How you store and share files matters. The right approach makes life easier for everyone — especially the person who takes over your role next year.
The Golden Rules
- Save files on the Shared Drive — not in “My Files.” Shared Drives are accessible to anyone who needs them. “My Files” are private to you and harder for your successor to access.
- Share links, not file attachments — When you email someone a file, they get a copy. Then there are two versions, and nobody knows which is up-to-date. Instead, share a link to the file on the Shared Drive.
- Don’t use email as file storage — It’s tempting to keep everything in your inbox, but it’s insecure and creates version confusion.
How to Share a Link from Google Drive
- Find your file on the Shared Drive
- Right-click it and select “Share” or “Get link”
- Copy the link and paste it into your email or message
Tips & Notes
Each PTA has its own Shared Drive on the PTAC Google WorkspaceGoogle Workspace is a set of online tools (email, file storage, documents, spreadsheets) provided for PTA business. It's separate from any school-provided Google accounts.. If you can’t find yours, ask the technology committee. They can also help move files from personal accounts to the shared space.