Sharing files with others in Google Drive (MyDrive) can be very good for collaboration. However, if not done correctly, file sharing can result in confusion.
If you are sharing multiple files or folders with the same people or groups, Cave Consulting recommends you consider sharing a folder or folders for everyone to access the files rather than sharing individual files.
Here’s how:
Create a folder or use a pre-existing folder
Name the folder
Right-click the folder
Select “Share”
Enter the names of the people or groups you would like the folder to be shared with
Change the permissions next to the names as necessary (from editor, commenter, or viewer)
Select “Send”
Create any file or folder inside the shared folder and it will be automatically accessible to anyone you shared the shared folder with, no need to re-share anything. (You can also drag and drop pre-existing files or folders into the new shared folder to automatically share them.)
Once the folder has been shared, Cave Consulting recommends you have the people the folder is shared with make the folder accessible from their own MyDrive as shared files and folders are only accessible from “Shared with me” in Google Drive. This will not only enable them to organize the shared files and folders within their own file structure, but will also allow them to work on the files from Drive File Stream on their Windows or Mac Desktop.
Here’s how:
Go to your “Shared with me” tab
Right-click the file or folder you had shared with you
Select “Add Shortcut to Drive”
Navigate to where you would like the file/folder to appear
Select “Add Shortcut”
From there you can now move the file or folder to anywhere you want within your drive, the same way you would move a normal file or folder (ie. right-clicking and selecting “Move to” or dragging and dropping)
