Create a shared drive - Google Workspace Learning Center (2024)

Get started with shared drives

Next: Add files and folders to a shared drive

Create a shared drive - Google Workspace Learning Center (1)

On this page

  • Create a shared drive and add members
  • Change a member's access to a shared drive
  • See members of a shared drive
  • Remove members of a shared drive
  • Delete a shared drive


Create a shared drive - Google Workspace Learning Center (2)

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Create a shared drive and add members

Create a shared drive - Google Workspace Learning Center (3)

Create a shared drive

Shared drives are only available for work or school accounts, and you’re not currently signed in.

Sign in to your work or school account

Note: You can create shared drives only if your edition supports them and your administrator allows you to create them.

  1. On your computer, go to drive.google.com.
  2. On the left, click Shared drives.
  3. At the top left, click New.
  4. Enter a name for the shared drive.
  5. Click Create.

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Who you can add to a shared drive

You can add anyone in your organization as a member of a shared drive.

If your organization allows, you can add external people to a shared drive as long as they have an email address associated with a Google account. Any content an external person contributes (for example, edits to, creating, or uploading a file) in a shared drive created by someone in your organization is transferred to and owned by your organization.

For people whose Google Workspace edition doesn't include shared drives, you can only add them with Viewer access. However, you might be able to give them comment or edit access to specific files in the shared drive, depending on folder permissions. See How sharing a folder in a shared drive works.

What members can do at different access levels

When you add a new member to a shared drive, you can set their access level:

  • If possible, give collaborators Manager or Content manager access so they aren’t limited in how they work together in the shared drive.
  • Give members who need to edit files in Google Drive for desktopor in the Chrome OS Files app at leastContent manager access.
  • If you’re concerned about members deleting files from a shared drive, give themContributor, Commenter, or Viewer access only. These members can’t delete files.
Access level
Permission Manager Content manager Contributor Commenter Viewer
Can view files and folders
Can comment on files
Can edit files
Can create and add files, can create folders ✔*
Can add and remove people and groups onspecific files
Can restore files from the Trash (up to 30 days)
Can move files from My Drive to a shared drive
Can move files and folders to the Trash
Can move files and folders within a shared drive
Can add or remove people and groups onspecific folders in a shared drive ✔**
Can move folders from My Drive to a shared drive
Can move files from one shared drive to another shared drive
Can add or remove members of a shared drive
Can change member access levels
Can permanently delete files in the Trash
Can rename or change theme
Can delete theshared drive

* In Google Drive for desktop or files in the Chrome OS Files app, Contributor access gives only read access to files. To allow users to create, upload, and edit files in a shared drive in Google Drive for desktop and Chrome OS, give the user Content manager or Manager access.

** Administrators or Managers can prevent Content managers from sharing folders.

Add members to a shared drive

Requires Manager access

  1. On your computer, go to drive.google.com.
  2. In the left column, click Shared drives and double-click one of your shared drives.
  3. At the top, click Manage members.
  4. Add names, email addresses, or a Google Group.
    • By default, new members will be Content managers. They can upload, edit, move, or delete all files.
  5. To change the role for a new member, select a role from the dropdown.
  6. To choose to notify new members of their access, click Notify people.
  7. Click Send.

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Change a member's access to a shared drive

Create a shared drive - Google Workspace Learning Center (6)

Requires Manager access

  1. On the left, click a shared drive.
  2. At the top, next to the shared drive name, click the Down arrow Create a shared drive - Google Workspace Learning Center (7)Create a shared drive - Google Workspace Learning Center (8)Manage members.
  3. Next to a member’s name, click the Down arrow Create a shared drive - Google Workspace Learning Center (9) and select a new access level.
  4. Click Done.

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See members of a shared drive

Create a shared drive - Google Workspace Learning Center (11)

  1. On the left, click a shared drive.
  2. Under the shared drive name, click the number of members.

Email members of a shared drive

  1. On your computer, go to drive.google.com.
  2. At the left, click Shared drives and double-click one of your shared drives.
  3. At the top, next to the name of your shared drive click the Down arrow Create a shared drive - Google Workspace Learning Center (12).
  4. Click Email Members.
  5. Enter your message and click Send.

Create a shared drive - Google Workspace Learning Center (13)

Remove members of a shared drive

Create a shared drive - Google Workspace Learning Center (14)

Requires Manager access

Members who are Managers can change what other members can do.

  1. On your computer, go to drive.google.com.
  2. At the left, click Shared drives and double-click one of your shared drives.
  3. At the top, next to the name of your shared drive, click the Down arrow Create a shared drive - Google Workspace Learning Center (15).
  4. Click Manage members.
  5. To the right of the personyou want to change, click the Down arrow Create a shared drive - Google Workspace Learning Center (16).
  6. Select a role or Remove.
  7. Click Save.

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Note: When you remove a member from a shared drive, they also lose access to any files and folders in the shared drive that were directly shared with them.

Delete a shared drive

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Tip: If you aren’t ready to delete a shared drive, but you aren’t actively using it, you can hide it. Hiding a shared drive removes it from your view. See Best practices for shared drives.

Before you can delete a shared drive:

  • The shared drive has to be empty
  • You need to be a Manager of the shared drive.

Requires Manager access

  1. On your computer, go to drive.google.com.
  2. On the left, click Shared drives.
  3. Right-click the shared drive you want to delete.
  4. Click Delete shared drive.

To empty a shared drive before you delete it, put the files in the trash or move them to "My Drive."

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