To create a Shared Drive, follow these steps:
- Navigate to your bDrive.
- Click on Shared Drives.
- Click + New.
- You will be prompted to enter a name for your Shared Drive. Use a name that clearly represents the Department/unit/team or project using the Shared drive.
- Click create.
Be sure you understand Membership and permissions/roles of a Shared drive.
- All members of a Shared drive have access to all content in the Shared drive.
- Unlike in My Drive, there is no way to exclude a member from any single file or folder inside of a Shared drive.
- Consider the five levels of permissions and roles for each member of the Shared drive carefully as these permissions extend to everything in the Shared drive.
- If you need someone to have access to only a subset of the content in a Shared drive, do not add them as a member. Instead control their access to a folder or file by sharing items directly as you normally would in My Drive.
- A Shared drive is additive only in its permissions, you cannot subtract.
- Note that an easy way to manage your Shared drive membership might be to create a bConnected List, which is a Berkeley Google Group and add that group to the Shared drive with the correct level of access. Then as you need to change the members of your department/unit/team, simply do so in the bConnected List. Learn more about creating a bConnected List.
Once you have your membership list determined, you can begin inviting members to the Shared Drive following these easy steps:
- Once you have created your Shared Drive, you can double-click on it to open it up.
- You can find Manage members from the drop-down or use the link to the right that says Manage members.
- Start typing the name of the individual or Google Group you would like to add.
- Determine the appropriate permission for the member from the drop-down.
- Add a message if you would like to notify them of their new membership.
- Click Send.
- The person you invited will now see the Shared Drive when they click on Shared Drives from their Google Drive.
Note: If you need to move a lot of content into your Shared Drive, see Moving Content into a Shared Drive.