Set up a shared project folder for your team

A project lead creates a group, builds the folder structure and gets three colleagues working in it, all before lunch.

The situation. A new project starts Monday. Four people need the same documents, and "I'll email you the latest version" has to stop.

What you will use. A group inside your organisation, and its Drive.

1. Create the group #

Choose New group at the bottom of the groups rail. Pick your organisation, name the group after the project and add a one-line description. Add your three colleagues under Members. If your organisation uses group types, pick the right one.

You become the group's Owner. Every member can read everything in the group, and nobody outside it can. How that works is described under Groups.

2. Build the folder structure #

Open the group's Drive and create folders with New folder: for example "01 Contract", "02 Working files", "03 Deliverables". Decide on the structure now; moving things later is easy with Move to folder, but agreeing on it early saves confusion.

3. Upload what you already have #

Choose Upload › Folder to bring in an existing folder from your computer in one go, or drag files into the right folder. The Uploads panel shows progress. Everything is encrypted on your device before it leaves.

4. Add a journal for decisions #

Choose New journal and name it "Project log". Ask everyone to write a dated entry for each decision or meeting. Tags such as #decision or #client make the log searchable later. See Journals.

5. Tell the team where things are #

Post a short message in the group's Chat: the folder structure, the journal, and the rule that project files go here and nowhere else.

What your colleagues see #

The group appears in their groups rail. Its Drive shows the same folders and files you see, decrypted on their device. They can upload, rename and move like you; only Settings is limited to owners and admins.

When the project changes #

Someone joins: Settings › Members › Add member. They see everything in the group right away.
Someone leaves: remove them. The key rotates automatically; only if a Key rotation required banner appears instead, choose Rotate now. See Offboard someone who left.
The project ends: Archive group keeps everything readable but read-only.