Explainer Video Script (946 words)

JIMMY: Hi there, welcome to an all-new episode of the G Suite Show. You know, making these episodes is a team effort. We have to work together to write scripts, create demos and share links and information.

JENNY: So how do we do that seamlessly and securely? With microchips embedded in our brains. More importantly, Team Drives.

JIMMY: That too. The difference between Team Drives and My Drive is exactly what it sounds like. Team Drive still allows you to easily search, access and store any file anywhere on any device. The difference is, Team Drives is owned by the team, whereas My Drive is owned by an individual.

JENNY: So that means with Team Drives you can have people join your team, or even leave your team, and it’s not going to affect where the files are stored.

JIMMY: To create a Team Drive, I just go to Google Drive, click Team Drive on the left, and then click New. I’ll name this drive Episode 10.12 Team Drives.

JENNY: Oh, how meta. JIMMY: Once I’ve made my Team Drive, I can add members by clicking on, you guessed it, Add Members. I can invite people by name, email address, or even by group.

JENNY: By default, new members have full access, which means they can upload, edit, move and delete files. But that can be easily changed by clicking the down arrow next to their name. You can also do this when you add individual members initially. To change access settings after someone has been added, select Edit Access. That will let them upload or edit, but not move or delete. And if you want, you can restrict it further with comment or view access Both of those are pretty self-explanatory. So, hypothetically, if I only want to give Jimmy comment access, perhaps it’s because I don’t trust him ever since he ate my lunch. And with Team Drives, I can do that.

JIMMY: It was one time.

JENNY: Anyways, as I was saying, it’s super easy to manage your users with Team Drives. At any point you can add or remove users, or even prevent them from creating their own new Team Drives. Also, if you’re dealing with especially sensitive content, you can prevent commenters or viewers from downloading, printing or copying it.

You can set this on the individual fileshare settings. Inside the Team Drive, files and folders can be created just like in an individual drive. I simply click New in the top left and select the file or folder I want to create.

And a Team Drive can store all types of files, docs, sheets, slides, forms, sites, you name it. You can even upload or drag-and-drop other common file types, like PDFs and Microsoft Office files. So in this case, I can add the 10.12 script, plus a Google site we made as a mock-up of the Help Center.

JENNY: And searching through files in a Team Drive is now easier than ever. If I need to find something, I can now use the advanced search options to search all of the Team Drives I’m a member of, or to narrow my search to an individual Team Drive. So I just click anywhere next to location. Select the Team Drive I want to search, and search for script inside the Episodes Team Drive. And boom, there it is.

JIMMY: Now let’s say I want to share the script with somebody outside the Team Drive, like a collaborator to get some quick input, or maybe my mom to get a quick self-esteem boost. I click the file I want to share, and then the Share icon. And then type in the email I want to share the file with, and click the down arrow to choose what someone can do with the file.

JENNY: Team Drives also lets people share files via link. Once again, I click the file I want to share, and then the Share icon. But this time I’ll click Who Has Access, and then Link Sharing. I choose what they can do with the file, and then I’m free to copy and paste the link.

JIMMY: However you choose to share files, security is always a priority. That’s why administrators can use the sharing settings in the Admin console to control who has access to the files in their Team Drives.

JENNY: They can also restrict it to specific domains, say if you’re working with an agency on a specific project.

JIMMY: You can also select which members can add outside members to the Team Drives, and also whether or not files show up in search results.

JENNY: If only that feature were available for my lunch.

JIMMY: It was seriously just one time. No, you didn’t even label your leftovers. Also at any time I can stop sharing a file by clicking the file, then Share, and then Who Has Access. From there, I can remove permission or turn off link share. Sorry, Mom, lost your privileges. These are just a few of the features we added to make Team Drives easy to use. For the full list, check of our link to our Help Center.

JENNY: And remember, Team Drives is only available for G Suite Business, G Suite Enterprise, and G Suite for Education, not G Suite Basic.

JIMMY: Have any comments or questions, leave them below. Next week we’ll show you how to add your name to your lunch leftovers.

JENNY: Oh, you mean like this?

JIMMY: As you can tell we’re here at Next ’17, Google Cloud’s premier conference, with over 200 breakout sessions focusing on things such as GCP, G Suite, devices and more.