Course · v1.0.0
Google Drive
Keep the business's files where the business can find them and only the right people can open them. Shared drives, folders and names, sharing levels and link settings, offboarding, offline access and fast search.
9 lessons · about 62 minutes · pass at 80% · certificate does not expire
What you will be able to do
- Choose between My Drive and a shared drive so files the business depends on stay with the business, not with one person.
- Organise folders and name files so anyone on the team can find the right version without asking.
- Share at the right level by choosing Viewer, Commenter or Editor and the right link setting, and remove access that is no longer needed.
- Transfer ownership and clean up access when someone leaves, before their account is suspended.
- Make the files you need available offline, and know what happens when you reconnect.
- Find files fast with search operators and filters such as type, owner, date and trash.
Lessons
- My Drive vs shared drives
Files in My Drive belong to a person. Files in a shared drive belong to the team. Put business files where the business owns them. · 7 min
- Folders that make sense to the next person
A folder structure is for the person who did not create it. Few levels, predictable names, one place for each thing. · 7 min
- File names that sort themselves
Date first, then who, then what, then a version. Never "final". · 6 min
- Sharing roles: Viewer, Commenter, Editor
Give people the least access that lets them do their job. Most people need to read, a few need to comment, very few need to edit. · 8 min
- Link settings and over-sharing
Anyone with the link means anyone on the internet. Restricted is the default for a reason. · 7 min
- Ownership transfer and offboarding
The week someone leaves is when the business discovers what lived in their My Drive. Transfer first, remove second, suspend last. · 8 min
- Offline access
Mark the files you need before you lose signal, never on a shared computer, and let them sync when you are back. · 6 min
- Finding files fast
Search reads inside files. Add a type, an owner or a date and most searches come back with one result. · 7 min
- Lab: fix an over-shared folder
Read a sharing panel like an auditor, fix each entry, and leave a note so the owner knows what changed and why. · 6 min
- Assessment: Fix an over-shared folder
Review the sharing panel of a folder that has been shared too widely, fix each entry, and write a short note documenting what changed.