Google gives people who use G Suite Business, Enterprise, Education, or Nonprofit editions two distinct kinds of Google Drive storage: My Drive and Team Drives. Both work as a reliable spot to store, organize, and share files. Yet, there’s one major difference between the two: When you add a file to a Team Drive, all individuals the Team Drive gain access to the file, however when you add a file to My Drive, your file remains private by default.
Google also gives G Suite administrators the ability to adjust the default file access and sharing settings for Google Drive and Team Drives. Most G Suite administrators review and configure Google Drive settings throughout the initial G Suite deployment, but Google recently added more settings in mid-2018 to assist secure Team Drive data.
Review the following settings to control, protect, and monitor your organization’s Team Drives. You’ll need to have a G Suite administrator account for your organization to gain access to Admin console settings.
Manage Team Drives – n many cases, your organization’s default Google Drive sharing settings also work as the default Team Drive sharing settings. Sign in the G Suite admin console (at admin.google.com), then navigate to Apps > G Suite > Drive and Docs > Sharing Settings. Review these setting to make sure that external sharing is either allowed or restricted appropriately.
Immediately beneath the Sharing settings section, you’ll see Team Drive creation controls. Each of these five options prevents a different action. Any selection made here applies to ALL of the organization’s Team Drives. For example, a G Suite administrator at an organization especially worried about security could select all five of such options, which may bring about sync google team drive access being restricted solely to people within an organization, along with only members of a Team Drive having the ability to access files on that Team Drive. Such a configuration would also constrain downloading, copying, and printing of files from the Team Drive.
A more frequently-used configuration may be to examine just the “Prevent full-access members from modifying Team Drive settings” option. This helps to ensure that a G Suite administrator can choose the sharing, membership, and content action options allowed (i.e., use of download, copy, or print) for each and every Team Drive, with no risk that a full-access member might modify these settings.
Screenshot of G Suite Admin console Manage Team Drives options (with sharing, membership, and content action options shown)
Review and manage Team Drive sharing and content action settings for all of your organization’s Team Drives.
Protect Team Drive content – A G Suite administrator could also review and adjust membership, sharing, and content action settings for many Team Drives. Again, login to the Admin console (admin.google.com), then navigate to Apps > G Suite > Drive and Docs > Team Drive > Manage Team Drives.
Screenshots of Team Drive sharing options – left shows items unable to be modified; right show items capable of being changed.
A G Suite administrator can restrict many Team Drive sharing, membership, and content actions (as shown on the left). More permissive options allow Team Drive members to share externally, add members, or copy, download, and baysuv files (as shown on the right).
As these settings pertain to each Team Drive, you are able to configure very flexible and open options that enable external sharing and content actions for many Team Drives, as well as choosing a lot more locked-down options that prohibit external sharing and content actions for other Team Drives.
Importantly, provided that a G Suite administrator doesn’t prohibit it, members of a Team Drive who may have full-access permissions may adjust Team Drive settings.
Monitor Team Drive changes – G Suite also gives administrators the ability to review Team Drive changes. Sign into the Admin console, then go to Reports > Audit > Drive > then look for your Item Type filter (within the column on the left) and choose “Team Drive” from the options. Go to the bottom of the column, then select “Search” to utilize the filter. You’ll then see a report of all Team Drive administrative activity to your organization.
You could add additional filters to this particular report, too. For instance, in addition to selecting “Team Drive” items, you might also look for the “Item Visibility Change” option, and select “Internal to External,” then select Search. This displays a study of Team Drive items now available to people outside the organization, that had been previously only accessible internally.
Your ideas on Team Drive? If you utilize Team Drives for files in your organization, what settings would you use generally? If you’re a G Suite administrator, have you ever restricted any Team Drive settings – or would you allow most actions?