives. ... . Click + New toward the upper-left of the screen.. Enter a title for your New Shared Drive using naming convention (ex. ... . Click CREATE.. Add additional members and set permissions:. Why can't I create a shared Google Drive?Important: Shared Drives are only available with the G Suite Enterprise, Business, or Education editions. If you don't see Shared Drives in Google Drive, it might not be available for your organization. For details, contact your G Suite administrator.
How do I create a shared folder?To share a file or folder in File Explorer, do one of the following: Right-click or press a file, select Give access to > Specific people. Select a file, select the Share tab at the top of File Explorer, and then in the Share with section select Specific people.
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