Discover shared files and folders by looking for the shared (person) icon. Learn more about the features for sharing and those that are shared with you.
- [Instructor] Files and folders on your Google Drive are private. Only you can see them thanks to your password protected Google account. That is, unless you elect to share your stuff, or add files and folders shared by others. To see what's what, look for the shared person icon on a folder or next to a file. For example, here you see a shared folder. It has a person icon on the folder icon. Likewise, here is a shared file and you see the shared people icon right here. Some of these shared folders and files I share with others and some of them are shared by others with me.
When someone shares something with you, their name appears in the Owner column. Otherwise, when you share something, you see the word Me. You can choose the shared with me item to view all files and folders that others have shared with you. You see the name of the document, who shared it, the owner, and other information. For a group project, I recommend that you create a folder and share it. That way, any file or subfolder placed into the shared folder is automatically shared with everyone in the group.
Only one person has to create the group folder, such as the team leader, and for this exercise, you are the team leader. So, if the project folder isn't created, you can click the New button and choose New Folder to create a new folder. On my screen here, I'm going to use the Rainbow Gum folder as the project folder I'm going to share. This folder isn't shared right now, as you don't see a shared icon here, and it shows only me as the owner. To share a folder, you select it, and then you click the share icon.
Type the email addresses of the people in your group, those with whom you want to share the folder. Better is when you've created a contact group or label. Then you can just type in the label name, such as Red 30 Design, and instantly add all of those people. The default permissions are set for everyone to organize, add, and edit files in the folder. Because this is a group project, that's the option you want. The Can View Only option, it's more restrictive.
You can change settings later, even remove people from the sharing queue, or resetting permissions. Go ahead and type a message for all these people to receive when they get the sharing invite. Click the Send button. On the right side of the window, you see icons representing the people with whom you've shared the folder. This list also confirms that the folder is shared and you can point to a user's avatar to confirm their permissions. To add more people, click the Share button again, and type more email addresses.
Grant them permissions as you did before. To manage existing users, click the folder, and click the share button, then click Advanced. Here you see a detailed list of the users who have access to the folder. Click a pencil icon next to their name to review their editing capabilities, or to change them. To remove a user or to unshare the folder with them, click the X button to delete them. To unshare the folder with everyone and create a private folder again, just click the X button by all the users.
Click the Save Changes button to remove those people and then click Done, and the folder, once again, is private. I'm going to go ahead and reshare it with the group again. One thing you want to do is when you manage users, click Advanced, is to choose this item down here at the bottom of the share settings window, which prevents other users from sharing the link and granting access to even more people. A later movie in this course offers more details about how you manage shared documents and keeping that information within the group.
Now, with your colleagues all added and permissions are all set, you're ready to collaborate. At this point, any files that you add to this folder are instantly shared with everyone else and other people can add them as well. Everything is shared and everyone has full access. That's how you collaborate.
- Understanding G Suite and Google apps
- Exploring Google Drive
- Sharing files and folders
- Receiving a shared invite
- Sharing a document
- Managing shared documents
- Adding comments
- Creating a shared schedule
- Collaborating in real time
- Building a project site
- Presenting online