Explaining Google Shared Drive Permissions: A Guide for Admins and End Users.

Google Drive

Google Shared Drives, a feature of Google Drive, takes collaboration to a whole new level by allowing multiple users to access, edit, and manage a central repository of files. However, with great collaboration comes great responsibility, aka “effective permission management.”

This guide will delve into the intricacies of Google Shared Drive permissions, empowering both admins and end-users to navigate this crucial aspect of collaborative file management.

Understanding Permission Levels: A Guide for End-Users

Google Shared Drives offer five distinct permission levels, each granting different access privileges to users. These levels are:

Manager: Managers are like the bosses of the shared drive, possessing the highest level of control. They can create, delete, and modify files, add and remove members, and change member permissions. They essentially have full administrative control over the shared drive.

Content Manager: Content Managers are the default permission level for new members, and they’re like the content curators of the shared drive. They can add and edit files, including moving them within the shared drive, but they can’t move files to the trash.

Contributor: Contributors are the primary content creators and editors within the shared drive. They’re like the creative minds behind the files, but they can’t move them to the trash or within the shared drive.

Viewer: Viewers are like the spectators of the shared drive. They can only open and view files, but they can’t make any changes.

Commenter: Commenters are like the note-takers of the shared drive. They can view and comment on files, but they can’t make any changes to the file content itself.

Sharing Files and Folders: A Guide for End-Users

Google Shared Drives allow for granular sharing permissions, enabling you to control who can access specific files and folders. You can share files and folders with individual users, groups, or the whole organization. Additionally, you can share files publicly, allowing anyone with the link to access the file, even if they’re not part of the shared drive.

To share a file or folder, follow these steps:

  1. pen Google Drive and navigate to the shared drive containing the file or folder you want to share.
  2. Right-click on the file or folder and select “Share” from the context menu.’
  3. In the sharing window, enter the email addresses or group names of the individuals or groups you want to share with.
  4. Adjust the permission level for each recipient by clicking on the drop-down menu next to their name or group and selecting the appropriate level.
  5. Click the “Send” button to share the file or folder.

Click the “Send” button to share the file or folder.

As your team evolves and roles change, you may need to modify user permissions. You can do this individually or by department. To modify permissions for an individual user, follow these steps:

  1. Sign in to the Google Admin console using your administrator account.
  2. Navigate to Apps > Google Workspace > Drive and Docs > Manage shared drives.
  3. Select the shared drive you want to manage and click on the “Manage members” button.
  4. Locate the user whose permissions you want to modify and click on the drop-down menu next to their name.
  5. Choose the appropriate permission level from the drop-down menu.
  6. Click the “Save” button to apply the changes.

Click the “Send” button to share the file or folder.

Google Shared Drives offer various sharing settings that provide further control over how files and folders are shared. These settings include

  • Allow users to share files outside of the shared drive: This setting determines whether users can share files from the shared drive with individuals outside of the organization.
  • Notify the file owner when someone shares their file: Enabling this setting ensures that file owners are notified when their files are shared with others.

Allow users to make files publicly accessible to non-Google users: This setting controls whether users can make files publicly accessible to anyone with the link, even if they are not Google users.

You can manage these sharing settings individually for users, groups, or the entire organization through the Workspace Admin Console. To manage sharing settings for a user or group, follow these steps:

  1. Sign in to the Google Admin console using your administrator account.
  2. Navigate to Apps > Google Workspace > Drive and Docs > Manage shared drives