How to Upload and Share Files in Google Drive

Category: Google Workspace
Applies to: Windows 10/11, macOS, iPhone, iPad, Android, and Web Browsers
Difficulty: Beginner
Estimated Time: 5–10 minutes

Overview

Google Drive allows you to securely upload, store, organize, and share your work files through Google Workspace. You can share documents with coworkers, collaborate on projects, and control whether other people can view, comment on, or edit your files. This guide explains how to upload files, create folders, share documents, manage permissions, and stop sharing files when access is no longer needed.

Before You Begin:

  • Make sure you are signed into your Google Workspace work account.
  • Confirm that your device is connected to the internet.
  • Have the files you want to upload available on your device.
  • Know the email addresses of the people you want to share files with.
  • Confirm that your organization permits sharing with the intended recipients.

Important: Always use your organization’s approved Google Workspace account when sharing business files. Do not upload company documents to personal cloud storage accounts.

Note: Your organization may restrict sharing outside the company. True Synergy Networks manages Google Workspace administrator-level sharing policies.

Windows or Mac — Upload Files to Google Drive

Step 1: Open Google Drive

  1. Open your preferred web browser, such as Google Chrome, Microsoft Edge, Safari, or Firefox.
  2. Visit https://drive.google.com.
  3. Sign in using your Google Workspace work email address.
  4. Complete any required Two-Step Verification.

Step 2: Upload a File

  1. Click New in the upper-left corner.
  2. Select File upload.
  3. Browse your computer for the file you want to upload.
  4. Select the file.
  5. Click Open.
  6. Wait for the upload to finish.

Google Drive will display the uploaded file in the selected location.

Note: You can upload documents, spreadsheets, presentations, PDFs, images, and many other supported file types.

Step 3: Upload an Entire Folder

  1. Open Google Drive.
  2. Navigate to the location where you want the folder stored.
  3. Click New.
  4. Select Folder upload.
  5. Choose the folder from your computer.
  6. Confirm the upload.
  7. Wait for Google Drive to finish uploading the contents.

Important: Review the contents of a folder before uploading it. Avoid uploading unnecessary personal information or confidential files to locations shared with other users.

Windows or Mac — Create a Folder in Google Drive

Step 1: Open My Drive

  1. Open https://drive.google.com.
  2. Select My Drive from the navigation menu.
  3. Navigate to the location where you want to create the folder.

Step 2: Create a New Folder

  1. Click New.
  2. Select New folder.
  3. Enter a name for the folder.
  4. Click Create.

Example Folder Names:

  • Customer Documents
  • Project Files
  • Invoices
  • Reports
  • Meeting Notes

Recommendation: Use clear, consistent folder names so coworkers can easily locate documents.

Step 3: Move Files Into a Folder

  1. Locate the file you want to organize.
  2. Right-click the file.
  3. Select Organize → Move, or the available Move option.
  4. Choose the destination folder.
  5. Click Move.

Important: Moving a file into a shared folder can change who has access to it because files may inherit permissions from their parent folders.
Review sharing permissions before moving confidential documents.

Windows or Mac — Share a File With a Specific Person

Step 1: Select Your File

  1. Open Google Drive.
  2. Locate the file you want to share.
  3. Right-click the file.
  4. Select Share → Share.

Alternatively, select the file and click the Share icon.

Step 2: Enter the Recipient

  1. In the sharing window, enter the recipient’s email address.
  2. Select the correct person or complete the address.
  3. Review the available permissions.

Step 3: Choose the Permission Level

Google Drive provides several permission levels.

Viewer: The recipient can open and view the file but cannot modify its contents.
Commenter: The recipient can view the file and add comments or suggestions where supported.
Editor: The recipient can modify the file and collaborate on its contents. Editors may also be able to share files or change permissions, depending on the file and its settings.

Recommendation: Use Viewer unless the recipient specifically needs to comment on or edit the document.

Important: Do not grant Editor permissions to external recipients unless it is necessary and authorized.

Step 4: Send the Invitation

  1. Select the appropriate permission level.
  2. Keep Notify people enabled if you want the recipient to receive an email notification.
  3. Add a message if desired.
  4. Click Send or Share.

The recipient will receive access based on the permissions you selected.

Note: External recipients may be required to sign in or complete additional verification before opening a shared file.

How to Share a Google Drive Link

Google Drive allows you to copy a link to a file or folder.

Step 1: Open Sharing Settings

  1. Open Google Drive.
  2. Right-click the file.
  3. Select Share → Share.
  4. Locate General access.

Step 2: Select Who Can Access the Link

You may see options such as:
Restricted: Only people who have been specifically granted access can open the file.
Your Organization: People within your Google Workspace organization may be able to access the file through the link, depending on your sharing settings.
Anyone with the link: Anyone who obtains the link may be able to access the file without being individually invited.

Recommendation: Keep General access set to Restricted for most company documents.
Important: Do not select Anyone with the link for confidential customer records, financial documents, employee information, or other sensitive business files.

Step 3: Copy the Link

  1. Confirm the appropriate General access setting.
  2. Select the permission level if applicable.
  3. Click Copy link.
  4. Click Done.
  5. Paste the link into an email or another approved communication platform.

Note: Copying a link does not automatically grant access to someone when the file is set to Restricted. The recipient must also have permission to open it.

How to Share an Entire Folder

Sharing folders is useful when multiple people need access to the same collection of documents.

Step 1: Select the Folder

  1. Open Google Drive.
  2. Locate the folder you want to share.
  3. Right-click the folder.
  4. Select Share → Share.

Step 2: Add People

  1. Enter the recipient’s email address.
  2. Select the appropriate permission level.
  3. Review the sharing settings.
  4. Click Send or Share.

Important: People who have access to a shared folder generally receive corresponding access to files and subfolders within it. For example, a person with Editor access to a folder may be able to modify, move, or delete files inside that folder.
Recommendation: Use Viewer permissions whenever the recipient only needs to read documents.

How to Change Someone’s File Permissions

You can adjust access to files you own or have permission to manage.

Step 1: Open Sharing Settings

  1. Open Google Drive.
  2. Right-click the file.
  3. Select Share → Share.
  4. Locate People with access.

Step 2: Change Permissions

  1. Find the person whose permissions you want to change.
  2. Click the permission dropdown next to their name.
  3. Select Viewer, Commenter, or Editor, as appropriate.
  4. Click Save if prompted.

Note: Some permissions may be inherited from a parent folder or controlled by the owner of a shared drive. If the option is unavailable, contact True Synergy Networks rather than attempting to bypass the restriction.

How to Stop Sharing a File

If someone no longer needs access to a document, you can remove their permissions when you are authorized to manage sharing.

Step 1: Open the Sharing Window

  1. Open Google Drive.
  2. Right-click the file.
  3. Select Share → Share.
  4. Locate the person whose access you want to remove.

Step 2: Remove Access

  1. Click the permission dropdown next to their name.
  2. Select Remove access.
  3. Click Save if prompted.

Important: Removing someone’s direct access may not prevent them from opening a file if they still have access through a shared parent folder, group, or general-access link.

Note: If the file is inside a shared drive, your ability to remove access may depend on your assigned role.

iPhone or iPad — Upload Files to Google Drive

Step 1: Open Google Drive

  1. Open the Google Drive application.
  2. Make sure your Google Workspace work account is selected.
  3. Navigate to the folder where you want to upload the file.

Step 2: Upload a File

  1. Tap the + or New button.
  2. Select Upload.
  3. Choose the file location or available upload source.
  4. Select the file you want to upload.
  5. Follow any additional prompts.
  6. Wait for the upload to finish.

Note: You can upload documents and other supported files stored on your iPhone or iPad.

Step 3: Create a Folder

  1. Open Google Drive.
  2. Navigate to My Drive.
  3. Tap + or New.
  4. Select Folder.
  5. Enter a folder name.
  6. Tap Create.

iPhone or iPad — Share a File

Step 1: Locate the File

  1. Open Google Drive.
  2. Find the file you want to share.
  3. Tap More (three dots) next to the file.
  4. Select Share.

Step 2: Add a Recipient

  1. Enter the person’s email address.
  2. Choose the appropriate access level.
  3. Select Viewer, Commenter, or Editor, depending on what the recipient needs.
  4. Tap Send.

Important: Use Viewer access unless the recipient needs additional permissions.

Step 3: Copy a Sharing Link

  1. Tap More next to the file.
  2. Select Manage access or Share, depending on the application version.
  3. Review the General access setting.
  4. Keep the file Restricted unless broader access is specifically authorized.
  5. Select Copy link.
  6. Paste the link into an approved email or messaging application.

Note: Mobile menu names and layouts may change with Google Drive application updates.

Android — Upload Files to Google Drive

Step 1: Open Google Drive

  1. Open the Google Drive application.
  2. Confirm that your Google Workspace work account is selected.
  3. Navigate to the folder where you want to store your file.

Step 2: Upload a File

  1. Tap + or New.
  2. Select Upload.
  3. Browse for the file you want to upload.
  4. Tap the file.
  5. Wait for the upload to finish.

Note: Depending on your Android device, you may be able to upload files from Downloads, Photos, or other supported locations.

Step 3: Create a Folder

  1. Open Google Drive.
  2. Navigate to My Drive.
  3. Tap + or New.
  4. Select Folder.
  5. Enter the folder name.
  6. Tap Create.

Android — Share a File

Step 1: Select the File

  1. Open Google Drive.
  2. Locate the file you want to share.
  3. Tap More (three dots).
  4. Select Share.

Step 2: Choose the Recipient and Permissions

  1. Enter the recipient’s email address.
  2. Select the appropriate permission level.
  3. Confirm that the correct email address is entered.
  4. Tap Send.

Important: Verify that you are sharing the correct document with the intended person before sending access.

Step 3: Copy a File Link

  1. Locate the file.
  2. Tap More.
  3. Select Manage access.
  4. Review General access.
  5. Confirm that the sharing setting is appropriate.
  6. Tap Copy link.
  7. Paste the link into an approved communication platform.

How to Find Files Shared With You

Google Drive has a dedicated section for files that other people have shared with your account.

Windows or Mac

  1. Open https://drive.google.com.
  2. Click Shared with me in the navigation menu.
  3. Review the available files and folders.
  4. Double-click an item to open it.

iPhone, iPad, or Android

  1. Open the Google Drive application.
  2. Select Shared or the available shared-items section.
  3. Find the file you want to access.
  4. Tap the file to open it.

Note: Files shared with you may remain owned by the original person or organization. Your ability to edit, move, or share them depends on the permissions granted.

How to Check Who Has Access to a File

It is good practice to periodically review who can access important company documents.

Step 1: Open the File’s Sharing Settings

  1. Open Google Drive.
  2. Select the file.
  3. Open Share or Manage access.

Step 2: Review Access

  1. Review the people and groups listed.
  2. Check whether each recipient still needs access.
  3. Review their permission level.
  4. Check General access for broader sharing settings.
  5. Remove unnecessary direct access if authorized.

Important: Files inside shared folders may inherit permissions from the folder. Review the parent folder if you need to understand the full access configuration.

Troubleshooting

My File Will Not Upload

If an upload fails:

  1. Confirm that your device is connected to the internet.
  2. Check whether you are using your Google Workspace work account.
  3. Verify that the file is available on your device.
  4. Check whether Google Drive displays a storage or file restriction warning.
  5. Try uploading the file again.

If the problem continues, contact True Synergy Networks.

Important: Do not upload business files to a personal Google account to work around an organizational restriction.

Someone Cannot Open a File I Shared

If a recipient receives an access-denied message:

  1. Open the file’s sharing settings.
  2. Confirm that you entered the correct email address.
  3. Check whether the recipient has been granted access.
  4. Review the General access setting.
  5. Ask the recipient to sign into the correct Google account.
  6. Confirm that your organization permits sharing with the recipient.

If access remains unavailable, contact True Synergy Networks.

I Cannot Share Outside My Organization

If Google Drive prevents external sharing:

  1. Confirm that you are using your Google Workspace work account.
  2. Verify that the recipient’s email address is correct.
  3. Review any warning displayed by Google.
  4. Contact True Synergy Networks if external sharing is required for legitimate business purposes.

Important: Do not use a personal Google account or another unapproved file-sharing platform to bypass company security policies.

I Accidentally Shared a File With the Wrong Person

If you gave access to an unintended recipient:

  1. Open the file’s sharing settings.
  2. Locate the incorrect recipient.
  3. Select Remove access, if available.
  4. Save your changes.
  5. Contact True Synergy Networks if the file contained confidential or sensitive information.

Important: Removing access does not undo any viewing, downloading, or copying that may have already occurred.

My File Is Read-Only

If you cannot edit a shared file:

  1. Open the file’s sharing settings.
  2. Review your assigned permission level, if visible.
  3. Confirm whether you have Viewer, Commenter, or Editor access.
  4. Contact the file owner if you need additional permissions.

If the file is owned by a shared drive or permission changes are restricted, contact True Synergy Networks.

I Cannot Remove Someone’s Access

If the Remove access option is unavailable:

  1. Check whether you own the file or have permission to manage access.
  2. Review whether access is inherited from a shared folder.
  3. Check whether the file belongs to a shared drive.
  4. Contact True Synergy Networks if access needs to be changed.

Note: Some sharing permissions cannot be changed directly on an individual file because they are inherited from its parent folder.

I Cannot Find a File Someone Shared With Me

If a shared file is missing:

  1. Open Google Drive.
  2. Select Shared with me or Shared.
  3. Search for the file name.
  4. Check whether you are signed into the correct Google Workspace account.
  5. Ask the sender to confirm that the file is still shared with you.

If you still cannot access the file, contact True Synergy Networks.

Additional Information

  • Google Drive supports uploading individual files and folders.
  • You can organize documents using folders and subfolders.
  • Files can be shared with specific people or through authorized sharing links.
  • Viewer, Commenter, and Editor permissions determine what recipients can do.
  • Shared folders may automatically grant access to files and subfolders within them.
  • Restricted sharing is generally the safest default for business documents.
  • External sharing may be limited by your organization’s security policies.
  • Shared drives may have different permission structures from files in My Drive.
  • True Synergy Networks manages organization-level Google Drive security and sharing policies.

Security Reminder: Only share company files with authorized recipients. Always verify email addresses, review permission levels, and use Restricted sharing whenever possible. Do not publish confidential documents through public links or use personal storage accounts to bypass organizational restrictions. If a sensitive file is accidentally shared, contact True Synergy Networks immediately.