New: Shared Drives for Google Workspace Business Starter

Pooled Storage: What is it and why is it important? 📦

Until recently, Google Workspace Business Starter users each received 30 GB of storage per person.
With the new pooled storage, this converts to shared storage for the entire team.

• What does pooled storage mean?
  • Instead of individual storage, total storage is calculated as 30 GB x the number of users.
  • Custom management: Administrators can now set per-user storage limits depending on the needs of the team.

Shared Drives: what makes it so special? 🛠️

The introduction of Shared Drives offers numerous benefits for teams looking to collaborate and better manage their files. Here are the main benefits:

• Easy findability 🔍 No more searching for documents or requesting access to files.
  All of your team’s files are conveniently located in one place.
• Files are permanent 💾 Don’t lose content when a team member leaves.
  Files always remain available in the shared drive regardless of staff changes.
• Easy collaboration 🤝 Each member of the shared drive can view and edit the same files.
  You can even invite external users to collaborate, ideal for partners or freelancers.
• Always accessible anywhere 🌍 Whether you’re in the office or on the go, the files you need are always accessible on any device.

The announcement of Shared Drives and pooled storage in September 2023 relates specifically to Google Workspace Business Starter.
Different storage options and features have been in place for Business Standard for some time, including access to Shared Drives.
Let’s briefly explain the differences:

Google Workspace Business Standard:

• Shared Drives have been available to Business Standard users for some time.
• Pooled storage (combined storage for the entire team) also applies to Business Standard, but the storage is more generous: 2 TB per user, which is shared across the entire organization.
• Business Standard also offers more management options and collaboration and security features, such as advanced management controls for Shared Drives.

Google Workspace Business Starter:

• Starting in September 2023, Business Starter users will have access to Shared Drives.
• Business Starter users have 30 GB of pooled storage per user, shared across the organization.
• Although shared drives in Business Starter have similar features, some advanced administrator options, such as detailed access controls, are not available.

Administrator settings: What do you need to know? ⚙️

These new features give administrators more control over user storage and access.
Google is rolling out a new setting in the Admin console that allows administrators to control who can create Shared Drives.

• Administrators can set that users cannot create new Shared Drives via: Admin console > Menu > Apps > Google Workspace > Drive and Docs > Sharing settings > Shared drive creation.

In addition, administrators can do the following:

• Add or remove members 🧑‍🤝‍🧑
  • Manage who has access to a drive.
• Adjust access levels 🔐
  • Grant specific rights to users, such as view or edit rights.
• Restrict content external sharing 🔒
  • Limit the ability to share files outside the organization for added security.

Limitations of Shared Drives in Business Starter 📝

Although Shared Drives offers many benefits, there are some limitations in the Business Starter version.
For example, some advanced management options available in higher subscriptions are missing, such as detailed control over access to items in a drive.

Conclusion: A Step Forward in Collaboration 💼

With the introduction of Shared Drives and pooled storage, Google Workspace Business Starter provides businesses with a powerful tool to improve collaboration.
Especially for small teams, this is a big step forward, allowing for better file management and sharing.
Be ready to use this new feature starting Sept. 23!