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Team Drive is not a replacement for a user’s My Drive, but another system for group data management.

Team Drives are shared spaces where teams can store their files and guarantee that every member has the most up-to-date information, no matter the time or place.

In short, Team Drive is a file-sharing platform centered around team objectives.  Team Drives can be shared to Groups or Users with varying levels of access to give the highest level of visibility and security to shared resources.  It alleviates the need for files to be owned by a particular user, therefore eliminating the risk of deleting user accounts and losing the data.  What this means for schools is that no longer will one person own data within drive that could possibly be wiped if the user was to ever leave. Instead, the team structure owns the data and will exist for as long as the team exists regardless of users coming and going.

 

Below is a breakdown of how Team Drive compares to My Drive:

 

My Drive vs. Team Drive

 


Team Drives

My Drive

What types of files can be added?All file types*All file types
Who owns files and folders?The OrganizationThe individual who created the file or folder
Can I move files and folders?Administrators or Team Drive Organizers can move foldersYes
Can I sync files to my computer?No. DriveFileStream will allow users to sync Team DrivesYes
SharingAll team members see the same file set.Different users might see different files in a folder, depending on their access to individual files.
How long do files I delete stay in Trash?•Each Team Drive has its own trash.
•Files and folders in the Trash are deleted forever after 30 days.
•Members can delete specific files sooner.
Files or folders in the Trash remain there until the user chooses “Delete Forever.”
Can I restore files?Yes, if you have Edit access or full access.Yes, if you are the owner.

What can you do with Team Drives?

Google Team Drives are shared spaces where teams can easily store, search, and access their files anywhere, from any device.

Unlike files in My Drive, files in Team Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done.

Set up a Team Drive

Create a Team Drive

  1. Open Drive.
  2. In the left navigation, click Team Drives.
  3. At top, click New.
  4. Enter a name.
  5. Click Create.

Note: If you can’t create a Team Drive, your admin might have turned off this feature. Contact your admin for help.
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Add members and set permissions


When you add new members, they’re given full access to upload, edit, and delete files, and to invite other members. You can, however, change member permissions.
 

Full access

Edit access

Comment access

View access

Can view files and folders

Add members and set permissions:

To add members and set permissions, you need full access permission.

  1. In the left navigation, click a Team Drive.
  2. At the top, under the Team Drive name, click +Add Members.
  3. Add names, email addresses, or Google Groups.
  4. (Optional) To change the permission from Full access, next to Full, click the Down arrow arrow_drop_down and choose a new permission.
  5. (Optional) Enter a message.
  6. (Optional) If you don’t want to send notifications, select Skip sending notifications.
  7. Choose an option:

    • Click Send to send notifications.
    • Click Add if you don't want to send notifications.


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Change member permissions

To change member permissions, you need full access permission.

  1. In the left navigation, click a Team Drive.
  2. At the top, next to the Team Drive name, click the Down arrow arrow_drop_down > Manage members.
  3. Next to a member’s name, click the Down arrow arrow_drop_down and select a new permission.
  4. Click Done.


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Remove members

To remove members, you need full access permission.

  1. In the left navigation, click a Team Drive.
  2. At the top, next to the Team Drive name, click the Down arrow arrow_drop_down > Manage members.
  3. Next to a member’s name, click the Down arrow arrow_drop_down and select Remove member.
  4. Click Done.

Note: If you remove someone from a Team Drive, they might still have access to files shared in other ways, such as files shared with a link to your organization, or through group sharing.
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Add files and folders


Create folders

    1. Create a new folder:


1. In the left navigation, click a Team Drive or existing folder.

2. Click New > Folder.

3. Enter a folder name.

4. Click Create.

Note: To move folders, contact your admin.

    1. Upload an existing folder from your computer:

1. In the left navigation, click a Team Drive folder.

2. On your computer, drag an existing folder into a Team Drive. Or, click New > Folder upload. Navigate to the folder and open it.


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Add and open files

To add files to a Team Drive, you need at least edit access permission. Any files you add are owned by the team. If you leave the Team Drive, your files remain.

  1. In the left navigation, click a Team Drive folder.
  2. Drag an existing file to upload it from your computer. Or, click New and choose an option:

    • To create a file, select the file type you want to create, such as Google Docs.
    • To upload a file, select File upload. Navigate to the file and open it.
  3. Double-click a file to open it.


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Organize files

After you’ve added files, you can star important files, move files, and delete files.


Star important files

Flag important files or folders to find them quickly later. Just right-click a file or folder and select Add star.

To see all your starred files and folders, in the left sidebar, click Starred.
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Move files


You can move any file you own into a Team Drive, whether it’s from another Drive location, or from your computer or mobile device.

To move files between Team Drives or from My Drive into a Team Drive, drag the files into the destination Team Drive folder.

Notes:

  • To move files between Team Drives, you must have full access to the original Team Drive and at least edit access to the destination Team Drive.
  • If someone else owns the file, you need to ask them to move it.
  • To move folders, contact your admin.


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Delete or restore files

Delete a file:

You must have full access permission to delete a file.

Click the file you want to delete and at the top right, click Trash delete.

This deletes the file for everyone.

If someone accidentally deletes a file, you can restore it.

Restore a file:

You must have edit access permission or higher to restore a file.

  1. In the left navigation, click a Team Drive.
  2. At top, next to the Team Drive name, click the Down arrow arrow_drop_down > View trash.
  3. Click a file and click Restore history.


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Search for files

Find a file in a specific Team Drive:

  1. In Search, click the Down arrow arrow_drop_down.
  2. Next to Location, click Anywhere.
  3. Double-click Team Drives and select a particular team drive.
  4. Click Select.
  5. (Optional) Enter additional search options, such as the file type or date the file was modified.
  6. Click Search.

Search a folder in Team Drives:

You can only search folders that are in My Drive or Team Drives.

  1. In the search box, click the Down arrow arrow_drop_down and in the Advanced search window, go to the Location field.
  2. (Optional) To search for a specific word or phrase related to the file or folder, enter the word or phrase in the search box.
  3. Next to Location, click Anywhere and select Team Drives.
  4. When you find the folder you want to search, click Select.
  5. Click SEARCH to open the folder and search for your file.


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Share and collaborate

Any files you put in Team Drives are automatically shared with members of the Team Drive. However, you can also share Team Drive files with people in your organization who aren’t members of the Team Drive.

Share files

Just like in Drive, there are different ways to share files with people in your organization who aren’t in your Team Drive. To share files, you need at least edit access to the files.

Note: Your ability to share files outside the company may be limited by your organization. Ask your admin for more information.

Share files with individuals or groups:

  1. Click a file to share.
  2. Click Share person_add.
  3. Add names, email addresses, or Google Groups.
  4. (Optional) To change the permission from edit, click the Down arrow arrow_drop_down and choose another permission.
  5. (Optional) Add a message.
  6. Click Send.

If you set permissions to view or comment, you can prevent people from downloading, printing, and copying shared files.
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Email a link:

  1. Click a file to share.
  2. Click Share person_add.
  3. Click Who has access.
  4. Next to Link sharing off, click the Down arrow expand_more.
  5. Next to the URL, click Copy. The link is now on your clipboard.
  6. Click Done.
  7. Paste the link into an email.


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Share a link:

  1. Click a file to share.
  2. Click Share person_add.
  3. Click Who has access.
  4. Next to Link sharing off, click the Down arrow expand_more.
  5. Turn Link Sharing on.
  6. Click the Down arrow arrow_drop_down and choose a permission.
  7. (Optional) To allow sharing outside your organization, click Allow external access.
  8. (Optional) To make the document searchable in Drive, click Findable in search results.
  9. Click Done.

Anyone who gets the link can access the file.

Note: You might not see certain options if your admin has turned them off.
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Unshare files


Unshare files with your organization:

  1. Click a file to unshare.
  2. Click Share person_add.
  3. Click Who has access.
  4. Turn Link Sharing off.
  5. Click Done.


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Unshare files with individuals:

  1. Click a file to unshare.
  2. Click Share person_add.
  3. Click Who has access.
  4. Next to the person, click the Down arrow arrow_drop_down > Remove.

Note: If the file you unshared is still shared with an organization or group that includes the person, they can still access the file.
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