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My Drive, Shared drives and storage logic
Understand My Drive and Shared drives and identify where a file should be stored.
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- Understand My Drive and Shared drives
- Identify where a file should be stored
- Create folders with a clear structure
- Understand file ownership and belonging
- Use shortcuts instead of copies
- Adopt naming conventions
Search, views and daily organization
Use simple and advanced search and filter by type, person or date.
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- Use simple and advanced search
- Filter by type, person or date
- Use starred, activity and recent views
- Create shortcuts to important folders
- Find orphaned or misfiled files
- Reduce time spent searching
Essential sharing and permissions
Choose viewer, commenter or editor and share with people, groups or links.
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- Choose viewer, commenter or editor
- Share with people, groups or links
- Understand permission inheritance
- Limit external access when needed
- Remove or change access
- Check who has access to a file
Shared drives and team work
Create a Shared drive structure and understand roles and access levels.
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- Create a Shared drive structure
- Understand roles and access levels
- Move files into a team space
- Manage content when employees leave
- Use groups to simplify access
- Define functional owners for spaces
Versions, Office files and offline work
Manage versions of non-Google files and edit office files in workspace.
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- Manage versions of non-Google files
- Edit Office files in Workspace
- Understand conversion versus format preservation
- Set offline access when appropriate
- Avoid synchronization conflicts
- Archive an identifiable final version
Collaboration, shortcuts and file relationships
Share the right file instead of a copy and use shortcuts for multiple contexts.
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- Share the right file instead of a copy
- Use shortcuts for multiple contexts
- Connect Docs, Sheets and Slides to the right location
- Use comments and activity to track work
- Create reusable project folders
- Establish a clear handoff workflow
Security and external sharing
Identify sensitive files and reduce uncontrolled link sharing.
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- Identify sensitive files
- Reduce uncontrolled link sharing
- Verify external domains and recipients
- Understand download restrictions where available
- Review access periodically
- Train users on common mistakes
Lifecycle, archiving and cleanup
Define when to archive a project and create active and archive areas.
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- Define when to archive a project
- Create active and archive areas
- Remove duplicates carefully
- Keep final versions and supporting files
- Document internal retention rules
- Prepare responsibility transfer
Gemini, assisted search and knowledge
Identify Gemini features available in Drive and summarize file sets where available.
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- Identify Gemini features available in Drive
- Summarize file sets where available
- Ask questions grounded in authorized content
- Use semantic search judiciously
- Verify sources before decisions
- Respect organizational confidentiality rules
Governance, migration and standardization
Map the existing folder structure and define a simple new taxonomy.
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- Map the existing folder structure
- Define a simple new taxonomy
- Plan migration without losing access
- Create naming and ownership conventions
- Document sharing rules
- Establish a periodic audit method