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How Do I.... (a Practical Guide to Administration tasks)

Create Projects in a MyDrive Shared folder

Create a project in a My Drive shared folder?

You decide to set up a project on your Drive. It is a new project that is starting and you are leading on. You will be working as a project team and the project necessitates the sharing of folders as opposed to file only sharing. In addition you want flexibility in terms of the different level of permissions that you assign to users of the information.

Instructions

InstructionsGreen Google Shared Folder icon

  • First create a Google Group for the project team, see Guidelines for self-created Google Groups.
  • Create a project folder on your drive, consider naming conventions to ensure findability & share it with the Group you have created.
  • Create sub-folders within this project folder as necessary - they automatically inherit the share permissions.
  • Advise each team member to add the project folder to their Drive (essential for easy management).
  • Make sure the team get in to the habit of creating new documents inside the project folder (or move inside) - in this way they will automatically inherit share permissions.
  • See the opposite section for what to do for scenarios that may arise within your project.

Project team planning using post it notes

Example scenarios

Example scenarios

I create a document and want to share it for editing with one or two other people

  • Create a new document on your Drive with default visibility (Specific people)
  • Add the people to the list, giving them Edit permissions
  • Encourage them to use Comments, Suggestions and Chat to discuss updates
  • Use History to revert changes if you change your mind

A new project I am leading is starting and we will be working as a project team with several shared documents

  • First create a Google Group for the team
  • Create a project folder on your Drive and share it with the Group
  • Create sub-folders within this project folder as necessary - they automatically inherit the share permissions
  • Get each team member to add the project folder to their Drive (essential for easy management)
  • Make sure the team get the habit of creating new documents inside the project folder (or move inside) - they will automatically inherit share permissions

Some of the documents in the project need to be shared more widely for view/comment

  • Share documents (or a sub-folder) with View or Comment permissions with other specified users or groups

All the documents in one sub-folder need to be shared with another team for editing

  • Add the second team's Google Group to the share permissions, but just for the sub-folder
  • In this scenario full Edit permissions would allow them to move documents out of the folder - make sure they know what they're doing

An existing Word document needs to be collaboratively updated by the project team; the finished document needs to be in Word format

  • Upload the Word document into the shared folder structure, choosing to convert to a Google document
  • The team can now edit as normal, use comments, suggestions and chat
  • When editing is complete, download it as a Word document. You will need to do a final tidy up and reformatting of the Word document