Notification

Bring your best ideas to life with Gemini for Google Workspace. Get tips & real-life use cases for using gen AI at work.

Get started with shared drives

Add files and folders to a shared drive

On this page


               

Want advanced Google Workspace features for your business?

Try Google Workspace today!

 

 

Create folders in a shared drive

Create or upload a folder

  1. On your computer, go to drive.google.com.
  2. At the left, click Shared drives and double-click one of your shared drives.
  3. At the top left, click New.
  4. Click the type of file or folder you want to create or upload from your computer.
Note: Any subfolders you create must have the same permission as the top-level folder.

Upload a folder from your computer.

 Add files to a shared drive

Requires at least Contributor access

  1. On your computer, go to drive.google.com.
  2. At the left, click Shared drives and double-click one of your shared drives.
  3. At the top left, click New.
  4. Click the type of file or folder you want to create or upload from your computer. 

Any files you add are owned by the team. If you leave the shared drive, your files remain. 

Note: To store and access files on your desktop, use Google Drive for desktop. See Install Drive for desktop.

Add shared files.

Move files in a shared drive

Move files and folders from My Drive to a shared drive

If you have ContributorContent manager, or Manager access to a shared drive, you can move files you own or have edit access to into shared drives. When you move a file you created into a shared drive, the shared drive becomes the owner of the file. You're still listed as the creator of the file in the item details.

To move a file or folder, drag it from My Drive to the shared drive. For details, see Move files & folders into shared drives.

Moving files to a shared drive can impact file access.

  • You might not be able to move files owned by other people. If you want to move a file owned by someone else, ask the owner to move it. You can also contact your administrator for assistance.
  • When you share files with someone outside of a shared drive, they can find the files under "Shared with me." Learn more about Shared with me.

Move files between shared drives

You can drag files and folders from one shared drive to another if you have the required access to the source and destination shared drives.

To move files from one shared drive to another you need Manager access to the source shared drive and Contributor, Content manager, or Manager access to the destination shared drive.

To move folders from one shared drive to another you must have Manager access to both shared drives.

Move files between shared drives.

Move files or folders from a shared drive to My Drive

You can drag files and folders from a shared drive to My Drive if you have the required access to the source shared drive and destination folder.

To move files or folders out of a shared drive, you need Manager access to the shared drive. To move files or folders into a folder in My Drive, you need Editor access to the parent folder.

Moving files out of a shared drive can impact file access. See How does file access work in shared drives?

Note: If the shared drive settings don't allow viewers and commenters to download, print, and copy files, this setting stays on the files and folders when you move them out. In My Drive, you can change this setting for files, but not for folders.

 Share files and folders in a shared drive

Requires at least Contributor access to share files; Manager access to share folders

Files in a shared drive are automatically shared with members of the shared drive. If sharing isn’t restricted, members of the shared drive can share a file or folder with people who aren’t members. 

If you're sharing a folder or a link, learn about permissions on files and folders:

The process to share a file or folder from a shared drive works the same as sharing from Drive.

Share files.

Learn more at the Drive Help Center

Restrict file sharing in a shared drive

Requires Manager access

You can restrict sharing on all files and folders in a shared drive. You can prevent sharing with people outside of your organization, prevent sharing with non-members in your organization, or disallow people with Commenter and Viewer access from downloading, copying, or printing files in a shared drive.

  1. On your computer, go to drive.google.com.
  2. At the left, click Shared drives and double click the shared drive you want to change.
  3. At the top, click your shared drive’s name and then Shared drive settings.
  4. Update the settings you want to change.
  5. Click Done.

Protect all files in a shared drive.

Delete files in a shared drive

Move a file to trash

Requires at least Content manager access

After a file has been in the trash for 30 days, it will be deleted forever. Managers of the shared drive can delete files in the trash at any time.

  1. On your computer, go to drive.google.com.
  2. Click Shared drives.
  3. Click the file you want to delete.
  4. At the top, click Delete for everyone Delete .
  5. Click Delete for everyone
To immediately free up storage space, if you have Manager access you can permanently delete the file.

Restore a file to a shared drive (up to 30 days)

Requires at least Contributor access

  1. On your computer, go to drive.google.com.
  2. Click Trash.
  3. At the top, next to "Deleted from," click the Down arrow Down arrow.
  4. Choose the trash you want to restore from.
  5. Click the file you want to restore. 
  6. Click Restore Restore from trash.

Delete shared files.

Permanently delete a file from a shared drive’s trash

Requires Manager access

  1. On your computer, go to drive.google.com.
  2. Click Trash.
  3. At the top, next to "Deleted from," click the Down arrow .
  4. Choose the shared drive for the trash you want to permanently delete a file from.
  5. Click the file you want to permanently delete.
  6. Click Delete forever .

Find files in a shared drive

Manage and search for files with Shared Drives

Search in a shared drive

  1. Right-click a shared drive and click Search within shared drive name.
  2. In the Search box, enter your search term and press Enter.

Search and find shared files.

Tip: You can prioritize or star files that you access frequently. See Tips to access your files quickly.


Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

Was this helpful?

How can we improve it?
true
Print, save, or customize Learning Center guides

Learn how to print Learning Center guides, save them as PDFs, or customize them for your organization.

Search
Clear search
Close search
Google apps
Main menu
9225939529055022945
true
Search Help Center
true
true
true