How to create and share Team Folder in Team Drive

Everyone on the team has access to the entire team drive, but not all files. You can create team folders to share specific files and collaborate freely. Each Team Folder can have different permissions, allowing you to control who can view, edit, download, and manage the files within each folder. 

❋ Sections in this article:

• Create Team Folder
• Manage Access Permissions in Team Folder
• Add Members to Team Folder
• Team Folder Access Permission Types

Create Team Folder

Any team member on Team Drive can create a Team Folder and share files.

On rakuten-drive.com

1. Login to rakuten-drive.com
2. Go to Team Drive.
3. Click [Create Team Folder].
4. Enter a folder name.
5. Select who can access the Team Folder and set permissions.

❋ All Team members Folder: All team members on the team drive have access to this folder.

1) Select "(Team name) member".
2) Select one of the access permissions -- Viewer, Commenter, Downloader, Collaborator, Editor, Manager.
3) Click Apply. 

❋ Specific Members Folder: Only specific team members you choose can access this folder.

1) Select "Specific people."
2) Click Apply. 
3) Enter an email address or name of the person you want to share with.
4) Select one of the access permissions -- Viewer, Commenter, Downloader, Collaborator, Editor, Manager.
5) Optionally, Compose a message.
5) Click Share.

❋ Just for Me Folder: Only you can access this folder.

1) Select "Only me."
2) Click Apply.

Manage Access Permissions in Team Folder

Team Folder Owner can manage permissions to an entire Team Folder, and only Team Member with Manager access permission can manage permissions to subfolders within Team Folder.

On rakuten-drive.com

1. Login to rakuten-drive.com
2. Go to Team Drive.
3. Select the folder you want to manage access to.
4. Click [Manage Access] in the right menu.
5.  In the Members list, click the dropdown next to the member you want to change.
6. Select one of the access permissions -- Viewer, Commenter, Downloader, Collaborator, Editor, Manager.
7. Click OK.

On Mobile app

1. Open Rakuten Drive app and sign in.
2. Tap Cloud menu at the bottom.
3. Navigate to Team Drive tab.
4. Tap (⋮) ellipsis icon to the right of the Team Folder.
5. Tap Manage button.
6. Tap the member you want to change.
7. Select one of the access permissions -- Viewer, Commenter, Downloader, Collaborator, Editor, Manager.

Add Members to Team Folder

Team Folder Owner can add members to Team Folder, and only Team Member with Manager access permission can add members to subfolders within Team Folder. Optionally, they can also invite someone not included in your Team Drive to Team Folder to share files.

※  Note:

• To accept an invitation to a Team Folder, someone not included in your team needs a Rakuten Drive account. If you don't already have a Rakuten Drive account, you need to sign up for Rakuten Drive and then accept an invitation to your Team Folder.

• Once someone not included in your team accepts the Team Folder invitation, they will gain access to the Team Folder and synchronize with all existing members of the Team Folder. They will only gain access to the specific Team Folder they were invited to, but they will not be invited to Team Drive.

On rakuten-drive.com

1. Login to rakuten-drive.com
2. Go to Team Drive.
3. Select a Folder you want to manage access to.
4. Click [Share folder] in the right menu.
5. Enter email addresses of the people you want to invite.
6. Select one of the access permissions -- Viewer, Commenter, Downloader, Collaborator, Editor, Manager.
7. Optionally, compose a message. 
8. Click Share.

On Mobile app

1. Open Rakuten Drive app and sign in.
2. Tap Cloud menu at the bottom.
3. Navigate to Team Drive tab.
4. Tap (⋮) ellipsis icon to the right of Folder.
5. Tap Manage button.
6. Tap Share in the upper right.
7. Select either 'Send an invitation mail' or 'Create an invitation link’.

Option 1: Send an invitation mail

1) Select People section.
2) Enter an email address or name of the person you want to share with.
    ※ Note: You can share with any number of people you want.
3) Optionally, compose a message.
4) Select one of the access permissions -- Viewer, Commenter, Downloader, Collaborator, Editor, Manager.
5) Tap [Invite people]. An invitation mail will be sent to the recipients.

Option 2: Create an invitation link

1) Select Invitation link section. 
2) Select one of the access permissions -- Viewer, Commenter, Downloader, Collaborator, Editor, Manager.
3) For added security, you can set a password or an expiration date for the invitation link.
4) Tap [Create] to create an invitation link. Copy the link and send it to recipients.

Team Folder Access Permission Types