Google Shared Drives: A Game-Changer for Librarians

Are you looking for an efficient way to manage and share the library’s digital resources with your team? Look no further! Today, we bring you a comprehensive guide on Google Shared Drives. Google Shared Drives is a fantastic alternative to My Drive, offering a range of benefits just perfect for managing your library’s digital assets.

What is Google Shared Drives?

Google Shared Drives is a cloud-based storage solution, designed for organizations and teams to collaboratively store, share, and manage files. Unlike My Drive, shared drives provide a centralized location for storing and sharing files without losing access and control of those files when a team member leaves the organization.

Why use Google Shared Drives over My Drive?

  1. Centralized storage: Google Shared Drives enables librarians to create a shared space for digital resources, making it easier to collaborate and manage files. 
  2. Access control: Administrators can manage file and folder access based on team members’ roles and responsibilities, ensuring the right people have access to the appropriate resources. 
  3. Simplified file management: Google Shared Drives offers a clear file hierarchy, allowing for easy organization and searchability.
  4. Seamless collaboration: Team members can easily work on files together in real-time, with changes automatically saved to the shared drive.

Getting Started with Google Shared Drives

Let’s dive into the step-by-step guide on how to create and use Google Shared Drives. 

Step 1: Accessing Google Shared Drives

  1. Sign in to your Google Workspace account. 
  2. Open your Google Drive. 
  3. On the left panel, you’ll see “Shared drives.” Click on it to open the Shared Drives page.

Step 2: Creating a Shared Drive

  1. In the Shared Drives page, click the “+ New” button. 
  2. Enter a name for your shared drive, and click the “Create” button.

Step 3: Adding Members to Shared Drives

  1. Open the shared drive you just created.
  2. Click on the name of the drive to reveal the dropdown menu. 
  3. Choose “Manage members”. 
  4. Enter the email addresses of your colleagues you’d like to add. 
  5. Choose their access level (Viewer, Commenter, or Contributor). 
  6. Click on the “Send” button.

Step 4: Uploading and Managing Files

  1. In your newly-created shared drive, click on the “+ New” button to upload files or create new Google Docs, Sheets, or Slides. 
  2. Create folders to assist in organizing your resources. 
  3. Use the search bar to find specific files and folders quickly.

Additional Resources & Troubleshooting

Google Shared Drives Help Center: Access the official Google Shared Drives help center articles for detailed information and support.

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