How to Add Users to Google Drive and Manage Shared Files

Adding users to Google Drive can be a bit tricky, but it's actually quite straightforward once you know the basics.

First, you need to have a Google Drive account and be logged in to access the settings.

You can add users to a shared folder by clicking on the "Get shareable link" button and copying the link to share with others.

To manage shared files, you can access the "Shared with me" folder in Google Drive, where you'll find all the files shared with you by others.

You can share files and folders in Google Drive by right-clicking on the item and selecting Share, or by opening the folder and selecting the drop-down menu next to the folder's name, then choosing Share > Share.

To share a single item with specific people, follow these steps: Open a file in Google Docs, Sheets, or Slides, click Share in the top right corner, type the email address of the person you want to share with, choose their level of access, and click Done.

You can also share files and folders with external users, but you'll need to consider what permissions you're giving them and what data they have access to. If the external user has a Google account, they'll get the same sharing email as any University of York user would get when something is shared with them.

If the external user doesn't have a Google account, you can use visitor sharing, which allows them to view, comment on, or edit the file after giving them a secure PIN code. Alternatively, you can set a link sharing to "Anyone with the link" and share the link with them.

Here are the different access levels you can assign to users when sharing files and folders in Google Drive:

You can also share files and folders with multiple people at once by selecting the items you want to share, right-clicking, and selecting Share. This will open a dialog box where you can add multiple email addresses and choose their level of access.

Managing Shared Documents is a breeze with Google Drive. You can share individual files or folders with specific people, or create a Shared Drive for your team to collaborate on files together.

To share a single item with specific people, simply open the file in Google Docs, Sheets, or Slides, click on the Share button in the top right corner, and type in the email addresses of the people you want to share with.

You can choose from three access levels: Viewer, Commenter, or Editor, depending on the level of access you want to grant. And, if you want to notify the recipients, you can tick the box next to Notify people.

To add external members to a Shared Drive, the user will need to have a Google account, and the Shared Drive must have "Allow people outside of University of York to access files" ticked.

Here are the access levels you can assign to members of a Shared Drive:

Each Shared Drive can contain up to 600 people when added individually, but the number can go up to 50,000 when 100 groups are added, each containing 500 people.

You can share Google Drive files with others, giving them different levels of access, such as Viewer, Commenter, or Editor. To do this, right-click on the file or folder and select Share > Share, then type in the recipient's email address and choose their access level.

There are two main ways to share files with external collaborators: Visitor Sharing and Link Sharing. Visitor Sharing allows you to share files with non-Google accounts, while Link Sharing gives anyone with the link access to the file.

To manage permissions, you can assign access levels to each member of a Shared drive, such as Manager, Content Manager, Contributor, Commenter, or Viewer. This allows you to control who can access and edit files within the Shared drive.

Here are the access levels you can assign to each member of a Shared drive:

Note that you can also share individual files or folders with non-members and external users, but this can be prohibited in the Shared drive settings.

To share a folder or collaborate on a document, right-click the item and go to Share > Share. This is the first step in collaborating with others on your Google Drive files.

You can then type the name or email of the person you want to share with, and define their access level: Viewer, Commenter, or Editor.

To notify the recipient(s) of the share, tick the Notify people box. Otherwise, select Share.

Here are the access levels you can assign to others:

Permissions Access is a crucial aspect of collaboration in Google Drive. You can allow an individual or a team to view, comment, and edit a file with ease.

With Shared Drives, multiple users can give different levels of permissions access to files and folders. This makes it easy for teams to collaborate on projects.

In My Drive, you decide how a specific person can access your personal files. You can choose to share files with others, but it's up to you to decide their level of access.

To share a folder or collaborate on a document, right-click the item and go to Share > Share. Then, type their name or email and define their access level: Viewer, Commenter, or Editor.

You can also share files by sending invitations or sharing multiple files and folders simultaneously. To do this, select the files or folders, right-click, and hover over Share. Then, add the collaborators' emails and select their level of access.

Each shared drive can contain up to 600 people when added individually. However, the number can go up to 50,000 when 100 groups are added, each containing 500 people.

Here are the different access levels you can assign to collaborators:

You can also revoke access from the Drive sharing dialogue whenever required.

In Google Drive, every file and folder in the My Drive section must have one owner. This owner can be a non-personal account, but not a Google Group.

The person who created the file or folder is initially the owner, and they have the power to decide who else has access to it. The owner can also restrict others with edit permission from changing sharing attributes.

If you own a file or folder, removing it will move it to your bin, giving you a chance to recover it later. If you're not the owner, removing it will simply make it disappear from your Drive view.

Ownership is a crucial aspect of collaboration, especially when someone leaves an organization. All resources owned by a suspended account will cease to be available, so it's essential to transfer ownership of shared documents to an appropriate individual.