Excerpt #

A step-by-step guide for external partners on how to set up Google Drive for desktop and use it to work directly on shared folders without continuous downloading and uploading.

Content #

If you have received a shared folder from a client or partner who uses Google Workspace, you do not need to continuously download and upload files to work on them. By setting up Google Drive for desktop, you can work on these files directly from your computer, just like any other folder on your hard drive. This ensures automatic syncing of your changes.

Prerequisite: Access to the Shared Folder #

You should have received an email invitation or a direct link to the shared folder. Ensure you can access this folder via the Google Drive web interface (drive.google.com) using your own Google Account (this can be a personal Gmail account or a Google Workspace account).

Step 1: Set Up Google Drive for desktop #

Google Drive for desktop is a free application that syncs your Google Drive files to your computer.

1. Download Google Drive for desktop:
   • Go to the official Google Drive download page: drive.google.com/download
   • Click the “Download Drive for desktop” button.
2. Install the application:
   • Once downloaded, run the installer file (e.g., GoogleDriveSetup.exe on Windows, or drag to Applications on Mac).
   • Follow the on-screen instructions to complete the installation.
3. Sign in with your Google Account:
   • After installation, you’ll be prompted to sign in. Use the Google Account (your personal Gmail or work Google Workspace account) that was used to grant you access to the shared folder.
4. Initial Setup: Go through the brief setup process, which typically involves choosing whether to “stream” or “mirror” files (streaming is usually recommended as it saves local disk space). Google Drive for desktop will then create a special “Google Drive” folder on your computer (visible in File Explorer on Windows or Finder on Mac).

Step 2: Make the Shared Folder Visible in Google Drive for desktop (Add a Shortcut) #

Folders directly shared with you appear in the “Shared with me” section of Google Drive in your web browser. To see them in your Google Drive for desktop folder, you need to add a shortcut.

1. Go to Google Drive in your web browser: Open drive.google.com.
2. Navigate to “Shared with me”: In the left-hand navigation menu, click on Shared with me.
3. Locate the shared folder: Find the folder that your client/partner has shared with you.
4. Add a shortcut to your Drive:
   • Right-click on the shared folder.
   • From the context menu, select Add shortcut to Drive.
   • A pop-up window will ask you where to place the shortcut. Choose “My Drive” (usually the top-level option). You can also create a new sub-folder in My Drive for better organisation if you prefer.
   • Click Add shortcut.
5. Verify in Google Drive for desktop: After a few moments, the shortcut to the shared folder will appear in your “My Drive” section within your Google Drive for desktop folder on your computer. It might have a small arrow icon to indicate it’s a shortcut.

Step 3: Work Directly on Files from Your Computer #

Now that the shared folder is visible in your Google Drive for desktop folder:

1. Open files directly: You can open any file (e.g., Microsoft Word documents, CAD drawings, PDFs) within this folder using its native application on your computer.
2. Changes save automatically: Any changes you make and save will automatically sync back to Google Drive (and thus to your client/partner’s shared folder) when you are online. You no longer need to manually download or upload versions.
3. Collaboration: If multiple people are working on the same file, Google Drive will manage versions and conflicts. For Google Docs, Sheets, and Slides, real-time co-editing is supported.
4. Offline Access (Optional): If you need to work on files when you do not have an internet connection, you can right-click specific files or folders within your Google Drive for desktop folder and select “Available offline” (or similar phrasing). They will then be downloaded and remain accessible.

This method streamlines your workflow, ensures you’re always working on the latest versions, and eliminates the hassle of manual file transfers.

Important note: #

When working with AutoCAD files and Xrefs on a cloud file system (such as Google Drive for desktop), it is crucial to always use relative paths when xref-ing files. This ensures that all file links function correctly and consistently for every team member, regardless of their local machine setup.

You can find detailed guidance on this important practice here: Managing AutoCAD Xrefs with Google Drive