Google Team Drive Northside ISD Technology Training & Development 6632 Bandera Road, Building D San Antonio, Texas (210)

Transcription

1 Google Team Drive Northside ISD Technology Training & Development 6632 Bandera Road, Building D San Antonio, Texas (210)

2 Table of Contents Google Team Drive Creating a Team Drive...3 Opening a Team Drive...3 Managing a Team Drive...4 Change Member(s) Permissions...5 Remove Members...5 Managing Folders...6 Create a New Folder...6 Upload a Folder...6 From My Drive...6 From the Desktop...7 Managing Files...8 Add a New File...8 Upload a File...8 From Computer...8 From My Drive...8 Move a My Drive File...9 Share a File...10 From Drive...10 From File...11

3 Creating a Team Drive Google Team Drive is a shared space where campus staff, grade level teams, and departments can easily store, search, and access their files from any device that is connected to Wi-Fi. Team Drive files belong to the team rather than an individual which is different from My Drive and Shared with Me. If files are stored in Team Drive when a member leaves or retires, the files will stay exactly where they are in Team Drive so remaining members can continue to share files and get work completed. Each team drive that is created will appear like a folder but functions as in independent drive that will need to be managed. 1. From the Apps Grid, open Drive. 2. To the left of the screen, click Team Drives. 3. To the top left of the Google Drive Dashboard, click NEW. 4. In New Team Drive window, replace the phrase Untitled Team Drive with a preferred Team Drive Name. 5. Click CREATE. Opening a Team Drive 1. From the Apps Grid, open Drive. 2. To the left of the screen, click Team Drives. 3. From the available team drives double-click the preferred team drive. 3

4 Managing a Team Drive A Team Drive can be shared with colleagues and staff just as easy as a folder can be shared in My Drive. Members must be added to a Team Drive to be able to view, edit, and access files. 1. Open the preferred team drive. 2. To the top left of the screen under the Team Drive Name, click +Add members. An Add new members screen will display. 3. In the Add new members window, replace the add names or addresses with the name(s) of team member(s) that will need access to team drive. 4. Under the name(s) of the team members, click the drop-down arrow to select the preferred access for the team member(s). NOTE: By default all users will receive full access. Full Access: Can manage members & can upload/ edit/delete all files Edit access: Can edit all files and upload new files Comment access: Can comment on all files View access: can view all files 5. In the message section, enter a message to inform members on the details associated with the Team Drive. 6. Click SEND. 4

5 Change Member(s) Permissions Google Team Drive A member s permissions can be changed at any time. Members will not be informed when access is changed through team drive. 1. Open the preferred team drive. 2. Beside the Team Drive name, click the drop-down arrow. 3. Select Manage members. A Member access screen will display. 4. Next to a member s name, click the drop-down arrow to select a new permission. 5. To the bottom right of the Member access window, click DONE. Remove Members 1. Open the preferred team drive. 2. Beside the Team Drive name, click the drop-down arrow. 3. Select Manage members. A Member access screen will display. 4. Next to a member s name, click the drop-down arrow. 5. Select Remove member. 6. To the bottom right of the Member access window, Click DONE. 5

6 Managing Folders Folders created in Team Drive will be shared with each member of the Team Drive. Folders can not be shared with any users who are not a member of the Team Drive. Create a New Folder 1. From the Team Drive, click NEW. 2. Select Folder. A New folder window will display. NOTE: Users can also right-click, then select New Folder. 3. In the New folder window, replace the phrase Untitled folder with the preferred name. 4. Click CREATE. Upload a Folder From My Drive To complete the steps below, Google File Stream needs to be installed on the device. 1. From the Team Drive, click NEW. 2. Select Folder upload. 3. In the Browse For Folder window, click My Computer. 4. Select Google Drive File Stream (V:). 5. Click My Drive. 6. Locate and click the preferred folder. 7. Click OK. NOTE: Uploading the folder into Team Drive will allow members to view, edit, and make changes to the folder. New files and edits made in Team Drive will not display in the original folder will not display in My Drive. 6

7 From the Desktop To complete the steps below the folder must already be located on the user s desktop. 1. From the Team Drive, click NEW. 2. Select Folder upload. 3. In the Browse For Folder window, click Desktop. 4. Locate and click the desired folder. 5. Click OK. NOTE: Users can drag files from the desktop to the Team Drive window to upload file. 7

8 Managing Files Add a New File 1. From the Team Drive, click NEW. 2. Select the preferred G Suite application. NOTE: Files added to the Team Drive will be able to be seen by all members of the team drive. Upload a File From Computer 1. From the Team Drive, click NEW. 2. Select File upload. 3. Locate and click the desired file. 4. Click Open. NOTE: Users can drag files from the desktop to the Team Drive window to upload a file. From My Drive 1. From My Drive, locate the file. 2. Right-click the file, select Download. The file will load to the bottom of the screen. 3. To the left of the Google Drive dashboard, click Team Drive. 4. From the Team Drive, click NEW. Select File upload. 5. To the left of the window, click Downloads. 6. Locate and click the desired file. 7. Click Open. NOTE: Users can drag files from the bottom of the screen to the Team Drive window to upload. NOTE: Uploading the file into Team Drive will allow members to view, edit, and make changes to the folder. New edits made in Team Drive will not display in the original file will not display in My Drive. 8

9 Move a My Drive File Google Team Drive Unlike folders, files can be moved from My Drive to a Team Drive. Moving a file from My Drive directly to Team Drive will prevent a user from having to edit and maintain two separate documents. 1. From My Drive, locate the file. 2. Right-click the file, select Move to To the top left if the My Drive window, click the back arrow. 4. From the Drive window, click Team Drives. 5. In the Team Drive window, select the appropriate Team Drive. 6. In the Team Drive window, click the location where the file should be stored. 7. Click MOVE. 9

10 Share a File Google Team Drive Team Drive does allow owners and members of the Team Drive to share specific documents with other users who are not members of the drive. Unlike folders, individual files can be shared with colleagues that are not associated with the Team Drive. From Drive 1. From the Team Drive, right-click the file. 2. Click Share. A Share window will open. 3. In the Share window, replace the phrase Add names or address with the recipient s address(es). 4. Below the addresses, click Edit to edit manage rights as needed. Can edit: The user will be allowed to make edits, including deleting other collaborator s work. Can comment: The user will be allowed to leave comments or make suggested edits. The owner or other collaborators with edit rights can accept or reject suggestions. Can view: The user will be able to view the file, download the file, make their own copy, or even print the file. 5. In the message section, enter a message about file (if needed). 6. Click SEND. 10

11 From File 1. From the opened file to the top right of the application, click SHARE. 2. In the Share window, replace the phrase Add names or address with the recipient s address(es). 3. Below the addresses, click Edit to edit manage rights as needed. 4. In the message section, enter a message about file (if needed). 5. Click SEND. 11