Steps to Organize Files in Google Drive using Workspace

If you are looking for a way to organize all your project files in Google Drive. Then, use the workspace feature in the Drive. In this article, I am going to provide you with ways to create Workspace in Google Drive easily. I will also provide an expert tip to move your data from the Google Drive workspace. So, read the article to the end.

What is Workspace in Google Drive?

In the Google Drive environment, people can put a star on their files. To make the files easily accessible. But if you have important files in multiple folders, then Workspace helps you to quickly find them. Therefore, Workspace is a personal area in the Google Drive that allows you to collect and organize files from anywhere without moving them from their original folders.

It is different than a shared drive as it allows personal users to create a space in their Google Drive to manage their data. All the files and folders in the Workspace are still in their original location. So, there would be no issue in migrating your files from the Google Drive workspace.

Benefits of Using Workspace in Google Drive

This is a great feature for individuals who are working on multiple projects and want to organize their files for better performance. Below, I have mentioned the advantages of using the Workspace to clear the understanding.

• With this, you will get a clean and consolidated space. This makes it easier to get all your important documents, sheets, etc., from one place. This reduces to jumping between multiple folders.
• It also helps you to improve team collaboration by providing a clean workspace where everyone can access, edit, and manage the files without duplication or confusion.
• Google had an old Workspace feature that allowed you to create a temporary, private collection of files from different locations. The new Workspace replaces this function for a smooth workflow.
• It helps you to create a dedicated area for the agencies, freelancers, and companies to help you in your project and keep the files separate.
• Workspace is a clean layout to help you work efficiently. It sorts out your data from the Drive that is filled with unnecessary folders, screenshots, and personal files.
• A Professional who mostly relies on organized file systems. This is very helpful in remote or hybrid work.
• It is also useful when restructuring the Google Drive, i.e., moving old files, cleaning up storage, etc.

With these benefits, many of you now understand how useful it is to create a workspace in Google Drive. To add files to the Google Drive Workspace, there are two options: priority page or by right-clicking the specific file. I am going to explain both the options so properly follow them.

Create Workspace using Priority Page

This method allows you to create a new workspace from scratch and add multiple files at once.

1. In your web browser, open Google Drive and log in to your account.
2. From the left menu, click on the Priority tab.
3. In the Workspace section, find and click on the Create Workspace button.
4. Provide a descriptive name and then press the Create button.
5. Now, add the files that you want to appear in the Workspace.
6. For this, open the side menu and browse the My Drive, Shared Drives, Shared with me, or Recent files.
7. Select the files you want to include and hit the Insert button.
8. Lastly, click on the Done option to complete the process.

Right-Click Files to Add in Workspace

In this, you can quickly create the workspace for the specific document.

1. In the My Drive or shared folder. Choose the file you want to appear in Workspace.
2. Right-click the selected file and hover your mouse cursor in the Organize option.
3. Select the Add to workspace. Then, click on Create new workspace button.
4. Enter the name of the new workspace. Then, the file will be automatically added to the newly created workspace.
5. If you want to add more files, go to the Priority tab, choose the file, and add it to the Workspace.

Here are the two easy solutions to create the Workspace in Google Drive. They are easy to use. However, they are not suitable for the organization. The Workspace feature is only for personal use. If you want to organize your files within the organization, then use the shared drive.

Best Practices for Efficient Google Drive Workspace

Simply creating a workspace is not enough to manage your files. You must also do some practice to maintain your workspace. Therefore, below I have mentioned some tips that you must follow.

• Use the Workspace for short-term projects and tasks. This can become your dynamic task list for files that you need to access immediately.
• It allows only a 25-file limit. So, create multiple workspaces for a specific task, which makes it easier in your work.
• When your project or immediate task is completed. Remove the workspace to keep the priority page clean. The files will be safely stored in the original location.
• In the workspace, you are creating shortcuts. So, avoid moving the original files too frequently, as it can break the link in the workspace.
• The name of the workspace should be clear or easy to understand at first glance.
• By default, Google shows a few workspaces on the priority page. Hide the workspaces that are completed and not urgently needed.

Other than these, many people also include files of another user within the same organization. If you also need to add the files of another account. You have to first move it. Below is an excellent method that can help you.

Expert Tip: Move Another User’s Files to Google Drive Workspace

In an organization, it is common that a user creates a personal workspace to get access to all the important files in their team. But, it is only possible if you have access to the files. To get access, you must move the data to your account with the proper permission. To do that, I have a great software called SysTools Google Drive Migrator to move your files from one Google Drive to another within the same domain. This helps the user to get the data with the required access permission.

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Concluding Words

Workspace is used for personal use, as it helps them to organize their Google Drive files for easy access. Therefore, in this article, I have explained how you can create a Workspace in Google Drive. Here, I have provided two ways to create the workspace and provide tips to practice the efficient use of the workspace.