Google Drive and working together online: storage, sharing, permissions, real-time editing and version history

Cloud tools changed how people work: instead of emailing "final_v3_REALfinal.docx" back and forth, teams edit one shared document at the same time, from any device. Google Drive (with Docs, Sheets, Slides and Forms) is free with a Google account and widely used by schools, NGOs, churches, chamas, startups and freelancers in Kenya. This unit teaches Drive from storage basics to safe sharing and collaboration.

What is cloud storage?

Google Drive gives 15 GB free, shared across Gmail, Drive and Google Photos. More storage is available through paid Google One plans. Files created in Google Docs/Sheets/Slides count towards storage like other files today, so tidy up large videos and photos.

Getting around Drive

Open drive.google.com (or the Drive app).

Uploading and creating

• New → File upload / Folder upload, or drag and drop files into the browser window.
• Convert to Google format: right-click a Word/Excel file → Open with → Google Docs/Sheets (creates an editable Google version). Docs can also edit Word files directly in their original format.
• Scan documents with the Drive mobile app (+ → Scan) to create PDFs.

Organising

• Create a clear folder structure (e.g. Clients/2026/Juma Hardware, School/Term 2, Chama/Minutes).
• Colour-code folders, star important files.
• Name files descriptively with dates: 2026-10-02 Board Minutes.
• Use shortcuts (right-click → Organize → Add shortcut) to place shared files in your folders without duplicating them.

Sharing and permissions

Right-click a file/folder → Share:

Who can access

1. Specific people: add email addresses (best for private documents).
2. General access:
3. Restricted: only people added can open (default, most secure).
4. Anyone with the link: anyone who gets the link can open (convenient, but links get forwarded).
5. Within an organisation (Workspace accounts): anyone in your organisation.

Permission levels

Settings (gear icon in the share dialog): stop editors changing permissions/sharing; prevent viewers and commenters from downloading, printing or copying (helpful but not foolproof).

Sharing a folder shares everything inside it, including files added later. Great for teams; careful with sensitive files.

Expiring access and removing people

• Workspace accounts can set expiration dates for access.
• Remove people or change roles anytime in the Share dialog.
• Transfer ownership when someone leaves a project (so files aren't lost when their account is closed).

Real-time collaboration

In Google Docs, Sheets and Slides, several people can edit simultaneously; you'll see coloured cursors with names.

Good collaboration habits:

• Agree who owns which section.
• Use comments instead of editing others' text directly (or use Suggesting mode).
• Resolve comments once addressed.
• Keep one "source of truth" document instead of copies.

Version history

Google Docs/Sheets/Slides save automatically and keep version history:

• File → Version history → See version history (Ctrl+Alt+Shift+H) shows changes by time and person.
• Restore an older version if something was deleted or broken.
• Name versions ("Submitted to client 2 Oct") for important milestones.

For uploaded files (PDF, Word), Manage versions lets you upload a new version while keeping the same link.

Think about it: A group member accidentally deletes half of your group project document the night before submission. What can you do?Show answer

Open File → Version history, find the version from before the deletion, and restore it (or copy the missing parts back). Nothing is lost. To prevent repeats, consider giving some members Commenter access or using Suggesting mode for edits.

Shared drives (Google Workspace)

Organisations using Google Workspace can create Shared drives: files belong to the team, not an individual, so they remain when someone leaves. Members get roles (Manager, Content manager, Contributor, Commenter, Viewer). Ideal for companies, schools and NGOs.

Offline access and syncing

• Drive for desktop (Windows/Mac): access Drive in File Explorer; choose stream (files download when opened, saving disk space) or mirror (full local copies).
• Offline mode for Docs/Sheets/Slides in Chrome (Drive settings → Offline): edit without internet; changes sync when you reconnect.
• Mobile app: mark files "Available offline".

Microsoft OneDrive equivalents

Many organisations use Microsoft 365; the collaboration ideas are the same.

Privacy and security

• Protect your Google account with a strong password and 2-Step Verification (your Drive is only as safe as your account).
• Review Shared with others regularly; remove old access.
• Be careful opening files shared by strangers (phishing via Drive shares exists).
• Don't store highly sensitive data unless necessary; follow your organisation's policies and the Data Protection Act.
• On shared computers, sign out and use private windows.

Practice tasks

1. Create a folder structure for school or work and colour-code key folders.
2. Upload a Word document and open it with Google Docs.
3. Share a document with a friend as Commenter; have them add a comment and a suggestion; accept the suggestion.
4. Make several changes, then restore an earlier version and name a version.
5. Check your storage usage and remove large files you don't need.

Summary

• Google Drive offers 15 GB free storage (shared with Gmail and Photos), accessible from any device.
• Upload, create, convert, organise with folders, colours, stars, shortcuts and good names; search finds text inside files.
• Share with specific people or links; choose Viewer, Commenter or Editor carefully; keep sensitive files restricted.
• Collaborate in real time with comments, @mentions/assignments, Suggesting mode and chat.
• Version history restores earlier versions; name important versions.
• Shared drives keep team files safe; offline mode and Drive for desktop sync work; OneDrive offers the same ideas.
• Secure your account and review sharing regularly.

Check yourself

1. How much free storage does a Google account include? Write in GB.

   Show answer

   15

2. Which permission level can read and comment but not edit?

   Show answer

   Commenter

3. Which general access setting is the most secure?

   Show answer

   Restricted

4. Which Google Docs mode shows edits as suggestions to accept or reject?

   Show answer

   Suggesting

5. Where do you restore an older version of a Google Doc? (two words)

   Show answer

   Version history

6. How long are files kept in Drive's Trash before permanent deletion? Write in days.

   Show answer

   30

7. What do you type in a comment to notify or assign someone?

   Show answer

   @