Setting the correct permissions ensures team members can access the files they need while maintaining security and preventing accidental changes.

Step-by-Step Guide

Step 1: Access the Folder or File

1. Navigate to the folder or file in the Shared Drive.
2. Right-click the folder/file → select “Share”.

Step 2: Add Team Members

1. Enter the email addresses of the team members who need access.
2. You can add multiple team members at once.

Step 3: Set Permissions

• Viewer: Can only view the file/folder. Cannot make edits or comments.
  • Use for general reference documents or completed reports.
• Commenter: Can view and add comments but cannot edit the file.
  • Use for collaborative feedback or drafts.
• Editor: Can view, comment, add, and modify files/folders.
  • Use for team members responsible for creating or updating content.

Step 4: Advanced Options

• Notify people: Optionally send an email to notify team members of shared access.
• Link sharing: Set whether anyone with the link can view, comment, or edit.
• Remove access: Revoke permissions when a team member no longer needs access.

Step 5: Best Practices

• Always assign the minimum required permission to prevent accidental edits.
• Use Editor access only for team members actively working on the project.
• Regularly review shared folders to ensure outdated permissions are removed.
• Notify relevant team members if permissions change.

Step 6: Troubleshooting

• Team member cannot access -Confirm correct email and permission level, resend invite if necessary
• Accidental edits - Check version history to restore previous file
• Sharing restricted - Ensure you have Editor permissions on the parent folder