Creating a Shared File System: A Guide to Dropbox and Google Drive


The world has become a small village with collaboration and data exchange becoming a part of day-to-day life. Cloud storage services, such as Dropbox and Google Drive, have changed the way we share files and collaborate with each other. This article will provide a simple introduction to creating a shared file system and the reasons why we work on shared drives. We will walk you through the steps of creating a shared drive on Dropbox and Google Drive.

This is especially important if you’ve signed up for our MerryBody Teacher Training as we will use Shared File Systems to hand in assessments. If you have any questions, reach out, we are here to help! 

Why Shared Drives?

Shared drives have become an essential part of our digital lifestyle, and here’s why:

  1. Easy Collaboration: Shared drives allow you to collaborate with others in real-time. Whether it’s a business proposal or a university project, multiple people can access, edit, and comment on files simultaneously.
  2. Data Accessibility: No matter where you are in the world, as long as you have an internet connection, you can access your files. It liberates you from carrying physical storage devices.
  3. Security and Backup: Cloud storage services offer secure encryption for your files. Furthermore, they back up your data, providing a safeguard against unexpected data loss.
  4. Version Control: Shared drives keep track of different versions of your files. This allows you to revert to previous versions in case of any unwanted changes. Plus, it saves you from saving version 1, version 2, version 3 and so on! 

Creating a Shared Drive on Dropbox

Here’s how you can create a shared folder on Dropbox:

  1. Create an Account: Head over to the Dropbox website and sign up for an account if you haven’t already. The basic account is free and offers 2GB of storage.
  2. Create a Shared Folder: Once signed in, click on “All Files” on the left sidebar, and then click on “New shared folder” at the top of the page. You can then choose either to create a new folder or share an existing one.
  3. Hover over the file or folder you’d like to share and click the share icon (rectangle with an up arrow).
  4. From the dropdown, select can edit
    • If a link hasn’t been created, click Create. 
    • If a link has been created, then click Copy link.
  5. The link has been copied. Then paste it in an email/msg and send to us! Then we will keep it safe on file.  As you complete assessments, simply save them here and we can keep track of all your progress!!

Creating a Shared Drive on Google Drive

Here’s how you can create a shared drive on Google Drive:

  1. Create an Account: If you don’t have a Google account, head over to the Google account page to sign up.
  2. Access Google Drive: Once you’re logged into your Google account, click on the “Google apps” icon (the 9 dot icon) on the top right corner of the page, and select “Drive”.
  3. Create a Shared File: Create your assessment file. Right-click on the file, click on Share (icon with person and + sign)
  4. General Access: Change from Restricted to Anyone with the link.
  5. Send Link: Send your Google Drive File link via email or msg or add it to the community!

There are numerous other options for shared file systems that provide features and cater to a variety of needs. Some include:

  • Microsoft OneDrive: Integrated seamlessly with Microsoft’s Office suite of products, OneDrive is a fantastic option for those deeply embedded in the Microsoft ecosystem. It offers features such as direct editing of Office documents, and automatic backup of photos and files from mobile devices.
  • Box: Box is a robust option for businesses, with advanced features like workflow automation, data loss protection, and secure file sharing. It also offers seamless integration with other business apps like Salesforce, Slack, and Google Workspace.
  • Amazon Drive: If you’re a frequent user of Amazon services, Amazon Drive can be a great choice. It offers secure cloud storage, file backup, file sharing, and photo printing.
  • iCloud: For Apple users, iCloud provides smooth integration across Apple devices, allowing easy file, photo, and note sharing between your iPhone, iPad, and Mac.
  • pCloud: This secure and easy-to-use service lets you store up to 10 GB for free, offers lifetime plans for up to 2 TB, and you can even save your files in encrypted format for additional security.

Creating a shared file system has never been easier, thanks to services like Dropbox, Google Drive and the other providers we have mentioned above. These platforms provide a seamless experience for sharing files and collaborating with others. The first step is creating an account, and before you know it, you’ll have your own shared drive ready for use.

Always merrymaking,

Emma + Carla

Ps. if you’d like to know more about our Yoga Teach Training, head on over HERE!


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